Using a workflow model allows you to standardize your business processes: a template can be used to create a standard workflow to meet a business use case (e.g. signature circuit following a document change) and thus facilitate the creation of new workflows.
⚠️Note that the creation of workflow models is only possible for users with the role of Admin.
Content of a workflow template
A workflow model can be created with or without a workflow object. Having an object (either 'Document review' or 'Part review') allows to optimize tasks on workflows where it is required to sign and validate reviews. It is also possible to create workflow without object ('None') for the workflows not linked to a specific object review.
NB : this feature is for the moment only available for documents and parts, but is expected to be generalized to other kind of objects (e.g.: product definition)
⚠️Once the model has been created, it is not possible to switch from 'with object' to 'without object' and vice versa
A model is linked to a status, only 'Approved' models can be used to create workflows.
The 4 Types of Workflow Tasks
A workflow consists of a series of tasks, each representing a step in the associated business process. There are 4 types of tasks:
Classic Tasks
Classic tasks represent actions whose completion must be declared by the user. These tasks require human intervention to be marked as completed. They are ideal for actions that require supervision or manual validation.Digital Signature Tasks
Digital signature tasks allow for the digital signing of the revision of the object associated with the workflow. They ensure the authenticity and integrity of documents and are particularly useful in processes requiring legal or official validation.Automatic Validation Tasks
Automatic validation tasks allow for the automatic validation of the revision associated with the workflow. If necessary, they can also mark the previous revision as obsolete. These tasks are configurable when creating the model and allow Aletiq to intelligently apply the instructions, thus avoiding manual intervention by users.Automatic Distribution Tasks
Automatic distribution tasks allow for the automatic distribution of signed and validated deliverables to a group of recipients. They are also configurable and allow Aletiq to intelligently apply the instructions, thus avoiding manual intervention by users. They are particularly useful for the mass distribution of important documents.
🚫 Blocking workflow object 🚫
In order to avoid any concurrent modifications while the review is being signed, it is advised to block the object associated to the workflow.
For this, simply open the classic or signature task and select the option 'Lock workflow object when task becomes ready'
Creating a new workflow model
Modifying an existing workflow model
💡 As an admin, you have the right to modify any workflow model, even those created by somebody else.
