Workflows

Docxpresso is designed to work as a "Document service" so it may be easily integrated in any website or third party software. In principle Docxpresso delegates the workflows associated to the documents to those websites or software packages, nevertheless it may sometimes show useful to use directly Docxpresso to manage the associated workflow.

It is the purpose of this tutorial entry to explain how one can manage a simple workflow for a document that may need the participation of more than one party or some back and forth editions.

There are three main points to take into account:

  • Blocking certain variable editions to particular end users.
  • Starting a document worflow.
  • Creating new steps in the workflow.

Let us go through all this steps in detail.

Blocking template variables

Certain templates may require that only certain parts of the documents are edited by a particular user.

This requires that the variables for which the edition may be restricted to particular users should carry a unique pefix, for example, the prefix "eu" of "end user" should be introduced in the template variables as follows: {{eu_variable}}

Although in principle those variables will behave and can be processed as any other variable we may instruct the Docxpresso interface to interpret them as the only editable variables in a way that will be explained below.

Starting a document workflow

You may do so in a variety of ways:

  • Directly in the backoffice by clicking the preview button in the main template interface (regardless you open the document as an interactive online document or a web form).
  • Preparing a sharing link as it is explained in the "sharing link" section of the tutorial.

In this second case it may be probable that you may restrict the edition of the document to a particular subset of variables, you do so by setting the prefix advanced option to the required value ("eu" in the example given above).

Notice: do not forget to include an identifier field (if not previously defined globally for in the template settings) and/or including a "reference" to simplify the identification of that particular usage (you can also do so if you use the backoffice interface to edit the data by clicking in the "database" button).

Whenever you or an end user fulfills the data an "usage" will be generated and you can access it through the Data management interface (remember that you can also set automatic notifications).

Creating new workflow steps

It may well be that the first step betailed above is just a first step and you need to include more data or modify the existing one.

Whenever accesing the page associated to that particular previous usage (see the data management tutorial entry) you may do various things:

  • Edit yourself the current document and generate a new usage with the modified data.
  • Create a sharing link for that usage that will allow an end user to interact again with the current document (template + data).

In generating this new link or direct edition you may again introduce or preserve the previous identifier and reference fields and introduce a new prefix if needed (otehrwise all fields will be editable).

This procedure may be repeated as many times as necessary and a the data for each step will be independently saved and accesible from the corresponding data management interface.