Add Stages to a Template

Contents

• Overview
• Pre-conditions
• Steps
• Supplementary Information
• Notes

Overview

A template workflow is comprised of its stages.

Two default stages are Draft (where a document can be edited) and Release (where a document is finalized and cannot be edited).

A stage can be configured to:

• Have a specific deadline;
• Allow document editing;
• Be mandatory.

Restricting Editing at a Particular Stage

If at a particular stage document must not be edited, the ability to edit a document at a certain stage can be restricted.

Mandatory Approvals: Setting Up the Approval Process

Document workflow may require that all documents must be approved by a group of individuals and therefore no document should be published without their approval.

Setting a stage as mandatory ensures that users won’t be able to skip this stage.

When the stage is set as mandatory, document owner will need to assign mandatory approvers who will be added to documents automatically at this stage. Once the template is released, document owners will not be able to remove those approvers from the document.

Approvers can be individual users or a user group. In the latter case, any member of the group approves on behalf of the entire group.

Pre-conditions

• System Level Permission: 'Create Templates', 'System Administration'.
• Document Level Permission for Template: 'Owner'.

Steps

1. Click File from the menubar.
2. Select Template settings.
3. Select Set stages.
   
4. Hover over the stages.
5. Click on the Add new stage icon that appears in between the current stages. Repeat the action to add multiple stages.
6. Click on the newly added stage to configure stage's:
   
   • Update Stage name;
   • Select duration under the Deadline field:
     • Fixed number of days: 7, 14, 30 or 60 days;
     • Custom number of days;
   • Tick the box for Ability to edit document or keep it unticked;
   • Tick the box for Mandatory stage or keep it unticked.
   • If the box for Mandatory stage is ticked, select user or user group under the Assign mandatory stage approvers field.
7. Click Save*.

Supplementary Information

Selecting layouts for stages

Each custom stage can have a layout selected for it, which essentially is a selector of screens, filtering what metadata fields are displayed and editable for the Document Owners.

Automations

Automations can be configured to use any selectable trigger, whether it's a stage change or stage deadline, to streamline document workflows by automatically executing an action when the specified stage is reached or a specified timing relative to the stage deadline is reached.

With this in mind, it's key to be aligned with the owners of the documents created from your template to ensure that the appropriate stage change-based or stage deadline-based automations are configured to send email notifications to the correct stakeholders whenever either of the respective document triggers are met.

Notes