Character: Ben, Project Manager
Ben is a Project Manager for a new housing development. His job is to oversee the entire project, ensuring all documents are correctly reviewed and approved by the right teams. He uses Catenda Hub's approval workflow templates to maintain control and compliance.
The Use Case: Setting Up a Workflow for Architectural Drawings
Ben needs to create a workflow to get the architectural drawings approved for construction. The design involves multiple teams, including the Architects, Structural Engineers, and Landscape Architects, who all need to review the plans before they are finalized.
Creating a Workflow Template
Access the workflow settings: Ben goes to the Documents section, then to Settings, and finally to Approvals. He clicks the Configure workflows button to access the workflows page.
Start a new workflow: He clicks the green plus button to create a new workflow template.
Define the review steps: Ben adds a title, "Architectural Drawing Approval," and assigns the Architects as the primary submitters. He then adds a review step for the Structural Engineer team, giving them two working days to review. He adds another step for the Landscape Architects with a similar review period. He can add up to 10 review steps.
Set the final approval team and statuses: Ben assigns himself as the Final Approver. He sets the workflow to automatically transition a document to the Published state if approved, so it can be used for construction. If a document is rejected, he sets the status to Shared for further work.
What Happens After the Workflow is Live
Once Ben saves and activates the workflow, the Architects can use it to submit their drawings for review. Ben can then monitor the progress on his Approvals page to ensure that both the Structural Engineers and Landscape Architects provide their feedback in a timely manner. This organized process ensures that all documents are properly validated before being released for construction.