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Document Processing workflow actions

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The group contains actions connected with document processing stages.

Approve Document

This action permits you to approve a document for which a business process was launched. Depending on the result (approved or not), two options for further actions are possible.

Note: The business process will be set to pending (suspended) until any user from those indicated performs the task (approves or rejects the request) or until the time limit expires (see the option Time limit).

Action Parameters

Approving voters – here, the approving users should be indicated.

Approval type – a principle to be used by the users indicated above shall be selected:
  • All Persons – all users indicated above must approve the document;
  • Any Person– any user from those indicated above must approve the document;
  • Vote – approval is effected by the users indicated above via a voting procedure.

    For the option Vote the fields Minimum percentage of participating users required for acceptance are available and Wait for responses from all participants. 

    The last field can be used for automation submitting the values Y or N to it. If the option yes is selected, the action will wait until all the employees indicated above vote. If the option no is selected, the action will wait until the indicated percentage of votes is achieved.

Assignment name – the name of the task related to the document approval is set for the users indicated. It will be displayed in the interface for the users.

Assignment description – a description or explanation to the task. The contents of this field will be displayed on the interface for the users. This field should contain complete information about the action to be performed by the user. It will help to avoid confusion in case of several similar actions.

Set Status Message – permits changing the text of the document status to an arbitrary text. It may, for example, permit you to monitor the progress of a business process.

Status Text– a status text is set up. 
The following modifiers can be used in the status text: #PERCENT# - percent, #VOTED# - persons informed, #TOTAL# - total number of persons to be informed, #APPROVERS# - list of those who approved the document, #REJECTERS# - list of those who rejected the document.

Accept button text and Reject button text permits indicating own text for the relevant buttons.

Show comment input field – this option makes it possible to permit users leaving their own comments to the assigned task. For example, any comments regarding the document to be approved. The contents of the field can be obtained after executing the action using the relevant option in the form Insert value – Additional results (see below).

Comment input field label – a caption for the field with a comment.

Time limit – a time period can be set up so that if the document is not approved or rejected before the time period expires, the document will be automatically rejected. An empty value or 0 means the absence of such a time period.

Action Results

The results of this action can be obtained using the form Insert value – Additional results where they will be available immediately after adding the action to the template.

The following is available:

  • Comment;
  • How many persons have voted;
  • How many persons are to vote;
  • Percentage of those who voted;
  • Percentage of those who approved the document;
  • Percentage of those who rejected the document;
  • The number of those who approved;
  • The number of those who rejected;
  • The last person who voted;
  • The users who approved;
  • The users who rejected;
  • Automatic rejection – the field will contain 1 if the document was automatically rejected (see Time limit).
Create new company
This action is similar to the actions in the public part of CRM when creating a new company.
Create new contact
This action is similar to the actions in the public part of CRM when creating a new contact.
Create new deal
This action is similar to the actions in the public part of CRM when creating a new transaction.
Create new lead
This action is similar to the actions in the public part of CRM when creating a new lead.
New document
This action permits you to create a new document with preset parameters.

Action Parameters

The fields may vary depending on the document type.

E.g., a new infoblock element will be created as a document for a business process in infoblocks. Accordingly, fields in the action parameter set up form will be similar to the fields in the infoblock element creation form for a specific type of infoblock.

Add CRM event
This action permits you to create an event entry in CRM. This action is executed only in the business processes working in CRM.
Delete document
This action deletes the document for which the business process is launched.
Lock document
This action permits you to lock a document against the actions of other business processes.

The document is locked for actions of other processes and not users. Another user, provided that they have the rights to edit, will be able to edit the document.

Note: Do not forget to unlock the document after completing all the necessary operations using the relevant action.

Note: A possibility of locking depends on the document type.
Publish document
This action publishes the document and changes its status to published.

Note: The possibility of publishing depends on the document type.
Additional information
This action creates an assignment during which the user will be requested to provide additional information necessary to perform a business process.

Action Parameters

Employees to provide additional information – one of the users indicated (the first person to proceed with performance) must provide additional information.

In other words, the task will be available to all users indicated until any of them starts performing it. After that it will be automatically canceled for all remaining employees.

Assignment name – the name of the task on filling in additional information which to be assigned to the indicated users. It will be displayed on the user interface.

Assignment description – a description or comments to the task are indicated. The contents of this field will be displayed on the user interface. It is recommended to indicate complete information in this field about the action to be performed by the user. It will help to avoid confusion in case of several similar actions.

Assignment button label – permits setting own text for the relevant button.

Show comment input field – this option makes it possible to permit users to leave their own comments to the assigned task. For example, any comments regarding the document to be approved. The contents of the field can be obtained after executing the action using the relevant option in the form Insert value – Additional results(see below).

Comment input field label – a caption for the field with a comment.

Set status message – permits changing document status text to an arbitrary. It may, for example, permit you to monitor the progress of a business process.

Status text – a status text is set up.

The section Fields permits adding own fields which the users will have to complete during task performance.

The contents of fields after the completion of the action can be obtained in the form Insert value - Variables.

Variables

The contents of additional fields created in the Field section can be obtained in the section.

Action Results

The results of this action can be obtained using the form Insert value - Variables where they will be available immediately after adding the action to the template.

The following is available:

  • Comment.
Read document
This action permits you to create a task for selected users consisting in reading the document with an option to leave a comment to it. During task performance, the percentage of those who have read the document is calculated.

Action Parameters

Reviewers – the users who must read the document are indicated.

Assignment name – the name of the document reading task is set here. It will be displayed on the user interface.

Assignment description – a description or comments to the task are indicated. The contents of this field will be displayed on the user interface. It is recommended to indicate complete information in this field about the action to be performed by the user. It will help you to avoid confusion in case of several similar actions.

Require reading by

  • All Employees – the task will not be completed until all the users indicated above have read the document;
  • Any Employee – any user from those indicated above must read the document.

Set Status Text – permits changing the document status text to an arbitrary. It may, for example, permit you to monitor the progress of a business process.

Status Text – a status text is set up. 
The following modifiers can be used in the status text: #PERCENT# - percent, #REVIEWED# - persons informed, #TOTAL# - total number of persons to be informed, #REVIEWERS# - who has read the document.

Assignment button label – permits setting own text for the relevant button.

Show comment input field – this option makes it possible to permit users leaving their own comments to the assigned task. For example, any comments regarding the task. The contents of the field can be obtained after executing the action using the relevant option in the form Insert value – Additional results (see below).

Comment input field label – a caption for the field with a comment.

Time limit – a time period can be set up so that if the users have not read the document before the time period expires, the reading task will be automatically completed. An empty value or 0 means the absence of such a time period.

Action Results

The results of this action can be obtained using the form Insert value – Additional results where they will be available immediately after adding the action to the template.

The following is available:

  • Comment;
  • Persons Read;
  • Persons To Read;
  • Auto Examination – the field will contain 1 if the reading task was completed automatically (see Time limit).
Save history
This action permits you to create a copy of the document with the changes made as of the time of launching the action. Automatic copy name with parameter settings is available.

Action Parameters

Name of Entry in History – indicates the name of the document version under which it will be saved in history. It will help to differentiate it from other versions. 

Leave the field empty to obtain the name from the document.

Modify Document
This action permits you to change any parameter (field) of the document in automatic mode.

Action Parameters

The link Add Condition permits you to add to the form another document parameter that is to be changed by the action.

The link Add Field permits adding own new parameter directly to the document. These actions will lead to creating new properties of the document.

Unlock Document
This action will unlock the document for other business processes.

Note: If the document is not unlocked it will be unavailable for other actions of the business process.
Revoke document
This action removes the document from publishing.

It is the opposite of the action Publish Document.

Run workflow
This action allows to run another workflow template. 

Element ID - indicates element which the workflow will be applied to.

Please take into account CRM:

  • workflow for CRM Companies: COMPANY_{=Document: ID} - will run workflow for the company, LEAD_{=Document: LEAD_ID} - will run workflow for the connected lead. 
  • workflow for CRM Contacts: CONTACT_{=Document: ID} - will run workflow for the contact, LEAD_{=Document: LEAD_ID} - will run workflow for the connected lead. 
  • workflow for CRM Deals: DEAL_{=Document: ID} -  will run workflow for the contact, LEAD_{=Document: LEAD_ID} - will run workflow for the connected lead, CONTACT_{=Document: CONTACT_ID} - will run workflow for the connected contact, COMPANY_{=Document: COMPANY_ID} - will run workflow for the connected company.
  • workflow for CRM Leads:  LEAD_{=Document: ID} - will run workflow for the connected lead.
Entity - select entity the workflow will be launched for. 
Element type - entity element type.
Template - workflow template. Templates choice can be different depending on the element type.

Please note that all consultations and assistance with business process setup are provided exclusively by local Bitrix24 partners.

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