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Workflows

The Workflows section in Document Details lists the workflows that have been connected to this document, and lets you start a new one on it. Use it to check what has already been asked of people about a document, or to send the document to someone for action without leaving Document Details.

What you can do in Workflows​

  • See the workflows connected to the document, who started them and when
  • Open a workflow in the Inbox from the list
  • Start an action request on the document
  • Start a workflow from a workflow template, and look at what the template will do before you send it

The Workflows section​

To open it, open the document's Document details and select Workflows in the left navigation. The section appears only if you have permission to view workflows.

The list shows the workflows that hold this document and that you are allowed to see. Point at the icon on a row to see View Workflow Info.

The Workflows section listing two workflows, DOCS Inspection sheet review request and DOCS Inspection sheet approval, each with Created By demo@docwize.com

The Workflows section

ItemDescription
View (icon)View Workflow Info: opens the workflow in the Inbox. See View Workflow Info.
SubjectThe workflow's subject.
Entry DateThe date and time the workflow was started.
Created ByThe person who started the workflow.
New Action RequestOpens Create Action Request. See Create Action Request.
New Template WorkflowOpens Assign Template Workflow. See Assign Template Workflow.
SearchNarrows the list to the workflows that match what you type.
Row CountHow many workflows are listed.

A workflow you start from this section is added to the list at once, and is listed whenever Document Details is opened on the document.

View Workflow Info​

View Workflow Info on a row opens that workflow in the Inbox, in a window of its own. The Inbox opens with the workflow selected, and shows the workflow's documents and its action requests.

The Inbox window opened from View Workflow Info: the workflow DOCS Review and approve the inspection sheet, with its document DOCS Site inspection sheet and its action request DOCS INBOX REVIEW

The workflow opened in the Inbox

Create Action Request​

An action request asks someone to do something with the document. New Action Request opens the Create Action Request window. To complete a request you have received, see Completing Action Requests.

The Create Action Request window filled in: Action Request DOCS Inbox Review, Recipient Type User, User demo@docwize.com, Subject DOCS Please review the inspection sheet, an empty Due Date, an Initial Inbox Message, and Start Workflow

Create Action Request

FieldDescription
Action RequestThe kind of action you are asking for, from the action requests set up in Docwize.
Recipient TypeThe kind of recipient. User is chosen to start with.
UserThe people to send the request to.
SubjectThe subject the recipients see.
Due DateWhen the action should be done.
Initial Inbox MessageThe message the recipients see with the request in their Inbox.
Start WorkflowSends the request to the people you chose, and starts the workflow on the document.

Assign Template Workflow​

A workflow template is a workflow your administrator has set up in advance, with its steps and people already chosen. New Template Workflow opens the Assign Template Workflow window, where you start one on this document. For how workflows are set up, see Workflows configuration.

The Assign Template Workflow window with the template DOCS Inbox Review and Approval chosen, a Subject, an Initial Inbox Message, the options Show workflow visualization and Pre-place signature blocks, and Cancel and Send

Assign Template Workflow

FieldDescription
Workflow TemplateThe workflow template to start. Type part of its name to find it.
SubjectThe subject the recipients see.
Initial Inbox MessageThe message the recipients see with the workflow in their Inbox.
Show workflow visualizationDraws the template's steps and the replies that lead from one to the next, so you can see what it will do before you send it. Fullscreen gives the diagram the whole window, and Exit fullscreen brings it back.
Pre-place signature blocksTicking it shows a note that the document will be converted to PDF.
CancelCloses the window without starting a workflow.
SendStarts the workflow. It stays disabled until you have chosen a template.

How to start a workflow from a document​

StepDescription
1Open the document's Document details and select Workflows in the left navigation.
2Select New Template Workflow.
3Select Workflow Template and choose the template. Type part of its name to find it.
4Type a Subject, and an Initial Inbox Message if you want one.
5Optionally tick Show workflow visualization to see the template's steps.
6Select Send. The workflow starts and the first request goes to the person the template names.

The video below starts a workflow from a template and shows it in the list.

Example: Starting a workflow from a document

How to start an action request on a document​

StepDescription
1Open the document's Document details and select Workflows in the left navigation.
2Select New Action Request.
3Select Action Request and choose the kind of action you are asking for.
4Choose the Recipient Type (User), then choose the people in the field beside it.
5Type a Subject, a Due Date and an Initial Inbox Message if you want them.
6Select Start Workflow.

How to open a workflow from the list​

StepDescription
1Open the document's Document details and select Workflows in the left navigation.
2Select the icon at the start of the workflow's row. View Workflow Info confirms it.
3The workflow opens in the Inbox, in a new window.