Body
This how-to article will help users to understand the project Briefcase document workflow process using the Projects application in Work Management. The user must be a project resource and have at least Read permissions in the Briefcase folder(s).
Overview
Document workflows that have been configured and activated in the Project application admin interface, and added to a project in Work Management, can be applied to project files. As part of a project, a file can be routed through the workflow for vetting or review. When the process starts, files will automatically be locked and forwarded to the first approver in the workflow.
The document workflow allows collaboration via the workflow’s designated step approvers to get a project document in a state ready for action, or to demonstrate the finalized version of whatever information it is intended to relay. Once the workflow completes, the document will no longer be editable.
Assigning a File to a Document Workflow
To assign a file to a workflow:
- In Work Management, navigate to View Applications, and select the Project application.
- Click the appropriate Project in the left navigation.
- Click Briefcase in the left sub navigation.
- Locate the file by using search or browsing the folders.
- Click the name of the file.
- In the File Detail window, click the Actions button and select Assign to Workflow.
- In the Assign and Start Workflow popup, select the workflow from the dropdown.
- Click the Assign button.
Approving Files in a Document Workflow
When a project member is listed as an approver in a document workflow step, they need to approve or reject the file before it can proceed to the next step.
If the approver receives an email with a link to the file approval form, they can click the link to start at step 4 below.
When in a workflow, the file is locked based on the document workflow configuration in Project app admin interface > Workflows > Document Workflows. This means no other users can add a new version of the file to the Briefcase. Depending on the Admin configuration settings, the approver and/or the file creator may be able to add new revisions of the file.
To approve a file to complete a workflow step:
- In Work Management, navigate to View Applications, and select the Project application.
- Click the gear icon, then select Document Workflows.
- Click the Pending File Approvals link in the toolbar.
- Click the file name.
- Add a new version (if the workflow step permits it), add comments, approve, reject, and/or download a copy for review. If the user can add a new revision of the workflow document, a New Version field will appear on this page. That field may be used to indicate a new version as a part of the Approve or Reject action.
- a. If the user approves the file, it is routed to the next approver in the workflow.
- b. If the user rejects the file, it is routed to the previous approver for revision. The file will then be routed back to the user for revision.
Viewing Document Workflow History
If a document is assigned to a workflow, it will have a viewable history. The approver and status at each step will be displayed.
To view the workflow history for a file:
- In Work Management, navigate to View Applications, and select the Project application.
- Click the appropriate Project in the left navigation.
- Click Briefcase in the left sub navigation.
- Locate the file by using search or browsing the folder.
- Click the name of the file.
- In the File Detail window, on the General tab, click the History link next to the workflow name. The File History page will display the history information.