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 are notified to complete their reviews and provide feedback.
After all reviews are submitted, the Workflow Owner assesses the feedback, makes the final decision, and closes both the workflow status and the document register status.
The Submitter is then automatically notified of the outcome, completing the workflow lifecycle.
Workflow Stakeholders
The Workflow menu enables you to create custom workflow templates, monitor workflow progress, manage documents reviews, review and approve documents if you are workflow owner, document controller or workflow group member. It allows users to track the status of documents, including who has reviewed or approved them, ensuring deadlines are met. The Workflow menu facilitates collaboration among project teams by providing tools for commenting and marking up documents. Additionally, it automates the routing of documents for review and approval, reducing manual handling and speeding up the approval process.
- Document Controllers have access to accept and reject documents that are either, pending, in workflow or ready for workflows.
They receive notifications of when a document gets uploaded to the document register. - Workflow Group Members receive notifications of when a document is moved into the ready for workflow state which is also a function they can perform. Any internal user belonging to the Workflow Group can change the Workflow Status (need to fact check this)
In the workflow process, there are four significant roles that are essential for the completion of the workflow:
Workflow Submitter: These are the users who have uploaded documents for review and either marked them as pending or ready for workflow.
Initiator: Internal can create and use Workflow Templates.
Workflow Owner: This individual assigns the documents that require review and holds the authority to make the final decision on whether a workflow is approved or rejected. Depending on their permissions, they can also accept or reject the documentation.
Once a Workflow Owner modifies the status of the workflow to other than 'pending', mark ups will be locked for the reviewers.
Workflow Reviewer:
This role involves reviewing the documents and updating their workflow status. The reviewer is responsible for providing feedback, marking up documents, and ensuring that the review process is thoroughly completed before the Workflow Owner makes the final decision.
This role involves reviewing the documents and updating their workflow status. The reviewer is responsible for providing feedback, marking up documents, and ensuring that the review process is thoroughly completed before the Workflow Owner makes the final decision.
Choose the Guide that Matches Your Workflow Role:
(Covers setup, naming, roles, and conditions for workflows.)
(Explains the submitter’s role and document upload process.)
(Guides how to initiate workflows from templates.)
(For reviewers — how to review, comment, and complete their step.)
(Shows owners how to review feedback, approve, and close workflows.)
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