Promotion Workflow

[mlovejoy]

We are setting up a simple workflow in a context that is used for testing and Reporting, All the objects will be Word documents.

The business process is : The document is created and checked in and then promoted to the next state for review and approval ( to a specific person), then he approves/rejects and then promotes it to the next state for a review and approval ( two specific people, could be a role) they both must approve it and then do the same , Promote for the final signiture and then the obejct gets released.

We have this set up now to have the user change states - We are looking for the approval process/Sign off that the promotion request gives us.

[SteveVinyard]

Hi Marc,

This process seems incredibly laborsome. Consider this.

Traditionally the Promotion Process will handle much of what you are doing automatically.


1- Promote Word Doc

a. The moment this Promotion notice goes out, its LC state gets set to "Under Review" via the LOCK transition

b. This Under Review state is read-only thus locking changes while the object gets approved

2- Approvers get the Approval Task

a. If the Approver selects "Rework", the objects are unlocked and their state gets moved back to In Work and a task is delivered to the Promotion Request creator to do the desired rework.

b. After rework is done, the creator can simply select resubmit for approval in his Rework task and all objects go back to Under Review and a new Approval task gets sent to the Approver.

3- After Promotion Request is approved, all objects get moved to "Release"

In my opinion, it's incredibly important for the digital process to be concise and straight forward. Limiting the amount of Electronic-Overhead is critical.

Now, if you need to handle this preview state, there are a couple of ways to do it. I would personally try to remove this requirement/LC State unless it is absolutely important and there are direct report metrics tied to it.


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Steve Vinyard
Application Engineer

[mlovejoy]

Steve
Thanks for the feed back, and you nailed issue correctly, there are
direct reports / process that the users want to follow, where at each
state the approver wants to put their mark on it , which is making this
painful. Unfortunately, if we try to force the user into a process they
don't want, acceptance becomes an issue and we are forever tweaking the
process.

Marc

[cc-2]

Hi

it must be a balance between current business processes and implementing a new technology.

We can't implement a new technology without reviewing current processes as certain steps could be made obsolete per the new technology, You can't simply change a business process only because a new technology cannot handle something, otherwise you may end up out of business.

It is like when getting married. Business Processes and Technology must live happy together and therefore changes in both must be required.

The promotion process Steve mentioned also include an OOTB review process. You can also duplicate this process, modify it to add gates and apply it in your OIR but I always try to make users understand that it is not because they have done something for the last 20 years (with no issue what so ever) that it is still the best way to do things.

Adoption is important but adaptation is as important

Good luck

Best regards