Workflows

Workflows are an optional feature designed to help manage disposition decisions (approvals and rejections) as part of the Disposition Process . Workflows are defined by fields which clarify the details as configured in the Create or Update Workflow screens as well as Workflow Steps which detail one or more steps which the disposition decision process flow will take.

Workflows are created and managed via a data tab accessed on the left panel when the ‘Home’ navigation menu is selected. Once configured, these workflows can be assigned one or many Record Schedules via the user interface (Update or Bulk Update), or via an automated or manual import of data.

Reminder

The actual field, tab and action button names can be configured per organization and may vary in from those shown in the examples.

Creating a Workflow

Workflows need to be created with default information, and require at least one Workflow Step to be associated to it.

To create a new Workflow in Gimmal Physical:

1. Choose Home on the Navigation Menu (A)

2. Click on the Workflow type tab (B)

3. Select the ‘Create' Action button (C).

The Create Workflow page will now open.

The fields available in this page define the workflow:

• Workflow Name: The primary identifier for this Workflow. Please make the name unique as it will serve as a selection value in drop down lists for Retention (or Record) Schedules and Workflow Steps.

• Workflow Description: Free form text field to describe this workflow.

• Assumed Approval: Option for automatically approving the disposal of items in a batch. This eliminates the need for manual disposition decisions. At the point the assumed approval duration is reached, the system will be stamped as the approver with the date/time noted for auditing purposes.
  Note: At least one Workflow step will still need to be created.

• Assumed Approval Duration: The amount of time (in Days) to wait before the system automatically approves all items remaining in a batch. This allows a records manager time to review items before approval occurs.
  Note If the item is removed from the batch before the approval duration is complete, it will not be marked for disposition approval.

• Workflow Status: The current status of the workflow. Only Active workflows can be chosen for Record Schedules.

• Sequential Processing: Determination of the type of processing to be used with multiple workflow steps.
  Note: This option cannot be used with Assumed Approval enabled.

  • If Checked: Sequential Processing is enabled. This means that at each Workflow Step must be completed (i.e. all items in the batch approved, rejected or removed) before the next Workflow Step can begin.

  • If Unchecked: Sequential Processing is disabled and Parallel Processing is used. This means that any Workflow Step can be completed in any order, one step does not need to wait for another to complete.

Once the Workflow has been created, it needs to be linked to Workflow Steps.