Configure Workflows

 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• Locked workflows will lock the documents on these workflows from being superseded and also prevent you from adding them to another workflow.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 CANNOT 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 "NOT LOCKED" i.e. there must be at least more than one workflow in the project which is set to NOT LOCKED.
• You cannot add documents to this type of locked workflow or vice versa.
• Document revision status will not be changed at the end of the workflows.

E.g.

• 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.

Distributing Markup on Workflow Completion

"Distribute Markups on Workflow Completion" offers the following choices:

• Do not distribute - Will not distribute marked up files upon review completion

• All markups - A DTX will be automatically generated with All markups, for the workflow reviewers, including the configured revisions. This will be one DTX with all the reviewers.

• Latest markups - a DTX will be automatically generated with only the markups in the latest step.

DTX Title and Author :

• The title of the DTX will be the same as the Workflow title.

• The author of the DTX will be the WTX author.

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. Give the step a name.

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

6. Configure the duration for this step before it becomes late.

7. Place a tick in the checkbox if you would like to automatically progress the workflow when the due date is reached.  If this is left unticked the reviewer will be sent a reminder and the workflow will not progress to the next step until that reviewer has actioned their step.

8. Click 'Enumerate User Groups as Individual Steps' if you want to enumerate each individual user in group to give their verdict. See ' Enumerate User Groups as Individual Steps '

for more info.

9. If there are multiple reviewers in a step, you will need to select which user will complete the step when the due date is reached and what the Verdict will be.

10. Place a tick in the checkbox for Partial Review Verdict if you require a Verdict to automatically apply if a reviewer has added mark-ups when the step due date is reached but has not completed the review. 

11. Click Done.

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

Parallel Workflow - Adding Steps

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.

1. Click on the plus sign to add a step.

2. To add a parallel step click on the plus sign next to the first step.

3. Continue to add as many parallel steps as you require by clicking on the + button.

4. To remove a step at any stage click on the X.

Configure When to Move to the Next Step 

When two or more 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. Click on the diamond (decision) button shown below.

2. Select when you would like the workflow to move to the next step.

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.

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.

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.

Enumerate User Groups as Individual Steps

 "Enumerate User Groups as Individual Steps," enhances workflow management by enumerating the individuals the group

• Enumeration Logic:

• If this option is selected, the following logic will be applied:

  • When a group is added as a step reviewer, the single step will automatically break out into multiple steps, one for each reviewer in the group.

  • Each individual step can be assigned a verdict during a review.

  • The step name for each step will be the original step name followed by the reviewer name (user code).

• Display and Functionality:

  • These individual steps will be displayed in the workflow review screen.

  • The functionality supports on-the-fly workflow step changes, ensuring the steps are updated accordingly.

  • Auto-generated steps will be shown along with the decision node.

• Special Cases Handling:

  • If a group contains another group, role, or company, it will be treated as a single entity.

  • If the step contains a single user and a group set to enumerate, both the single user step and individual group steps will be displayed.

  • If a single user is in multiple groups, they will only have one individual step.

History Logs for Workflow Configuration

Click on the history button to access the logs.