Home :: Knowledge Base :: Workflow :: Using Workflows

Initiating Workflows

Once in place, a workflow will make sure that the document to be examined is brought to the attention of the person(s) that need to review or approve the contents. Workflows also allow observers to watch over the process from start to finish.

Initiating a workflow can be done by anyone with Document Publisher or higher permissions. Once initiated workflows are only complete when all activities are completed or the workflow is canceled or the document is not approved.

Initiating Workflows

Workflows can only be initiated on single version of an electronic document. The document must be checked into the FileHold document management system. Workflows can also be initiated on documents as soon as they are added to the system.

The ability to initiate a workflow for a given version of a file in the document management system is limited to a user that is a Document Publisher or higher permissions or a designated library administrator. If necessary, the library administrator can initiate a workflow for a file in the document management system on behalf of another user.

To initiate a workflow on a document in the records management system, Right click on the file and choose WorkFlow > Initiate.

Workflow_Initiate2.png

 

Users can only initiate workflows from the list of workflow templates that are associated with the document's schema. The templates are not created by the user they are created by the Library Administrator. However, the library administrator can create an ad-hoc template that leaves all fields to be initiator defined.

Initiators can now always define the default observers of a workflow when they initiate.

If someone other than the document owner initiates the workflow, the document owner may be an observer  the library administrator has configured the workflow to allow this.

Workflows cannot be initiated on the following files in the document management system:

  1.  A document version with an existing workflow instance associated with it 
  2.  Files stored as records in the document management system
  3.  Files stored as Offline Documents in the document management system
  4.  Shortcuts to documents located elsewhere in the document management system
  5.  Documents with a status of checked out
Initiate Workflow Template Features
Workflow Name The workflow name can only be set by the library administrator when creating the workflow template and cannot be modified by a workflow initiator at time of initiation.
Description Description of what the workflow is designed to accomplish. This is usually set by the library administrator.
Allow Initiator to Define If selected allows the initiator of the workflow to re-define that aspect of the workflow.
Schemas List of the document schemas associated with the workflow instance.
Initiator can Modify If selected allows the initiator to modify steps in the workflow.
Hide This Version of the Document until it is Approved If selected hides the version of the document being sent through workflow until the final activity is completed.
Email Notification Defines the number of days before an activity becomes overdue that an email is sent to the person responsible for completing the task.
Observers Designated users that are allowed to observe the workflow as it proceeds. Observers will be able to view the ongoing status of a workflow from their status report. These users are not participants and therefore are being assigned tasks to complete. All tasks to be completed in the workflow are only done by activity participants.
Reviewers, Approvers

Reviewers -  those tasked with looking over a document for completeness and accuracy.

Approvers -  those tasked with actually approving the document for organizational use.
Workflow Activity
Listing of all activies associated with the workflow.

 

WorkflowTemplate_Creating.png

 

User Initiation and Editing of Workflow Templates
Only the library administrator can create a workflow template, however, they may make as many or as few of the fields editable by workflow initiators. If the fields are editable, the initiator fills in the necessary information at the time of workflow initiation. 

  • Regular document management system users can edit workflow fields that have been left editable by the library administrator. 
  • Right click on the selected  file > workflow > initiate the workflow.
  • From here the workflow screen will appear and any fields that have been selected as editable by the initiator can be filled in.
  • Click OK.
  • Message will display confirming initiation.

InitiateWorkflow.png

 WorkflowSucessfulInitiation.png