Step 1: Assessment of your business need

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 to your intranet, etc.

The AODocs workflow configuration interface does not require any specific technical skills and makes it easy to configure simple workflows like document approval in a few clicks.

However, even if the technical configuration of a workflow is easy to do, it is sometimes more complex to figure out exactly which workflow steps should be created, how the workflow roles should be assigned and which notification emails should be sent. The methodology below will help you determine the functional definition of your workflow to best address your business requirements.

To better understand the business need and implement an AODocs workflow, we recommend that the library administrators organize an assessment workshop with the key end users.

Note: If you need guidance to design and implement your workflow, the AODocs Service Team and the AODocs Service Partner would be happy to help you organize an assessment workshop and give you solutions to optimize your processes.
You can contact your personal Sales Representative or sales@aodocs.com.

The goal of this workshop is to:

  • Understand the current process.
  • Collect the business requirements.
  • Organize all the data needed for the workflow configuration.


Here is a checklist of all the steps that needs to be answered in an assessment workshop:

Image result for arrow icon Visualize the business need
Image result for arrow icon Define Workflow States and Workflow Transitions  
Image result for arrow icon Define Workflow Roles
Image result for arrow icon Build an Email Matrix
Image result for arrow icon Build a Permission Matrix
Image result for arrow icon Identify Workflow States submitted to Version Control


Visualize the business need

The best way to visualize a business need is to walk through the current process and draw a flowchart detailing all the actions of the process and how they are linked together.

Flowchart_-_Visualization_of_the_Business_need.png

Specification document: Flowchart - Visualization of the Business need


Define Workflow States and Workflow Transitions

From the previous flowchart, you can group the actions that belong to the same workflow State and highlight the transitions from one Workflow State to another State. 

States.jpg

Specification document: Flowchart - Definition of the Workflow States and Workflow transitions
Learn more here: Configuration - Create Workflow States
Learn more here: Configuration - Add Workflow Transitions


Define Workflow Roles

From the previous flowchart, you can then define the different roles intervening in the workflow process and distribute their actions.

Roles.jpg

Specification document: Flowchart - Definition of the Roles

NEW_Flowchart.gif


Build an Email Matrix

For each workflow state, define who should receive an email and write its content.

Email_Matrix.jpg

Specification document: Email Matrix
Learn more here: Configuration - Configure Workflow Notifications


Build a Permission Matrix

If your workflow requires that the permissions of the document changes, for each Workflow State, define who should have Read and/or Write access to the document.

Permission_Matrix.jpg

Specification document: Permission Matrix
Learn more here: Configuration - Set Workflow Permissions


Identify the Workflow State submitted to a Version Control

If your workflow requires a new version of the document to be created, from the Workflow State flowchart, identify which Workflow States needs a Version Control.

Learn more here: 
What is Check-out / Check-in?
Manage document Versions in a AODocs library

Version.jpg

Specification document: Flowchart - Identification of version control on Workflow States
Learn more here: Configuration - Implement Version Control on Workflow States

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