A workflow is a sequence of steps describing the lifecycle of the document.
Workflows can automate your business processes such as reviewing documents, approving invoices, publishing company policies on an intranet, etc.
In AODocs, each workflow step is called a workflow state.
As a library administrator, you can:
|Create a new workflow|
|Create and configure workflow states|
Tip: Help yourself with our specifications document: Flowchart - Definition of the Workflow States and Workflow transitions
Learn more here: Assessment of your business need > Define Workflow States and Workflow Transitions
Create a new Workflow
1. From the library administration interface, select the “Workflow” section.
2. Click on “Add new value” and type in the name of the workflow
3. Choose a document class for the workflow.
Important: Each document class can have at most one workflow.
4. After creating a new workflow, click on the name of the workflow to configure it.
-When you create a new document class, there is no workflow assigned to it.
- When you create a workflow, it is assigned to a document class, and from this point on, all documents of the class have a workflow state (all documents which existed prior to the workflow creation are put in the initial state of the workflow).
- You cannot "detach" a workflow from a class, if you want to stop using the workflow, you have to delete it. In this case the workflow state metadata is lost on all existing documents.
- If you want to use the workflow for only a subset of documents in your class, we recommend that you create a special workflow state, with no transition and with the option "hidden from the task list", where you put all the documents that should not be involved in the workflow.
Configure workflow states
A new workflow contains a single workflow state called “Initial State”, which will be the starting point of the workflow. Any new document created in the document class will automatically be put in this Initial State.
1. In the workflow configuration interface, rename the “Initial State” if needed.
2. Click on “Add new state”.
3. Name the Workflow State you have just created.
4. Repeat step 2 and 3 until all the Workflow States you need are created.
5. You can select any workflow state as the workflow’s starting point (a.k.a the “Initial State”) by clicking on the star icon.
6. You can re-order the workflow states by dragging & dropping them (click on the name of a state to drag it).
Note: If you have configured a view with "Browse by" option set on Workflow state", the workflow states in the view will be displayed in the same order as they appear in the workflow configuration screen. Learn more here: Configure list views
7. You can choose to hide or show the workflow states from your end-users by selecting the "Visibility" of the workflow state:
- Always displayed: The default visibility, the workflow state is displayed in all user interfaces.
- Hidden from workflow tasks: The workflow state is hidden from the workflow section in the library homepage only.
- Never displayed: The workflow state is hidden from the workflow section in the library homepage and from a view configured with "Browse By" or "Filter" based on workflow states.
- The visibility option "Never displayed" can be useful to hide technical workflow states that trigger reminders or customisations.
- The visibility option "Hidden from workflow tasks" can be useful workflow actions that are not following a timeline.
Learn more here: Configure list views and Browse the workflow tasks
8. Click on the cross on the top right of each workflow state if you need to delete it.
Note: You cannot delete a workflow state if:
- It is the initial state.
- It is referenced in a transition from another workflow state.
- It is defined in the configuration of a view.
- Documents of the library are in this workflow state.
9. Save and Close.