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Managing KnowledgeTree > DMS Administration > Document Metadata and Workflow Configuration > Workflows > Creating and Using Workflows
Setting up a workflow involves the following tasks:
Before you begin:
Define the business process of the document type for which you are creating the automated workflow:
| • | name the workflow - what are you going to call this workflow |
| • | define workflow states - map out the workflow states. Typically, a state is the point at the end of one task and prior to the start of the next task - i.e. a milestone in the document life-cycle, and the result of the action in the Transition |
| • | define transition - map out the transitions that lead to each subsequent state. Transitions are the actions that result in the document moving from one state to the next state. |
| • | define workflow security - work out security considerations for documents in the workflow, at the various states and transitions - i.e. may only users who have a certain Role perform some of these Transitions (e.g. perhaps only users who have the role 'Manager' may approve the document at a certain point); do you need to ensure that only users with the appropriate permissions are allowed to perform certain transitions (e.g. perhaps you don't want to allow users who have submitted a leave application to transition the document to the 'Approved' stage, and at that point only users with 'read' and 'write' permission are allowed to perform the transition. |
Getting Started
| 1. | Add the workflow to KnowledgeTree: |
| 1.1. | define the workflow name |
| 1.4. | connect transitions and states (configure the workflow process) |
| 2. | Configure the workflow: |
| 2.1. | set up security by state |
| • | assign permissions that are controlled by each state in the workflow |
| • | allocate state-controlled permissions to groups and roles |
| 2.2. | set up notifications by state |
| • | select the groups and roles to receive notification when a document reaches a specified state in the workflow |
| 2.3. | configure the workflow transitions |
| • | add transition effects (actions) - what happens after the transition occurs (e.g. perhaps the document moves to a particular folder) |
Working with existing workflows
Having added and configured the workflow, you can:
| • | remove state control of permissions |
| • | remove state-controlled permissions from groups and roles |
| • | view actions that are blocked by each state in the workflow |
| • | unblock document actions that are currently blocked by states in the workflow |
| • | view existing notifications |
| • | change the transition name |
| • | edit the transition restrictions |
Configuring Workflows involves the following tasks:
| • | adding new states to the workflow |
| • | adding new transitions to the workflow |
| • | editing states - changing the name of the state |
| • | configuring security on each state |
| • | configure notifications on each state |
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