Document Workflow & Approvals

Task 6: Create Additional Flows

Now, all the Stages and Approvals in your Workflow are ready, but your current Workflow design permits users to only move documents forward through the workflow. Rarely is a document’s lifecycle so straightforward. Documents often may circulate repeatedly between two or three stages. Now we will make this Workflow a bit more realistic by adding routing options.

First, we will connect a Flow back to the “Draft” Stage. Place the cursor over the top border of the “To Be Reviewed” Stage. A line with a dot in the middle will appear. Click this dot, and drag the dotted line back to the to the “Draft” Stage. Before this change, users were limited to only moving a document from the “Draft” to the “To Be Reviewed” Stage, but could not move it back to Draft. The newly added Flow now permits users to move a document back to the “Draft” Stage from the “To Be Reviewed” Stage.

Now, following the same process as above, drag separate Flows from the “Manager Confirmation” Stage to the “Draft” and “To Be Reviewed” Stages.

Flows can also be drawn from Approvals. You can do this by placing the cursor at the bottom border of the second Approval (between the “Manager Confirmation” and “Ready For Signature” Stages) and dragging the Flow to the “To Be Reviewed” Stage.

Now, click on the green Flow that was just created. In the right menu, change the Approval Result to “Approval Rejected”. Click anywhere else on the canvas, to remove the focus from the flow, and the previously green flow will now have turned red. You should see one green and one red Flow from the Approval. It means that the document will be routed depending on whether the document was approved or rejected.

The final step in this task is to draw a Flow from the “Ready For Signature” Stage to the “Expired” Stage.

This training Workflow is now complete. Click the Publish button in the top right corner to publish the Workflow, making it ready for use.