IV. Mayan EDMS – Workflow, State, Transitions & Automation

I. Workflow

Workflow implementation in Mayan EDM consist of:

  • States. Similar to ‘Activities’ in BPMN 2 notation
  • Transitions between States: named ‘Connections’ in BPMN 2.

With these two elements anyone can build a ‘sequence flow’ or ‘Workflow’. This is a great strength as you won’t need a specialist for modifications.

Now all you need is to assign a ‘Document Type’ to a ‘Workflow’ and you can move your document between States accordingly to your defined transitions.

How To

  • [System-Select] > Setup
  • Click ‘Workflows’
  • Click ‘Create a Workflow’ or
    Click [Action-Select] > ‘Create a Workflow’
  • Type:
    Label: Claims Workflow
    Internal name: ClaimsWorkflow
    Click ‘Save’

II. States

How To

Instructions to create our States for our example.

  • [System-Select] > Setup
  • Click ‘Workflows’
  • On ‘Claims Workflow’ [Item-Option] Click ‘States’
  • Click ‘Create State’ or
    [Action-Select] > ‘Create State’
  • Type:
    Label, Completion (that is an informative percent)
    Click ‘Save’

Use the following table

LabelCompletion (%)Initial
1. Received0Checked
2. Claim Review25
3. Expert50
4. Vault100

III. Transition

The transitions for our model are:

  • 1. Received > 2. Claim review
    We model just one analyst but you could add more states and transitions so the receiver can select bu type or you coul send the document automatically depending on your metadata. This one just shows the manual transition.
  • 2. Clain review > 3. Expert
    In this state a response will be added using a new version. You could use smart links also.
  • 3. Expert > 2. Clain review
    This will let us go backward in the flow.
  • 3. Expert > 4. Vault
    End of the workflow

How to

  • [System-Select] > Setup
  • Click ‘Workflows’
  • On the [Item Option] ‘Claims Workflow’ click on the ‘Transitions’ button.
  • For each transition:
  • [Action-Select] > Create transition
  • Type: Name, select ‘Origin State’ and ‘Destination State’
    Do not use the condition text area. In it you can type an expression so the transition is not enabled if the result is not empty.
    Click ‘Save’.
NameOriginDestination
To Claim Analyst1. Received2. Claim Review
To Expert2. Claim Review3. Expert
Reject3. Expert2. Claim Review
Archive3. Expert4. Vault

The Transitions on the workflow page (ordered by ‘Origin state) will look like this:


Associate a ‘Document type’ to a ‘Workflow’

Next lets associate the Workflow to a ‘Document type’

  • [System-Select] > Setup
  • Click ‘Workflows’
  • On the [Item Option] ‘Claims Workflow’ click on the ‘Document types’ button.
  • Select ‘Claim’ from the left panel and click on the ‘+Add’ button

IV. Automation

To place and remove Tags for classification, we can use actions that triggers on State entry or exit. Only The ‘Analyst’ and ‘Expert’ will hold Tags so the initial and last State will be outside this classification mechanism.

We will only use the place Tag and remove Tag events but there are plenty more, you can even call APIs with ‘Perform a POST request’ to Mayan itself or other systems.

How To

  • [System-Select] > Setup
  • Click ‘Workflows’
  • On the ‘Claims Workflow’ [Item Option click on ‘States’
  • On the [Item Option] ‘2. Claim Review’ click on ‘<>Actions’ button
  • Click ‘Create action’ button or
    [Action-Select] > Create action
  • Select ‘Tags > Attach Tag’
    Click ‘Submit’ button
  • Type:
    Label: Claim Review Entry
    Select on When: On Entry
    Select Tags: On Claim Review
    Click ‘Save’
  • Now remove the Tag on exit:
  • [Action-Select] > Create action
  • Select ‘Tags > Remove Tag’
    Click ‘Submit’ button
  • Type:
    Label: Claim Review Exit
    Select on When: On Exit
    Select Tags: On Claim Review
    Click ‘Save’
    To return to the States page click [Action-Select] > States

To save time the options for the Expert State the steps are:

StateActionLabelWhenTag
3. ExpertAttach tagExpert EntryOn EntryOn Expert
3. ExpertRemove tagExpert ExitOn ExitOn Expert

There is also an additional automatic action we can configure on the ‘1. Received’ State. Usually a scan document is named with a consecutive number, lets use our Metadata ID to rename the file.

  • [System-Select] > Setup
  • Click ‘Workflows’
  • On the ‘Claims Workflow’ [Item Option click on ‘States’
  • On the [Item Option] ‘1. Received’ click on ‘<>Actions’ button
  • Click ‘Create action’ button or
    [Action-Select] > Create action
  • Select ‘Workflows > Modify documents properties’
    Click ‘Submit’ button
  • Type:
    Label: Rename
    Select on When: On Exit
    Document label: {{ document.metadata_value_of.claimId }}
    Click ‘Save’

Diagram

To see a diagram with States, Transitions and Actions:

  • [System-Select] > Setup
  • Click ‘Workflows’
  • [Action-Select] > Preview

This is what we should have:

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