Perform workflow actions

When configuring a workflow, library administrators also define workflow validators. These are users who can perform manual workflow actions. They can move a document from one workflow state to another one and leave a workflow transition comment.
Learn more: What are workflows?

This article explains how to:

Perform workflow actions in a document
Perform workflow actions in a view

Perform workflow actions in a document

1. Open a document in AODocs as a workflow validator.

2. Select the workflow action you want to perform from the Workflow menu.

Notes:
– The workflow menu isn't displayed if you have no workflow actions to perform on the document.
– The workflow menu is grayed out (unavailable) if there are mandatory properties that aren't filled in, if there are properties with invalid values, or if the document has been checked out manually.

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3. In the Perform workflow action pop-up, you can enter a comment related to your workflow action.

Note: Comments can be optional or mandatory. Learn more: Configure user actions for your workflows.

4. Press Submit.

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5. When you submit the workflow action:

  • the workflow state is updated (if all validators have completed the workflow transition)
  • you can see all workflow transitions and comments in the right sidebar, which is displayed in the Properties tab and attachment tabs of the document

Note: Library administrators can define who can see the Transitions and Comments tabs. Learn more: Configure your library's general settings.

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6. If several people need to validate a workflow action on the document, select Workflow validators from the workflow menu to check who has validated the document.

Note: The Workflow validators menu option is available for workflow validators and administrators only.

The Workflow transition status pop-up opens. It displays all validators of the parallel validation action and sorts them into two groups:

  • those who have validated the document
  • those who have not yet validated the document

Tip: To access the Workflow transition status pop-up, you can also open the Transitions tab and press See Details in the box showing the parallel transition. By default, the See details button is available to everyone who can access the document, including readers.

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7. When the workflow transition is complete, you can open the Transitions tab and press See Details in the box showing the completed transition to see the history of the workflow transition.

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Perform workflow actions in a view

1. Open a view in AODocs as a workflow validator.

2. Select one or more documents in the same workflow state. 

3. Select a workflow action in the Workflow menu.

Notes:
– The workflow menu isn't displayed if you have no workflow actions to perform on the selected documents or if you selected documents in different workflow states.
– The workflow menu is grayed out if you selected a single document with mandatory properties that aren't filled in, if there are properties with invalid values, or if the document has been checked out manually.

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4. The Perform workflow action pop-up opens. 

If you selected more than one document, the Perform workflow action lists the documents in which you are about to perform a workflow action.

Note: A red cross is displayed next to documents that can't be transitioned (documents with mandatory properties that aren't filled in, with properties with invalid values, or if the document has been checked out manually).

You can:

  • enter a comment related to your workflow action
  • press the Open document in a new tab button next to a document

Note: Comments can be optional or mandatory. Learn more: Configure workflow user actions.

5. Press Submit

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6. The Processing workflow transition pop-up opens. The workflow transition is processed in batches of 10 documents at at time.

Note: The documents marked with a red cross in the Perform workflow action pop-up are not processed.

7. Press Reload to return to your view.

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Comments

6 comments
  • I have an additional question about point 4: Is it possible that people receive an email with the comment that was given when the workflow is pushed to the next step? Or maybe that a pop-up opens in the document itself? We've noticed that some colleagues don't check the comments, especially when the right side panel isn't opened.
    Thanks in advance for the response.

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  • In your email notification, you can add the placeholder ${latestComment}, it might be what you need.
    All the placeholders are listed here: https://support.aodocs.com/hc/en-us/articles/115002366863-Step-4-Configuration-Configure-workflow-notifications#Anchor_7

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  • Thanks Thibault, this is what I need!

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  • Hi everyone, here is my problem.

    I want to have 3 possibilities for each reviewer of a document. Approve / Not reviewed (mandatory comment) / Reject .

    Approve and Not reviewed should have the same effect on the transition (when everyone has either "approved" or "not reviewed", the workflow would go to the next step) and reject would make the process to reset.
    But I can't find how to have 2 different choices transitioning to the same step ( I can't set the transition to state "to be validated" when all members of "reviewers" have "approved" or "not reviewed" the document).

    I could use some help here :)

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  • I see what you are trying to achieve. Currently it will not be possible to achieve this set up with only the workflow configuration. You will need to combine your workflow configuration with custom scripts. I will send some help, they'll reach out to you directly.

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  • Thanks a lot Thibault. It would be very nice from you because I really need this function if I want my workflow to be really efficient.

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