Workflows

During the lifecycle of a document, different contributors can change, edit, and make different decisions on the document. It is important that each person that participates in the process knows their responsibilities and the working stages.

The M-Files workflows let you model document lifecycles to real world processes. The workflows are divided into states that represent the working stages of the document or other object.

Example purchase invoice workflow that shows approval, rejection, and payment stages. Workflows make routine tasks of the organization easier. For example, purchase invoice processes.

Workflows are created and changed in M-Files Admin by M-Files system administrators. To create and edit workflows, see Configuring Workflows.

To select a workflow and a workflow state for an object, use the workflow controls on the metadata card.

Changing the Workflow State

You can move a document to a different phase in its workflow with the workflow controls in the metadata card. Workflows help users track progress, request approvals, or return items for revision.

  1. Select a document in the listing area or in the Assigned tab.
    The workflow section at the bottom of the metadata card is collapsed by default.
    • If you are expected to do a workflow state transition, the section expands automatically.
    • Otherwise, select a workflow state to expand the section manually.
  2. In the expanded view, select the appropriate workflow state from available options.
  3. Optional: Add a comment about the state transition in the Comment field.
  4. Select Save.
  5. Optional: If the Electronic Signature dialog opens, complete one of these steps:
    • If the Username and Password fields are shown, enter your user credentials and click Sign.
      or
    • If the Username and Password fields are not shown, click Sign to enter your user credentials.