Workflow Templates and Document Schemas

Library Administrators can create workflow templates and associate these templates with different documents schemas. Workflow templates can contain up to 20 activities with 50 users participating per activity.

Workflow templates can be:

• Pre-defined - The workflow process can be completely defined by the Library Administrator.

• Ad-hoc - The workflow process can be defined by the initiator of the workflow.

• A combination of both pre-defined and ad-hoc - The workflow process can be partially defined by the Library Administrator and partially defined by the initiator of the workflow. However, the Library Administrator determines which parts of the workflow process that can be defined by the initiator.

In order to make a workflow template available to end users for initiation, it must first be associated with a document schema. Users will be restricted to selecting from the workflows associated with the schema when they initiate a workflow. An example schema/ template association would be a 'Invoice Approval' workflow template associated with an "Invoice" document schema. Only Library Administrators can associate a workflow template with a document schema.

You can create Workflows in either the Web Client or FDA.

To add a workflow to a schema

1. In the Web Client, in the Document Schema Wizard > Step 4 Workflow, select the workflow(s) to be associated with this schema and click Add to Schema. Alternatively, go to Library Admin > Manage Schemas > Document Schemas and double-click on a schema name to edit. In the Workflows Associated with the Schema area, click Edit.

• In FDA, go to Administration > Manage Schemas > Document Schemas > Schema Name > Workflow tab.

2. In the Available Workflows area, select the workflows you want associated with the schema and click Add to Schema.

• Alternatively, click New Workflow to create a new workflow template.

3. In the Workflows Associated with this Schema area, set the order of the workflows using the Order field or delete the workflow by clicking X.

4. In the Workflow Settings area, select the Hide all versions of documents… check box to hide all versions of the document from everyone but the workflow participants and designated Library Administrators until such time as it has gone through a workflow instance that contains at least one Approval activity and the result of this activity is that the document is signed off as "Approved".

   NOTE: This setting is useful because the workflow does not check in or check out a documents. Selecting this setting will ensure no editing is taken place on the document during the review and approval process.

5. In the Web Client, click Next in the Document Schema Wizard to configure the Custom Naming.

To view workflows associated with a schema

1. In the Web Client, go to Library Admin > Manage Schemas > Document Schemas and double-click on a schema name. The workflows associated with the schema are listed in the Workflows Associated with the Schema area.
2. Alternatively, in FDA, go to Administration > Manage Schemas > Document Schemas > Schema Name > Workflow tab.

See also:

Creating Workflow Templates

Workflow Overview

Schema Workflows