Creating a document

There are two ways to create a new document in FlowDMS:

• From a predefined template
• By uploading a document from your computer

1. From a predefined template

1. From the folder list on the sidebar, open the folder where you’ll upload the document.
2. Click [New], and then select an item to create:
   • Standard Operating Procedure
   • Work instruction
   • Form
   • Other

3. Under [Create a document in – {Folder name}], select [Create from a template].

4. Filll in the document information and click Create

2. Uploading

1. From the folder list on the sidebar, open the folder where you’ll upload the document.
2. Click [New], and then select an item to create:
   • Standard Operating Procedure
   • Work instruction
   • Form
   • Other

3. Under [Create a document in – {Folder name}], select [Upload a file].

4. Click [Select file], and then browse to the document on your computer.

Filling Document information

The following fields are set automatically:

6. [Name] – The document title in appears here, but you can edit it.
7. [Number] – Flow assigns the next available tracking number. If you edit the number, make sure to follow your organization’s numbering format.
8. [Department] – The department the folder is assigned to.
9. Under [Validation], set the dates the procedure is [Valid to]—The [Valid from] date is always the Publish date. By default, the [Valid to] date is 2 years after the publish date.
   • Note: The Validation dates are reminders only. As a result, on the [Valid to] date, the procedure is added to the list of [Procedures to be validated] on the Home page. You can manually remove procedures from this list.
10. Under [Monitoring], enter the usernames of the people to review the document under [Editor(s)], [Reviewer(s)], and [Approver(s)]. You can only enter a user who is an Editor or an Administrator.
    • Note: Flow syncs the usernames with your organization’s AD. As an administrator, you can additionally assign the Editors role to users.
11. Click [Create document]. The document uploads. After a few moments, a confirmation appears.
    • Note: The new document is now a draft. Only Administrators and Editors can see drafts.
    • To turn the draft into an official document visible to everyone, start an approval workflow.
      Follow the steps below.

Approving the draft

1. Click [Start Workflow]. The Draft Approval Workflow page opens.

6. The Editor, Reviewer, and Approver names appear on the page.
   • You can add or remove users from the approval workflow at any point.
     To remove a user – click X on the username. To add a user – enter a username in the box.
7. Click [Start Workflow]. The approval workflow process starts.
   Approvers/Reviewers will get an email requesting their approval for this revision of the draft.
   Once all have approved – you will be able to publish the draft to make it available to everyone.