Workflows are the means by which a document is transitions lifecycle states in Vodori.
Workflow types
Workflow types represent the business outcomes for managing content throughout its lifecycle. With the exception of migrated content, all documents must go through an Approval workflow before they go through another workflow type. All other workflows listed are started from the More Actions menu.
| Workflow type | Typical Goal |
| Approval | Review and approve a document. Approval workflows are started from the system's teal "Start Workflow" button in the upper right. |
| Revision | Create a new version of the document to change content, publish a new version, or perform a periodic re-review. |
| Withdraw | Change the document status to Withdrawn to withdraw a document so that it is no longer available/approved for use. |
| Modify Approved Document | Change select metadata about a document without incrementing the document's version. The supported fields are Content Owner, Expiration Date, and Effective Date (Date of First Use). |
| Distribute | Suggest a document for use in another geographical region/area/country. |
| Localize | Clone an approved document as a starting point to have it reviewed and approved for use in another geographical region/area/country. |
Locate workflow details
Find information about a workflow, including the number of circulations, start date, initiator, collaborators, and job type, in the Viewer. You can only upload one file per workflow.
- Click "Tasks" in the navigation.
- Click a job card. The job will open in the Viewer.
- Click "Details" in the bottom toolbar.
You can also view other workflows on a document using the "History" menu.
Workflow status
A workflow status lets you know the current progress or outcome of a workflow. Workflow statuses appear in several places, including card on the Tasks board, the upper panel in the Viewer, and the Audit Trail.
| Workflow status |
State definition |
| Awaiting Document Upload | Workflow is awaiting its file to be uploaded. Workflow may or may not have its details populated. Workflow appears in Starting column on Tasks board. |
| In Preparation | Workflow has not yet been submitted for review or feedback from a review cycle is being incorporated. Workflow appears in Preparing column on Tasks board. |
| Review |
Workflow has been submitted for review or is in a task that is required to complete the job. Workflow appears in Reviewing column on Tasks board. Note: The specific task name will vary by customer configuration. Examples are: MLR Review, Final Certification, Properties Confirmation. |
| Complete (Approved) | Workflow has completed all steps of the review stage, resulting in a unanimous Approve vote. The document is approved for use. Workflow appears in Completed column on Tasks board. |
| Complete (Canceled) | Workflow was canceled. Workflow appears in Completed column on Tasks board. Find more information about canceled jobs below. |
| Complete (Rejected) | Workflow ended with a Reject vote. Workflow appears in Completed column on Tasks board. |
Canceled Workflows
On the Tasks board, the workflow status is displayed in the lower left corner of the card.
In the Library, the workflow status is not present on the card. Here the document state is displayed in the lower left corner of the card as Draft. If a prior approved or expired version exists, a layered green or black status icon will appear. Hover over the icon and click to navigate to a prior version.
To view the workflow status, click the document from the Library to load it in the Viewer. The workflow status will appear as Canceled at the top of the Viewer with a yellow circle-backslash symbol. A description of the cancellation reason, if provided, will display in the task bar.
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