Example 1

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John regularly sends documents to the Supervisor for approval.. If Supervisor approves the documents then the Manager will receive this documents for final approval. If Supervisor rejects the documents then John must be informed about the rejection. The Manager reviews these documents once again. If the Manager approves the documents then the value of the Status data field in the Globodox DB is changed to Approved. If the Manager rejects the documents then Supervisor must be informed about the rejection.

John sends documents to the Supervisor for approval.
The Supervisor will then approve/reject these documents accordingly.
The approved document will go to the Manager for final approval and the rejected documents will go back to John for revaluation.
The Manager will approve/reject the documents.
The Status data field value changes to Approved in the Globodox DB for the Approved documents.
The Supervisor is notified about the rejected documents.

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.
 
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. You can also enter additional information about the workflow in the Description box.
4.Enter the number of days in which this workflow should be completed in the Duration (in days) box. If the workflow is not completed in the given time it will be marked as Red in the Workflow monitor.
5.Drag the Approve Documents task from the Task pane and drop it on the <<Add Tasks here>> in the Designer pane.
6.The Approve Documents properties will now be displayed in the Task Properties pane.
 
a)Select the Supervisor's name in the Approvers box.
b)Enter 1 in the Max Recipients box as there's only 1 approver.
c)Enter 1 in the Min Responses box as only 1 approval is required.
d)Enter 1 in the Number of approvals box, as we need the Supervisor's approval.
e)Enter ApprovalfromSupervisor in the Name box.
f)Enter Approve Documents in the Subject box.
g)Enter Please have a look at the Documents in the Message box.
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.
 
7.Click the Conditions And Loops button and drag the the If-then-else option and drop it below the Approve Documents task.
8.Select If block. Now, the Condition property will be displayed in the Task Properties pane.
9.Click the [...] box next to the Condition box to enter a condition. This will bring up the Condition window.
10.Enter a condition for the If block in this window. We will enter Approval from Supervisor.approved=Yes.
11.Click the OK button to save this condition.
12.Now, drag the Approve Documents task again from the Task pane and drop it on <<Add Tasks here>> below the Then block.
13.The Approve Documents properties will now be displayed in the Task Properties pane.
 
a)Select the Manager's name in the Approvers box.
b)Enter 1 in the Max Recipients box as there's only 1 approver.
c)Enter 1 in the Min Responses box as only 1 approval is required.
d)Enter 1 in the Number of approvals box, as we need the Manager's approval.
e)Enter ApprovalfromManager in the Name box.
f)Enter Documents Approved by the Supervisor in the Subject box.
g)Enter Please approve these documents in the Message box.
 
If you want to view Supervisor's comments, type the following syntax after the message %ApprovalfromSupervisor.Details%.
 
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.
 
14.Drag the the If-then-else option and drop it on the Designer pane below the Approve Documents task.
15.Select If block. Now, the Condition property will be displayed in the Task Properties pane.
16.Click the [...] box next to the Condition box to enter a condition. This will bring up the Condition window.
17.Enter a condition for the If block in this window. We will enter ApprovalfromManager.approved=Yes.
18.Click the OK button to save this condition.
19.Drag the Change Text Field Value task from the Task pane and drop it in the Then block.
20.The Change Text Field Value properties will now be displayed in the Task Properties pane.
 
a)Enter ChangeStatusValue in the Name box.
b)Specify the field name whose data you want to change, in the Field name box.
This should be in exactly the format below…
self.Invoice Amount
i.e. self.[FieldName]
 
Where Field Name is the name of the field whose data you want to change.
The word self specifies that the field belongs to a document type.
If this field belonged to a Stack, then replace self with parent.
 
We will enter Self.Status in the Field name box.
c)Enter Approved in the Field value box
d)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.
21.Drag the Send Message task from the Task pane and drop it on <<Add Tasks here>> below the Else block.
22.The Send Message properties will now be displayed in the Task Properties pane.
a)Enter a name for the task in the Name box. We will enter NotifySupervisor.
b)Select the users that you want to notify by clicking the [...] button next to the Sender List box. We will select the Supervisor.
c)You can enter a subject for the notification in the Subject box. We will enter Rejected by the Manager.
d)You can type in a message to be sent along with the documents in the Message box. We will enter Please review these documents once again.
 
If you want to view Manager's comments, type the following syntax after the message %ApprovalfromManager.Details%
e)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.
23.Now, drag the Send Message task from the Task pane and drop it on <<Add Tasks here>> below the Else block.
24.The Send Message properties will now be displayed in the Task Properties pane.
a)Enter a name for the task in the Name box. We will enter NotifyJohn.
b)Select the users that you want to notify by clicking the [...] button next to the Sender List box. We will select the Workflow Initiator user i.e.John.
c)You can enter a subject for the notification in the Subject box. We will enter Rejected by the Supervisor
d)You can type in a message to be sent along with the documents in the Task Message box. We will enter Please review these documents once again.
 
If you want to view Supervisor's comments, type the following syntax after the message %ApprovalfromSupervisor.Details%
e)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.
25.Click the Save button to save the workflow.
26.Click the Publish button to publish the workflow to all the users.

 


Related Topics

Start a Workflow
Monitor a Workflow

 

 


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