Workflow
Workflow Types
Document Upload Workflow
This workflow grants permission to upload documents. You can create index value-based workflow for uploading by giving index values which should be considered to trigger workflow. Here, workflow will be triggered when user tries to upload a document by entering same exact index values for the specified indexes of the workflow rule. You can create and activate different workflow rules by entering different index values combinations.
Document Downgrade Workflow
You can create document downgrade workflow to control access for next level documents. Users can access documents according to the security level and the other permissions given. The users who have been given accessibility for next level document for a time period through user page (Refer 3.2) can access the documents which security level is one more high than user security level. By the way you can have approval process when those users try to access next level documents. You are required to just create a document downgrade workflow.
You can create different workflow rules by defining different combinations of Downgrade Permission (View, Flags, Email, Print, Download, Comment, and Re-index), User Groups, Document Permission and time period for document downgrade (Downgrade Countdown Limit).
This workflow will be started to execute when the following requirements are satisfied.
Requester (who requests the downgrade permission) should be in the all selected user groups of the rule.
Document should be in the all selected document permission of the rule.
Document Print Workflow
This workflow grants permission to print documents in the Enadoc.
This workflow will be started to execute when the following requirements are satisfied.
Requester (who requests the print permission) should be in the all selected user groups of the rule.
Document should be in the all selected document scopes of the rule.
You can create different workflow rules by defining different user groups and document scopes combinations.
Document Download Workflow
This workflow grants permission to download documents in the Enadoc.
This workflow will be started to execute when the following requirements are satisfied.
Requester (who requests the download permission) should be in the all selected user groups of the rule.
Document should be in the all selected document permissions of the rule.
You can create different workflow rules by defining different user groups and document scopes combinations.
Creating a workflow rule
When create workflow rules, fill up some common fields. Some additional fields you need to fill up according to the workflow type you selected.
Below are the common fields.
Workflow Type: There are four workflow types. First, you should select a workflow type to create a new workflow rule.
Workflow: Already created workflows are displayed in the dropdown menu. You should select ‘--Add New--’ to add a new rule.
Active: Select ‘Active’ checkbox to activate the workflow rule. If you need to inactivate the workflow you can inactivate the workflow by deselecting the ‘Active’ checkbox.
Workflow Name: Give a proper name for the workflow.
Workflow Description: Give a description of the workflow.
Levels: User can define workflow levels by clicking the ‘Add’ link under the ‘Levels’ section and the user can change the elapsed time, as required for each level. There can be several levels for a workflow rule. By default, there is no any level. When user clicks on the ‘Add’, Should be added a level to the list with level number and elapsed time and display user groups & users in the library to select from the list.
Levels can be removed one by one.
Elapsed time - Elapsed time should be provided in minutes. By default, elapsed time is 10 minutes.
Select Users and User Groups - You can assign people who should notify in each level of the workflow. All the existing user groups and users of the library will be displayed in the list.
You can select individual users or user groups from the list for each workflow level. Each level should have at least one user.
When one of the assigned persons in the level, approves or rejects the request before the elapsed time, the workflow will continue the process and the other assigned people in that level will be notified the action.
If nobody in the level response to the request within the elapsed time, system will again notify the assigned users and the workflow will be hold until approve or reject the request.
Document Upload Workflow
Rather than filling basic information such as workflow type, workflow, active, workflow name, descriptions and Levels, you should provide below information.
Indexes:
All the indexes of the library will be displayed here as they are in the index creation.
Mandatory to enter at least one index value because workflow fire on when you upload documents with given index values
Document Downgrade
If you select 'Document Downgrade, you should enter Downgrade Countdown Limit and select Downgrade Permissions, User Groups and Document Permissions rather than basic general workflow information such as workflow type, workflow, active, workflow name, descriptions and Levels.
Downgrade Count Down Limit - Enter time period for downgrade the security level of the document.
Downgrade Permission - View/Flags/ Email/Print/Download/Comment/Re-index are the permission options that you can assign for a rule.
User Group - User groups of the library which are having permission as selected in the above Downgrade Permissions will be listed down. User group is mandatory, and user should select at least one user group from the list.
Document Permissions - Document permissions within the library that have permissions according to the selected Downgrade Permission. Document permission is mandatory, and user should select at least one document permission from the list.
Document Print
You should select User Groups and Document permission rather than workflow general information such as workflow type, workflow, active, workflow name, descriptions and Levels.
User Group - All the user groups within the library which have print permission will be listed down here. User group is mandatory, and user should select at least one user group from the list.
Document Permission - All the document permission within the library which have print permission will be listed down here. Document permission is mandatory, and user should select at least one user group from the list.
Document Download
If you select user should select User Groups and Document Permission rather than filling workflow general information such as workflow type, workflow, active, workflow name, descriptions and Levels.
User Group - All the User groups within the library which have download permission will be listed down here. User group is mandatory, and user should select at least one user group from the list.
Document Permission - All the document permission within the library which have download permission will be listed down here. User class is mandatory, and user should select at least one user group from the list.
How to Start the workflow process
Here, you can get to know on how to execute workflow. This is the place where end user of system getting workflow experience when going to perform functions.
Document Upload
When any user uploads a document with exactly same index values as predefined in the workflow rule, workflow process is started.
As an example, let's imagine that workflow rule has been created with following index values:
Index X = ‘AAA’ Index Y = 123
If user uploads a document by giving above exact values, then the workflow process will be started, and user will be informed by displaying a message.
You can navigate to the next step of the workflow process or by clicking 'Next'. Process cancellation is available, but not allowed to transfer document. Display a popup with automatically filled fields as requester and workflow type. You can enter the Task Name and the Reason as required which are mandatory to be filled.
The workflow will be started when you click on the ‘Next’ button and thanking message will be displayed and user can view the request from the dashboard by clicking ‘View workflow dashboard logs ’.
Document Downgrade
This workflow will be started to execute when the following requirements are satisfied by the requester and the document.
Requester (who requests the downgrade permission) should be in all the selected user groups of the rule.
Document should belong to all the selected document permissions of the rule.
Select the search result and you do not have permission to view the document and by the way has permission to view only the list view of that document. Here you will be able to see a button in the viewer panel and index values of the document but you cannot view the document. Click on the ‘Request Permission for Document Downgrade’ button.
By clicking ‘Next’, you can navigate to the next step of the workflow process. Enter Task Name and the Reason of the request and process the workflow. Thanking message will be displayed and user can view the request from the dashboard by clicking ‘View workflow dashboard logs. You can click on ‘OK’ button to navigate back.
According to the relevant workflow, approvers will be notified through the workflow. After approving the workflow, requester will be able to view and do the permitted functions on the requested document through the dashboard.
Document Download
This workflow will be started to execute when the following requirements are satisfied by the requester and the document.
Requester (who requests the downgrade permission) should be in all the selected user groups of the rule.
Document should belong to all the selected document permission of the rule.
Once the workflow process has started, user can navigate next step of the workflow process. ‘Cancel’ button user can cancel the workflow process and navigates back to the viewer panel. Enter Task Name and the Reason of the request.
Thanking message will be displayed and user can view the request from the dashboard by clicking ‘View workflow dashboard logs’. You can click on ‘OK’ button to navigate back to the viewer panel.
According to the relevant workflow, approvers will be notified through the workflow. After approving the workflow, requester will be able to download the requested document once through the dashboard.
Document Print
This workflow will be started to execute when the following requirements are satisfied by the requester and the document.
Requester (who requests the downgrade permission) should be in all the selected user groups of the rule.
Document should belong to all the selected document permission of the rule.
Once the workflow process has started, user can navigate next step of the workflow process. ‘Cancel’ button user can cancel the workflow process and navigates back to the viewer panel. Enter Task Name and the Reason of the request.
Thanking message will be displayed and user can view the request from the dashboard by clicking ‘View workflow dashboard logs’. You can click on ‘OK’ button to navigate back to the viewer panel.
According to the relevant workflow, approvers will be notified through the workflow. After approving the workflow, requester will be able to download the requested document once through the dashboard.
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