Managing Automatic Transitions on Certificate of Analysis Document Workflows

By using the specific document type for COAs, users can allow the software to scan whether parameters (missing parameters, out of range, etc.) have been met and set color-coded statuses to alert community owners of issues. Both the COA document type and a product with COA properties associated must be present for the automations to work. These approval flows help teams catch compliance issues early and act fast.

Community owners can set up a COA Document workflow that can sort documents into the following categories:

1. Awaiting Approval: Documents automatically default to this status when shared on behalf of a supplier
2. Missing Required Properties: Documents automatically transition here if required properties are not filled in
3. Properties Out of Range: Documents move to this status if any property values fall outside acceptable ranges
4. Meets All Requirements: Documents transition here when all required properties are present and within range

Note: The document will only transition statuses when it’s initially added. Any subsequent changes require manual review.

Note: If both conditions apply - missing properties and out of range, the document goes to "Properties Out of Range"

To set up automatic transitions on COAs:

1. Navigate to your Document Setup page by clicking on the cog wheel next to Documents. Then, select the Approval Flows tab and click the "+" button to configure a new flow.

   

2. Name the Document Flow.  

   
   

3. Scroll down to the bottom of the page to add additional steps needed by clicking Add Step.  

   
   Awaiting Approval, Approved and Rejected are automatically populated. For these COA Document transitions, you will need to add a step for Missing Required Properties and Properties out of Range by selecting those steps from the drop-down menu. 

   
   

4. Customize each step with a color, what status the supplier will see, who gets notified at this step, and add transition buttons as needed to determine where the document will go next. 

   
   For more information, read this article on Configuring Document Approval Flows. 
   

5. Return to the top of the page, and set up your automations by choosing which step a document should go from the drop-down menus.  

   

6. Click Save.

Once the Approval Flow is set up, when a COA document is added to a product with a COA table, the system compares entered values against product property ranges and automatically routes the document to the appropriate approval status when uploaded.

Note: The document will only transition statuses when it’s initially added. Any subsequent changes require manual review.