Managing and Finalising Workflows (Owner Guide) | Desktop

As the Workflow Owner, you oversee the entire review process from start to finish. Once reviewers have provided their feedback and updated their status, you assess all comments and determine the final outcome. You have the authority to approve the document, request revisions, or return it for further review. When satisfied, you update the workflow status and the document register status, finalising the workflow. This ensures the document is officially accepted and the Submitter is notified of the outcome, maintaining full control and accountability throughout the approval process.

Accessing the Workflow

You will receive notification when reviewers modify the status in your inbox.

Reviewers at the time of updating status must check the box Notify User

Click on View and Review Documents button

You will be taken to the review screen:

1. Workflow Categories Selector

2. This number will display the outstanding document reviews you have in that category

3. Advanced Options with View Changer and Search

4. Workflow Details and Documents Listing

5. Realtime Status Display on Reviewer Status

 Changing View to All Workflows 

To view All workflows within a category, click on the Workflow Drop Down Menu and select All

You can toggle between Document List & Preview View allowing you to review and annotate the document without having to open up each document individually.

To Review and Mark Up the document click on the Pencil Icon

With the mark up tool you can review each annotation, add comment, annotations, shapes with the added functionality of creating or uploading your own signature and stamps.

Once the review and mark ups are finalised click on Save.

You can Save the Markups and continue them at a later time

You can also Save and Update the Status of your workflow and document register

Click on Update Workflow Status and Update Register Status and at the pop up select from the multiple options:

Approved: Workflow is approved and the uploader will receive notification.
Rejected: Workflow is rejected and the uploader will receive notification.

Approved with Comments (AWC) 
Rejected with Comments (RWC)

Updating the Document Register Status will reflect on your Document register.

Sending Email

At any stage of the review process you can select the documents you wish to communicate about click on Options and Send Email

Simply select your recipients and cc those that are not part of the review process. Select your category, enter your message and send.

In the below example we can observe that there are overdue reviews

Also notice that any workflow who has tied emails will display an icon, simply click on it for a preview of the message

Viewing Document Progress, Logs and Details

Clicking into a document will display a menu that will show you the different status of reviews (if the workflow has been set for collaboration). You can also check on email logs.

Reporting

To view a report on the status of the workflows we suggest changing the view to All and selecting Report.

Download Documents

Select the documents you wish to download and click on Download

Stamped Documents: refers to documents that have completed the reviewer process and the owner has stamped them.

Original Documents: refers to how the document was uploaded

• Related Articles

• Reviewing Documents in a Workflow | Desktop

  With Commnia workflows, as a reviewer, you have comprehensive capabilities to enhance the document review process. You can mark up documents, providing detailed comments and annotations to ensure clarity and precision. Once you have completed your ...

• Commnia Workflows - Overview | Desktop

  The Workflow Process The document workflow ensures every file uploaded to the Document Register is properly reviewed and approved. Once a document is uploaded, an Initiator starts the process using a predefined Workflow Template. Assigned Reviewers ...

• Starting a Document Review Workflow | Desktop

  Once a document has been uploaded to the register, it’s the Initiator’s role to start the workflow process. Using a predefined workflow template, the Initiator selects the relevant document and applies the workflow, assigning reviewers as needed. ...

• Workflow and Category Management FAQ

  Q&A: Categories and Workflow Management Can we create categories? If so, where? Yes, categories can be created in two ways: Option 1: While creating a new workflow Click on the plus (+) button. Enter the category name. Click on "Save." Option 2: Via ...

• How to Download Marked-Up Drawings in Workflows

  Users have the ability to download any marked-up drawings made in a Workflow. Navigate to the menu bar icon and click Document Approval Workflow under Document Control. You can download any drawings that are in progress or completed. Once a drawing ...