You are viewing limited content. For full access, please sign in.

Question

Question

Workflow to trigger email notifications when documents have been checked out

asked on January 23, 2017

Hi all,

I want to know whether we can create email notifications to authors, managers and editors of a document each time a document has been checked out. Is this feasible through workflow?

Please advise whether we can have a design of the workflow if this is possible..

Thanks

 

1 0

Replies

replied on January 24, 2017

Interestingly, you can trigger workflows when check-ins occur, but not check-outs. I don't know why though.

0 0
replied on January 24, 2017

We didn't see an obvious use case for check-outs since Workflow was meant to move documents and such based on user actions. Checked out document are locked to various actions.

It's not entirely clear to me how the use case above would work. You check a document out and then immediately get email that you checked a document out? 

0 0
replied on January 24, 2017

I don't know about the OP's use case, but we have received requests from our clients to know exactly when users start working on documents and when they finish working on them.

Some managers want to know when their employees actually start processing a document after they have been assigned it during a workflow step. The idea is to gain deeper insight into the business process by having access to document-level reports. For example, there can be a lot of value in knowing that invoice A took 2 minutes and 14 seconds for the clerk to process (from the moment they opened the document to the moment they closed it), whereas invoice B took 1 minute and 29 seconds.

Then they want to combine these document-level reports into higher-level reports to be able to say, for instance, invoices from Vendor A always take the longest to process, so we should probably find out why. These types of "deep insights" are currently not possible without making things very complicated for line workers (e.g. open a document, then mark a metadata field as "started working on this", save changes, work on the document, then change the field to "finished working on this", save changes again, etc.).

2 0
You are not allowed to follow up in this post.

Sign in to reply to this post.