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. | |
Approval Subject | Triggers the automatic approval of a document at the completion of a workflow. For more information, see Workflow Completion and Document Approval. |
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)".