Workflow Configuration
The Configuration option allows generating the different approval states of the documents stored in the Document Manager of the Management System.
By clicking on the Workflow Configuration option, you access its specific configuration, allowing you to define the following parameters.
Name: Identifies the name of the workflow that will be displayed in the initial list.
Document Responsible: Provides the possibility to identify the responsible person for the stored document.
Deadline: Allows defining whether we want to set an approval deadline in the documentary states.
Alert Published: Allows defining whether we want to notify the responsible parties of the published state (final state) when a document reaches it. All alerts and notifications from the document manager include a link to directly access the affected file.
NOTE: If the corresponding checkbox is marked, users receive an email with a direct access link to the affected document.
States: Allows establishing the different states associated with the documentation stored in the Document Manager. The actions that can be performed on the table are as follows:
New: Allows inserting a new state into the table.
Delete: Allows deleting a previously defined state in the table. To do this, the desired row or rows must be selected and the 'Delete' button clicked.
Move State Up: Allows modifying the order (ascending) of a specific state once defined.
Move State Down: Allows modifying the order (descending) of a specific state once defined.
The columns displayed in the table allow parameterizing the following milestones:
Name: Enables the user to define the name of the state by double-clicking on the desired cell.
Order: Displays the order of the different defined states. To modify the order, the Move State Up and Move State Down buttons developed earlier must be used.
Approval Criterion: Allows identifying the number of users who must approve the state of the document. This number must be equal to the number of Responsibles identified for the selected State.
NOTE: In the event that the approval criteria cannot be met, the cell will be highlighted in red.
Deadline (days): Allows identifying the number of days required for the different responsibles to approve the state of the document, with the following cases possible:
No defined deadline: If the user has not set an approval deadline, the document will not change its state until all responsibles approve the state of the document.
Defined deadline: If the user has set an approval deadline, two situations may arise: all responsibles have approved the document, in which case the tool will not change its state until the defined deadline is met, or the deadline has been reached without approval from some responsibles, in which case the document will revert to the previous state identified in the table.
Back: Allows, by selecting the checkbox, to return to the previous state of the document if the deadline has passed without all required responsibles approving the documentation.
Automatic: By clicking on the checkbox of a state, it allows moving to the next identified state without requiring approval from any responsible. This option allows maintaining traceability of the different states a document has gone through, without requiring a specific state to be approved by one or more responsibles.
Responsibles: Allows determining the roles or responsibles in charge of approving or rejecting the documents stored in the document manager. If a role is selected, the responsibles associated with it will be in charge of approving or rejecting the documentary state. If specific responsibles need to be determined, they must be selected and associated with the required state.
Higher-level Responsibles: Provides the possibility to associate responsibles from higher-level entities to approve or reject a documentary state.