Using Workflows in the Document Management System

FileHold makes it easy for individual users to access and complete workflow tasks that have been assigned to them.

Viewing a List of all Assigned Review or Approval Workflow Tasks
A list of all workflow tasks assigned to a specific user is accessible to them through the document management system by selecting Review and Approvals > My Tasks from the My FileHold section of the left menu.
This task list shows all active document review or document approval tasks assigned or delegated to the user. Previously completed or cancelled tasks do not appear in the list.

Delegating Tasks to Another User
Task delegation is a critical component of any workflow system as it allows work to continue to flow if a participant is either too busy or unavailable. To delegate a task simply select the task from your task list in the document management system then click the Delegate Task option from the toolbar above the task list. The user will be prompted to select a new participant (the delegate) from a list of users that have proper access to the document. Once delegated the delegate user will be notified of their new tasks. There is also the option to automatically delegate all tasks assigned in the event of vacation or extended unavailablity. Learn more about setting up automatic task delegation from your workflow preferences.

Getting a Copy of a File from the Document Management System to Review or Approve
To get a copy of a document you are supposed to review or approve simply select the task associated with the document you are required to review or approve and click the Make Local Copy icon from the toolbar above the task list. 

Completing a Review Task
The following covers the steps required to submit a review of a document using the FileHold Desktop Application or FileHold Web Client. Use this link to learn more about completing workflow tasks from Microsoft Office Applications.

• Select the Submit Document Review option from the menu associated with the document name. You can access this menu by either right clicking on the file (when using the FileHold Desktop Application) or by using the drop down menu associated with the document in the FileHold web client. The submit review form will appear.
• Provide your document review comments and/or attach a document containing additional feedback for the document you are reviewing.
• Click OK to complete your review.
• You will be returned to the task list view of the document management system and the review task will be gone as it is now completed.

Completing an Approval task
The following steps are required to submit an approval of a file using the FileHold Desktop Application or FileHold Web Client. Learn more about completing workflow tasks from Microsoft Office Applications.
If a user is both an approver and a reviewer, the file must reviewed and submitted before the user will be allowed to approve or not approve the file. To complete tasks related to reviewing a document the user must take the following steps.

Select the Submit Approval option from the menu associated with the document name. This can accessed by either right clicking on the document (when using the FileHold Desktop Application) or using the drop down menu associated with the document in the web client interface of the document management system.

Select "I Approve this document" or "I do not Approve this document" and apply comments to the decision if needed.

Note: Unlike in the Review Process, a user can only associate a feedback document to the file in the event that the file will be rejected.

• Clicking on OK will bring up the sign-off page. All users are asked to sign off on their decision to approve or reject the document.
                             
• To sign off on the file, simply enter the document management system’s user password to verify identity. Note: If you are logging onto FileHold document management system as a member of the FileHold domain this would be the same password entered when logging onto the network, otherwise the password is the same as when logging onto the FileHold Desktop Application.
• Click OK to complete document approval or rejection.
• The user will be returned to their task list and the review task will be gone as it is now completed.

Access the Review / Approval Comments of other Users that have Already Completed their Tasks for a Particular Document
There are a number of ways to view the review / approval comments of other users for a particular document version. Depending on the state of the workflow and the user tasks, they are as follows;
If the workflow is still in progress and the user’s task has NOT been completed they can view the history of comments for a workflow in their task list by selecting the Review & Approval Feedback menu option in the drop down menu for the file.

If the workflow is still in progress and the user’s task HAS been completed they can view the history of comments for a workflow by going to the status report for a document.

If the workflow for the document has been completed the user can view the list of historical workflow activity for a document by selecting the 'View Version History' option associated with the file. All the versions of that document will appear in the "History of Document Versions for..."     To view the workflow history simply select the document versions and click the Review and Approvals button.