Workflow Management Introduction
Workflows allow your organization to track business process information alongside documents and other content within QAction.
There are three main concepts that are important to understand:
- A Task is a single action assigned to a user or group of users.
- A Workflow is a collection of Tasks, which defines which Tasks get assigned in what order.
- A Folder is a collection of data and documents related to a given Workflow. When a Workflow is launched, the system creates a Folder to tie the Workflow together with relevant documents and other data.
Each user has an Inbox, which contains tasks that the user must complete. When a task is assigned to a group or position, it appears in the Inboxes of all users in that group or position. An administrator can assign a group or position task to a specific user. Users can also search for Workflows or Folders using the relevant Tabs in the left-hand menu. Read more about the Inbox, Workflows, and Folders Tabs here.
An administrator can set up a standard Workflow for a business process or allow an assignee to apply the correct Workflow on a Folder-by-Folder basis. When authorized, the Workflow for a specific Folder can be modified after it starts.
The system can automatically launch a Workflow when a specific document type is stored. Authorized users can also launch Workflows on the fly.