Documentation creation: process-based, sequential process

To run process-based documentation creation, you will need the Documentation creation – process-based form. To open the form:

The form window for process-based documentation creation is displayed.

Let us start with the buttons near the top right corner. The button with the “H” symbol – Document history – will display a window with a chronological list of events in this process. The window contents are for your reference only.

The button with the printer symbol will open a window with print preview and the controls to set up printing parameters and print out the form. The usual X-sign button is available to close the form window.

A form usually begins with the Originator option. Here you can select the process originator, that is, the entity related to the whole Controlled documentation form (organization, company, e-mail, department, etc.). This option is mandatory.

As soon as the originator is set, additional fields Originator address is also displayed, containing the address from the originator settings. Both the fields are now read-only.

General notes for all forms:

The Originator section is only present in the form if the controlled documentation is connected to the records management service.

Enter process description in the next section.

Use the Process type option in the same section to select whether to run a sequential or parallel process. In a sequential process, the form is passed from one revision group member to another, while in a parallel process all revision group members receive it at once.

The workflow is based on a revision group – a set of users who will receive the form during the process. In both cases (sequential and parallel types) the process author fills out and submits the form to start the process.

Set up the list of users who will review or comment on the form creation in the section Revision group. You can add users to this list one by one or use a preset group to add them all at once.

Choose a preset group from the list Select group. Click OK in the confirmation dialog and the system will add the group members in the revision group table.

If you select a named revision group, a table listing its members is displayed. The first column lists their names. If they are members of a preset group, the names cannot be edited. The second column states their Roles within the group. This entry is editable and optional.

You can also combine both methods by adding a preset group and then adding or removing some users manually.

You can adjust the contents of the table with revision group members as you need.

If you do not want to use a preset group, leave the option Select group set to User-defined path and add users to the revision group manually. The method is the same as when adding a user to an existing, named group; you will only need to insert all the group members manually. The autocomplete function is available for you here too.

Add the documents for the Controlled documentation process in section Document revision. If you have started the process from specific documents in a document folder, the documents are already included in the form.

Click Insert from drive to open the system dialog for file selection. When the document is inserted in the form, it is displayed as an item in section Document revision.

For some form, this method is all that is needed. The document item is displayed in the section.

Make sure to check the document for viruses before you start handling it in any way. If a green checkmark is not displayed on the left from the file name, you need to start a check.

You can choose from two buttons; Antivirus check of all attachments and Antivirus check of unchecked attachments.

When a document is marked safe, you can start working with it.

For a better overview of the documents you can enter the Description field for each of them.

You can click the blue Attachment button to save the file to the drive or open in an associated application to view it. If you as a process author find it odd to save a document you have just uploaded, remember that the form will be circulating among other users who might to save the document for themselves.

If, despite the warning above an antivirus check has not completed for the document, you will be notified about it with a query asking whether you are sure you want to handle an unchecked document.

The magnifying glass button Display attachment preview in another window in the Actions column can be used to display a document preview – this function is again more useful to the revision group members during the workflow. You can remove the document form the form using the trash bin button Remove attachment.

To attach another document, simply repeat the steps. If there is more than one document attached, you can adjust their order similarly to the Revision group section above using arrows in the Actions column.

Apart from the documents intended for processing (revision, approval, comments), you can attach additional documents as simple attachments – for reference. You can place them in a separate section, Other documents, which is collapsed by default. To attach documents here, expand it by clicking the arrow on the right.

Use the Attachment button to open a system dialog for file selection, then look up and attach the required file. To add more files, click ; it will add a row to the table where you can insert another file.

For inserted files, the right side of the Attachment button (with arrow) is enabled. Click it to display a menu of three commands to open the attachment file (Open attachment), save the file to the drive (Save file) and remove the file from the form (Remove attachment).

To remove a row along with the file from the form and process, click .

Use the Comments section to add one or more comments to the process. Enter the comment in the corresponding field and click Insert comment to confirm. The comment will be displayed in the form along with your name and the time of posting. Other users who take part in the process will be able to comment in the same way.

In this example, the reviewer decides the document needs to be returned a step back in the workflow (to the previous reviewer) for more editing.

The reviewer explains the reason for returning by setting the option to I do not agree and entering the reason in the comment. Then the reviewer clicks Return to previous.

The user who receives the form will open it the same way as when they received it for the first time. The reviewer makes the required changes and resubmits the document to the workflow.

Note that this reviewer also can also return the form to the previous reviewer, and this way the form can gradually return all the way back to the author.

The user making the required changes needs to download the document version they have edited before. Click the arrow on the right of the Attachment button and select Open attachment.

The process author can take over the process while it is still running, stop the revisions and end the workflow. When the author opens the form, the Revision group section shows how far in the workflow has the form passed.

The form will be removed from the user who has the document “on their desk” right now (marked with ) and from all the following users.

To take over the form, the author clicks Take over.

Then confirm the dialog notifying about ending the revision process early.

The Document revision section for the current reviewer (and all the following reviewers) will then display the message "Byl vyloučen z procesu" (Removed from the process).

The process author can then create and attach the final document version as if the process followed through normally, and then finish the process.

Note the middle number in the indicator next to the process name – it states how many users were removed from the process.

When the revision process passes through all the reviewers in the list, the form returns to the author. The process author can download the document for editing and edit it the same way as other process participants.

Section Documentation revision displays details of the users who took part in the document revision, as well as the Final file entry. Enter the final version of the document here; this is the version that will be archived.

End the revision process one of the following two ways.

The form can be opened as usual by clicking the corresponding item in a list of folder contents. If you open a saved and closed form, the corresponding message is displayed in the header.

You can open a finish form again by clicking Reopen. Click Yes in a confirmation dialog and the form will be displayed as it was before the process was finished (before archiving).

When it is reopened, you can edit the document again and add comments or other files. Then finish the form again. It is also possible to create a follow-up process based on the form contents.