Transaction Workflow

In addition to providing the capability for Users to collect transaction data and generate documentation, the Document Agility system also allows User Groups to collaborate in the process of creating and managing Transactions and Documents using the system's workflow capabilities. Workflow can be set up in two ways:

• User-Guided Workflow - Users are able to decide which workflow actions to take for the Transactions on which they are working.
  
  
• Preset Workflow - Users with User Groups are assigned preset actions. When Users indicate that they have completed their required actions, by clicking the Complete Segment button, the system's predefined workflow rules are invoked and determine where the Transaction is assigned next and other actions that may be triggered.

This topic describes workflow from the perspective of a Content Creator User. For information above how System Administrators set up workflow rules see the System Administration section.

 

All user workflow options, whether User-Guided or Preset, are accessed on the Transaction Details screen for the Transaction for which you would like to work.

To access to Transaction Details screen, first log in to the Document Agility system using your login credentials. Then from the My Workspace screen, click on the name of the transaction with which you would like to work. You will then be taken to the Transaction Details screen for that specific transaction. All available workflow actions for the given Transaction appear in the Workflow Options section.

 

  TIP - The actions you can perform on any given transaction may vary based upon the transaction type and the permissions of your User Group.

 

User-Guided Workflow Options

When your organization allows User-Guided Workflow, you can take several actions that affect the transaction on which you are working. In order to perform any actions on a transaction, you must first be its owner. This is done by Taking the Transaction, which can be done either from the My Workspace screen or from within the Transaction Details screen (as described below). The requirement to Take a Transaction first before a User can work on it prevent two Users from making simultaneous changed to a Transaction or its Interview information.

 

  TIP - In order to perform workflow actions on a Transaction, you must be its owner. This is done by Taking the Transaction (as described below). 

 

• Take and Release - When a Transaction is newly created by a User in your User Group or newly assigned to your User Group, you will see be able to see the Transaction in the In Progress area of your Workspace, and you will be able to select the Transaction to view its details. You may also be able to perform workflow actions on the Transaction. If you are the owner of the transaction, you will be able to access some or all of the workflow actions listed below (depending upon your User Group's permissions).
  
  If you are the owner of the Transaction, you will see the Release button in your Workflow Options area. If you no longer wish to work on a document and want to release the Transaction back into your User Group for others to be able to work on, you can release the transaction. After your release it, any User within your User Group may then Take the transaction. To release the Transaction, click the Release button, then click Release in the popup box that appears next.
  
  If the transaction is unassigned in your User Group (neither you nor any other user is the owner of the transaction), you will see the Take button. When you take a transaction you become its owner and are the only user that is able to perform actions on the transaction. To take the Transaction, click the Take button, then click Take in the popup box that appears next.
  
  
• Assign - If you are the owner of the transaction, you may see the Assign button in your Workflow Options area (depending upon your User Group's permissions for the Transaction type). When you assign a Transaction, you move the responsibility for working on the Transaction to another User Group. This action will place the Transaction into the Workspace of the designated User Group.
  
  To assign the Transaction, click the Assign button, then select a User Group to which to assign the Transaction from the Select User Group dropdown box. Next enter instructions for the User Group to which you are assigning the Transaction in the Enter Required Action text box, then click the Assign button.
  
  
• Finalize - If you are the owner of the transaction, you may see the Finalize button in your Workflow Options area (depending upon your User Group's permissions for the Transaction type). Marking transactions as Finalized can be used to indicate that they have been memorialized externally in some way - sent to a regulatory agency, signed by a client or vendor, etc. Once the System Status of a transaction is marked as Finalized, any further changes to the interview will automatically result in the creation of a new version of the transaction. When a new version of a transaction is created, the existing interview answers and all existing documents for the previous version are stored.
  
  To mark a Transaction as Finalized, click the Finalize button, then select a folder into which to place the Transaction, and finally click Finalize button in the popup box that appears next. Even though you have placed the Transaction into a folder, the Transaction will still be visible in your Recent Transactions gird in your My Workspace page.
  
  
• Publish Data Set - If you are the owner of the transaction, you may see the Publish Data Set button in your Workflow Options area (depending upon your User Group's permissions for the Transaction type). When you Publish a Transaction you are indicating to the system that the answer data inside of its Interviews (referred to as the Data Set) are ready to be externalized and made available for viewing within reports and possible data exchange with other business systems. Publishing the Data Set cannot be undone, since published information may be immediately used within published reports by other users of the system.
  
  To Publish the Data Set of a Transaction, click the Publish Data Set button, then click Publish in the popup box that appears next.
  
  
• Access Interview OR Redraft - If you are the owner of the transaction, you will see button to access the interview from within your Workflow Options area.
  
  If your Transaction has a not been finalized, then this button will either have a custom button name (like Enter Data or Review Answers) or be named "Access Interview". Clicking this button will allow you to access your Interview for the Transaction in which you can answer additional questions or make changes to previous questions.
  
  If your Transaction has been finalized, then the name of the access interview button may be different or may be named "Redraft". Clicking this button will also allow you to access your Interview for the Transaction, however a new version of the Transaction will be immediately created, and the prior version of the Transaction will be stored (this includes the prior answers to the Interview questions and all previously generated documents.
  
  
• Required Action - Depending on whether or not the Transaction was originally created by your User Group or was assigned to your User Group, there may be instructions listed in next to the Required Action: heading. These instructions would have been input by the previous group working on the Transaction and indicate next steps for processing.

Workflow Actions and History - Any workflow actions performed on a Transaction, will record history information and display it in the History grid on the Transaction Details screen. Recorded history events for workflow actions include:

• Taking a Transaction
• Releasing a Transaction
• Assigning a Transaction
• Finalizing a Transaction
• Publishing the Data Set
• Completing your Segment