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ReFIS Flow - software for digitising and approving documents
Document flow determines who is to give their opinion on a document and in what order - who approves, signs or processes it, or votes on it.
Each participant in the flow has one action type for the document:
| Action type | What the participant does | Buttons | When it is done |
|---|---|---|---|
| Approval | decides whether they agree with the document - for example whether the company should pay the invoice or send the purchase order | “I approve”, “I reject” | the document is approved when everyone approves it and the conditions of the rules for documents are met (for example the minimum number of approvers and attachments); a single rejection is enough for it to be rejected |
| Signing | signs the document, most often a contract or a purchase order; the signature is inserted into the PDF of the document | “I sign”, “I refuse to sign” | the document is signed when everyone signs it |
| Processing | does what is needed with the document - for example attends the hearing the document concerns; you cannot reject processing | “I am processing” | the document is processed when everyone processes it |
| Voting | votes for or against the document, each with their own voting weight | “I vote FOR”, “I vote AGAINST”, “I abstain” | the document passes when the votes FOR exceed the set quorum |
In voting, an abstention counts as a vote against. You set the quorum (50 % by default) and the deadline (two weeks by default) with the “Set up document flow” link. If the deadline passes without the quorum being reached, the document does not pass the vote.
Which action types the company uses is determined by rights. If the company has only one type enabled, ReFIS names the flow after it - for example, the first tab in the list of documents is then called “Mine to process”. You can use document flow only for document types that have it allowed.
You enter the participants directly in the document, in the list below the document data, and choose the action type for each. You change the order with the arrows next to the participants. With the “Retrieve approvers by rules” link, ReFIS fills them in according to the rules for documents. Rules can also determine a participant indirectly - for example the superior of a related user, an external person from the document or the owner of a label.
A participant can be a ReFIS user, a person from the address book or just an e-mail address. An external participant receives a link by e-mail through which they give their opinion on the document without logging in - for any action type, but most often for signing, when a business partner signs a contract or purchase order.
Participants go one after another: it is always one participant's turn, and ReFIS sends them a notification when their turn comes. However, someone whose turn has not yet come can also give their opinion.
You add further participants later with the function “Submit the document for approval”, to the top or the bottom of the list, or you remove the original ones. In approval and processing, a deputy decides for you during your absence. There is no delegation in signing and voting.
You give your opinion on a document with the function “Approval of documents” - for the other action types “Signing of documents”, “Processing of documents” or “Voting on documents”. For a single document you can, depending on the action type and your rights, also choose:
If you select several documents at once, you choose the decision in the “Action” field and add a note. ReFIS skips documents that do not meet the conditions of the rules (for example the minimum number of attachments).
When you reject a document or refuse to sign it, you must fill in the note - from it your colleague knows what to add or correct. In the note for a single document you can mention them with the @ character.