Editing and Publishing Documents

Drafts

The Administrator and the Editors can create drafts. A draft can be a new document, or a new revision. When you’re creating a new revision, the previous revision still appears published in the system, until the draft is approved and published.

Handling Drafts

To open the [Drafts] page, click [Drafts] on the Dashboard. The drafts page shows all the Drafts in Flow, and specifies the following information:

• General information
• Draft owners
• The draft’s progress in the editing process, approval Workflow, or both

The editing process

To make sure document changes are quality-controlled, only one person can own and edit a draft at a time. When editing is complete, the editor has the following options in the document preview screen:

• Notify the Administrator that the draft is ready for approval, by clicking [Editing process finished – transfer for approval].

The Administrator will then finish the process in one of these ways:

If the document requires approval – Start the approval process

If the document does not require approval – Publish the document

Reassign ownership of a draft to another user, by following these steps:

1. In the [Draft] menu, Click [Transfer draft ownership to]
2. Specify the new draft owner and Click [OK].

Approval Workflow

Finished working on a draft? If you’ve set an approval workflow for that document type, the [Start Workflow] button in the upper toolbar. For document types that don’t require an approval workflow, such as forms, you’ll see the [Publish Draft] button instead.

The Workflow requires these 3 roles to approve the document, in this order:

1. Editor
2. Reviewer
3. Approver

After one role approves the document, it is automatically sent to the next one for approval.

Need more than 3 approvers for a workflow?

You can add more people to each step. For example:

1. Three Editors
2. Two Reviewers
3. One Approver

Want to set less than 3 approvers?

An organization may want to limit the workflow to 1 approver for special, one-time cases. For example, a specific procedure that only needs 1 approver. In this case, enter the user’s name for all three roles, like this:

1. Editor – User X
2. Reviewer – User X
3. Approver – User X

If your organization wants to limit all workflows to fewer than 3 approvers by default, contact us for a custom update to this screen.

Tracking and Controlling the Workflow

As the Administrator, when you click [Workflow] from the Home page, you can check Workflow progress at a glance:

• Who has already approved
• Who still needs to approve, and for how long

If an approver rejects a document, it appears in the document management table. In that case, follow these steps:

1. Cancel the current workflow.
2. Make the necessary changes to the document.
3. Start a new workflow process.