Workflow Template & Ad-Hoc Workflow Support
FileHold provides the ability to quickly create pre-defined workflow templates consisting of document review and/or approval activities. Each activity can be pre-configured defining task descriptions, due dates, pre-defined users that have to complete specific workflow tasks (approvers or reviewers), and workflow observers. In cases where workflow templates can not be easily pre-defined, initiators can be given the ability to create ad-hoc workflows or to adjust pre-defined workflows as required.
Document Review & Feedback Collection
The document review workflow activity provides for the organized review and collection of feedback on a document from one or many reviewers. When completing their tasks, reviewers add comments for their review and have the option of attaching other documents as feedback. Reviewer feedback works hand in hand with the document version control system as feedback is associated with an individual document version that is going through the specific workflow.
Document Approval & Sign-off Sheet
The document approval workflow activity allows documents to be routed to one or more users for approval and sign off. Approvers are able to quickly approve (or reject) the document providing comments and feedback documents where required. Users must sign on their decision to approve or reject a document by entering in their system password. A record of each approval or sign-off is kept for each document version that has gone through an approval process. This is maintained within FileHold's log as a record of who has approved or rejected the document.
My Workflow Task List & Task Notifications
Users are provided with a personalized list of all their document review and approval tasks. Users can easily view their tasks, a description of the work to be done, who assigned the task and when it needs to be completed. Users can elect to be notified by email of new tasks assigned or delegated to them, when a workflow is completed and more.
Review or Approve Documents from Anywhere
Users are able to manage their workflow task list and approve or review documents from any FileHold client including their favorite Microsoft Office 2003 Applications (Word, Excel, PowerPoint, Outlook or Visio), a standard web browser (Internet Explorer 6 or Firefox 1.5+) or the FileHold Desktop Application.
Hide Documents until they are Approved
Individual document versions can be automatically hidden from view from other folder members that are not participating in the workflow. Once the document has been ‘Approved’ by the appropriate workflow participants the file becomes visible. This eliminates the need for moving the file to a different folder with different access permissions. This provides for organizations who wish to have a controlled document management system.
Workflow Task Delegation
Provides the ability for users to delegate workflow tasks and approval signing authority to other users. Task delegation can occur on the individual task level or for all tasks over a given time period in the event that users are unavailable for work or are on holiday.
Support for Workflow Observers
Specified users can act as observers of a workflow in progress without the need for their direct participation in workflow tasks. Observers can track the progress of documents as well as view any comments and feedback provided through their personalized status report. This provides useful support for internal auditors, quality control or for management oversight of key procedures, business processes and workflows.
Workflow Status Reporting
The workflow status report provides an overview of activity and task status for all workflows where the user is a participant or observer. Library administrators are provided with a global status report for all workflows in the system and the ability to create custom reports by filtering the status report by initiator, status, start date, due dates, document and more.
Search Support for Approved Documents
Allows users to refine their searches to include documents that are approved, pending approval, rejected or yet to be submitted for approval. In addition users can restrict searching to the date the document was approved.
Activity / Task Override Capability
Allows designated library administrators to remove tasks or activities from running workflows without affecting the rest of the workflow in progress. This feature is essential for library administrators that need to quickly remove obstacles to workflow completion.
Permanent Workflow Record / Logging
A permanent record of all workflow activities is maintained for each version of each document that has been involved in a workflow.
Powerful, Scalable Workflow Platform & Engine
Being based on the Microsoft Workflow Foundation platform and runtime engine means that the FileHold document workflow scales to manage literally thousands of simultaneous workflow instances. Workflows are permanently persisted and support long workflow cycles.