Example 3

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Mary regularly sends documents to John for approval. If John rejects the documents, the documents are returned to Mary so that she can modify and re-submit the same. If John approves the documents, they are sent to the Supervisor for approval. If the Supervisor rejects the documents, the documents are returned to Mary so that she can modify and re-submit the same. If the Supervisor approves the documents, the Manager is notified that the documents have been approved.

Mary sends documents to John for approval.
John will then approve/reject these documents accordingly.
The approved document will go to the Supervisor for approval and Mary will be notified about the rejected documents.
The Supervisor will approve/reject the documents accordingly.
The Manager will be notified about the approved document and Mary will be 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.Drag the Approve Documents task from the Task pane and drop it  it on <<Add Tasks here>> in the Designer pane.
5.The Approve Documents properties will now be displayed in the Task Properties pane.
a)Select John in the Approvers box.
b)Enter 1 in the Max Recipients box as there is 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 John's approval.
e)Enter SendToJohn in the Name box.
f)Enter Approve Document in the Subject box.
g)Enter Please have a look at the Document 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.
8.Click the Conditions And Loops button and drag the the If-Then-Else block and drop it on the Designer pane below the Approve Documents task.
9.Select If block. Now, the Condition property will be displayed in the Task Properties pane.
10.Click the [...] box next to the Condition box to enter a condition. This will bring up the Condition window.
11.Enter a condition for the If block in this window. We will enter SendToJohn.approved=Yes.
12.Click the OK button to save this condition.
13.Now, drag the Approve Documents task again from the Task pane and drop it on <<Add Tasks here>> below the Then block.
14.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 there's only 1 approver.
e)Enter SendToSupervisor in the Name box.
f)Enter Documents Approved by John in the Subject box.
g)Enter Please approve these 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.
15.Click the Condition And Loops button and drag the the If-Then block and drop it below the Else block.
16.Select If block. Now, the Condition property will be displayed in the Task Properties pane.
17.Click the [...] box next to the Condition box to enter a condition. This will bring up the Condition window.
18.Enter a condition for the If block in this window. We will enter SendToJohn.approved=No.
19.Click the OK button to save this condition.
20.Drag the Send Message task from the Task pane and drop it on <<Add Tasks here>> below the Then block.
21.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 NotifyMary.
b)Select the users that you want to notify by clicking the [...] button next to the Sender list box. We will select Mary i.e. the Workflow Initiator.
c)You can enter a subject for the notification in the Subject box. We will enter Rejected Documents.
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.
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.
22.Click the Conditions And Loops button and drag the the If-Then-Else block and drop it on the Designer pane below the End If.
23.Select If block. Now, the Condition property will be displayed in the Task Properties pane.
24.Click the [...] box next to the Condition box to enter a condition. This will bring up the Condition window.
25.Enter a condition for the If block in this window. We will enter SendToSupervisor.approved=Yes.
26.Click the OK button to save this condition.
27.Drag the Send Message task from the Task pane and drop it on <<Add Tasks here>> below the Then block.
28.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 NotifyManager.
b)Select the users that you want to notify by clicking the [...] button next to the Sender list box. We will select the Manager.
c)You can enter a subject for the notification in the Subject box. We will enter Approved Documents.
d)You can type in a message to be sent along with the documents in the Message box. We will enter Documents Approved by Supervisor.
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.
22.Again, drag the Send Message task from the Task pane and drop it on <<Add Tasks here>> below the Else block.
23.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 NotifyMaryAgain.
b)Select the users that you want to notify by clicking the [...] button next to the Sender list box. We will select Mary i.e. Workflow Initiator.
c)You can enter a subject for the notification in the Subject box. We will enter Rejected Documents by the Supervisor.
d)You can type in a message to be sent along with the documents in the Message box. We will enter Please have a look once again.
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.
26.Click the Save button to save the workflow.
27.Click the Publish button to publish the workflow to all the users.

 


Related Topics

Start a Workflow
Monitor a Workflow

 

 


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