Workflows
Document Workflow
Activate Document Workflow
Note: Please contact support for details on how to activate Document Workflow.
When a workflow is created in the Central Workflow area for documents, it will then be available in the document management workflow screen. For example when a document is scanned and uploaded to a client a workflow can be attached and be sent to the client partner to review.
- File > Maintenance > Document Management > Workflows.
- Select a Source from the drop down.
- Select a Library from the drop down.
- Select a Type from the dropdown.
- Using the arrows move the workflow from Is not available section (on the left) to the Is available (on the right).
- Select 'OK'.
Workflow Design
Before creating a workflow you should map it out taking into consideration the following.
- The full list of steps required.
- The ideal step order.
- The possible outcomes of each step.
- To whom the step should be assigned (an individual or a group of users).
- The deadlines associated with each step.
- The notifications required.
Creating a Document Workflow Template
Select File > Maintenance > CCH Workflow > Standard Workflows to access the Standard Workflows window.
To create a new template:
- Click the
option on the Task Bar.
- Enter the Name of the workflow.
- Select Offset Date in the Deadline Date Type dropdown.
- Select the appropriate Deadline Date.
- Check the Subject is set to Document.
- Click OK to create the workflow template.
Adding Workflow Steps
Click on the Name of the newly created workflow template to open it and add steps.
Create the workflow skeleton by adding all the step headings first. You should enter a unique name for each step.
Note: Special characters (i.e. ? * & etc.) are not supported within the Name column.
The other fields for a workflow step are as follows.
| Description | Enter a description which describes the task being allocated to a user. | |
| Step Type | Automated Lock | To be used at the end of a document workflow to lock the document and prevent any further changes being made to the document. |
| Convert doc to Email | Will convert a MS Word document to email and send it. | |
| Convert doc to PDF | Will convert a MS Word document to PDF format. | |
| Check Employee Category | Use where a different next step is required depending on the staff member's category. | |
| Central Task | A single option task. | |
| Central Task (Multi Action) | A task that can have pass or fail options, or more than one outcome. | |
| Workflow Launcher | Will launch another workflow. | |
| Is Milestone | A milestone is usually a major task or a logical end to a smaller group of tasks. This setting determines whether the step is displayed on the Workflows Home Page. | |
| Notify by E-mail | Notifies the relevant employee that a task has been allocated to them. | |
| Next Step | The next step(s) to be executed. | |
| Responsibility | Read only column which displays who the task is assigned to. | |
You should enter a Description, although this is not mandatory, and select the Step Type. Selection of the Step Type will be reflected in the Properties Panel.
Step Type Properties
Each step type has different associated properties. You will need to work through these and in some cases set them appropriately.
Note: for any steps that involve email generation the SMTP (Simple Mail Transfer Protocol) methodology is used, and must be configured in CCH Central. For details of how to do this see Workflow: SMTP Configuration. In addition any applicable contact records within CCH Central will need to have email addresses entered.
Automated Lock
This step type will typically be used at the end of a document workflow and so does not have any properties to be set. When it is reached in a workflow the document that the workflow is linked to will be locked.
Convert doc to Email
This step will convert a Word document to an email message and send it.
Convert doc to PDF
This step can be used to convert a MS Word document to PDF format. It is an automated step. The only option to be considered is the step that is moved to when this step is completed. Once this step is completed the document version will be incremented.
Check Employee Category
This option allows you to set alternative steps based on the category of the employee that is completing the workflow.
Central Task
There are two types of CCH Central Tasks:
- Task Only - allows a single outcome. When you mark this step completed the workflow moves on to the next step.
- Pass/Fail - allows two alternative outcomes. Pass will move the workflow to the next predefined step. Fail will revert to an earlier step.
Central Task (Multi Action)
This type of task is similar to a Pass/Fail CCH Central task but allows you to have multiple options for progression of the workflow.
Default Workflows for Create Document
To set default workflows for creating documents, go to File > Maintenance > Document Management > Templates.
All document templates are listed in the grid. To set a default workflow for a template, use the drop down field in the Workflow column to select the relevant workflow.
If the Workflow column is not shown in the grid, right click in the header row and select Field Chooser. Drag and drop the Workflow field to the position on the header row that you want.
When a user (or another workflow) creates a document using the template, the workflow will be automatically started.
Default Workflows for Add Document
Default workflows to be used when adding documents into the system via the Add Document window can be set using the Document Workflows window which is accessed via File > Maintenance > Document Management > Workflows.
Workflows are assigned based, as a minimum, on the source of a document and the library that it is being filed to. The source will most commonly be Email, Scan and Upload.
Source and Library defaults
Once you make a selection in the Source dropdown field the Library field will be activated set by default to the Client filing library. All available Document workflows will be listed on the left of the window.
Move any workflows that you want to be available for the selected Source and Library to the right hand side of the window. If you want the system to default automatically to a specific workflow when adding a document to the selected library from the selected source then tick the Default checkbox next to that workflow.
Note: If you have workflows available but no default set the system will show "None" as the default when adding documents from the selected source to the selected library.
Document Type variations
In addition to setting a default for all documents going to a library from a particular source, you can also specify different workflows to be available for a specific document type with that source and library.
To do this, use the Type dropdown field. All document types that are available for the selected library will be listed here. Select the document type and move the workflows that you want to be available for that type to the right hand side of the window. You can set which to use as the default by ticking the Default checkbox.
Note:
If you have workflows available for a document type but no default set the system will show "None" as the default when adding documents of that type.
If a type does not have any workflows specifically associated with it then the system will look at the settings for the library and source.
USER Permissions
There are several permissions relating to workflows within Document Management. These are set in the Task Permissions window which can be accessed via
File > Maintenance > Security > Task Permissions.
In the Product dropdown select Document Management, and then select the appropriate security group in the Group dropdown.
There are permissions available under the the following Group Descriptions:
Document Centre #Document Centre #Start Workflow
This permission allows users to start a workflow against a document from within the Document Centre.
Document Creation #Document #Workflow AllowNone
This permission will allow users to opt not to use a workflow (where there are associated workflows) when adding or creating documents.
Document Creation #Document #Document #Workflow OverrideDefault
This permission will allow users to select a different workflow to use (where a default has been set).
If neither of these permissions are granted to a user they will not be able to change any default workflows that are set.
Maintenance : [Maintenance][Document Management][Document Workflow]
This permission allows users to access and make changes in Maintenance > Document Managment > Workflows.
SMTP configuration
System Configuration
There are three configuration keys available for use under Maintenance > User Defined > Configuration. These allow you to set an SMTP Server, the relevant Server Port, and the encryption method to be used.
| Key Name | Key Value | Comments |
| SMTPServer | smtp.gmail.com | The key value represents the SMTP address |
| SMTPServerPort | 587 | The key value represents the open port for the SMTP Server |
| SMTPServerEncryption | No encryption layer required by the server | |
| SSL | Enables the Secure Sockets Layer public-key encryption | |
| TLS | Enables the Transport Layer Security public-key encryption |
Once these configuration keys are set up you will need to ensure that SMTP username and SMTP password are added in the Password section for each employee.