Each document has a lifecycle, during which it is processed and edited. During the lifecycle, the contributors may change and different persons may be responsible for different decisions. However, it is important that every person participating in the process is aware of their own areas of responsibility and the working stage.
The M-Files workflows enable modeling document lifecycles according to real world processes. The workflows are grouped into states that represent the working stages of the document or other object.
Workflows can be created and modified via the M-Files Admin. For more information about workflows, refer to Workflows under Document Vault Administration.
Workflows and workflow state transitions can be selected in M-Files Desktop via the workflow controls at the bottom of the metadata card.
The Change state function enables you to select a state transition for the object, thus moving it to a new workflow state. If a workflow has been defined for the object, you can also change its state with the state transition name commands directly in the context menu. By using the Change state function, you can also add comments to the object while you are moving the object to a new workflow state.
If an electronic signature has been defined for the state transition, you must give your authentication data (user ID and password) and log in in order to perform a state transition. In order for the state to change, the object must be checked in. Transitions requiring a signature can only be performed one object at a time.
The electronic signature does not refer to an electronic "fingerprint"; it always requires entering the user identification and logging in. For more information, see Electronic Signature.