workflow.html
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<html>
<head>
<title>Workflow</title>
</head>
<body>
<h2>Workflow</h2>
<p>Workflow may be defined as the process a document goes
through to serve its purpose in an organization. For example, an invoice is
created, distributed, then paid; a report may be created, reviewed, edited, and
distributed. </p>
<p>Some documents, such as tenders, may have complex
workflows, requiring input from several people within and outside of your
organization before the work is complete. </p>
<p>The KnowledgeTree administrator defines and manages
document workflows in DMS administration, and any KnowledgeTree user may be
involved in a document workflow. </p>
<p>Workflows in KnowledgeTree involve three key areas:</p>
<ol>
<li><a href="#assign">Assigning workflows</a></li>
<li><a href="#states">States and Transitions</a></li>
<li><a href="#effects">Workflow effects (Actions)</a></li>
</ol>
<h3><a name="assign"></a>Assigning workflows</h3>
<p >A document in the repository can have
only one workflow attached to it at any given time. By default, workflows are
not automatically attached to new documents when theyre added to the
repository. However, the administrator may configure the system to assign
workflows when new documents are created, or to assign workflows only to
specific documents. Users are also allowed to select and assign workflows to the
documents they are working with provided they have the permissions to do so.
</p>
<h3><a name="states"></a>States and Transitions</h3>
<p >Workflows consist of states and
transitions. A state may be defined as a stage in a documents lifecycle, such
as billed or draft. Each workflow has a starting state, which is the initial
state for any document in a workflow.</p>
<p >Transitions, which may be defined as the
way in which documents move between states, are an essential part of the
workflow. Each state can have one or more transitions, depending on how the
administrator has created the workflow.</p>
<p >Transitions point to the next step in
the workflow, such as send to client or review, which effectively changes the
state of the document. Transitions represent the actions that may be performed
on a document. For example, an invoice starts in the generated state; then it is
sent to client, before it is marked as billed. Transitions are said to be
guarded not all users are allowed to access them. In a publication workflow
for example, only users with the role reviewer would be allowed to review a
document, and to move it from draft to published.</p>
<h3><a name="effects"></a>Workflow effects (Actions)</h3>
<p >Workflows are more than just states and
transitions. Users and administrators use workflows to restrict, deny or grant
access to documents in the repository, based on the documents position in the
workflow. For example, a state can restrict both actions and permissions on a
document only reviewers may be allowed to discuss draft documents for
instance, while clients will be disallowed from viewing unbilled invoices, and
published documents will be prevented from being checked in or checked out of
the repository. Additionally, users in specified Roles or Groups can be notified
when a document reaches a certain state in a workflow. These notifications
display on the Dashboard and are emailed to users with specified email accounts.</p>
</body>
</html>