Translations:Freigabeworkflow/1/en

Documents in HITGuard can be reviewed and approved. For this, there is a special kind of control definition: the review and approval workflow.

Define workflow

There are three ways of defining the workflow:

With the dropdown-"plus" button directly in the overview of the control definitions. This immediately creates a workflow instead of a regular control definition which can not be converted into such a one.
The workflow can also be started by adding an attachment from the doc-management when creating a regular control definition. In this case the conversion of the control definition into a review and approval workflow is suggested and can be accepted or rejected (meaning one can turn the control definition into a review and approval workflow or otherwise keep it).
With the respective button under Doc-management → Documents. This opens a review and approval workflow which can then be created.

Workflow characteristics

These workflows generally behave just like the control definitions described here and also offer the same options. There are implementers and optionally examiners. The date of the next control is the date of the next review and approval. When the control triggers, the workflow starts

There is a fundamental difference with the attachment: prior to the first saving, an attachment must be added. This can be a single document/link and can either be uploaded or added directly from the doc-management. Uploaded documents and links are automatically stored in the doc-management. The document or link for which the review and approval workflow is created can not be deleted so long as the review and approval workflow for it exists, not from the doc-management either. If the review and approval workflow is deleted, the document or link can be removed as well. Further documents and links can additionally be added as regular attachments; these can be removed again at any time.

Note: If a regular control definition is created with an attachment from the doc-management and the conversion into a review and approval workflow is rejected, the file or link is added as a regular attachment, can be removed again, and is not marked in the doc-management.

Workflow content

The name of the workflow is pre-filled as "Review and approval of the document [file name]". Furthermore, a description text for the control measure is pre-filled, which can also be modified:

Marking

Approved files and those currently in the review and approval workflow are marked as such in the Doc-management.

Approval icon colorful	The review and approval workflow is running. This means that a workflow was defined and a control triggered within it. The icon stays until until the control execution is either accepted or declined.
Approval icon grey	The review and approval workflow is not yet running. This means a workflow was defined and a control has not yet triggered within it. The icon stays until the control triggers.
Green checkmark	The review and approval workflow for the current version of the file or link was completed successfully: the file is approved.
Grey checkmark	A previous version of the file or link is approved. For the current version the review and approval workflow has not yet been completed.