Edit Content

Welcome to Simploud Academy

Your one-stop hub for learning, troubleshooting, training, and staying updated with the latest features, resources, and news from Simploud.
Explore Trainings
Visit FAQs

Workflow Step By Step

Workflow Transition

Document workflow transition involves the comprehensive journey a document undertakes within an organization, from its initial drafting and subsequent approval to becoming effective.
This page provides a brief overview of the various stages in the document workflow and guides you through the transition steps.

Workflow Steps

Review
Draft

The record owner must either check in a document file (Document files can be Word, SharePoint, or Excel files) or use a document template that will set a document upon creation.

The record owner needs to assign at least one reviewer participant.

Select “Participants” on the right side to choose and add relevant reviewers.

You can add one or more reviewers, including yourself, as necessary.

The system will display a popup window with assignment requirements if you do not assign participants.

Review

The record owner and all reviewers can edit the document.

Upon completion of their review, it is crucial for the reviewers to acknowledge their finalization by clicking on the ‘Approve Review’ button, marking the end of the review process.

The review’s approval is verified using a digital signature, typically consisting of the user’s first name and system login password.

Review

Once the reviewers click on the ‘Approve Review’ button, the following occurs:

  • The ‘Version’ field increments by 0.1.
  • The reviewers lose their editing permissions for the document and can only view it.

Following feedback from the Review status, the document undergoes revisions and enhancements.

At this point, the document is nearly finalized, having incorporated all required modifications.

Before progressing to the “Document Approval” status, assign and include the necessary approvers.

A document must receive formal approval before it can be officially utilized or published.

This phase involves the evaluation of the document by key decision-makers or authorized individuals within the organization, who possess the authority to approve its content for its intended final use.

Once this phase is reached, the document can no longer be edited.

After the document has been formally approved, it will move to the approved stage. This indicates that the document is complete and approved for distribution or use as intended.

The record owner will be notified to change the status to “Effective” when the training completion rate reaches 80% or two weeks after reaching the “Approved” status, whichever comes first.

*The owner can manually change the status at any time.

When a document achieves effective status, it means it has received official approval and is now ready for implementation or use in the organization’s processes.

When a document is no longer useful or needed, it’s marked as obsolete.

While it remains part of the historical record, it’s no longer active or applicable.

This status applies to documents withdrawn before becoming effective or halted for any reason, indicating they’re no longer valid within the organization.

A reasons for cancellation may be a discovery of inaccuracies or mistakenly creating the record.