Workflow in the most general sense denotes any sequential series of steps taken to accomplish a task or goal. In the Worldox environment, workflow has a specific connotation. In the Workflow module of the Productivity Suite, it means the pre-defined routing (or successive movements) of one or more documents for a defined purpose.
• A structured flow of documents
• Action "tickets" - receipts for completed workflows
Files move into, out of and through Worldox in many ways, including being sent as email attachments or being referenced via links. These movements are most often ad hoc, performed one time, as the need arises.
The Workflow module allows you to create a more controlled type of document movement, one in which files are routed to one or more users for a defined purpose, and in which successive actions can be based on input/decisions received from recipients.
Productivity Suite workflows start off as Workflow > Create forms - or Template > Select forms if you are using pre-defined templates. Each workflow (or workflow route) sent has the following elements:
Workflow element |
Description |
Subject |
A descriptive name for the workflow, used in My Workflows dialog listings. |
Message |
The short message accompanying outbound email messages for workflow transmittals. |
Route |
The defined document path, including recipients, decision/action requested, how success is defined and the date by which responses are due. Any one workflow can have one or several routes. |
Recipient list |
Participants - those to whom documents are routed - selected from the Worldox user list. |
Decision/action request |
What recipients are asked to do - review/comment, approve/reject or rate workflow documents. |
Definition of Success |
A pre-set decision point, based on percentage response received. This decision point allows Worldox to declare the success or failure of a route separate from its completion. |
Document workflows are useful in a variety of situations. Here are some examples of workflows in action.
Completed and pending workflows are available in one central place - in the My Workflows dialog.
There is a more important proof of workflow completion. That is the concluding email sent to the workflow originator when a workflow succeeds, fails, or times out. Here is an example of that email.
A second generation of the Workflow module (now part of all GX3 Productivity Suite installations) adds a helpful template feature. Now you can create request templates, complete with customized recipient lists, structured routings/decisions and any other elements you care define in advance.
Templates are an excellent way to save time and standardize workflow communications. For details, see:
The Workflow template feature brings a significant change in how due dates are scheduled for workflow requests.
Conditional due dates are a necessity in developing templates, as there is no defined start date to work with on the template itself. Conditional dating allows you to set up request response timing in advance. Then, when a template is used as the basis for a new request, dues dates fill in based on the date and time the request is actually sent.
The same method to calculate due dates for templates is now used in creating workflows from scratch (i.e., not starting with a template,) for scheduling second and following workflow routes.
For more on conditional date setting, including best practice and helpful examples, see Setting due dates, times.
One of the great benefits of using workflows to route documents is that you can plan next steps based on anticipated results.
A workflow can consist of more than one route. Use case #2 (in the workflows in action topic) is an example. A second route is planned after the first, The second route only happens if the first succeeds, according to how success is defined for that specific route.
Workflows can consist of one route or many. You can update and change active workflows to add or delete planned routes, as conditions change.
There are two basic types of workflows in the Workflow module:
• Sent workflows, those you have initiated
• Inbox workflows, those in which you are a participant
For each type, you can monitor and track both active and completed workflows in the My Workflows dialog.
As you monitor workflows in the My Workflows dialog, you could see several different status descriptions. Here is what those descriptions mean:
Status |
Description |
Pending |
The workflow (or route, if there is only one defined) is not yet complete. Either the due date has not yet passed, and some responses are still outstanding, or SUCCESS/FAILURE has not been achieved according to your specifications. |
SUCCESS |
SUCCESS is a pre-defined decision point attached to the workflow route. Success can be defined in a variety of ways. It is possible to succeed in workflow terms even before all responses are received. At least for Worldox workflows, success is relative |
FAILURE |
FAILURE is a pre-defined decision point attached to the workflow route. Failure can be defined in a variety of ways. It’s possible to fail in workflow terms even before all responses are received. In this and in other ways, failure is relative too. |