How do I create a revision, verification, and approval flow?

We can define a flow for revision, verification and approval in a folder, so a document goes through the flow before it is made available to users.
We advise that the flows be added in the sub-folders, when creating a flow in a root folder it is replicated to the folders below, so when editing a flow in a sub-folder the changes are not applied, the flow of the root folder is maintained.

1. Go to Dashboard.
2. Click on Docs – Documents.

3. Click on the “Flows” tab and select the folder you want.

4. Click on “New”.

The screen for parameterizing the flow will be displayed.

General data

On the General data tab, enter the following information:

• Folder: Inform to which folder the flow will be linked to.
• Name: The name that will be given to the flow.
• Description: Describe the necessary steps of the flow.

After entering the information, click Next.

Flow Definition

In the Flow Definition tab, the users who will perform each step of the flow will be defined. The flow steps are:

• Revision: Define which employees will revise and edit the document, and whether it is necessary for all who are involved in the flow to revise the document to proceed to the next step.
• Verification: Define which employees will verify if the document is correct, and if it is necessary for all the ones involved to verify the document before proceeding to the next step.
• Approval: Mandatory step to define which employees will approve the document, and whether the approval of all who are involved in the process is required to disclose the document.

Revision Step

To add users who are going to revise the document, click on the icon .

1. The option to add the user will be displayed, click on the icon to add.
2. In the list, it is possible to select an employee who will be responsible for the revision or choose to define the responsible person when completing the step.

It is possible to add more than one user by clicking on “Add User” and more than one revision step by clicking on “Add Revision”.

By adding more than one user in the revision step, an option will be shown to indicate whether the flow will be continue to the next phase only if all users complete the revision.
To remove a step or a user click on the icon .

Verification Step

To add the users who will check the document, click on the icon .

1. The option to add the user will be displayed, click on the icon to add.
2. In the list, it is possible to select an employee who will be responsible for checking the document or choose to define the responsible person to do it when completing the step.

It is possible to add more than one user by clicking on “Add User” and more than one verification step by clicking on “Add Verification” .

By adding more than one user to the verification step, an option will be shown to indicate whether the flow will be continue to the next phase only if all users complete the verification.
To remove a step or a user click on the icon 

Approval Step

To add users who will approve the document, click on the icon .

1. The option to add the user will be displayed, click on the icon to add.
2. In the list, it is possible to select an employee who will be responsible for the approval of the document or choose to define the responsible person to do it when completing the step.

By adding more than one user to the approval, an option will be enabled to indicate whether the step will be completed only if all users approve the document.
To remove a step or a user click on the icon .

To complete the flow and go to the Notifications tab, click Finalize changes to the flow and save and click Next.

Notifications

In the Notifications tab it is defined which users will be informed when a document is approved.

1. Notifying after approval: We have the options to notify:
   • Everyone with access to the document: All users who are allowed to view the documents in the folder will receive notifications informing them that the flow has been approved.
   • Everyone involved in the flow: Only users involved in the flow will be able to receive notifications and an e-mail after the approval.
   • No users: Users will neither receive notifications informing the actions of the flow after their approval nor any e-mail.
2. Notify everyone when: By checking this option, the users involved in the flow will be notified according to the progress of the steps.
   • Start flow: Users involved in the flow are notified when the flow is started.
   • Cancel flow: If a flow is canceled, participants will be notified.
3. Notify participants of the next step when: By checking this option, users involved in the flow will be notified as it follows:
   • Complete flow step: Upon completing a step of the flow, participants will be notified.
   • Return from flow: If the flow goes back one step, those ones involved will be notified.
   • Change of user in approval: If there is a change in the user selected as an approver in the flow, the involved people will be notified.
4. Informing Manually: To notify those who do not participate in the flow. They do not need to be a Qualiex user.

After parameterizing the notifications, we must click Save.

After parameterizing and recording, we must configure which action the flow will be linked to.

• New Document: When a document associated with a folder that has a registered flow is sent, it will go through the defined flow.
• Revision: When a document in the folder that has the assigned flow is revised, it will go through the defined flow.
• Mandatory: It defines whether the flow is mandatory, so all documents revised and sent to the folder that has flow will pass through it. Non-mandatory flow allows you to define if the flow will be used or not when sending the document.

To edit, select the desired flow and click on the icon , change the information and save.

To remove select the desired flow and click on the icon , confirm the removal to finish.