Document Management Software Help : Docsvault

Graphical Workflow Designer

Graphical Workflow Designer

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Graphical Workflow Designer

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Docsvault Graphical Workflow Designer lets you create a workflow using graphical representation of how a process flows from one step to another and what happens at each step.  It features a point and click interface so you can have your workflow built within minutes.  Tasks can be arranged or reordered easily and routing rules applied with drag and drop simplicity.

 

Design the workflow

Authorized users can create new workflows either from the Docsvault Server Manager dialog or from within their Desktop or Web Application logins.

 

In the Desktop Client, click on 'Administration' menu and then 'Manage Workflows' to open up the workflow list. Workflows can be created using normal forms or using a graphical designer. Click on New, and then Designer, to open up the workflow designer.

 

workflow-graphical-designer

Graphical Workflow Designer

 

Adding Steps

To add steps, click 'Add Step'  in the toolbar, and then draw on the canvas at the position you want the object to be inserted. Give a name to the step. Keep adding more steps in the same way until you have drawn all steps of your workflow. Note that you can add steps anytime later on too but its easier to visualize the flow if you have all steps drawn from the start.

 

Click on the three dots menu or double click on the step to open up step properties dialog. Add options for the workflow, like step instructions, participants, reference documents and due days. For more information, see Workflow Step.

 

Creating Transitions between Steps

You can create a transition between steps by dragging a link point of any source step with your mouse (a link point is one of the four blue squares when you hover your mouse over the step - mouse pointer is changed to '+'), and then connecting it with any link point of a target step. A transition will be created connecting the source step to the target step. Name your transition.

 

You can define actions for a transition by double clicking the transition. The system will perform actions automatically whenever a transition is performed. For example, applying or clearing a document flag, copying or moving the workflow document to specified folder or section, changing security, setting document relation, notifying relevant participants and much more. For more information, see Workflow Transition.

 

Completing a Workflow

Every workflow should have at least one end point. To end a workflow, click End Workflow button in the toolbar. This will place an end workflow element on your canvas at the top left corner. Drag this end workflow element and place it near a step and then draw a transition between the step and the end workflow element. Create more end points as required.

 

Saving a Workflow

Once the flowchart is built, save it by clicking the save button in the toolbar. On saving the workflow, a pop up dialog will appear where you can specify general information for the workflow, determine which users and groups will perform different roles, setup automatic actions that can be performed on documents when a workflow is initiated or canceled and much more. For more information, see Defining a Workflow.