Reference Document


Reference documents is the tool that will help us enhance the required documents. In addition to facilitating the way to handle them in our workflows.

Reference documents are essentially required documents but, through a template, they can be treated in an entire workflow without the need to manually associate them to a specific task, but we can follow them throughout our project in several tasks at the same time.

Like any other required document, the reference document can be a system object such as a form, task, purchase order, etc., and can also be files that a user should upload.
In order to create a reference document, we are going to see a new option in the workflow template editing menu with the name Reference document template:

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From the + in the lower right corner we can create a new template. It will be necessary to choose the Type of document; The rest of the information to complete will vary depending on the type of document we select.

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Once the document is selected, a field called Required Information is enabled on the left, in the configuration, where there will be certain data that must be completed and which, as we said, depend on the type of object. Once this information is completed, you must press the save button.

With the generated template, you will be able to associate a required document to the different tasks of the flow. How to do it? It is very simple, and you will be able to relate it to how many tasks you need without having to leave the menu to do it task by task.
Assuming that we choose a form as the reference document, from the Required documents menu and clicking on the + you can add requirements to tasks:

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Some fields to consider:
  • Work structure task: allows you to choose between the different tasks that make up the flow on which you are working.
  • Required status: Status of the document that we want to be fulfilled in that particular task. You can vary the status in another task.
  • Create automatically: Check it in all the required documents if we want to automate this association. Then we can choose if it is created automatically when the workflow is created or when the task is available.
Click on the save button, and you already have your first reference in a task.