Introduction
This guide will show you how to configure approval workflows in Easy DMS. Approval workflows define the order and responsibility for document approval. You can create workflows with multiple steps and define if approvals must be done in sequence (serial) or at the same time (parallel).
Target Audience
- Administrator
Prerequisites
- Easy DMS module must be activated
- Access to global or project-level workflow settings
How to Configure Approval Workflows
Step 1: Choose Global or Project-Level Workflow
- Global workflows: Go to Global menu >> Administration >> Approval workflows
- Project workflows: Go to the specific project and open the Approval workflows tab
Step 2: Create a New Workflow
- Click the New workflow button in the top right corner
- Enter a name for the workflow
- Optionally, copy an existing workflow using Copy workflow from
- Click Create
Step 3: Edit Workflow Name and Add Steps
- Click the workflow name from the list to open the edit form
- Update the name at the top and click Save if needed
- Click New step to begin creating approval steps
Step 4: Add Approval Steps
Adding a new step with one approver:
- Select a user from the list
- Leave step value as New step
- Click ADD
Adding a step with multiple approvers:
- Select multiple users from the list
- Leave step value as New step
- Click AND (all must approve) or OR (any one can approve)
Adding an approver to an existing step:
- Select the user
- Change Step value to the number of the existing step
- Click AND or OR based on dependency type
Step 5: Manage Existing Steps
- Steps can be reordered or removed using icons next to each step
- Document approval completes only when all step conditions are satisfied
Approval Workflow Constraints
- Deleting a workflow: Documents in that workflow stay in their last state (Assigned, Waiting for approval, Approved, Rejected), but cannot continue. Documents remain locked. Unlock and create a new revision to proceed.
- Removing a step: The step is skipped in unfinished approvals. If it was the final step, the document stays in "Waiting for approval" and cannot proceed.
- Adding or reordering steps: Changes affect only new documents. Existing assigned workflows are not updated with the new steps.
Conclusion
You have successfully configured approval workflows in Easy DMS. These workflows guide the approval process by defining who must approve documents and in what order. Use serial or parallel logic to match your team’s needs.
