Working with Workflows
Workflows offer the possibility to specify the review and approval run of documents. In addition to the necessary check steps and the responsible persons, the workflow can also store the period within which the check or approval must take place.
If new documents are due for review or approval, the responsible examiner is informed by the system by e-mail. In addition, a separate view is available that provides a detailed overview of all documents that are currently under review.
In the "Workflow Documents" or "Workflow Plans" view, all documents or plans that are currently under review or pending configuration are displayed. Based on the stored periods, the system calculates how many days are still available for the review or approval of the individual documents. The remaining days until testing or approval are displayed in the form of a traffic light system and can be selected at the click of a mouse.
To view documents with an open workflow:
- Click on the "Workflow Dokumente" to view all documents that are currently under review. To view all sheets that are under review, click the "Workflow Plans“.
- Click on the traffic light on the left side of the Navigator to see the workflows you want. By clicking on the red traffic light, all documents whose review period has already expired will be displayed. The yellow traffic light indicates those documents that are already in the prewarning level and a click on the green traffic light returns all documents that are still within the normal review period.
- Open the desired document by clicking on the label to view the details of the workflow or to carry out a check.
In addition to the names of the documents, the view also displays the days of the inspection time in different colors. Negative numbers in green and yellow indicate the time remaining until the end of the inspection period, positive numbers in red indicate the number of days by which the inspection period has already been exceeded.
The right-hand column lists the examiners who have to complete the next exam step. In this way, it can be determined in the shortest possible time which persons may be responsible for a delay in the examination of documents.
If a workflow phase has been filtered using the traffic light function, this filter must be deleted again before filtering can be done for another phase.
The filter can be deleted by clicking on the cross to the right of the filter.
The Tag Cloud "Workflow Reviewer" on the left side of the Navigator can also be used to select individual reviewers to get an overview of the status of the open workflows of this reviewer.