Introduction
This guide explains how the approval workflow works in the Document Management System (DMS) of Easy8. You’ll learn how to assign, start, and complete approval workflows, and how each step is managed and tracked through notifications and logs.
Target Audience
- Administrator
Prerequisites
- DMS module must be active
- Approval workflows must be created at the global or project level
- Email notifications enabled (optional)
How DMS Approval Workflow Works
Workflow Status
- The workflow status is shown in the Workflow column
- None: Default state before any workflow is assigned
- Assigned: Status after a workflow has been assigned
Step-by-Step Process
Step 1: Assign a Workflow
- Select the document and click Assignment in the toolbar
- In the workflow assignment form, choose from project or global workflows
- Click Submit to assign the workflow
Step 2: Start the Workflow
- Click the Start button in the toolbar to initiate the approval process
- The document becomes locked for editing
Step 3: Approve, Reject, or Delegate
- Approvers will see an Approval option in the toolbar
- Options available:
- Approve
- Reject (requires a comment)
- Delegate to another project member (requires a comment)
- Click Submit to confirm your action
Step 4: Approval Outcomes
- If you are the last approver, the document is marked Approved
- If you reject the document, the approval chain ends and the status becomes Rejected
- If you approve or delegate and are not the final approver, the process continues to the next step
Workflow Log
- Click on the workflow status text to open the popup log
- The log contains full history of all actions taken during the approval
Email Notifications
Notifications are sent automatically based on the following events:
| Event | Receiver(s) |
|---|---|
| Workflow started | All approvers of the first step |
| Approval step finished | Next step approvers and workflow owner |
| Document approved | All project members |
| Document rejected | All participants and workflow owner |
| Approval delegated | The delegate |
| Due date reached | Approvers who haven't responded (resent daily) |
Note: Notifications can be enabled/disabled in Administration >> Settings >> Email notifications - Approval workflow
Conclusion
You have now learned how to assign, start, and track approval workflows in Easy DMS. With email alerts and logging, the workflow process keeps all stakeholders informed and accountable throughout document approval.
