Difference between revisions of "Document Manager Lifecycle Processes"

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−
__NOTOC__[[Main Page|Home]] > [[Administration]] > [[Document Manager Administration|Document Manager]] > Lifecycle Process Workflow
+
__NOTOC__[[Main Page|Home]] > [[Administration]] > [[Document Manager Administration|Document Manager]] > Lifecycle Processes
 
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== Introduction ==
 
== Introduction ==
−
The Document Manager lifecycle Process Workflow is used to automate and manage lifecycle events of a document This page contains information on the Documet Manager specific automated tasks that can be used in the [[Business Process Designer]] to build unique and powerful lifecycle processes for your documents
+
The Document Manager lifecycle Processes are used to automate and manage lifecycle events of a document. This page contains information on the Document Manager specific automated tasks that can be used in the [[Business Process Designer]] to build unique and powerful lifecycle processes for your documents
 +
 
 
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== Related Articles ==
 
== Related Articles ==
 
:* [[Business Process Designer]]
 
:* [[Business Process Designer]]
−
:* [[Request Variables]]
+
:* [[Documents]]
 +
|}
 +
 
 +
==Document-Specific Process Operations==
 +
The available process operations most useful when building document lifecycle processes are outlined below. These include nodes to automatically get information about a document, change it's status, set a review date, publish to a library, and post to it's timeline.
 +
<!-- ******************************************************************************************* -->
 +
===Email Notifications===
 +
Use these options to send email communications relating to documents
 +
<div class="mw-collapsible mw-collapsed" data-collapsetext="Show Less" data-expandtext="Read More" style="width:700px">
 +
<div id="Email coworker"></div>
 +
* Email Coworker
 +
<div class="mw-collapsible-content">
 +
<div style="border:1px solid #e6e6e6; background:#f2f2f2; width:99%; padding:4px; margin-bottom:10px;">
 +
::{|
 +
|- valign="top"
 +
|style="width:700px"|
 +
[[File:Document_Manager_Lifecycle_Email_Coworker.png|thumb|Email Coworker]]
 +
==== Email Coworker ====
 +
Use this node to send an email to a named or variable coworker
 +
==== Options ====
 +
:* '''Document ID'''
 +
:: This is the ID of the document the lifecycle process is running against and can be left as '''Auto'''
 +
:* '''co-worker'''
 +
:: This is the ID of the co-worker who the email will be sent to
 +
:* '''co-worker (from variable)
 +
:: This option should be used with the variable picker to inject the co-worker id for whom the email it going to be send to - this should be the id not display for the co-worker
 +
:: This option should only be used if the '''co-worker''' field is not set
 +
:* '''Mailbox Name'''
 +
:: Select the Hornbill Mailbox from which you want this sent.
 +
:* '''Email From'''
 +
:: Select the email address that you want listed as the sender.
 +
:* '''Email Template'''
 +
:: Select the email template that you want to use for this email - in the admin console > system > email > templates you can create your own email templates under the '''Document Manager''' and '''Document''' entity options, as well as using either of  the default '''DocumentNotification''' or '''DocumentReviewDue''' templates which are provided.
 +
:* '''System Timeline Update'''
 +
:: Select if the default system text will be added to the timeline for this action
 +
:* '''Manual Timeline Update'''
 +
:: Select Manual to override the default System timeline Text, and add your own text which will appear in the timeline update for this action
 
|}
 
|}
 +
</div>
 +
</div>
 +
</div>
 +
<!-- **************************************END OF OPERATION DOCUMENTATION***************************************************** —>
  
−
==Documents==
+
<!-- ******************************************************************************************* -->
−
Use the Documents nodes to automatically get information about a document, library, change it's status, set a review date, publish to a library and post to it's timeline
+
<div class="mw-collapsible mw-collapsed" data-collapsetext="Show Less" data-expandtext="Read More" style="width:700px">
 +
<div id="Email Document Owner"></div>
 +
* Email Document Owner
 +
<div class="mw-collapsible-content">
 +
<div style="border:1px solid #e6e6e6; background:#f2f2f2; width:99%; padding:4px; margin-bottom:10px;">
 +
::{|
 +
|- valign="top"
 +
|style="width:700px"|
 +
[[File:Document_Manager_Lifecycle_Document_Owner_Email.png|thumb|Email Document Owner]]
 +
==== Email Document Owner ====
 +
Use this node to send an email to owner of the document
 +
==== Options ====
 +
:* '''Document ID'''
 +
:: This is the ID of the document the lifecycle process is running against and can be left as '''Auto'''
 +
:* '''Mailbox Name'''
 +
:: Select the Hornbill Mailbox from which you want this sent.
 +
:* '''Email From'''
 +
:: Select the email address that you want listed as the sender.
 +
:* '''Email Template'''
 +
:: Select the email template that you want to use for this email - in the admin console > system > email > templates you can create your own email templates under the '''Document Manager''' and '''Document''' entity options, as well as using either of  the default '''DocumentNotification''' or '''DocumentReviewDue''' templates which are provided.
 +
:* '''System Timeline Update'''
 +
:: Select if the default system text will be added to the timeline for this action
 +
:* '''Manual Timeline Update'''
 +
:: Select Manual to override the default System timeline Text, and add your own text which will appear in the timeline update for this action
 +
|}
 +
</div>
 +
</div>
 +
</div>
 +
<!-- **************************************END OF OPERATION DOCUMENTATION***************************************************** —>
  
 
<!-- ******************************************************************************************* -->
 
<!-- ******************************************************************************************* -->
 +
<div class="mw-collapsible mw-collapsed" data-collapsetext="Show Less" data-expandtext="Read More" style="width:700px">
 +
<div id="Email External Email Address"></div>
 +
* Email External Email Address
 +
<div class="mw-collapsible-content">
 +
<div style="border:1px solid #e6e6e6; background:#f2f2f2; width:99%; padding:4px; margin-bottom:10px;">
 +
::{|
 +
|- valign="top"
 +
|style="width:700px"|
 +
[[File:Document_Manager_lifecyle_email_external.png|thumb|Email External Email Address]]
 +
==== Email Document Owner ====
 +
Use this node to send an email to specific external email address
 +
==== Options ====
 +
:* '''Document ID'''
 +
:: This is the ID of the document the lifecycle process is running against and can be left as '''Auto'''
 +
:* '''Email Address'''
 +
:: Use a comma to email multiple
 +
:* '''Mailbox Name'''
 +
:: Select the Hornbill Mailbox from which you want this sent.
 +
:* '''Email From'''
 +
:: Select the email address that you want listed as the sender.
 +
:* '''Email Template'''
 +
:: Select the email template that you want to use for this email - in the admin console > system > email > templates you can create your own email templates under the '''Document Manager''' and '''Document''' entity options, as well as using either of  the default '''DocumentNotification''' or '''DocumentReviewDue''' templates which are provided.
 +
:* '''System Timeline Update'''
 +
:: Select if the default system text will be added to the timeline for this action
 +
:* '''Manual Timeline Update'''
 +
:: Select Manual to override the default System timeline Text, and add your own text which will appear in the timeline update for this action
 +
|}
 +
</div>
 +
</div>
 +
</div>
 +
<!-- **************************************END OF OPERATION DOCUMENTATION***************************************************** —>
 +
<!-- ******************************************************************************************* -->
 +
===Get Document Information===
 +
Use these options to get information about documents or document owner, which in turn can be used in other nodes - i.e task / approval assignees, or to inject variables into email templates
 
<div class="mw-collapsible mw-collapsed" data-collapsetext="Show Less" data-expandtext="Read More" style="width:700px">
 
<div class="mw-collapsible mw-collapsed" data-collapsetext="Show Less" data-expandtext="Read More" style="width:700px">
 
<div id="GetDocumentRecord"></div>
 
<div id="GetDocumentRecord"></div>
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Use this node to get information about a document (owner, status etc)
 
Use this node to get information about a document (owner, status etc)
 
==== Options ====
 
==== Options ====
−
:* '''Entity ID'''
+
:* '''Document ID'''
−
:: This is the ID of the document the lifecycle process is running on and can be let as '''Auto'''
+
:: This is the ID of the document the lifecycle process is running against and can be left as '''Auto''
 +
|}
 
</div>
 
</div>
 
</div>
 
</div>
 
</div>
 
</div>
−
<!-- **************************************END OF OPERATION DOCUMENTATION***************************************************** -->
+
<!-- **************************************END OF OPERATION DOCUMENTATION***************************************************** —>
  
 
<!-- ******************************************************************************************* -->
 
<!-- ******************************************************************************************* -->
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Use this node to get information about a document owner's manager
 
Use this node to get information about a document owner's manager
 
==== Options ====
 
==== Options ====
−
:* '''Entity ID'''
+
:* '''Document ID'''
−
:: This is the ID of the document the lifecycle process is running on and can be let as '''Auto'''
+
:: This is the ID of the document the lifecycle process is running against and can be left as '''Auto'''
 +
|}
 +
</div>
 +
</div>
 +
</div>
 +
<!-- **************************************END OF OPERATION DOCUMENTATION***************************************************** -->
 +
=== Library ===
 +
Use these options to get information about or publish documents to libraries
 +
<!-- ******************************************************************************************* -->
 +
<div class="mw-collapsible mw-collapsed" data-collapsetext="Show Less" data-expandtext="Read More" style="width:700px">
 +
<div id="GetLibraryInfo"></div>
 +
* Get Library Info
 +
<div class="mw-collapsible-content">
 +
<div style="border:1px solid #e6e6e6; background:#f2f2f2; width:99%; padding:4px; margin-bottom:10px;">
 +
::{|
 +
|- valign="top"
 +
|style="width:700px"|
 +
[[File:Get_Library_Info.png|thumb|Get Library Info]]
 +
==== Get Library Info ====
 +
Use this node to get information about a specific library (Owner etc)
 +
==== Options ====
 +
:* '''Document ID'''
 +
:: This is the ID of the document the lifecycle process is running against and can be left as '''Auto'''
 +
:* '''Library'''
 +
:: This is the name of the library which for which the information is required
 +
|}
 
</div>
 
</div>
 
</div>
 
</div>
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<!-- **************************************END OF OPERATION DOCUMENTATION***************************************************** -->
 
<!-- **************************************END OF OPERATION DOCUMENTATION***************************************************** -->
  
−
==Boards==
 
−
Use the Boards nodes to automatically add, move or remove a Request from an existing Board. Requests can be added to one or multiple Boards in Service Manager, and can be moved between Lists on specified Boards automatically.
 
−
 
 
<!-- ******************************************************************************************* -->
 
<!-- ******************************************************************************************* -->
 
<div class="mw-collapsible mw-collapsed" data-collapsetext="Show Less" data-expandtext="Read More" style="width:700px">
 
<div class="mw-collapsible mw-collapsed" data-collapsetext="Show Less" data-expandtext="Read More" style="width:700px">
−
<div id="AddCommentToBoard"></div>
+
<div id="PublishToLibrary"></div>
−
* Add Comment To Board
+
* Publish to Library
 +
<div class="mw-collapsible-content">
 +
<div style="border:1px solid #e6e6e6; background:#f2f2f2; width:99%; padding:4px; margin-bottom:10px;">
 +
::{|
 +
|- valign="top"
 +
|style="width:700px"|
 +
[[File:Publish_To_Library.png|thumb|Publish to Library]]
 +
==== Publish to Library ====
 +
Use this node to publish a document to a library
 +
==== Options ====
 +
:* '''Document ID'''
 +
:: This is the ID of the document the lifecycle process is running against and can be left as '''Auto'''
 +
:* '''Library'''
 +
:: This is the name of the library you wish to publish too
 +
:* '''Can Read Document'''
 +
:: Allow members of the library to view the document
 +
:* '''Can Edit Content'''
 +
:: Allow members of the library to edit the document content
 +
:* '''Can Edit Metadata'''
 +
:: Allow members of the library to edit the documents metadata
 +
|}
 +
</div>
 +
</div>
 +
</div>
 +
<!-- **************************************END OF OPERATION DOCUMENTATION***************************************************** -->
 +
=== Update ===
 +
Use these options to update attributes of documents
 +
<!-- ******************************************************************************************* -->
 +
<div class="mw-collapsible mw-collapsed" data-collapsetext="Show Less" data-expandtext="Read More" style="width:700px">
 +
<div id="PostToTimeline"></div>
 +
* Post to Timeline
 
<div class="mw-collapsible-content">
 
<div class="mw-collapsible-content">
 
<div style="border:1px solid #e6e6e6; background:#f2f2f2; width:99%; padding:4px; margin-bottom:10px;">
 
<div style="border:1px solid #e6e6e6; background:#f2f2f2; width:99%; padding:4px; margin-bottom:10px;">
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|- valign="top"
 
|- valign="top"
 
|style="width:700px"|
 
|style="width:700px"|
−
[[File:bpmaddcommenttoboard.png|thumb|link=https://wiki.hornbill.com/images/9/9e/Bpmaddcommenttoboard.png|Add Comment to a Board]]
+
[[File:DM_Post_To_Timeline.png|thumb|Post to Timeline]]
−
==== Add Comment To Board ====
+
==== Post to Timeline ====
−
Use this node to manually add a Comment card to a Service Manager Board at the required stage in a process.
+
Use this node to post to a documents timeline
 
==== Options ====
 
==== Options ====
−
:* '''Board'''
+
:* '''Document ID'''
−
:: The name of the Service Manager Board on which the Comment card will be added
+
:: This is the ID of the document the lifecycle process is running against and can be left as '''Auto'''
−
:* ''' List '''
+
:* '''Timeline post content'''
−
:: The name of the list from the above specified board to which the Comment card will be added
+
:: add the content to be posted to the documents timeline
−
:* '''Comment'''
 
−
:: The actual comment, as it will appear on the card on the Board.
 
 
|}
 
|}
 
</div>
 
</div>
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<!-- **************************************END OF OPERATION DOCUMENTATION***************************************************** -->
 
<!-- **************************************END OF OPERATION DOCUMENTATION***************************************************** -->
  
 +
<!-- ******************************************************************************************* -->
 
<div class="mw-collapsible mw-collapsed" data-collapsetext="Show Less" data-expandtext="Read More" style="width:700px">
 
<div class="mw-collapsible mw-collapsed" data-collapsetext="Show Less" data-expandtext="Read More" style="width:700px">
−
<div id="addRequestToBoard"></div>
+
<div id="SetReviewDate"></div>
−
* Add Request to Board
+
* Set Review Date
 
<div class="mw-collapsible-content">
 
<div class="mw-collapsible-content">
 
<div style="border:1px solid #e6e6e6; background:#f2f2f2; width:99%; padding:4px; margin-bottom:10px;">
 
<div style="border:1px solid #e6e6e6; background:#f2f2f2; width:99%; padding:4px; margin-bottom:10px;">
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|- valign="top"
 
|- valign="top"
 
|style="width:700px"|
 
|style="width:700px"|
−
[[File:bpmaddrequesttoboard.png|thumb|link=https://wiki.hornbill.com/images/9/96/Bpmaddrequesttoboard.png |Add Request to Board]]  
+
[[File:DM_Set_Review_Date.png|thumb|Set Review Date]]
−
==== Add Request to Board ====
+
====Set Review Date====
−
This operation will automatically add a request to a selected Service Manager Board or move a request from one list to another.  This particularly works well on a Board where users have been given View Access only and the BPM takes control of all the card movements.
+
Use this node to set the next review date for the document
 
==== Options ====
 
==== Options ====
−
:* '''Request Id'''
+
:* '''Document ID'''
−
:: This is a mandatory setting that uses a variable to hold the Request Id of the request that is using this BPM.  This should be set to ''Auto''.
+
:: This is the ID of the document the lifecycle process is running against and can be left as '''Auto'''
−
:* '''Board'''
+
:* '''Review Date'''
−
:: The name of the Service Manager Board on which the Request card will be added
+
:: Add the date the document should next be reviewed
−
:* '''List'''
 
−
:: The name of the list from the above specified board to which the Request card will be added
 
−
<br>
 
−
<br>
 
 
|}
 
|}
 
</div>
 
</div>
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<!-- **************************************END OF OPERATION DOCUMENTATION***************************************************** -->
 
<!-- **************************************END OF OPERATION DOCUMENTATION***************************************************** -->
  
 +
<!-- ******************************************************************************************* -->
 
<div class="mw-collapsible mw-collapsed" data-collapsetext="Show Less" data-expandtext="Read More" style="width:700px">
 
<div class="mw-collapsible mw-collapsed" data-collapsetext="Show Less" data-expandtext="Read More" style="width:700px">
−
<div id="AddUniqueIdForAnchor"></div>
+
<div id="StatusChange"></div>
−
* Remove Request from Board
+
* Status Change
 
<div class="mw-collapsible-content">
 
<div class="mw-collapsible-content">
 
<div style="border:1px solid #e6e6e6; background:#f2f2f2; width:99%; padding:4px; margin-bottom:10px;">
 
<div style="border:1px solid #e6e6e6; background:#f2f2f2; width:99%; padding:4px; margin-bottom:10px;">
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|- valign="top"
 
|- valign="top"
 
|style="width:700px"|
 
|style="width:700px"|
−
[[File:bpmremoverequestfromboard.png|thumb|link=https://wiki.hornbill.com/images/0/07/Bpmremoverequestfromboard.png|Remove Request from Board]]  
+
[[File:DM_Status_Change.png|thumb|Status Change]]
−
==== Remove Request from Board ====
+
====Status Change====
−
Use this option to remove a Request from a Service Manager Board at a specific stage in a process. 
+
Use this node to change the status of a document
 
==== Options ====
 
==== Options ====
−
:* '''Request Id'''
+
:* '''Document ID'''
−
:: This is a mandatory setting that uses a variable to hold the Request Id of the request that is using this BPM.  This should be set to ''Auto''.
+
:: This is the ID of the document the lifecycle process is running against and can be left as '''Auto'''
−
:* '''Board'''
+
:* '''Status'''
−
:: The name of the Service Manager Board from which the Request card will be removed.
+
:: Choose the status to change the document too
−
<br>
+
:* '''Comment'''
−
<br>
+
:* Optionally add a comment which will be posted to the document timeline when the status is changed.  
 
|}
 
|}
 
</div>
 
</div>
 
</div>
 
</div>
 
</div>
 
</div>
−
<!-- ************************************************END OF OPERATION DOCUMENTATION************************************************** -->
+
<!-- **************************************END OF OPERATION DOCUMENTATION***************************************************** -->
 +
<br>
 +
== Using your Lifecycle Processes ==
 +
As soon as one or more processes have been created and published, they can be invoked using the "Lifecycle" button which will appear at the top right of a document.
 +
[[File:Using a Document Lifecycle Process.JPG|center|1000px|thumb|<div align="center">'''Published lifecycle process can be started against a document using the "Lifecycle" button located at the top right of a document '''</div>]]
 +
<br>
 +
[[File:Example_Document_Lifecycle_Process.JPG|center|1000px|thumb|<div align="center">'''Example Document Lifecycle Process in progress'''</div>]]
 +
 
 
[[Category:Document Manager]]
 
[[Category:Document Manager]]

Latest revision as of 11:58, 13 February 2020

Home > Administration > Document Manager > Lifecycle Processes

Introduction

The Document Manager lifecycle Processes are used to automate and manage lifecycle events of a document. This page contains information on the Document Manager specific automated tasks that can be used in the Business Process Designer to build unique and powerful lifecycle processes for your documents

Related Articles

Document-Specific Process Operations

The available process operations most useful when building document lifecycle processes are outlined below. These include nodes to automatically get information about a document, change it's status, set a review date, publish to a library, and post to it's timeline.

Email Notifications

Use these options to send email communications relating to documents

  • Email Coworker
Email Coworker

Email Coworker

Use this node to send an email to a named or variable coworker

Options

  • Document ID
This is the ID of the document the lifecycle process is running against and can be left as Auto
  • co-worker
This is the ID of the co-worker who the email will be sent to
  • co-worker (from variable)
This option should be used with the variable picker to inject the co-worker id for whom the email it going to be send to - this should be the id not display for the co-worker
This option should only be used if the co-worker field is not set
  • Mailbox Name
Select the Hornbill Mailbox from which you want this sent.
  • Email From
Select the email address that you want listed as the sender.
  • Email Template
Select the email template that you want to use for this email - in the admin console > system > email > templates you can create your own email templates under the Document Manager and Document entity options, as well as using either of the default DocumentNotification or DocumentReviewDue templates which are provided.
  • System Timeline Update
Select if the default system text will be added to the timeline for this action
  • Manual Timeline Update
Select Manual to override the default System timeline Text, and add your own text which will appear in the timeline update for this action
  • Email Document Owner
Email Document Owner

Email Document Owner

Use this node to send an email to owner of the document

Options

  • Document ID
This is the ID of the document the lifecycle process is running against and can be left as Auto
  • Mailbox Name
Select the Hornbill Mailbox from which you want this sent.
  • Email From
Select the email address that you want listed as the sender.
  • Email Template
Select the email template that you want to use for this email - in the admin console > system > email > templates you can create your own email templates under the Document Manager and Document entity options, as well as using either of the default DocumentNotification or DocumentReviewDue templates which are provided.
  • System Timeline Update
Select if the default system text will be added to the timeline for this action
  • Manual Timeline Update
Select Manual to override the default System timeline Text, and add your own text which will appear in the timeline update for this action
  • Email External Email Address
Email External Email Address

Email Document Owner

Use this node to send an email to specific external email address

Options

  • Document ID
This is the ID of the document the lifecycle process is running against and can be left as Auto
  • Email Address
Use a comma to email multiple
  • Mailbox Name
Select the Hornbill Mailbox from which you want this sent.
  • Email From
Select the email address that you want listed as the sender.
  • Email Template
Select the email template that you want to use for this email - in the admin console > system > email > templates you can create your own email templates under the Document Manager and Document entity options, as well as using either of the default DocumentNotification or DocumentReviewDue templates which are provided.
  • System Timeline Update
Select if the default system text will be added to the timeline for this action
  • Manual Timeline Update
Select Manual to override the default System timeline Text, and add your own text which will appear in the timeline update for this action

Get Document Information

Use these options to get information about documents or document owner, which in turn can be used in other nodes - i.e task / approval assignees, or to inject variables into email templates

  • Get Document Record
Get Document Record

Get Document Record

Use this node to get information about a document (owner, status etc)

Options

  • Document ID
This is the ID of the document the lifecycle process is running against and can be left as 'Auto
  • Get Document Owner's' Manager
Get Document Owner's Manager

Get Document Owner's Manager

Use this node to get information about a document owner's manager

Options

  • Document ID
This is the ID of the document the lifecycle process is running against and can be left as Auto

Library

Use these options to get information about or publish documents to libraries

  • Get Library Info
Get Library Info

Get Library Info

Use this node to get information about a specific library (Owner etc)

Options

  • Document ID
This is the ID of the document the lifecycle process is running against and can be left as Auto
  • Library
This is the name of the library which for which the information is required
  • Publish to Library
Publish to Library

Publish to Library

Use this node to publish a document to a library

Options

  • Document ID
This is the ID of the document the lifecycle process is running against and can be left as Auto
  • Library
This is the name of the library you wish to publish too
  • Can Read Document
Allow members of the library to view the document
  • Can Edit Content
Allow members of the library to edit the document content
  • Can Edit Metadata
Allow members of the library to edit the documents metadata

Update

Use these options to update attributes of documents

  • Post to Timeline
Post to Timeline

Post to Timeline

Use this node to post to a documents timeline

Options

  • Document ID
This is the ID of the document the lifecycle process is running against and can be left as Auto
  • Timeline post content
add the content to be posted to the documents timeline
  • Set Review Date
Set Review Date

Set Review Date

Use this node to set the next review date for the document

Options

  • Document ID
This is the ID of the document the lifecycle process is running against and can be left as Auto
  • Review Date
Add the date the document should next be reviewed
  • Status Change
Status Change

Status Change

Use this node to change the status of a document

Options

  • Document ID
This is the ID of the document the lifecycle process is running against and can be left as Auto
  • Status
Choose the status to change the document too
  • Comment
  • Optionally add a comment which will be posted to the document timeline when the status is changed.


Using your Lifecycle Processes

As soon as one or more processes have been created and published, they can be invoked using the "Lifecycle" button which will appear at the top right of a document.

Published lifecycle process can be started against a document using the "Lifecycle" button located at the top right of a document


Example Document Lifecycle Process in progress
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