Configure workflows

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To create a new workflow, access the library administration console and select the “Workflow” tab (1). Then click on “Add new value” (2), type in the name of the workflow and choose a class for the workflow (3).

Note: Each document class can have at most one workflow.

Creating a new workflow

After creating a new workflow, click on the name of the new workflow to configure it. Here are the different steps to configure a workflow:

1.Define the workflow states you need.
Learn more here: What are workflows?

2. Add the workflow transition on each state.
Learn more here: Manage workflow action verbs

3. Configure notifications. 
Learn more here: Configure workflow notifications, Customize workflow emails and List of variables for workflow notifications

4. Set permissions. 
Learn more here: Set document permissions based on workflow states

1. Configure workflow states

A new workflow contains a single workflow state, which will be the starting point of the workflow (we call it the “Initial State”). Any new document created in the document class will automatically be put in this Initial State. In the configuration section, you can rename the “Initial State” (4) and add new states for the workflow (5).Naming the initial state and adding new states for the workflow

In this example, we named our initial state “Draft” (6) and created three other states (7): “Waiting for Legal Approval”, “Approved” and “Rejected”. You can re-order the workflow states by dragging and dropping them (click on the name of a state to drag it).

If you have defined document views where the “Browse by” option is set to “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: What are list views and Configure list view

You can also select any workflow state as the workflow’s starting point (a.k.a the “Initial State”) by clicking on the star icon (8).Creating states for workflow transitions

2. Configure transitions

A state transition has different configuration options. You must set:

  • The target state (10), i.e. the state where documents go if the transition occurs.
  • The condition that needs to be verified (11) for the transition to occur.The condition can be related to a user manual action (i.e. a user clicking on a workflow action button or link); a related to an automatic trigger, such as a time period; a specific document property value.

Note: You can add multiple transitions to one state.

Don’t forget to click on “Save” or “Save and Close” (12). 
Defining workflow state transitions

The condition needing a user manual actions is composed of:

  • An action verb (13).
    Learn more here:
    Manage workflow action verbs
  • The performer of the workflow action. He can be defined by a role (14), a specific user (15) or a specific group (16).
    Learn more about roles here:
    Configure roles

Configure transition based on a manual condition

The condition can also be automatic:

  • Condition depending on a date, time, duration (17)
  • Condition depending on the value of a document property value (18)


Configure transition based on an automatic condition

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.

Specific case of 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.


Using transitions based on document property with the field type Category

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