There are may different ways by which you may create workflows in Docxpresso; from manual workflows resulting from consequent editions of a document, managed by shared links sent by email or any other mean, to fully automated “self-launched” workflows that will be the ones that we will comment on here.
You may assign a predefined workflow to a template in such a way that every time there is a document edition a series of action are automatically triggererd.
A predefined workflow may consist several (ordered) steps with calls for action to different users that may require to:
- Edit the document
- Validate/reject the process
Before it is set as completed.
Those steps are defined within the template edition interface that includes, besides a general title and description, the possibility to assign to each of them:
- The action to be carried out: edition/validation
- The corresponding user, that may be selected to be:
- A Docxpresso registered user
- An external user identified by name and email
- A user specified within the data collected from the document as it is edited
- A manually provided userwhich name and email is requested before saving the resulting document (so it can change in each specific use of the template)
- Which fields, if any, should be completed at that step (all others will be blocked for edition)
- The notification method
- The forwarding or not of the final resulting document to the different workflow contributors and/or specified Docxpresso editors.
All of these eliminates the need to create specific workflows for each usage (another option offered by Docxpresso) and makes sure that specific process follow predefined business rules that ensure compliance, reduce costs and increase performance.