Creating Documents and Plans with Workflow
Depending on the configuration, documents and plans can be equipped with different review and approval workflows. The number of approval levels is predefined in the system and can vary depending on the document type. In addition, the examination steps can be carried out in parallel or in series and can be carried out by a dedicated person or alternatively by several people.
To create a document or plan using Workflow:
- Create a new document or plan using the "Create...", fill the filing folders and upload the required attachments.
- Open the pane "Eligibility" and select the people and groups you want to have access to the document after it's approved. Optionally, you can also select people and groups as "Authorized Editors", which should be given editing rights to the document before the workflow starts.
- In the "Workflow“ you can check the specified inspection steps. Depending on the configuration, it is also possible to adjust the inspection steps.
- Change individual checkers by opening the selection box or disable individual checkers if necessary. Modification of inspection steps is only possible if this function has been configured for the current workflow.
5 Start the workflow by clicking the "Save & Forward for Review" when all input in the document is complete. Confirm the security prompt in the dialog box to start the workflow.
Once the document has been forwarded for review, the creator is no longer able to make changes to the document. The view shows the current audit status, and when you hover over the audit status, the details of the workflow are displayed in an info box.
Documents with workflow that are under review can only be viewed and edited by the reviewers. Only after the documents have been released are they made available to those project participants who are registered under the read permission.
If predefined readers have been defined in a document with workflow, they can also view the document during the check run.