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 firstname.lastname@example.org.
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:
|Visualize the business need|
|Define Workflow States and Workflow Transitions|
|Define Workflow Roles|
|Build an Email Matrix|
|Build a Permission Matrix|
|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.
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.
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.
Specification document: Flowchart - Definition of the Roles
Build an Email Matrix
For each workflow state, define who should receive an email and write its content.
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.
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.
Specification document: Flowchart - Identification of version control on Workflow States
Learn more here: Configuration - Implement Version Control on Workflow States