In Plexus, we make it easy to view and edit an active document's workflow with ease.
Viewing a document's workflow with the timeline view
By default, the Document details view will show a user friendly timeline view that shows a document's workflow from left-to-right. Each key document stage will be listed including:
Review
Approve
Sign
Complete
The current stage of the workflow will be highlighted for added visibility. Any upcoming stage of the workflow can be edited for those with the right permissions.
Click Expand just below the timeline view to show the specific users who will be approving and signing the document.
Viewing a document's workflow using a flowchart
You may also view and edit your document in a Flowchart view. To do so, click View/edit workflow in the top right hand corner of this screen.
This button will differ depending on your permissions.
On the flowchart view, you can visually follow the workflow from top-to-bottom to see how the document will progress at each stage of its journey. An orange outline will identify which stage your document is currently in.
Workflow stages
A document in Plexus may have up to 4 workflow stages:
Review
Approve
Sign
Complete
Each of these is represented as a tile on the flowchart view.
Users can be added to a given workflow stage, and re-ordered to represent the order that they will be required to approve or sign a document.
Reviewers
A reviewer is a single person in the document workflow that will need to Review its contents. Typically this might be an SME or member of the legal team. We go into more information on Reviewers here.
Approval and signing rounds
Both the approval and sign stages allow you to Add new rounds to the workflow. Rounds can be used to accelerate workflows by allowing multiple users to receive notifications to approve and sign documents at the same time.
In this example, the Approve stage has been split into a 1st round and 2nd round.
In this instance, everyone in the 1st round – Kayla and Mel – will receive a notification to action the document at the same time.
The document progresses to the following round – Tayla Cross – only once the first round's requirements are met.
When an individual recipient has actioned the document, their name will change to green on the flowchart view.
Editing a document workflow
From the flowchart view and with the right permissions, you also have the option to edit your approvers throughout all stages of the workflow including:
If you have questions, contact [email protected] at any time.