Difference between revisions of "Workflow"

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The system automatically handles the workflow for each document and stores changes, versioning, comments made, etc.
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[[Category:SNIPER D.M.S]]
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===Validation cycle===
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The system automatically handles workflow for each document and stores changes, versions, comments made ...etc.
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The normal workflow requires, when loading a new document or a new version, to indicate some users or groups of users as reviewers and/or approvers. Users that are listed as reviewers and approvers are required to explain their approval to the document. When this operation is completed, thus all listed users have made their review/approval, the state of the document will set to 'released'.
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===Validation Cycle===
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From the moment you create a document, you are able to specify users or a group of users as reviewers or approvers. This is the normal workflow.
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Users that are listed as reviewers and approvers are required to add an explanation with their approval to the document. When users approve or review a document, the state of the document will be set as 'released'.
  
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The reviewer/approver can deny its approval to the document. In this case the document state is set to 'rejected'.
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A document can be rejected by a reviewer or an approver. In this case the document state is set to 'rejected'.
  
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A doc that are not set reviewers and approvals take immediately the state of 'released'.
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On the other hand, if a document is created without any reviewers or approvers, its state will be immediately set as 'released'.
  
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As approvers/reviewers one can indicate groups of users. In this case the review/approval should be made by any of the users belonging to the group.
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In case reviewers or approvers were a group of users, a document can be approved or reviewed by any user in this group.
  
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The document owner may at any time amend the list of reviewers/approvers.
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A list of reviewers or approvers of a specific document, can be amended by the document owner at anytime.
  
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===Documents status===
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===Documents Status===
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Possible states for a document are:
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A document state can be one of the following:
  
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#Draft pending approval: one or more of the approvals referred to have not yet expressed their approval.
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#Draft pending approval: a document is awaiting for approval of one or more of the approvers specified earlier by the document owner.
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#Draft pending review: one or more of the listed reviewer have not yet expressed their review.
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#Draft pending review: a document is awaiting for review of one or more of the reviewers specified earlier by the document owner.
 
#Released: the document has successfully completed its validation cycle.
 
#Released: the document has successfully completed its validation cycle.
 
#Rejected: the document has discontinued its validation cycle.
 
#Rejected: the document has discontinued its validation cycle.
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#Expired: you have exceeded the target date for completion of the validation of the document.
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#Expired: a document that have exceeded the target date of completing the validation.
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#Obsolete: the status of a released document can be changed to obsolete. This is intended as an alternative to the cancellation of the document. #Obsolete state is reversible.
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#Obsolete: a released document state can be changed to obsolete. This is intended as an alternative for cancellation of the document. #Obsolete state is reversible.
 
===Expiration===
 
===Expiration===
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For each document in production can be set a due date. Once passed the day set are no longer possible revisions or approvals and the document goes into an 'expired' state.
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Each document has a due date. Once this date is reached, the document will no longer be available for revisions or approvals and the state of the document will be set as 'expired'.
  
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The deadline is considered only for the latest version of the document and has effect only on document processing.
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Deadline is only applicable to the latest version of the document and has effect only when the document is in process cycle.
  
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===To Create a workflow===
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===Create a Workflow===
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* Navigate to Admin-Tools in the top bar
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To create a workflow:
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* First Go to Workflow States and create the statuses that your document will go throw
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* Navigate to Admin-Tools in the top bar.
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* Then Go To Workflow actions And create The action you need (The Action here is just the name that will connect the work flow steps with each other)
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* Firstly, go to Workflow States and create statuses that your document will go through.
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* Finally you go to Workflow and create your workflow  
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* Then, go to Workflow actions And create the action you need (The Action here is just a name that will connect workflow steps together)
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** After you create the workflow you will got an area to create the steps of the workflow each step most have user ([[Users|User Mangment]]) and action and status  
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* Finally, go to Workflow and create your workflow.
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** After you create a workflow, you will need to create steps of the workflow. Each step must have a user ([[Users|User Management]]), an action, and a status.
  
 
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[[File:workflowman.png|center]]
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[[File:workflowman.png|center|frame|link=]]
 
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[[File:Workflow-states.png|center]]
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[[File:Workflow-states.png|center|frame|link=]]
 
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[[File:Workflow-actions.png|center]]
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[[File:Workflow-actions.png|center|frame|link=]]
 
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[[File:workflow.png|center]]
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[[File:workflow.png|center|frame|link=]]
 
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Latest revision as of 19:41, 29 September 2015

The system automatically handles workflow for each document and stores changes, versions, comments made ...etc.

Validation Cycle

From the moment you create a document, you are able to specify users or a group of users as reviewers or approvers. This is the normal workflow. Users that are listed as reviewers and approvers are required to add an explanation with their approval to the document. When users approve or review a document, the state of the document will be set as 'released'.

A document can be rejected by a reviewer or an approver. In this case the document state is set to 'rejected'.

On the other hand, if a document is created without any reviewers or approvers, its state will be immediately set as 'released'.

In case reviewers or approvers were a group of users, a document can be approved or reviewed by any user in this group.

A list of reviewers or approvers of a specific document, can be amended by the document owner at anytime.

Documents Status

A document state can be one of the following:

  1. Draft pending approval: a document is awaiting for approval of one or more of the approvers specified earlier by the document owner.
  2. Draft pending review: a document is awaiting for review of one or more of the reviewers specified earlier by the document owner.
  3. Released: the document has successfully completed its validation cycle.
  4. Rejected: the document has discontinued its validation cycle.
  5. Expired: a document that have exceeded the target date of completing the validation.
  6. Obsolete: a released document state can be changed to obsolete. This is intended as an alternative for cancellation of the document. #Obsolete state is reversible.

Expiration

Each document has a due date. Once this date is reached, the document will no longer be available for revisions or approvals and the state of the document will be set as 'expired'.

Deadline is only applicable to the latest version of the document and has effect only when the document is in process cycle.

Create a Workflow

To create a workflow:

  • Navigate to Admin-Tools in the top bar.
  • Firstly, go to Workflow States and create statuses that your document will go through.
  • Then, go to Workflow actions And create the action you need (The Action here is just a name that will connect workflow steps together)
  • Finally, go to Workflow and create your workflow.
    • After you create a workflow, you will need to create steps of the workflow. Each step must have a user (User Management), an action, and a status.


Workflowman.png


Workflow-states.png


Workflow-actions.png


Workflow.png


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