Document Review and Approval (State Machine) Workflow

Document created by Cassy Freeman Moderator on Jun 28, 2016Last modified by Eric Harris on Jun 28, 2016
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Uploaded document goes through review and approval to named reviewer and approver in item properties.  Status and notes updated to reflect current status of the document.

 

AuthorCassy Freeman
Long Description

Document library “Team Documents” with the following additional fields:

Single Line of Text
NameType
Project Number
AuthorPerson or Group
ReviewerPerson or Group
ApproverPerson or Group
NotesMultiple Lines of Text
StatusChoice (Submitted, Reviewed, Approved, Rework Required)

 

User uploads document and enters metadata for the Reviewer and Approver.  When ready, user manually starts the workflow.

Workflow does the following:

  • Updates item Status to “Submitted”
  • Query user profile item property Reviewer to get first name and last name
  • Query user profile item property Approver to get first name and last name
  • Enters state machine, initial state: Document Review

 

State “Document Review”

  • Set item permissions: Reviewer and Approver = Contribute.  Initiator – Read.
  • Approval task assigned to Reviewer selected in document properties
  • If approved: 
    • Reviewer has to add mandatory comments 
    • Set item permissions: Inherit Permissions from Parent 
    • Status = “Reviewed” 
    • Notes = Notes + Approver Comments 
    • Set item permissions: Reviewer and Approver = Contribute.  Initiator – Read. 
    • State changes to “Document Approve”
  • If rejected: 
    • Reviewer has to add mandatory comments 
    • Set item permissions: Inherit Permissions from Parent 
    • Status = “Rework Required” 
    • Notes = Notes + Approver Comments 
    • Email notification to Initiator to inform them of rejection cc Reviewer and Approver 
    • State changes to “End State Machine”

 

State “Document Approve”

  • Approval task assigned to Approver selected in document properties
  • If approved: 
    • Approver has to add mandatory comments 
    • Status = “Approved” 
    • Notes = Notes + Approver Comments 
    • Set item permissions: Inherit Permissions from Parent 
    • Email notification to Initiator to inform them of approval cc Reviewer and Approver 
    • State changes to “End State Machine”
  • If rejected: 
    • Approver has to add mandatory comments 
    • Set item permissions: Inherit Permissions from Parent 
    • Status = “Rework Required” 
    • Notes = Notes + Approver Comments 
    • Email notification to Initiator to inform them of rejection cc Reviewer and Approver 
    • State changes to “End State Machine”

 

In this workflow configuration any rejection will cause the workflow to end, but in reality you may want the workflow to wait for changes to be submitted.  The state machine inside the workflow allows for the flexibility to add additional states for additional approvals, or for a “changes required” state which could wait for an item update and then change state back to “Document Review” again.

Dependencies

Requires document library with the additional fields outlined above

Support Info

Cassy Freeman

Compatibility

Nintex Workflow 2010

Nintex Workflow 2013

Platform

SharePoint Server 2010

SharePoint Server 2013

Screenshots

Email.PNG

StateMachine.PNG

Additional Information

This workflow can be expanded to include more approval stages and the ability to revisit approval stages in the same instance of the workflow

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