Step 3: Configuration - Add Workflow Transitions

A workflow is a sequence of steps describing the lifecycle of the document. Each step in AODocs is called a Workflow State.

Library administrators can configure the Workflow Transitions, i.e. the set of rules that transition one document from one Workflow State to another State. A workflow transition is always composed of:

  • The target state, i.e. the state where documents go if the transition occurs.
  • The condition that needs to be verified for the transition to occur. The condition can be related to a user manual action or to an automatic trigger, such as a time period, a specific document property value, ...

As a library administrators, you can:

Configure manual transitions
Configure automatic transitions
Format of automatic transitions and examples


Configure manual transitions

Manual transitions require that one (or more) user validates the document by manually clicking on a custom workflow button.

Define the Workflow validators

The person validating a manual workflow can be:

  • A specific user email address
  • A specific Google Group: email address of Google Groups in the domain
  • A custom property with a Field type “Person”
  • A system Role: Document Creator, Last Update Author, Administrators, Contributors, Readers, Every Library User.
  • A library custom Role

Note: When configuring a workflow transition, the validators can be defined directly in the Workflow configuration section or with a pre-defined role.

Important recommendation:
When configuring a workflow transition, the validators can be defined directly in the Workflow configuration section or with a Role.
AODocs recommends to use Roles as validators of manual transitions. Using AODocs Roles is useful to set workflow validators, workflow notifications and workflow permissions.
Make sure all your Roles are created before configuring workflow transitions.
Learn more here: What are roles? and Configure roles.

Roles.jpg

Configure the Workflow user actions

The Workflow user actions will be the name of the actions that the users will see in their interface (AODocs or Google Drive).
They will see the workflow buttons in the user interface if they can perform a workflow action.

2017-05-09_17-01-06.png

Before configuring manual workflow transitions, the wording of the actions available to the validator has to be defined.

1. In the library administration interface, click on the Workflow section.

2. In the “Workflow user action” section, click on the “Add a new value” field under the column “User action name” and write the custom wording you want to display to your end users.

2017-05-10_11-40-19.png

3. Click on the “Add a new value” field under the column “Applied user action name” and write the custom wording you want to be displayed when configuring the workflow transitions.

Notes:
- By default, several users actions are proposed (Approve, Reject, Escalate,..).
- The column “Applied user action name” is usually the past tense of the “User action name” column.
- The column “Applied user action name” will be automatically populated with the same wording of the “User action name” column.

4. For each workflow action, you can check the checkbox "Mandatory comment" to force validators to enter a comment when they perform a workflow action.

user_actions.jpg

Configure the Workflow transitions

A transition goes from a source state to a target state.

1. In the workflow section of the library administration interface, click on the name of the workflow to configure.

2. In the source workflow state, click on “Add new transition”.

Note: You can add multiple transitions from and to one state.

3. Choose the target state from the drop-down list. It is the state where documents will go if the transition occurs.

4. Fill in the condition that needs to be verified for the transition to occur: for a manual action, the condition is composed of an action verb and the validators of the workflow action.

5. When choosing the validator, select a role, a specific user or a specific Google Group. Again, we recommend you to use Roles, since they are easier to manage.
Learn more about roles here: Configure roles

6. Choose if document needs to be approved by

  • “Any single member of” the validators, i.e. the first validator who performs the workflow action will transition the document into the target state.
  • “All members of” the validators, i.e. a parallel validation is required. The document will only transition when all the validators have performed the workflow action.

Learn more here: Perform workflow actions

7. If you need to delete a transition, click on “Delete” at the end of each transition line.

8. Don’t forget to click on “Save” or “Save and Close”.

Manual_tranistions.jpg


Configure automatic transitions

The AODocs workflow engine can also automatically move the document into a different state when certain conditions are met.

Tips: You can set automatic transitions:
- To trigger a reminder notification after a certain number of days.
- To trigger a reminder notification before a Due Date (Date field property).
- To tag a document as expired after the Expiration Date (Date field property).
- To sort documents in different workflow states, according to the value of a property.
- To send an error message when a property field is empty.
- To refine/adapt/activate a validation workflow subpath depending on a property (department, amount of money,..).
- etc.

1. From the configuration of your workflow, in the source workflow state, click on “Add new transition”.

2. Choose the target state from the drop-down list. It is the state where documents will go when the transition occurs.

3. Fill in the condition that needs to be verified for the transition to occur.
    For an automatic transition, you can choose a condition based on:

  • on a date, time, duration
    • “on a specific time”
    • “before/after a specific date (document property)”
    • “on a specific date (document property)”
    • “after a certain duration”
  • on the value of a document property value
    • “document property”

Note: You can choose the document properties from all the custom properties and some system properties, such as creation date, document creator and last update.

4. Specify the condition rule depending on the the condition chosen.
    Learn more here: Format of automatic transitions and examples

Automatic_transitions.jpg

5. Organize your transition by drag and dropping them.
    When entering a workflow state, AODocs checks each transition from the top to the bottom and the first transition that can be triggered is executed. If two transitions based on document properties are valid, then the top one in the workflow configuration order will be executed first.

Tip: If you are using automatic transitions based on document property with the field type Category hierarchically organized in subcategories, the workflow transitions should be organized with the lowest subcategories values first. 

image00.png

6. If you need to delete a transition, click on “Delete” at the end of each transition line.

7. Click on “Save” or “Save and Close”.


Format of automatic transitions and examples

Here are all the different condition rules you can apply for a condition based "on date, time and duration".

Format 

Comment

Example

“on a specific date/time”

MM/DD/YY  HH:mm

 

The date can be chosen from a calendar

At the end of the year, all the active contracts are transferred into the Archived workflow state.

“before/after a specific date (document property)”

xxx   min     before Date field property
        hours   after
        days

You cannot set an automatic transition with less than 5 minutes.

The Date field property is chosen from a drop down list with all the system and custom property with a “Date”, Type field only.

Contracts can go to the "Soon to be expired" 30 days before the "Expiration Date" or 1 year after the "Signature Date" of the contract to receive a reminder notification. 

“on a specific date (document property)”

Date field property

 

The Date field property is chosen from a drop down list with all the system and custom property with a “Date”, Type field only.

Contracts are automatically going in the "Archived" state when the "Expiration Date" has been reached.

“after a certain duration”

xxx    min
         hours
         days

         months

 

You cannot set an automatic transition with less than 5 minutes.

 A reminder can be send every week if the contract has not been approved yet.


Here are all the different condition rules you can apply for a condition based "on document property": 

Field Type property

Condition Choice Condition Value

Example

String



Empty
Not Empty
Contains
Equal
Not Equal
-
-
Sub-string
String
String
If the field "Context" contains the word "important", the head of Department has to sign the contract.

Text




Empty
Not Empty
Contains
Equal
Not Equal

-
-
Sub-string
String
String
 

Integer







Greater than
Less than
Strictly greater than
Strictly less than
Empty
Not Empty
Equal
Not Equal

Integer
Integer
Integer
Integer
-
-
Integer
Integer

If the "Amount" of the contract is more than 2000$, the contract has to be approved by the Financial department. 
Decimal







Greater than
Less than
Strictly greater than
Strictly less than
Empty
Not Empty
Equal
Not Equal

Decimal
Decimal
Decimal
Decimal
-
-
Decimal
Decimal
 
URL



Empty
Not Empty
Equal
Not Equal

-
-
URL
URL
 If the "Website of the customer" is empty, the contract goes back to the "Draft" state.
Boolean

true
false

  If a Revision of the contract is needed, the contract goes back to the "Draft" state to be revised.
Person



Empty
Not Empty
Equal
Not Equal

-
-
email address
email address
If the "Approvers" field is empty, the contract is signed directly by the Head of the Department.
Category



Empty
Not Empty
Equal
Not Equal

-
-
Value of category
Value of category
If the "Type of contract" is a "Time & Material", the contract has to be approved by a specialist.
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