Workflow Document Management Software: Document Workflow Approval
Activity Overview
Along with the document review
activity, the document approval activity ships as part of FileHold
workflow. The approval activity is designed to facilitate the formal collection
of signatures on behalf of its participants for a individual document
version in a workflow. This activity is designed to be quickly included
alongside one or more activities as part of an workflow template or when
initiating ad-hoc workflow's. In order for the activity to run it must
be included in a workflow.
Unlike the review activity the approval activity has different
rules for completion. The approval activity is considered complete once
all participants have \signed-off as 'approved' on the document. If at
any time one participant 'rejects' (does not approve) the document both
the the activity and the workflow terminates even if other participants
in the activity have yet to start their tasks or there are other activities
in the workflow that have not yet been started. This is as opposed to
the review document activity that will complete once all tasks for the
activity are completed and there is no path for activity termination.
The following diagram provides an overview of the approval activity. For
purposes of clarity this diagram assumes that the activity is included
in a workflow and the workflow wrapper is not shown.
- As with the review activity, once the approval activity starts participants
are notified by email and their personal task list that they have been
assigned a task to approve a document. The activity starts if it is
the first activity in a workflow or when the previous activity is completed.
- To complete their tasks participants must sign-off when approving
or rejecting the document. This sign-off requires the user to enter
their FileHold system password as a secure means of verifying their
identity.
- Only when all participants approve the document the document is considered
approved and the activity is completed. Approval or rejection of a document
is at the document version level therefore the situation may arise where
you have several versions of the same document some of which are approved
and some that are not. Once the document is approved and the activity
is completed the next activity in the workflow begins. If the activity
is the last one in the workflow the workflow is marked as completed.
- If any one of the participants rejects the document the document
is considered not approved. Similar to that of the review activity participants
are able to provide comments and / or attach a feedback document to
the document they are rejecting.
- If a document is considered ‘not approved’ the workflow
instance is terminated and subsequent workflow activities are automatically
cancelled within our workflow document management software.
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