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Managing Workflow Documents

There are two ways to make documents available for use in a workflow:

  • Add a document via the Documents tab.  Adding a document to a workflow is necessary if there is not an existing system document that meets the needs of the workflow (i.e., the needed document was not previously uploaded to the Contract, Company, or Project Profile and there are no appropriate global documents).
  • Associate a global document and/or a document that has been uploaded to the Contract, Company, or Project Profile via the Documents button. Using an existing system document is easily accomplished since a document simply has to be linked to the workflow in order to make it available for use with the workflow. System documents include company, contract, project, and global documents.

Associating a Document with a Workflow

A document is associated with a workflow from the Workflows browse screen in a Contract Profile, Company Profile, or Project Profile.

  Although the Contract Profile is used in the example below, the same steps also apply to associating a document with a workflow in a Company Profile and Project Profile.

A

Workflows button

Click to display the Workflows browse screen, which displays inside the Workflow Profile.

B

Workflow record

Locate the active workflow you want to associate with a document, and click on it to display a screen containing additional information for the workflow.

Note: Ensure the Active Workflows tab (default view) is selected.

C

Step Completion Notes

View the information on previously completed steps, which may assist you in identifying the documents that need to be associated with the workflow.

Note: To display the Completion Notes for a step, click on the step's expand ion.

D

Documents button

Click to display a list of documents associated with the workflow.

E

Document records

View the documents currently associated with the workflow.

Note: If you want to review a document, click on its icon to download a copy.

F

Edit Workflow Documents button

Click to manage the documents for the workflow.

G

Document records

Locate the document you want to add to the workflow. The default view depends on whether you are working in a Contract, Company, or Project Profile.

Note: If the document is not listed, click on the Company Documents tab to view the documents that have been uploaded to the Company Profile, or click on the Global Documents tab to view all the available global documents. If you are working with a project, there will be a Project Documents tab.

H

Add icon

Click on the icon for a document in the Available Documents section to move it to the Attached Documents section. The document is now associated with the workflow and available to the members of the Workflow Team.

I

Display options

  • If you want to manage the columns of information that display in the Attached Documents and/or Available Documents sections, click on the arrow icon to the right of any column to display the Sort/Column menu and select Columns to display a list of available fields. Select the fields you want displayed in the browse screen by clicking in the check box to the left of the field.
  • If you want to resize a column, mouse over the right or left border of the column header until the resize icon appears. Then, click on the border and drag it until the column is the desired width.
  • If you want to move a column to a different location in the browse screen, click on the column header and then drag it to the left or right, and drop it in the desired location. If you are successfully moving a column of data, the icon displays during the move.

In the example below, a revision to the original document has been added to the list of available documents for the workflow.

J

Delete icon

If you want to remove an attached document from the workflow, simply click on its Icon Delete icon.

K

Remove All button

If you want to remove all the attached documents from the workflow, simply click the button.

L

Save button

Click to associate the selected document(s) with the workflow.

 

Adding a Document to a Workflow

You can upload a document for a workflow if that document has not already been uploaded to Novatus.

     Once you upload the new document, you must associate it with the workflow.

A document is added to a workflow from the Workflows browse screen in a Contract Profile, Company Profile, or Project Profile.

  Although the Contract Profile is used in the example below, the same steps also apply to adding a document with a workflow in a Company Profile and Project Profile.

A

Workflows button

Click to display the Workflows browse screen, which displays inside the Workflow Profile.

B

Documents tab

Click to view the existing documents in the Profile.

C

New Document button Click to display a screen that allows you to upload a document.

D

Document Type list

Select an option in the list that most clearly identifies the type of document you are adding to the profile.

E

Select button

Click to display a File Upload window that will allow you to navigate your PC and select the document that you want to add.

F

Optional fields

Enter the known optional information. Click on the icon in the date fields to display a pop-up calendar to help you locate a date.

Note: If the text you enter exceeds the viewing area of the Description field, click the Expand link to display a window that will allow you to view the text in its entirety.

G

Save button

Click to save your information and add the document to the profile.

Once the document is uploaded, a screen displays that will allow you to perform several other tasks using the buttons in the Action Bar (e.g., Edit Document, Open in MS Word, Delete Document, Download Document, Upload New Revision, Compare Revisions, and Move Document.

  When a document is added, it displays as a revision #1 record in the Revisions section, located at the bottom of the screen.

H

Back to Browse button

Click to return to the browse screen and confirm your document has been added to the profile.

Important: You must now associate the new document with the workflow.