How to setup an Adhoc Document Workflow



An ad hoc document workflow can be used for on the fly routing of a document for collaboration, peer review, or other relevant business processes. In order to establish an ad hoc workflow, users will need to complete the following steps:

  1. Locate the document

  2. Select Create Workflow from third-level menu of the Document ID card. Using the workflow designer you can create or modify the workflow.

Create Workflow Button

  1. Use the Task Commands (see figure below) to Add or Delete tasks into the workflow.

  2. Select the plus sign to the left of the task sequence (Seq) number where you want to insert a task.

  3. Select the appropriate command to Add Task Above, Add Task Below, or Add Task to Bottom.

Task Command Buttons
 

  1. For each task select the task type, enter a Description to define the task.

  2. Select a Due Date

  3. Enter Status Message

  4. Locate a user or group in the user or group lists, select the button to assign the task.

  5. Select Save Changes.

Note: For all task sequences you must select a task type, (Serial, Parallel or Approval). Parallel task alerts and assignments will take place simultaneously to a prior serial task. Serial task alerts and assignments will not take place until the prior task has been completed.

  1. Continue adding other tasks until the workflow has been configured.

  2. When all the workflow tasks have been defined Save the workflow and then select the Initiate Workflow menu option.  The assigned tasks will be sent to the assigned users via email and also placed on their task list.


Tasks can be passed in a sequential manner and to a group of people in any combination with Serial, Parallel, or Approval type tasks.

Once an ad hoc workflow has been completed it will be placed in Workflow History. If a user wants, they can end an ad hoc workflow before it has been completed by navigating into the Active Workflow, select Workflow Commands, and select End In-process Workflow. This will end the workflow and place it into the Workflow History.


If an ad hoc workflow contains any type of an approval task, the document will be placed in a pending state until the approval task is completed successfully. Once the last approval has been accepted the document will go into a Released State. If an approval workflow ends with a rejection that is not taken care of by how a workflow is routed, the document may end up in an unreleased state.