Workflows in Disclosure Studio facilitate a collaborative process designed to keep all users aligned throughout the annual reporting cycle. While administrators are responsible for configuring these workflows, users can engage with them to track progress and stay on task. This shared framework ensures that tasks remain organized and report development stays on track.
Key Terms to Know
- Workflow: A set of steps, permission rules, and transitions that controls how a report or section moves through a process. A workflow determines who can view or edit the content at each step.
- Step: A stage in a workflow, such as Start, In Progress, or Done. Use Add Step to create the stages you need. Each step has a name, description, color, and permission rules.
- Rules: Settings within each step that determine which users or groups can view or edit the report or section. The rules for the current step control workflow access.
- For example, if the Financial Section is in Progress, users or groups included in that step’s Edit rule can edit it, while those included in the View rule can view it without making changes.
- Transition: A connection that defines an allowed move from one step to another. Transitions control which next steps are available.
- For example, with Start → In Progress → Done, the only next step from Start is In Progress. A step can also have transitions to multiple steps, creating different paths through the workflow.
- Configuration: The settings used to define how the workflow works, including step names and colors, permission rules, transitions, and start and end points.
- End Points: The designated first and last steps of a workflow. Use Select Endpoints to identify where the process begins and where it is complete. Defining the first step also allows the system to reset the workflow to its starting point when rolling the report forward to the next year.
Tips for Workflows
- Workflows can be as simple as “Not Started, In-Progress, Done” or as complicated as you need for your project.
- Make sure each step has a clear name and purpose.
- Ensure the correct users or groups have view or edit access at every step.
- Transitions should support all necessary moves, including returning work for changes.
- The first and last steps must be selected to activate the workflow.
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