Workflows are utilized to automate business processes by defining document or form routes and allowing VisualVault to push the process through the system by assigning tasks and sending email alerts to the users required to take action. Users can even be alerted to escalate the completion of a task. A complete audit trail of the workflow is maintained.
There are three workflow task types in VisualVault:
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Serial - A single, sequential task completed by one or more users (or groups). This type must be completed for the workflow to continue, after completion the workflow can only go forward.
Parallel - This type can be active and assigned to one or more users (or groups) while other serial or parallel tasks are being completed. When multiple parallel tasks are in a row, all parallel and serial tasks must be completed up to that point in the workflow before the next serial or approval task sequence is initiated. After completion, the workflow can only move forward.
Approval - A single, sequential task completed by one or more users (or groups) that has two possible outcomes (pass or fail). This task type must be completed for the workflow to continue. After completion, the workflow will continue, or follow the rejection path or negative outcome path.
Approval - Outside Process - A task that has the two outcomes (pass or fail), but is processed by the custom-built code, rather than manually processed by users. (i.e. the task receives a positive or negative outcome from the .NET dll)
For each of these task types, an email notification can be generated upon task completion. Serial and Parallel workflow tasks can have automatic escalation built into the task, whereby the task can be re-assigned to a different user if a task deadline is missed.
Approval workflows allow for several different options. The user can define different action or notifications based upon the outcome, either positive or negative. Approval does not need to be limited to a single user. When multiple users are selected, each approver casts a vote. The outcome can be decided upon a single vote or by multiple votes depending on the configuration of the approval task. Approvers have the ability to view votes already cast and their commentary.
The denial, or negative outcome of an Approval Task also allows for several workflow handling options. The workflow can be terminated, allowed to continue, or re-directed back any number of prior steps to allow re-submission of the task.
Workflows enrich the working environment of VisualVault and contribute to all the tasks generated. Workflows can be used in the following cases:
Ad hoc - casual or on-the-fly workflow generated to share information or effect approval of a document. Only applied to documents
Document Approval Workflow - structured predefined workflow that is applied to all documents placed in a folder.
Form Workflow - structured, predefined workflow that is applied to all forms filled in.
Training Workflow - Workflow applied to facilitate the training process on a released document or form template.
Workflows in progress can also be modified. A business process may be well defined to a point, and then require flexibility for further processing. VisualVault allows you to append workflow steps to any workflow to give you the desired flexibility.
Examples of common workflows are shown below. These are only intended to provide guidance. Examine your workplace and business processes and then determine the best workflow for making your organization more efficient.
Document Type Workflow
Form Type Workflow
To learn more about workflows, refer to the following topics: