Configuring a process
How to add a process to a category
From the "Process" step you can define the process to be followed by the documents that belong to the category. By default, categories do not have an assigned process.
To establish a process you need to check the "Define a process for this category" box.
Checking the box enables a standard process consisting of three states. This is a model process so that you can view the appearance of a process and define start and end states. You can delete these states or create additional states. This process is provided only as an example.
To change the name of the states double-click on the state to be changed, and this will open up a text box where you can enter the new name of the state of the process.
The example will simulate creating a process for the Offers category:
To change the name of transitions double-click on the middle of the transition and enter the name.
You can click and drag on any state to place it elsewhere on the map.
How to create new states
Continuing with the example in the Offers category, it is also possible that the client will reject the offer. To add this case you need to create a new state by opening the process options with a right click of the mouse in the white area.
This will create an isolated state in a gray background where you can enter the name of the state in the text box and press Return.
How to create new transitions
Once you have created the new state you need to establish from which state you can reach the "Rejected" state. Open the state options with a right click of the mouse on the state of origin and select "New transition from this state".
Enter the name of the transition and hit Return. To join the transition to the state you will need to drag the tip of the arrow from the transition to the middle of the state. The process now includes the newly created state and offers can now be sent to client, accepted or rejected.
You can also create a transition to return to a previous state. For example, if the client requests changes to the offer, you can create a transition from "Email sent to client" to "Offer of Service".
Changing the colour of states
R2 Docuo allows you to define colours for states so that when a document is in that state it will appear in the defined colour.
To establish colours for states you will need to open the state options by right clicking the mouse and selecting "Colour".
You can select the required colour from the colour palette and save changes. The state will appear in the process in the selected colour.
Configuring automatic actions on the process
The processes allow, in addition to controlling the status of documents, configure automatic advances, establish automatic actions on the document when advancing status or have it ask the date on which a document was advanced.
To set the different configuration options for the transitions, open the transitions menu with the right mouse button and select "Configure".
All possible configuration options for transitions appear in the configuration window. You can combine several options at once, just select the desired action of each group.
Transition date and time
This group of options allows you to define whether the date and time in which the action is executed is used when advancing the status or the date is asked to the user.
This action is very useful for users who do not advance documents at the same time that the change occurs. For example, in the case of offers, you can set to ask the date on which the offer was accepted, so if the user in charge of advancing the document has not been able to do so on the same day, he can put the actual acceptance date .
By checking "Ask when pressing the forward button", the option "Propose the date and time of that moment" is enabled.
The group of automatic advancement options allows you to set conditions for documents of a certain category to advance automatically when the assigned conditions are met.
It can be established that the document advances automatically when it takes x hours, days, weeks or months in the source state.
Another configuration option is to set a day of the week in which the documents will automatically advance through the selected transition.
The last option for configuring automatic advances is to select x days before or after the date indicated in a field.
Automatic options are only available when the category has assigned templates or version control.
The selected actions are carried out when advancing the status without asking the user for confirmation. It is possible to combine several actions so that for example when advancing the status the document is generated from template and published leaving it ready to send.
The create from template action causes the document to be generated with the template that is selected in the drop-down when the status is advanced.
Convert to PDF only applies when the main document is a Microsoft Office file, when advancing from state it converts the main file to PDF.
The automatic publishing action publishes the draft as the status moves through the transition.
Creating a new version means that when the status is advanced, a draft with a copy of the published version will be generated. The draft version number will be consecutive to the published version.
Going to Obsolete makes the published version disappear and be added to the version history when the status is advanced.
Signing the PDF is only available if the repository has an assigned electronic signature. For more information on how to assign electronic signatures to R2 Document click here.
Automatic actions on file-type fields
When the category has file-type fields when configuring the transitions, the option to set automatic actions on file-type fields appears when advancing the status.
To configure automatic actions on file type fields, press the button that appears in the lower right part of the transition configuration window.
The categories can have more than one file type field, with the "New" button the field on which the automatic actions are to be executed is defined.
In the window of the configuration options, the actions to be performed when advancing the state are defined by selecting the check of each action.