Work with Document Workflows

Overview

Document workflows that have been added to a project in TDWorkManagement, can be applied to project files. As part of a project a file can be routed through the workflow for vetting or review. When the process is started, files will automatically lock and forward to the first approver in the workflow.

The document workflow allows collaboration via the workflow’s designated step approvers to get a project document in a state that is ready for action or so it demonstrates the finalized version of whatever information it is intended to relay. Once the workflow completes, the document will no longer be able to be modified.

In this article:

What materials do I need?

  • Internet connectivity
  • Web Browser
  • Valid UA Identity
  • TDWorkManagement Access
  • ESM Project application access

Assign a File to a Document Workflow

To assign a file to a workflow:

  1. Login to TDWorkMangement.
  2. Open the Projects application.
  3. Open the desired Project.
  4. In the left navigation menu, click Briefcase.
  5. Locate the file by using search or opening the folder.
  6. Click the name of the file.
  7. In the File Detail side panel, click Actions.
  8. Click Assign to Workflow.
  9. In the Assign and Start Workflow dialog in the Workflow dropdown field select the appropriate workflow.
  10. Click Assign.
  11. Close the Assign and Start Workflow dialog window.

Approve or Reject File in a Document Workflow

When a project member is listed as an approver in a document workflow step, they need to approve or reject the file before it can proceed to the next step.

If the approver receives an email with a link to the file approval form, they can click the link in the email and start from step 4 below.

When in a workflow, the file is locked based upon the document workflow configuration. This means no other project members can add a new version of the file into the briefcase. Depending on the workflow configuration settings the approver and/or the file creator may be able to add new revisions of the file.

To approve a file to complete a workflow step:

  1. Login​​​​​​​ to TDWorkMangement.
  2. Click View Applications.
  3. Click Document Workflows.
  4. In the left navigation menu, click Pending File Approvals.
  5. Click the file's name.
  6. To review the file click Download.
  7. After reviewing the file, in the Comments field enter any applicable information.
  8. Click Approve or Reject as appropriate.
  9. Add a new version (if the workflow step permits it), add comments, approve, reject, and/or download a copy for review. If the user is able to add a new revision of the workflow document, a New Version field will be present in this page. That field may be used to indicate a new version as a part of the Approve or Reject action.
  10. Depending upon which response
    • If Approve​​​​​​​ is selected, the file is routed to the next step in the workflow, if any.
    • If Reject is selected, the file to the previous approver for revision.

View Document Workflow History

If a document is assigned to a workflow, it will have a viewable history. The approver and status at each step will be displayed.

To view the workflow history for a file:

  1. Login to TDWorkMangement.
  2. Open the Projects application.
  3. Open the desired Project.
  4. In the left navigation menu, click Briefcase.
  5. Locate the file by using search or opening the folder.
  6. Click the name of the file.
  7. In the File Detail side panel window click the History link to view the File Workflow History which display the history information.

Need additional help or have issues

For support, requests may be submitted anytime using the appropriate Enterprise Service Management form. Requests generate a Ticket which will be worked in order received and urgency by IT Employees with the knowledge and permissions to assist with the request.

For immediate assistance please review the Contact Us page for the appropriate support group.

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