Workflows are series of steps that must be performed before the document can be ready for release, export, and so on. These steps are defined in the workflow template as discussed in the SDMS Administration Tools > Workflow section. Workflows can be assigned to documents based on their file type as defined in the FRP. Refer to the Creating File Recognition Method section for more information.
After files are uploaded, recognized, and parsed, a workflow is assigned to the document. Based on the steps defined in the workflow template, different users may have to perform various tasks. As the document moves between users, it is electronically signed at each step for traceability and security purposes.
IMPORTANT If users have access to documents, such as through file type or project, even if they are not involved in a workflow, they can edit the documents using the Incoming Queue or Documents applications provided they have role access to the application branch in the console. If a document is edited this way even though it is in a workflow, a new revision is created of the document outside of the workflow, although the original version is still in the workflow. If a user modifies the workflow document, another revision of the document is added. Determining which version is latest and if both versions contain different information, this can be confusing. You may want to consider all forms of access to documents when configuring your system. For more information about application role-access, see the Configuration and Concepts - Manufacturing manual on your installation CD. For more information about permissions, see section Permissions.