A workflow is triggered when a team member uploads a new document or new version that meets the predefined criteria; it will not be applied to existing documents in the phase.

Workflow Actions

1. Audit Round - This creates a number of different audit tasks that are assigned to multiple users where comments must be given by a certain deadline. The outcome of the audit round (whether comments are given or not by the deadline) determines the next step in the workflow. These tasks can be found in the To do's module.
   
   
2. Review Task - This creates review tasks for responsible persons who will either approve or reject a document. The workflow will only continue as soon as the first person responsible for completing a review task does so. These tasks can also be found in the To do's module.
   
   
3. Stamp - As a result of an Audit or Review task, an automated stamp can be placed on a document based on the outcome. See Create stamps for more information.
4. Notification - Notifications can be scheduled to be sent at any point in the workflow. If you as a user are a recipient, this notification is sent by e-mail but it will also be visible in your personal dashboard in the To do's module.
   
   

Viewing Workflows

1. First navigate to the project or phase that a workflow has been added to
2. Select the Settings Module either from the top horizontal bar or the left side bar
   
   
3. Navigate to the Workflows page
   
4. All workflows that are active in the current project phase will be displayed here
   

The workflow information includes its Name, Order, Description as well as the phase it is attached to.

A user must have the required permissions enabled to View Settings and Workflows, otherwise the Settings module or Workflows page will not be visible for you. If you do not have the right permissions, contact your space administrator.

Selecting the name of a workflow will take you to the Workflow Overview page which is explained later in this article.

Documents Module

1. First navigate to the project or phase that a workflow has been added to
   
2. Select the Documents Module either from the top horizontal bar or the left side bar
3. Select the document number you are interested in
   
4. Navigate to the Workflows tab
   
   
5. Any active workflow that the document is a part of will be displayed here
   

1. Document's version number that triggered the workflow
   
2. Workflow Name
   
3. Date when the workflow was started (based on when the document was first uploaded and triggered it)
   
4. Any Active workflow steps related to the document
   
5. Total number of steps that have been completed in the workflow

To view a complete history of all the actions that have occurred to a document, you can also navigate to the document's Events page. Here, an action log exists which includes all previous actions that have occurred to a document as a result of passing through a workflow, as well as any additional actions that occurred outside of the workflow.

Workflow Overview

When selecting a workflow name either from the Settings module or Document details page, this will display the workflow overview page which can be read as a table or dashboard.

This is made up of a number of different columns: 

1. Document list: All the documents that met the conditions for the workflow will be listed on the left hand side, as well as their description and version number. 
   
2. General Workflow information: Summary overview of entire process including when the workflow began for a particular document as well as its status of completion.
3. Workflow steps: Break down of each step in the workflow where every type is distinguished by its colour and icon:
   1. Audit Rounds are yellow and include information such as when it was started, its status and outcome (comments). The individual audit tasks for the responsible persons is also displayed including the task's status, completion date and outcome (comments).
      
      
   2. Review Tasks are green and include information such as when it was started, its status, as well as when the review was completed.
      
      
   3. Stamp actions are orange and include when the stamp was placed on a document.
      
      
   4. Notification actions are blue and include when the actual notification was sent.
      
      

Reading the workflow overview for a document

Each document will be displayed in its own row, and the workflow information for that particular document can be read horizontally. 

Once a workflow has been triggered to begin, it is easy to track its overall completion according to the status information in the general workflow column:

 General Workflow

1.  x/x steps completed: If a workflow is not yet complete for a document, its status will be open and display how many steps have been completed out of the total amount.
   
2.  Completed: Only when all responsible persons have executed their tasks outlined by the workflow for a document, then its status will be complete.
   

Once a step has been started in the workflow, its status can also be tracked which is based on the results of the relevant To do's item:

 Audit Round

Overall action:

1.  Open Tasks: Not all responsible persons have completed their tasks yet.
   
2.  No Tasks open: All responsible persons have completed their audit tasks.
   

Individual task:

1.  Open: Responsible person has not completed Audit task yet.
   
2.  Audited: Responsible person has completed the task either with or without comments.
   
3.  Urgent: Deadline for audit round has passed and task has not been completed yet. 
   
4.  Checked (too late): Task was completed after audit round deadline.
   
5.  Checked (while cancelled): Task was completed after the audit round was cancelled.
   
6.  Not checked: New document version was uploaded when the Audit task status was 'Urgent'.
   
7. Cancelled: The audit round was cancelled, or a new document version was uploaded when the Audit task status was 'Open'.
   

 Review Task

1.  Open: Responsible person has not completed the Review task yet.
   
2. Urgent: Deadline for task has passed and task is still not complete.
3.  Approved: Responsible person has completed the task by approving the document.
   
4.  Rejected: Responsible person has completed the task by rejecting the document.
   
5. Canceled: New document version was uploaded before Review task was completed.

Workflow Details

 The "details" page includes all information about the workflow according to how the administrator set it up. This includes the following pages: