Document Actions
1.
Workflow Overview
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The term workflow refers to the set of states through which objects may transition and the set of transitions themselves. The OpenEngagement DMS uses one workflow, though it may be viewed as two workflows, since two states, Review and Reviewed, do not apply where no Reviewer is assigned. The KMS does not use workflow, nor do items placed in the root of the CMS.
Areas and Sections have no states and therefore no transitions. Entities may be either in the Active or Inactive state. Documents may be in the Active, Review, Reviewed, Completed or Archived states.
The purpose of a workflow is primarily to enhance the security system, though workflow also provides some informational value. For example, users can view the Engagements for a given Area, Entity or Section and see what state each is in.
Generally, the security model allows us to define what users (based on their roles) may perform what actions on what types of objects. Workflow allows us to enhance this, so we may define what users (based on their roles) may perform what actions on what types of objects while in what states. For example, the OpenEngagement DMS specifies that Preparers may edit Documents while they are in the Active or Review state, but not while in the Reviewed, Completed or Archived states.
The Active and Inactive states associated with Entities are purely for informational value and do not affect the set of actions which may be performed by any users. The documents are the items where the DMS workflow is most noteworthy.
Where one or more reviewers is assigned to a document, the workflow consists of the following states:
- Active
- Review
- Reviewed
- Completed
- Archived
Where no reviewers are assigned, the workflow consists of the following states:
- Active
- Completed
- Archived