Using the workflow module
Following tasks can be executed by using the workflow module:
- Internal document signing process: Users can put their (electronic) signature on a document. (sequencial process for 3 signatures)
- Prepare for issuing document(s) to client, including automatic creation of transmittal
- Handle returned documents from client including automatic internal distribution and notifications
- Handle received vendor documents including automatic internal distribution and notifications
- Return vendor documents with automatically created transmittal including an e-mail with attachments
Employees are supported with 'task' lists and e-mail notifications.
Internal document signing process
Assumption is that before a document can be distributed for review / approval it has to be internally checked and signed by three project employees.
Normally the first one to sign is the composer of the document, the second one a collegue on equal level and the third one a manager or process owner.
Traditionally this sequential process of collection signatures makes it necessary to have a clear communication process or sharing of information between involved employees.
Often is choosen for informing the next one in the chain by sending an e-mail. In case of many project documents to be handled, this leads to failures.
Users are overwhelmed with mails and lose control.
LogicDCMS can support these users with the 'signature workflow'.
Document Control or the composer of the documents starts a workflow. He/she defines who are to sign.
A workflow task will be created and assigned to the next one to take action. It is also possible to send a notification mail.
The next one to take action is periodically checking his tasklist. Tasks which have been excecuted disappear from the tasklist, tasks not yet performed stay visible.
After performing a task, the next one in the chain receives the task.
Finally the task is returned to Document Control. After a final check on the presence of all three signatures, the DC can decide to distribute the document for external review / approval /
construction etc.
Prepare for issuing document(s) to client, including automatic creation of transmittal
A very useful workflow for Document Controllers.
Collects all documents to be issued, automatically determines the next available transmittal number, create the transmittal with all documents referenced and makes and sends a notification mail,
if applicable with attachments, to the client.
Handle returned documents from client including automatic internal distribution and notifications
workflow for Document Controllers.
Analysis the received transmittal and received documents, saves these in the working environment and informs the responsible engineer(s) by adding a task to their tasklist and optionally by
sending a notification mail.
Handle received vendor documents including automatic internal distribution and notifications
workflow for Document Controllers.
Analysis the received transmittal and received documents, saves these in the working environment and informs the responsible engineer(s) by adding a task to their tasklist and optionally by
sending a notification mail.
Return vendor documents with automatically created transmittal including an e-mail with attachments
workflow for Document Controllers. Initiated by a vendor coordinator or engineer
Collects all documents to be returned, automatically determines the next available transmittal number, create the transmittal with all documents referenced and makes and sends a notification
mail, if applicable with attachments, to the vendor.
All mailmessages to a client, vendor or internally are in pre-defined formats.