Library administrators and higher roles can create workflow templates and associate these templates with different documents schemas. Workflow templates can contain up to 20 activities with an unlimited number of participants.
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. Library Administrators and higher roles can associate a workflow template with a document schema.
To add a workflow to a schema
- In the Web Client, in the Administration Panel > Library Configuration> Document Schemas > Schema Name > Step 4 Workflow.
- In FDA, go to Administration > Manage Schemas > Document Schemas > Schema Name > Workflow tab.
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.
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.
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". The document is automatically hidden upon the addition of the document or creation of a new version from any user not participating or observing in a workflow until that document version is approved. Once the document has been approved, the document is available to those users who have permission to the document. If the document is not approved, then the document version remains hidden.
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.
To view workflows associated with a schema
- In the Web Client, go to Administration Panel > Library Configuration> Document Schemas > Schema Name. The workflows associated with the schema are listed in the Workflows Associated with the Schema area.
- Alternatively, in FDA, go to Administration > Manage Schemas > Document Schemas > Schema Name > Workflow tab.