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

Label	Completion (%)	Initial
1. Received	0	Checked
2. Claim Review	25	–
3. Expert	50	–
4. Vault	100	–

---

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’.

Name	Origin	Destination
To Claim Analyst	1. Received	2. Claim Review
To Expert	2. Claim Review	3. Expert
Reject	3. Expert	2. Claim Review
Archive	3. Expert	4. 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:

State	Action	Label	When	Tag
3. Expert	Attach tag	Expert Entry	On Entry	On Expert
3. Expert	Remove tag	Expert Exit	On Exit	On 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:

Advertisement