Community Owners may have certain document types that require multi-stage approvals before a document is ultimately “approved”. The Document Approval Flows functionality gives this flexibility, allowing users to configure the document approval process to your needs on a type-by-type basis.
Overview of Configuring a Document Flow
1. Navigate to the Document Setup tab in the Admin Section and click on Approval Flows.
2. Start a new Approval Flow template by clicking the + button
3. Select the default step that the document will go into when you share a document on behalf of a supplier.
4. Update the Approval Flow steps, configuring transitions and step names as desired.
5. Click Save.
Configuring a Document Approval Flow
1. Go to the Admin page by clicking the cog wheel in the top right corner and navigate to the Businesses > Document Setup tab, then select the Approval Flows tab.
2. Click the + button to Start a new Document Approval Flow.
3. Name the Document Flow and select the default step when sharing on behalf of a supplier. By default, this will be set to Approved.
4. You can add new steps by clicking the “Add Steps” button at the bottom of the page. Upon clicking, a new step will appear. You can then name the step and define who will be notified by email, which roles have edit permissions, and what status your suppliers will see during this step.
5. Once you have completed your Document Flow, click Save at the top of the screen.
- Step Name - The name of each step is the status that a document will be in.
- What status will supplier see? - If you want the supplier to see a different status than the name of the step, you can specify it here. This is useful if you want to hide a specific internal status from the supplier - multiple internal steps can have the same name for the supplier.
- Who gets notified at this step? - Select one or more roles from the list provided. These are the custom roles that you've setup for your business and may have assigned to your internal users. If you need to set up custom roles visit this how-to article. Any user with the specified role will receive an email notification when an incident has transitioned to this step. All users included in the step will have visibility of any comment made in the step.
You can add as many transition buttons as needed per step to allow the user to send the flow to the appropriate user. The top to bottom ordering of the buttons will be displayed from left to right on the document detail page in desktop browsers. Click the Add Transition to add additional buttons. To modify the transition button text, click into the box and rename it as appropriate. You will also need to specify which step each transition button is linked to.
Customized Email Notification
You can also modify the subject line and body of the message that is sent to users you set to be notified when a flow is transitioned to a step. Click the envelope icon () to modify the message. You can use the + button to populate fields from the flow in your message. Click OK once complete.