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Document Review workflows allow you to automatically send documents on a predetermined route to the relevant people that need to review them. 

1. Go to Publication Space > Settings > Workflows tab.

2. Ensure you have configured your workflow verdict, step due dates and reminders.

Create a New Workflow

3. Click on Add New.  Note you can duplicate a workflow if required by clicking on the Duplicate button on the far right. 

4. Give the workflow a name.

5. Define who you want to be able to give access and apply it.

6. Define who you would like to be added for information on the workflow transmittal.

7. Set Step Due Date i.e. how many days does the reviewer have to review.


8. Add notes that you would like to display as part of the review. 

Workflow Security

Workflow Security can be set as normal (available to all) or private (only between you and the approvers/info users).

Workflow Type


Workflows can be configured as either Locked workflows or Not locked workflows.

  • Locked workflows will lock the documents on these workflows from being superseded and also prevent you from adding them to another workflow.
  • Unlocked workflows will not lock the documents on these workflows. You can not supersede these documents but you may add them to another workflow of the type Not locked.

An overview of how the Do not lock documents workflows will work:

  • Documents can be added to 1 or more workflows of this type.
  • You cannot add documents in this type to a locked workflow or vice versa.
  • Document revision status will not be changed at the end of the workflows.

Eg

  • Doc is uploaded in For Review status
  • Will be shown as For Review in the uploaded rev status while on the workflow.
  • Once the workflow or workflows end the revision status will remain For review.
  • All workflow verdicts will be recorded and displayed in the summary.
  • When the workflow ends, documents that were set to Approved will be automatically distributed based on the Document Approval/Rejection setting.

Document Revision Status When Workflow Ends


This is how you configure when the revision status of a document will be changed when a workflow is completed.

The options are:

  • Based on workflow results - this means the revision status of a document will be updated based on the verdicts selected in the workflow. This will work together with the Document Approval/ Rejected decided by setting.
  • Not based on workflow result - this means that the revision status of a document will not be updated at the end of the workflow based on the workflow result.

Document Approval / Rejection Decided By


  • Last Step in Workflow - The verdict for a Document is based on the Verdict of the Last Step in the Workflow.
  • Rejected at Any Step - If a document is Rejected at any step - the overall result of that document is a Rejection.

Parallel Step Sharing

  • Do not allow reviewers to see Markup's and comments - reviewers in parallel steps cannot see markup's or comments in the step parallel to them
  • Allow reviewers in a parallel step to see Markup's and comments - all reviewers in parallel steps can see markup's and comments from the reviewers in the parallel step
  • Do not allow reviewers to see Design issues, Markup's and comments - stops all reviewers from seeing design review issues, markup's or comments in a parallel step.

Design Issue Tracking

  • Design Issues Only - You will only be able to capture Design issues during a workflow
  • Comments only - You will only be able to capture standard review comments during a workflow (cannot log/create design issues)
  • Design Issues and Comments - You can add design issues and standard review comments

Design Issue Addressing

Who is the Design Issue going to be addressed to when it is created.

Design Issues - Notify Info Users Setting

Choose whether or not you want the user on the workflow Info to be notified of the Design Issue.

Generating Consolidated Mark Up

Choose how you want the mark ups done generated.

Parallel Review Notifications

How will users in the parallel workflow step be notified:

  • Completion only - this means that all users in the parallel step of the workflow will only get notified once all reviewers in that parallel step, have completed their review.
  • All reviews - this means that whenever a user in a parallel step completes their portion of the review, all reviewers in that parallel step will get notified.

Adding Steps - Single Workflow

Each workflow is sequential meaning it will only move on to the next step once the current step is complete. 

However Multiple reviewers can be configured per step.

1. To add a step to a new workflow.

2. Click on the + sign in the middle.

3. To configure the step, click on the Cog icon.

4. Here you can edit the Step Details.

5. Give the step a name.

6. Configure which user is the reviewer at this step.

7. Configure the duration for this step before it goes late.

8. Click Done.

9. Continue to add and configure each step until the workflow is complete then click Create.

Editing Workflows

Any workflow that is not actively being used on a Review can be edited.

You can:

1. Add new steps.

2. Edit existing steps.

3. Edit existing step configuration.

4. And edit node configuration if it is a parallel workflow.

Workflow Interface

Steps that are completed are shown with a Green tick as shown below.

History Logs for Workflow Configuration

Click on the history button to access the logs.

Copy a Workflow

On the workflow list page, you can use the Duplicate option to make a copy of an existing workflow.

This will create a brand new workflow with all the details from the original one copied over.


What is a Parallel Workflow?

A parallel workflow allows you to conduct a document review where 2 or more reviews can happen in parallel to each other. Each of these reviews are independent of each other.

How to Create a Parallel Workflow

You need to be a Publication Space Admin or a Workflow Admin to be able to perform the following steps

How to add a step in parallel

  1. Go to Publication Space
  2. Click on Settings
  3. Go to Workflows
  4. Click on Add new


  5. You will now be on the Workflow editor
  6. To add a step click on the + button
  7. You will notice now that with 1 step added the + button is shown next to and below the current step
  8. If you want to add a parallel step click on the + button next to (on the left of) the existing workflow step
  9. You can continue to add as many parallel steps as you require by clicking on the + button


If you need to remove a step at any stage please click on the X icon

Configuring when to go to the next step 

When 2 steps are added in parallel we need to decide when and how to exit that stage to move on the next step(s) in the workflow

  1. To configure this click on the diamond (decision) button shown below
  2. This will let you configure when to move to the next step and will provide you with 2 configurable options

All steps are finished = with this setting - all steps in parallel in a workflow stage need to be completed/finished before moving to the next stage of the workflow

Any step is finished = with this setting - as soon as any of the of the steps in the parallel stage are finished the workflow will move to the next stage/step

Different configuration options

Parallel step sharing

When a workflow has parallel steps iTWOcx allows you to configure what users within these parallel steps are allowed to access (while the workflow is in the parallel stage)

The configurable options are

Do not allow reviewers to see Markup's and comments = reviewers in parallel steps cannot see markup's or comments in the step parallel to them

Allow reviewers in a parallel step to see Markup's and comments = all reviewers in parallel steps can see markup's and comments from the reviewers in the parallel step

Do not allow reviewers to see Design issues, Markup's and comments = stops all reviewers from seeing design review issues, markup's or comments in a parallel step.


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