Workflow steps, statuses, receivers and notifications

Every standard document module (for example Avvik, Kundetilfredshet or Leverandørgodkjenning) moves its documents through a workflow. This page explains the steps, the rights, who can receive a document, the statuses you see in lists, the main e-mails and the dashboard boxes. Module names, sections, statuses and receiver names are your company’s own setup, so the names below are examples from an Avvik module in a Norwegian setup.

Steps and sections

The module’s form is divided into sections, and each section is one step of the workflow.

The author creates the document and fills in the first section.
The author sends it. The receiver gets the next step and fills in that section.
The receiver sends it on to the next step, or rejects it back one step.
The document is published when its last step is approved with the green check (Approve): either by the person who holds the last section, or by someone who approves the step before it and is among the possible receivers of the last section. Publishing needs the Approve right on the module’s row, and the document must have no linked actions that are not closed.

Only the owner of the current step can change the document; everyone else sees it in view mode. A published document is not changed through the normal flow; see Revisions and the info panel.

Rights

Your user administrator sets rights per module, in the left menu under Super > Users. The levels are, from lowest to highest:

Level	Lets you
Read	Open documents in the module.
Edit	Work on a document when you own its current step.
Create	Create new documents.
Approve	Approve and publish.
Manage	Includes Approve and the levels below it. In a search-as-you-type dropdown, users with exactly the Manage right on the module’s row can add a new value to the list; see The field types in a document form. Ask your user administrator what else it adds in your modules.
Archive	Archive and unarchive documents.
Admin	Includes all levels. Admin on the module does not let you delete a published document; only Antenor can; see Delete or archive a document.

A higher level includes all the lower ones, so for example Archive includes Approve. Two exceptions: a person-list field can be set up to list only users with exactly one level, and adding a value from a search-as-you-type dropdown needs exactly Manage.

Who can be chosen as receiver

How each step is set up decides who can receive it: a named user, everyone with a given level on the module, or an access group whose members have Approve. In the send dialog, each target of the step has its own dropdown with your company’s name for it. If you are eligible yourself, you are listed first. If you are the only possible receiver, you cannot send; use Approve instead. See Edit mode: buttons, the send dialog, the required-fields dialog.

Statuses in lists

The status names are your company’s own, set per section.

Situation	Status shown
The document is at its first step	“New”
A step has been sent, and its receiver has not yet taken it over with the green button	The status of the section the document was sent from, followed by “ - Waiting For Approval”; for a document sent from its first step, “New - Waiting For Approval”
The receiver has taken the step over with the green button	The status your company has set for the receiver’s section
No status is set for the section	“Status not set in module” in document lists. In reports and report exports, the Status cell is empty instead.

In the example Avvik module the statuses are New, Being processed, Closed - not verified, and Closed and Verified.

The main e-mails

Event	Who gets an e-mail
You send a document	The receiver you chose in the send dialog, with your message. Not sent when you are the receiver yourself.
A document is published	The author, unless the author approved their own last step, that is, both sent and received it. Everyone who subscribes to the document also gets an e-mail.
A step is rejected	The owner of the previous step, with the rejection message.

Forwarding, sending externally and comments have their own messages. Saving as an observation publishes the document at once, so everyone who follows it gets the “Document updated” e-mail; the author gets no e-mail that the document was published. See Follow a document.

Dashboard boxes

Box	What it holds
Documents awaiting your approval	Documents sent to you that you have not yet opened with the green button for your step.
Your in progress documents	Documents where you own the current step, including documents you received and have opened with the green button.
Documents sent for approval	Documents you have sent that the receiver has not yet taken over with the green button, and documents you have sent to someone outside ABMS while the link is active.
Actions awaiting your input	Open actions where you are the next to act, environmental aspect actions waiting for you, and open Read & understood requests sent to you; see The dashboard and Action statuses, who holds an action, and e-mails.

The dashboard also shows your favorite documents and the activities of the last five days.