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 color of states
R2 Docuo allows you to define colors for states so that when a document is in that state it will appear in the defined color.
To establish colors for states you will need to open the state options by right clicking the mouse and selecting "Color".
You can select the required color from the color palette and save changes. The state will appear in the process in the selected color.
Configuring automatic actions on the process
Processes not only allow you to control the state of documents and to configure auto forward transitions, but also to establish automatic actions on the document when it moves forward a state or to make it ask when a document has moved forward a state.
To establish the different transition configuration options you need to open the transitions menu with a right click of the mouse and select "Configure".
The Configure transition window will display all possible configuration options for transitions. You can combine several options at once by selecting the required action in each group.
Transition date and time
This set of options allows you to define whether to register the date and time when the user moves the document forward or to ask the user for the date.
This action is very useful for those users who do not move documents forward a state the exact moment the changes are saved. For example, in the case of offers it is possible to configure the transition to ask for the date when the offer was accepted, this way if the user responsible for moving the document forward has not been able to do so on the same day, they will be able to enter the real date when the offer was accepted.
Clicking "Ask when you click Forward" will enable the option "Propose current date and time".
The auto forward set of options allows you to establish conditions so that the documents in a determined category move forward automatically when the assigned conditions are met.
You can establish that the document must move forward when it has spent x hours, days, weeks or months in the start state.
Another option is to establish a day of the week when the documents will automatically move forward through the selected transition.
The last option for auto forward settings is to select x days before or after the date specified in a field.
Automatic publishing options are only available when the category has assigned templates and version control.
The selected actions are performed on moving forward a state without requesting confirmation from the user. It is possible to combine several actions so that for example, when moving forward a state the document is created from template and is published leaving it ready for sending.
The action "Create from template" will generate the document from the template selected in the drop down list when moving forward a state.
The "Publish main document" option will publish the draft when moving state through the transition.
"Create new version" will ensure that moving forward a state creates a draft with a copy of the published version. The version number of the draft will be a consecutive number with respect to the published version number.
"Move main document to obsolete" will mean that when forwarding through this transition the published version will disappear and be added to the version history.