Workflows Overview

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Workflows Overview

Overview of Electronic Workflows in Docsvault


Docsvault's built-in Workflow module eliminates the hassles of coordinating, managing and tracking activities involved in common business processes like approvals, document reviews, purchase authorizations, etc. Administrators can design workflows that dictate the flow of a document through a series of users or groups in an organization: for example an accounts payable invoice passes through an approval process and then is routed to the accounts department for payment release.


Docsvault's  Workflow module automates assigning tasks, sending reminders and tracking participation while creating a record of the entire business process thereby giving you extra time to focus on your core business tasks instead of chasing people and managing the logistics of the document centric processes. Workflow history keeps track of all actions taken on documents and failure points that prevent a workflow task from being completed in time. In this way, Docsvault Workflow helps you keep the approval process transparent and identify costly bottlenecks in your business processes.



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Administrators and users with system right 'Create Workflow' can create and edit workflow process in Docsvault Server Manager. This option is also available in desktop and client applications.



Electronic Document Routing


Manual document routing processes are time consuming, inefficient and error prone. Business processes involve getting many types of information to multiple people according to rules as a document flows from one person to another for approvals and reviews. Docsvault Workflows facilitate this flow of documents in a digital repository that is accurate and timely eliminating the usual hurdles of a manual circulation of documents. It provides each person with timely notifications and information they need to perform their tasks.


Workflow Roles


A Workflow consist of a series of pre-defined Steps that determine where in a document's lifecycle the document is, and workflow Transitions (or actions to be performed by users) that determine the next step within the lifecycle of the document. Administrators can specify which users or groups will be a part of the workflow and its various steps. These users can be grouped into the following roles:



A workflow Initiator is any user or group that can start a workflow on a document. All members of the 'administrators' group can also start the workflow process by default.


Mangers are users or groups that can supervise the entire workflow and have the privilege to transition or cancel a workflow at any point.


A workflow Watcher is any user or group who can monitor a workflow process. Watchers will be able to view the ongoing progress of a workflow, however, they are not participants and therefore cannot perform any action on the workflow.


A workflow Participant is any user or group that is assigned to perform a task in a particular step and not in the workflow as a whole. Different steps can have different participants assigned to it. You also have an option to add dynamic Participants to any workflow step through the use of the  “Users/Groups” dynamic index field.  To learn more, see Dynamically adding Participants


Administrators can also allow the initiator to customize the list of managers and watchers for workflow instances that they start.



Initiating a Workflow:


A Workflow in Docsvault can be initiated in the following manner:


1.Manually Initiating a Workflow: Assigned initiators of the workflow can manually initiate a workflow on a document by right clicking on the document.

2.Automatically Initiating  a Workflow by Folder Trigger: A Workflow is automatically initiated when a new document is added to pre-defined folders.

3.Automatically Initiating  a Workflow by Profile Trigger: A Workflow is automatically initiated when a new document is assigned a pre-defined document profile.

Learn more about initiating a workflow in Initiating a Workflow


Workflow Notifications & Alerts

Workflow participants, managers and watchers are informed about the progress of the workflow via email notifications and various alerts. Participants of any step are promptly notified when a workflow enters a step they are part of to inform them about their new tasks. Workflow notifications can also be extended to other non participant users and external non-Docsvault users using the workflow transition notifications. Various reminders and alerts can be set for users and managers informing them about overdue tasks and exceptions in the workflow.


Viewing and Participating in a Workflow

Managers, watchers and participants can also view a list of pending workflow tasks and take appropriate action under the workflow node in Docsvault Web and Desktop clients. Participants of a workflow can access their pending workflow tasks under the My Workflow Tasks node. They can expand each workflow task to see its full history or open it to see details and act on it. Learn how to view and participate in a workflow in Your Workflow Tasks.


Web Based Workflow

User's workflow notification settings allow for workflow notifications to be delivered directly in their email inbox. Participants with web access rights can participant in a workflow using a direct link provided in the workflow email notification so that they can get to their workflow task with a single click of a mouse.


Tracking Workflow

Once a participant has completed their workflow task, they can view the further progress of the workflow under the Participated by me node. This window displays a summary of the workflow task, the process and each activity in the process. For more information, see Tracking Workflow Progress .


Monitoring and Administration

Administrators, Workflow Managers and Watchers can view the progress of a task in a workflow process. The Workflow Managing/Watching node displays summary for the workflow task, the process and each activity in the process. For more information, see Monitoring a Workflow.