Workflows allow teams to define the status progression that entries within a Document Template follow—from draft to compled. Each workflow step represents a status that the entry can move through, and each template can have a custom workflow.
Key Concepts
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Workflows are optional – Templates do not require a workflow.
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Workflows start after an entry is published
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Each template can have:
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One starting status
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Multiple completion statuses
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All entries from the same template follow the same workflow.
Workflow Setup
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Users can define custom labels and the number of steps in the workflow.
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Workflows can include branching paths (i.e., transitions from one status to several options).
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A visual alert will appear if the workflow contains a broken path (e.g., a status with no exit).
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Disconnected steps can be accessed from any other status.
Permissions
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Each workflow step can have its own permission, where on Users within specific Project Roles can move documents in to, or out of, a specific status
- Email notifications are sent each time a document entry moves through a workflow step
Locked Statuses
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Workflow steps can be configured to lock the entry from editing.
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Locked entries can only be modified by Project Administrators
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In locked states:
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Users can still add comments
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Editing or deleting comments is not allowed
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No other edits are permitted
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Workflow Changes
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You can edit workflows after entries exist.
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If a status needs to be removed, users will be prompted to select a new status to migrate affected entries.
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These workflow migrations do not trigger email notifications.
Location
Document Library > Document Template > Workflow
If you have any questions, or need additional assistance, please reach out to our support team at support@facsware.com and we will be happy to assist you.