Introduction
Welcome to our user-friendly guide to setting up and implementing Workflow management in Empress. Designed with businesses in mind, the Workflow feature offers a structured and efficient approach to document approval processes, paving the way for smooth and organized operations.
What is the Workflow Feature?
Picture the journey of a document in your organization, moving from creation to final approval. That’s where the Workflow feature comes in. It allows you to define specific states a document goes through and set transition rules dictating how it moves from one state to another. By automating this process, Workflow reduces manual errors, enhances productivity, and ensures consistency in your business operations.
How to Set Up Your Workflow
Setting up a Workflow in Empress is as easy as 1-2-3.
- Navigate to the Workflow list on your Empress dashboard.
- Click on Create New.
- Name your workflow and define its States and Transition Rules.
Defining States
States correspond to each step of approval in your process and typically align with user roles. For example, if a document needs to be reviewed by a manager after it’s created, you might have states like ‘Draft’ and ‘Manager Review’.
Setting Transition Rules
Transition rules are the instructions that guide a document from one state to another. For instance, a document in the ‘Draft’ state might move to the ‘Manager Review’ state once it’s ready for approval.
Resolving Common Errors
While setting up your Workflow, you might encounter a common error: “A document cannot be Cancelled before it is Submitted.” This happens if you try to cancel a document before it’s submitted. To avoid this, ensure the state with Doc status 2 (cancelled) only comes after the state with Doc status 1 (submitted) in your transition rules.
Wrapping Up
Getting started with Workflow in Empress is straightforward, and it can significantly streamline your business processes once set up. Start with a simple Workflow and gradually explore more complex configurations. We’re here to support you every step of the way, so don’t hesitate to reach out with your thoughts or questions. Happy streamlining!