In order to facilitate document driven business processes, workflows can be established for documents in several ways. Those ways are as follows:
- Release Approval - This type of workflow is utilized to insure the right business process owners approve, review or take action in a document driven business process before documents are released. This workflow is setup at the folder level and initiated when documents are uploaded, checked in or their status is changed to released.
- Review Approval - This is a workflow initiated 10 days before a document review date. The review date is driven based upon record retention rules. This workflow is setup at the folder level.
- Expiration Approval - This is a workflow initiated 10 days before a document expiration date. The expiration date is driven based upon the document expiration rules setup in record retention for a folder. This workflow is setup at the folder level.
- Ad hoc Workflow - This type of workflow is setup at the document level and is only used one time. The ad hoc workflow can be used for collaboration or to drive business processes similar to the Release Approval workflow.
When working with a Release Approval or Ad hoc Workflow, if an approval step is included in the workflow, then the documents are placed in a pending state until all approval steps have completed. If any step were rejected then the final status of the document becomes Unreleased. If all approval steps were approved then the final document status becomes Released. See the topic How Approval Workflows are Handled for more information.