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Question

Possibility for documents to be routed through a multilevel hierarchy for authorization

asked on September 20, 2016

Hi all,

Is it possible in Laserfiche for documents to be routed through a multilevel hierarchy for authorization? Are there limits to the depth of such a hierarchy? Can the level of detail included for authorization at each level be modified on an exception basis?

Thanks to advise.

Sheila

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Replies

replied on September 20, 2016

I'd consider setting up a seperate workflow for each level of routing.

 

The only limit you have to how complex you want to make it is how many fields you can tolerate on the fields with a document.

 

What I think works (*if using laserfiche only, not forms) is to create a folder for each document you are approving, such as a contract. You have one primary document, and then all of your associated supplemental docs in that same folder, along with an "authorization" folder.

This method is more complex, but it keeps your primary documents from having templates 30-40 fields long with all of the authorizations needed in there. You can also use one template for the documents metadata and use that template to create a new template for authorizations. On that template you'll have a field that only workflow can touch that allows workflow to fill in who the next person/group is (read only) and then have drop downs/comment fields for the authorizer. So you'd make a copy of the document, rename it to indicate this is the next authorization step, and assign that field and security to the document only allowing that person/group to edit that document. when they have authorized things you can apply any changed data to the original primary document and file that step of authorization into the authorize subfolder. When you are done with the entire process and the document is ready for archiving you can strip all the pages off the documents in the authorize subfolder so that it minimizes storage space but keeps all of the metadata showing each step of the process. 

 

This process also allows for loops -- you might have a contract go 2 or 3 levels deep before being sent back after a change. by not having a linear auth 1, auth 2, auth 3 fields in your main template you can just have a multivalue field that records the steps (user A authorized, assigned to B, user B approved, assigned to C, user C asked for change, assigned to A, etc.) By having two seperate documents you can also record who changed a metadata field and lock the main document so that only workflow can change it. you can even have more complex solutions that allow for more flexibility by creative use of seperate templates/field names (with seperate security) so you can then limit what fields are editable during the approval process. 

 

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