Process goalApprove the submitted document, after optional revision rounds.
ContextEmployees need to submit documents such as expense forms for their managers to approve, but if they all send them by e-mail their managers will find it difficult to keep track. Employees typically submit an expense form in a spreadsheet file that lists expenses. Employees also prepare proposals and reports that require management sign-off before the author may distribute them. The frequently have trouble keeping track of the document versions during the process. You can treat expense forms as a specific example of process documents. Business processes often use documents to capture a process milestone. Managers often use a document approval process to verify that someone has completed some other work, usually by exchanging email with the document author. Use an Approve Document process when you need to keep track of a large number of approvals, or when you need a record of each approval (who and when).
TriggerForm - the uploaded document and its author.
ActionsThe process centres on a Review document task, which results in a decision to either Approve or Reject the document. Rejecting the document creates an Update document task to update the document and provide a new draft before starting again.
Adding a due date and reminders to the user tasks can help minimise cycle times. Adding escalation to the Review document task helps avoid a delay when the reviewer cannot complete the work.
RolesThe two tasks correspond to two process roles.
- Reviewer (optional) - makes the approval decision: often a manager or supervisor.
- Author - prepares the document. If the trigger form assigns this role, then Signavio Workflow Accelerator will automatically assign the Update document task to the author and send a notification.
- Document (File, mandatory) - the document to review. The author uploads the first version on the trigger form, followed by a new version each time Signavio Workflow Accelerator creates a new Update document task.
- Author (User, mandatory) - used to assign the role and notify the author.