To Add Documents to a Workflow

In addition to the functionality described in Adding Existing Documents to an Object, when you add documents to a workflow, you can define the Workflow Purpose. The Workflow Purpose defines the relationship between a document and its workflow. You can assign a Workflow Purpose to new or existing documents in a workflow. For example, when adding an existing document to a workflow, the Workflow Purpose selection appears near the bottom of the document:

The following Workflow Purposes are available:

Name	Optional	Description
Comments Tracking		Indicates that a document can be commented on. For more information, see Comments Tracking. Note: The top level workflow must have a Class of type "Y" (Survey). If this is the case, this Workflow Purpose is added by default, and can be removed if needed.
Approval Subject		Triggers the automatic approval of a document at the completion of a workflow. For more information, see Workflow Completion and Document Approval. Note: Document approval is triggered only if there is a task within the workflow with a Class of type "A" (Approval). If this is the case, the Workflow Purpose is selected by default, and can be removed if needed.

None (Reference Only) Documents

Documents that are added without a Workflow Purpose are considered related to the workflow for reference purposes only, and are indicated as such, for example:

The "None (Reference Only)" Workflow Purpose is exclusive and may not be assigned in conjunction with the "Comments Tracking" or the "Approval Subject" Workflow Purposes.

Workflow Purpose Rules

Consider the following:

A document may not be added to more than one active workflow (a workflow that is in progress and has not been completed or canceled), that has either "Comments Tracking" or "Approval Subject" Workflow Purposes. To clarify, a document can be added to one active workflow with one or more of the Workflow Purposes specified and then subsequently to multiple other workflows without a specified Workflow Purpose. Attempting to violate this rule causes an error message that describes the rule being violated, and provide the Workflow code to the related document.
Workflow Purpose rules are also enforced when attempting to add them to a document that is already related to the workflow. This action is performed by expanding the document grid row. For example,

Making the Document Available for Other Active Workflows

When the active workflow is completed, canceled, or if the document is removed from the active workflow, the document may now be added to another active workflow. The document may also become available if the Workflow Purpose is changed to "None (Reference Only)".