Change Status to

Purpose:

The "Change Status" workflow card is used to change the status of a document to one of the predefined states—Error, Rejected, Ready for Validation, Pending Approval, Pending Second Approval—and optionally trigger associated workflows based on the status change. This card automates the process of status updates and workflow triggers, ensuring efficient document management and error handling.

Components of the Card:

1. Status

   • Description: Specifies the new status to be applied to the document.

   • Options:

     • Error: Marks the document as having encountered an error.

     • Rejected: Indicates the document has been rejected and will not proceed further.

     • Ready for Validation: Sets the document to be reviewed and validated by the next user or system process.

     • Pending Approval: Places the document in a pending state for approval.

     • Pending Second Approval: Puts the document on hold for a second level of approval if applicable.

2. Trigger Workflows

   • Description: Determines whether any subsequent workflows should be triggered after the status change.

   • Options:

     • True: Initiates any relevant workflows based on the status change.

     • False: Prevents workflow execution after the status change.

Functionality:

• Condition Evaluation: The system evaluates the conditions set in the "Where" and "And Sections." If these conditions are true, the card proceeds to change the document's status to the selected value.

• Status Update: Once the conditions are satisfied, the document's status is updated to one of the predefined options (Error, Rejected, Ready for Validation, Pending Approval, Pending Second Approval), depending on the user’s selection.

• Trigger Workflow Action: If Trigger Workflows is set to True, the system automatically initiates any associated workflows following the status update. If set to False, no additional workflows are triggered, and the process ends with the status change.

Setup and Configuration:

To configure this card, users need to:

1. Specify the desired Status that the document will be set to upon condition evaluation (Error, Rejected, Ready for Validation, Pending Approval, or Pending Second Approval).

2. Choose whether to Trigger Workflows after the status change by selecting True or False.

3. The card only executes its action if both conditions in the "Where" and "And Sections" are evaluated as true.

Conclusion:

The "Change Status" workflow card offers a streamlined approach to managing document statuses and triggering related workflows. It ensures documents are automatically routed to the correct status and that the necessary actions are taken, depending on the status change. By setting clear conditions for execution, it reduces manual effort and enhances workflow efficiency.