Create a Workflow to Approve Documents

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The Workflow is created based on the following scenario...

An organization called Acme Corp. generates large volumes of documents everyday.  Multiple employees at Acme Corp. generate documents which must be approved by their supervisor. Acme Corp wants to implement workflow which will cut down the time spent to manage these documents and thus increase the productivity of their organization.

Acme Corp. has the following business process (for simplicity we will consider one user named John who creates the documents and then routes them to this Supervisor for approval)...

Here is the Acme Corp.'s business process...

John creates a document
John sends the document to his Supervisor for approval.
The Supervisor is then notified that John has sent a document.
The Supervisor reviews the document and approves or rejects it accordingly.

Notes:

1.To create a good workflow it is important to document the business process before designing the workflow in the workflow designer.
2.All instructions in the Create Workflows... and Examples sections of this help file assume that you have five users called Supervisor, Manager, John, Mary and Jack. It is highly recommended that you create these Globodox users. This will make it easier for you follow the instructions below.
 

To Create a Workflow to Approve Documents

1.In Globodox, select the Tools tab and click the Workflow Designer button. This will bring up the Workflow Designer window.
2.Click the New button to create a new workflow. The Designer pane and the Properties pane will now be activated.
3.In the Properties pane enter a name for the workflow in Name box. We will enter ApproveDocuments.
4.Enter additional information about the workflow in the Description box. We will enter This workflow is used to approve the documents
5.In the Duration (in days) box enter the number of days in which this workflow should be completed . If the workflow is not completed in the given time it will be marked as Red in the Workflow monitor.
6.Drag the Approve Documents task from the Task pane and drop it on the <<Add Tasks here>> in the Designer pane.
7.The Approve Documents properties will now be displayed in the Task Properties pane.
a)Select the users that are going to approve the documents by clicking the [...] button next to the Approvers box. Here, we will select the Supervisor.
b)Enter the maximum number of users that are going to approve the documents in the Max Recipients box. Here, we will enter 1, as only 1 user will approve this document.
c)Enter the minimum number of approvals that are required to approve the document in the Min Responses box. Here, we will enter 1, as only 1 approval is required.
d)Enter the number of  approvals required for the document to be approved in the No of Approvals box. We will enter 1, as only 1 approval is required.
e)The Name box will have a pre-existing name generated by the Workflow Designer. We, will change the name to ApprovebySupervisor.
f)Enter a subject for the task in the Subject box. We will enter Approve Documents.
g)Enter a short message to be sent to the users (Approvers) in the Message box. We will enter Approval required for the attached documents.
h)Enter the time in which this activity should be completed in the Duration (in hours) box. If the activity is not completed in the given time it will be marked as Red in the Users Inbox.

 

8.Click the Save button to save the workflow.
9.Click the Publish button to publish the workflow to all the users. This workflow will now be available for the Globodox user from the Route option.

 

Notes:

You can also create workflows using conditions and loops. For more info see, Conditions and Loops
 

Related Topics

Create a Workflow to Notify Users
Send a Document for Approval
Approve a Document

 

 


Page URL: http://www.itaz.com/globodox/help/index.htm?create_workflow_to_approve_documents.htm