Multi-level Approval Workflow

Generally, the multi-level approval process is a key method for workflow which is used for enterprise applications.

The structure of the multi-level approval process mimics the organizational structure of the enterprise and pass through various levels of approver and requester.

If we begin with why we make use of a multi-level approval process. The main reason, this process is used because it makes our work easier when moving content and data through the organization for requests and approvals.

In the absence of a workflow approval process, organizations follow various methods to streamline approval process by sending invoices and requesting via email, and so forth. Workflow in enterprise applications is used to standardize the process and make approving and rejecting data and content easy.

A good approval workflow forces approvers to submit, reject, or approve items within due time. There is scope of lost data, content, or reports in a streamlined approval process.

Well-designed workflow in application software will involve transparency within the process workflow that generally requires managers and approvers to document and note why they approved, rejected, or submitted a report or record.

Workflow for Document in Liferay DXP

Design workflow

Go to below section in the control panel and design your won workflow.

Create new workflow using Kaleo  workflow designer on the go as below.

Apply workflow to document and media folder

Next workflow needs to be applied to document and media folder. In Liferay document and media portlet workflow can be applied to a folder so that whenever a file is uploaded , workflow process applied to parent folder is started.

Workflow Process

When any document is uploaded in the folder. Workflow will start and it will be assigned to role “Manager”. Any user who’s assigned “Manager” role will be able to see the task in the my workflow tasks portlet. After user is done with the document review, user need to approve the task. After task is reviewed and approved. It will be assigned to next step role “SeniorManager” role. If user reject the task, workflow will get exit and status of the document will be displayed as rejected.

Any user who is assigned “SeniorManager” role will be able to see the task in the my workflow tasks portlet. After user is done with the document review, user need to approve the task. After task is reviewed and approved. It will be assigned to next step role “Executive” role. If user reject the task, workflow will get exit and status of the document will be displayed as rejected.

Any user who is assigned “Executive” role will be able to see the task in the my workflow tasks portlet. After user is done with the document review, user need to approve the task. After task is reviewed and approved. It will be finally approved. If user reject the task, workflow will get exit and status of the document will be displayed as rejected.