Validation Workflows

A validation workflow defines the circuit a document must follow before being approved. It consists of:

• Steps: the different validation phases (review, approval, publication)
• Validators: people or roles authorized to validate each step
• Conditions: rules determining progression to the next step
• Actions: notifications, status changes, automatic archiving

Workflows ensure that critical documents are validated by the right people before distribution.

KaliaOps offers several workflow types:

• Sequential: steps follow in the defined order
• Parallel: multiple validators can approve simultaneously
• Conditional: the path varies according to document metadata

Examples of common workflows:

• Simple validation: author → manager → published
• Double validation: author → technical → business → published
• Hierarchical validation: author → supervisor → director → published

Administrators configure workflows in Settings > EDM > Workflows.

To submit a document for validation:

1. Open the document or select it from the list
2. Click on Submit for validation
3. Select the appropriate workflow (if multiple available)
4. Add an explanatory comment (optional)
5. Confirm submission

The document changes to In validation status and first-step validators are notified by email.

As a validator, you receive a notification when a document awaits your approval. To process a request:

1. Access the document from the notification or your task list
2. Review the document and previous comments
3. Click Approve or Reject
4. Add a comment justifying your decision
5. Confirm your action

In case of rejection, the document returns to the author with comments. The author can modify and resubmit.

Workflow tracking is accessible from:

• Dashboard: documents awaiting your validation
• Document details: current state and workflow progress
• History: all past actions with dates and authors

Each action is timestamped and associated with its author, ensuring complete traceability for audits.

Administrators can view global statistics: average validation time, rejection rate, bottlenecks.