› Workflow › Configure workflow › Add the Capture activities › Add a Document review activity

Add a Document review activity

You can use Document review activities within your Workflow.

Procedure

  1. On the Workflow tab, select below the Start node or any other node.

    The Add activity dialog box is displayed.

  2. On the Type list, select Document Review.
  3. By default, "Document Review" appears as Title. You can change the title as needed.
  4. On the Input document/folder list, select the input folder or document variable; otherwise, an error is displayed stating "An input folder or document variable must be selected."
  5. Enter the duration (Due in) within which the document review should be completed. (Default: 0 Days, 0 Hours, and 0 Minutes)
  6. On the How to assign task list, specify whether to select resources who will perform the task or allow the resources to be automatically assigned by selecting the required option.
    Select users / groups

    You can select existing individuals and/or groups, or create a new group if the required group is not available. You can add groups and individuals in the "Who will perform the task" option.

    Automatically assign

    Selecting this option clears any currently selected static resources. Select Yes to confirm.

    On the Assign to list, select the option that you need.

    • Person who completed previous activity: Assigns the resource that performed the previous activity.

    • Job creator: Assigns the resource that created the current instance of the workflow.

    • Job creator's supervisor: Assigns the supervisor of the job creator.

    • Job owner: Assigns a resource who is the owner of the workflow.

    • Person from a specific activity: Assigns a resource who performed a specific activity. On the Activity list, select the activity whose resource you want to assign to the current activity.

      You cannot select a specific activity if there are no activities with usable resources before this activity.

    • Supervisor from a specific activity: Assigns the supervisor of the resource who performed the specific activity. On the Activity list, select the activity whose supervisor you want to assign to the current activity.

      You cannot select a specific activity if there are no activities with usable resources before this activity.

  7. To add groups and individuals in Who will perform the task, do either of the following:
    • To assign resources from an existing list, select Add, select the individuals or groups as needed and select Done.
    • To create a new group, select New Group. In the New group dialog box, create a group, add the resources, and select Save.
  8. To display the data when you are completing the document review activity, do the following:
    1. Select Add for Display data.

      The Add variables dialog box is displayed.

    2. To add variables from an existing list, select the variables as needed.

      Alternatively, create a new variable if the required variable is not available. Select and in the New dialog box, create variables as needed. See Create variables.

    3. Select Done.
  9. Similarly, enter the data when you are completing the document review activity by selecting Add for Requested data, and then select the existing variables or create a new one.
  10. Specify a State to apply when the task becomes available or is pending.
  11. To use the advanced workflow rules within workflows:
    1. Select Advanced options.

      The Advanced options pop-up appears.

    2. To allow more than one person to complete the task, set More than one person must perform the task to Yes. (Default: No)

      The Advanced options dialog box is displayed.

    3. Set How should the activity be accessed.

      Available options are:

      Concurrent

      Permits the specified resources to complete the activity in any order or at the same time.

      Single

      Permits the required resources to complete the activity in any order, but only one resource can complete the activity at one time.

      Sequential

      Permits the selected resources to complete the activity in the order specified.

      For more information on "How should the activity be accessed" options, refer to "Assign resources by applying rules" in the TotalAgility Advanced Studio Help.

    4. Specify How many people should perform the task.

      Available options are:

      All

      All resources can perform the task.

      Specific number

      Specify the number of resources to perform the task. The number of resources required to perform the activity cannot be greater than the number of assigned resources. (Default: 1)

      Dynamic

      Set the dynamic value using the process or server variable.

    5. To specify when the task can be complete, right-click on the rule editor and define a condition using process or server variables.
    6. Select Validate to validate the condition.
    7. Select OK.

      An indicator (green tick) appears on the Advanced options button to indicate the advanced settings are configured and are in use.

    The "Advanced options" button is not available if you select the "Automatically assign" option in the "How to assign task" drop-down.

  12. Select Add.

    The document review node is added, and the updated properties are displayed in the properties panel.

  13. Publish the solution.

    • You must select the "Classification group" at the workflow level; otherwise, an error is displayed when you publish the solution.

    • When you publish the solution, a manual document review activity form is generated automatically and the form name is displayed in the "Associated form" box.

    • The form is generated even without using the data object variable as an input or output.

    • When you open the workflow in the TotalAgility Advanced Studio, the "Inherit settings from process" option is selected by default on the Configuration tab of the activity.

    You can generate the form only if the solution is published at least once. If you try to generate the form without publishing the solution, an error message is displayed stating "Please publish the solution before generating the form."

  14. You can open, regenerate, and clear a generated form.
    1. Select Generate.

      The Open form, Regenerate, and Clear options are displayed. If you use a data model variable in the document review, only the "Open form" option is displayed.

    2. Select the following options as needed.

      Open form

      Opens a form in the TotalAgility Advanced Studio, only if you have Designer access in TotalAgility Advanced Studio. If you do not have Designer access and have "Has access" or "Full control" permissions for TotalAgility Studio, then "Open form" option is not available.

      For more information, refer to "Assign access permissions for TotalAgility Advanced Studio" and "Assign access permissions for TotalAgility Studio" in the TotalAgility Advanced Studio Help.

      Regenerate

      The form associated with the document review is regenerated.

      Clear

      Notifies you that the associated form will be cleared.

      • If you select Yes, the form is deleted and the associated from property is cleared.

      • If you select No, the form is not deleted and only the associated form property is cleared. When you try to generate the form, the following error message is displayed: "A form already exists with the generated name, please provide a unique name."

        To generate the form with another name, enter a form name in the given box and select Generate. The form is generated again with the provided unique name.