Track and control important documents!

Document ONE's workflow functionality enables you to assign documents for:

Action (i.e. assign for the preparation of a draft, or for direct action);
Information Only;
Review; or
Approval.

You can use Document ONE's workflow functionality for any type of workflow process including tracking correspondence.

Documents in Workflow Easily Identified

Any user can view the documents that are going through a workflow process by opening the Assigned view in a document library:

view of assigned documents in a Document ONE library

This view shows the documents which have been assigned, under the names of the people to whom they have been assigned for action.

All Parties Kept Informed by Email

Throughout the workflow process Document ONE sends email notifications to both the initiator of the workflow process and to the person(s) to whom the document was assigned.

If required Document ONE will also send reminder emails to notify participants in the workflow process that they haven't completed their part in the process by the due date.

Each Step in the Process Recorded

Whenever you assign a document to someone, the assign details (e.g. who you assigned it to, what type of action you asked them to do, etc) is recorded in the Assign History section of the document:

example of the Assign History section of a document showing the progress of a document through a workflow process

This section of the document is not editable, and so provides irrefutable proof of the actions taken at each step in the workflow process.

Supports Delegation

Users can delegate other users to action assigned documents on their behalf.

The Assign History records that they actioned the document on behalf of another user (as illustrated in the above screenshot).

Enables External People to be Included in Internal Processes

You can assign documents to:

Other users in your organisation who already use Document ONE;
Other users in your organisation who are not yet using Document ONE; and/or to
External people who don't belong to your organisation at all!

If you assign a document to an external person, they will receive the full contents of the document in their email, not just a link to the document (which is what internal users receive).