Workflows - AcceleratorKMS - Version 4.0 - Help - Hexagon

AcceleratorKMS Application Administration

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AcceleratorKMS Version
4.0

Workflows are designed to guide a set of content related tasks through a defined process.

AcceleratorKMS uses workflows and tasks for various purposes, such as reviewing content, publishing content, reviewing comments made during a completion, and considering request forms. Using workflows ensures that the required tasks are done in the correct order and greatly reduces the administrative effort of transitioning review tasks, thus increasing consistent task completion. Workflows greatly reduce the possibility of tasks being missed unintentionally by tracking and escalating assignments, as well as increasing visibility of tasks.

When developing your workflows, consider all the required tasks as well as the users involved. Work with your AcceleratorKMS contact when designing your workflows. This can take some time to implement and test, so be sure to plan in advance.

There are two types of workflows:

  • Parent workflow: Used when creating a task, such as creating or modifying new content. The following example shows a workflow that progresses from one task to the next with only one assignee per task, SME review > Updating > Complete.

  • Child workflow: Is generated from within an existing workflow and splits a parent workflow into multiple concurrent flows. For example, creating a child workflow for Peer review allows the parent workflow to split, involving multiple reviewers reviewing the content at the same time. The state of the parent workflow does not change until all required Peer reviewers complete their task or in the case of optional reviews, until a predefined minimum time period has elapsed. In the following parent workflow example, after the Authoring task a child workflow is used to have multiple peer reviews occur at the same time. Once the peer reviews from the child workflow are complete, the parent workflow continues with the next task. Here's the example: Authoring > Peer review x 3 > Revisions from Peers > Complete.

Multiple workflows

You can have multiple workflows. For example, there can be a larger workflow for a full review of new content before publishing and another smaller workflow for reviews on content that had minor changes.

These two workflows might look like this:

New content or major changes workflow

  • Editing review

  • Action changes from editor

  • SME review

  • Complete changes from SME

  • Peer reviews

  • Complete changes from Peers

  • Manager review

  • Changes from manager

  • Publish

  • Complete

Minor changes from a comment on a statement workflow

  • Subject Matter Expert (SME) review

  • Author changes from SME

  • Publish

  • Complete

Approvals

There are two options available when approving tasks in a workflow: Approve or Reject. The approval selection is recorded in task history.

Notifications and escalations

Notification emails can be sent out to assignees when tasks are assigned and as a reminder of an approaching due date.

Escalation emails can be sent to users when a task is not completed by its due date. In addition, a copy of that email can also be sent to anyone else who has an assigned role that includes "Receives escalation emails", such as a manager.

In order for notification and escalation emails to work, they must be enabled in Configurations. When enabled, email are sent from that point on.​