In this lesson you
- Required a second person to approve every document
- Routed a folder's documents to the right person
- Applied the rule to documents already in the library
Transcript
Review gates
Workflow and review gates. Before a certificate goes out with your organization's name on it, you'll want to know someone checked the work. And when new documents arrive, someone has to pick them up. The Workflow page settles both. It decides what must happen before a document can be approved, and who gets new work. Review gates are extra conditions on approval. They come on top of the accessibility checks, never instead of them. Each one is a switch, and all three start off. Peer review required means a second person has to approve. The person doing the work chooses Ready for approval, and someone else approves it. That way, nobody certifies a document they handed in themselves. Let's turn it on. Owner sign-off goes further. Nobody who worked on the current version may approve it. That includes whoever fixed it, recorded its checks, or uploaded it. It's for organizations whose policy calls for a separation of duties. Here, it stays off. AI drafts must be reviewed means that a person accepts or dismisses every picture description and table summary the AI suggested, before approval. Who may approve at all is set on the Users page, in its own lesson.
Automatic certificates
Some documents pass every check with nothing left for a person to judge. Should they still wait for someone to approve them? That's the next setting, Automatic certificate issuance. With it on, Proof certifies those documents as soon as their checks finish, and the certificate says it was issued automatically. With it off, they wait in Ready to approve for someone on your team. It starts off. And while Peer review is on, no document is ever certified automatically. If one folder needs stricter gates than the rest, give it a folder override, further down. That folder then follows its own switches instead of these, and so does every folder inside it.
Assignment routing
The other half of workflow is who gets new work. Without rules, new documents land in a shared queue, and anyone can claim them. Assignment routing hands each one to the right person as it arrives. To add a rule, choose Add rule, then say which documents it matches. It can match any document, the ones in a folder, or the ones with a tag. Here, documents in the Newsletters folder. Then choose who they go to. Here, a person, Priya Shah. Only people who can work on documents are offered, so viewers aren't on the list. Choose Add rule, and it joins the list. Rules are checked from the top, and the first one that matches assigns the document. The arrows beside each rule change the order. A rule only fills an empty assignment. A document someone already holds is never moved.
Existing documents
Rules run as documents arrive. But what about the documents already in your library? That's what Apply to existing documents is for. It only touches documents nobody is assigned to. Choose Preview, to see what it would do before anything changes. Proof would route two of the three documents waiting for someone, both to Priya. The third matches no rule, so it stays in the shared queue. Choose Route 2 documents, and they're routed. Priya finds them in her Library now, and in her next daily digest. Now you can decide what must happen before anything is certified, and make sure each new document reaches the right person.
Recap
That's the end of this lesson.
Maple Ridge Community Health, its documents and its people are fictional, made for these lessons.