Configure Workflow Templates for the Project Documents

The Workflow Configuration screen enables you to predefine workflow templates that can be selected for project documents, such as RFIs and Submittals. 

• The workflow templates are managed at the company level master list and available for use across all projects managed by the company.
• Templates required for a project are selected by the project manager or document manager at the project-level.
• Only templates added to a specific project will be available for selection when a document manager or project manager sets up a workflow for a document item. See Setup a workflow for an RFI or Set up a Workflow to a Submittal to learn more.

Background on Workflow Templates:

Linarc offers the flexibility to predefine workflows for managing the review, response, and approval cycles of document items, such as RFIs and Submittals. For each document, the responsible manager can select a workflow template from a predefined list and customize it to fit the specific nature and context of the item. Linarc streamlines the process by automatically advancing the document to the next stakeholder in the workflow upon completion of each step, notifying them of their required action, and continuing until the document is finalized or published.
Workflow templates for various document types are managed at the company level master list, making them available for use across all projects managed by the organization.
Each template outlines a predefined sequence of steps, where each step specifies the required activity—such as review, response, or approval—the type of stakeholder responsible for the action, and the default timeframe for completing the step.
Templates required for a project are selected by the project manager at the project-level
The templates added to the project level are available for selection whenever a manager sets up workflow sequence for an item
Once a template is selected for an item, the manager assigns participant companies to each step and defines the duration allocated for completing it.

This section provides a step-by-step guide on how to add templates at the project level.

The 'Workflow Templates Configuration' screen

• Ensure that you are in the Documents module of the project. If not,
  • Click the app launcher and select 'Documents'
• Click 'Config' at the top
• Select 'Workflow' on the left

The list shows the templates added to the project:

• Click the arrow on the left of the item to expand it and see the steps:

The screen shows the list of all workflow templates already available in the project. The 'Default View' shows all columns in the table. You can remove the columns you do not want to see from the table and save it as your custom view. See Customize Columns in List Views and Manage Custom List Views to learn more. 

• Workflow Name - The label of the workflow template
• Document Type - The kind of document item to which the template is applicable
• Step - The sequence number of the step in the template
• Action - The activity performed in the step
• Responsible - The company role responsible for executing that action
• Days in Step - The default permissible number of days for that step
• Added By - The admin or the project manager who added the template to the project
• Added On - The date on which the template was added to the project
• Actions - Has options to take management actions on the item, for example, to remove the template from the project.

Search and filter options:

• Use the 'Search' box located at the top left to find a member using any value from the table as search criteria 
• Right-click the column header and customize the display and order of the columns as you wish 
• The options at the top right allow you to filter the entries, create nested groups of entries, and manage personalized and customized views of the table. Use the links below to learn more about these:
  • Customize Columns in List Views
  • Filter Options in List Views
  • Group and Organize Items in a List View
  • Manage Custom List Views

Add workflow templates to the project

• Ensure that you are in the workflow configuration screen of the documents module of the project. If not,
  • Click the app launcher and select 'Documents'
  • Click 'Config' at the top
  • Select 'Workflow' on the left
• Click 'Add Workflow' at the bottom
• Select the document type from the drop-down at the top-left of the 'Select Workflows' pop-up.
• The list shows all available workflow templates in the company-level master list, applicable to the selected document type. The templates already added to the project are pre-selected.

• Click the arrow on the left of the item to expand it and see the steps:

Tip: If a workflow you wantto add is not in the list, reach out to your admin to add the same at the company level, then revist this module to add the template to the project.

• Select the template to add. Use the 'Shift' and 'Ctrl' keys on your keyboard to select more than one item at a time
• Click 'OK' to add the selected templates to the project to the list.

The added templates will be available for selection when configuring workflow for a document going forward.