Workflow and Category Management FAQ

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


  1. Click on the plus (+) button.
  2. Enter the category name.
  3. Click on "Save."

Option 2: Via the Control Panel (Site Manager section)


  1. Go to the Control Panel.
  2. Select Site Manager.
  3. Add a new issue type.
  4. Name your category.
  5. Select the workflows where this category should appear.
  6. Save.

Can we delete current categories?


Yes, categories can be deleted. Follow these steps:

  1. Select the category you wish to remove.
  2. Click on "Delete."
  3. Confirm the deletion.

Are categories for the company or the project?

Categories are for the company.

Q&A: Workflow Templates

Can we delete templates?


Yes, templates can be deleted by:
  1. Selecting the workflow template you wish to delete.
  2. Clicking on "Delete."
  3. Confirming the deletion.

Q&A: Email Notifications

Why does an email notification bring the reviewer to a page without specifying the workflow to review?

This happens because your documents are already accepted in the register. Unlike other clients, you need to:

  • Change the document status in the workflow.
  • The reviewer should filter by Doc Status: Accepted to locate the workflow.

Why can’t the reviewer mark up or review documents when using the three dots next to drawings in the register?

This is because the workflow's owner has already accepted the workflow, which locks the reviewers from marking up the documents.


In this example both Taylor S and Kelly S will only be able to view the document as Lynnett Sun has Rejected the Workflow

Note:

  • Workflows in a pending state allow reviewers to mark up and add comments.
  • Once the owner accepts or rejects the workflow, the documents become locked (view-only mode).

Q&A: Document Status

Can the default document status be set to "All" instead of manually selecting it every time?

Currently, this isn’t the default behavior. The majority of clients workflow documents are in a pending status, which automatically updates to In Workflow once added to a Workflow.

Why does the document progress status say "Accepted" even when I'm reviewing drawings?


The document register status (left-hand side) operates separately from the workflow status (right-hand side).

A document can progress through a workflow regardless of its register status.

Q&A: Workflow Screen and Features

Where can I locate the Document Approval Workflow Manager?


The Workflow Approval screen is available for:
  • Ongoing workflows.
  • Templates.

Should the workflow list show the owner, date sent, and due date?


Yes, these details are displayed in the workflow screen.

When are Submitters Notified?

Submitters are notified when the Workflow Owner updates the status of the Document, by Approving or Rejecting the Document into the Register.

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