Understand your actions

Contents

Document

Action	What happens
Add a document to your intray	The document is converted into PDF format, if it is not already in PDF format. The document stays in your intray until you index it or delete it. The document can be edited in your intray before indexing.
Index a document	The document is added to the DocMX system. It is categorised by document type. Tags (i.e. important data based on the document type) are added. e.g. dates, invoice total. The document is moved to a location based on the document type and tags. The workflow starts (if a workflow exists for the document type).
Change document type	It is categorised under a different document type. All previous tags are removed. New tags based on the new document type are added. The document is moved to a location based on the new document type and metadata tags. Note: The workflow needs to be restarted
Linking documents	Anchors are placed on both documents. Clicking on one anchor will show the other anchor position on the other document.

Forms

Action	What happens
Submit	The form is added to the DocMX system. It is categorised by document type. Tags (i.e. important data based on the document type) are added. e.g. dates, invoice total. The form is moved to a location based on the document type and tags. The workflow starts (if a workflow exists for the document type).

Workflow

Action	What happens
Start workflow	If it is a workflow restart, all tasks from the previous workflow are removed. New tasks will be created based on the document type. New task notifications are sent. The status is changed to reflect the workflow stage.
Approve	The workflow moves forward to the next step. New task notifications are sent. The status is changed to reflect the workflow stage.
Reject	The workflow normally moves back to one of the previous steps. New task notifications are sent. The status is changed to reflect the workflow stage.
Cancel	The workflow is terminated. The status is changed to “Cancelled“.
Complete	The workflow is completed. The status is changed to “Complete“.

Notifications

Action	What happens
New task (triggered by start workflow)	User(s) will be notified within the web app and by email.
@mention someone in a document	User(s) will be notified within the web app and by email.
Nudge the user(s) of the current workflow task	An anonymous reminder is sent to the user(s) within the web app and by email.

Updated on September 15, 2020

Tagged: actions document actions document type change form actions index intray linking notifications workflow start workflows

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