Mapping review flow assignments to documents

Review flow assignments are the rules to ensure a document is assigned to the correct review cycle. You add review flow criteria to map a review flow to documents with matching criteria. For each document, the system reviews the sequenced rules and assigns the review flow when there is a match.

Consider the following simple example. If the document name contains HR_Procedures, the system skips sequence 1 and matches on sequence 2 and the HR Procedures review flow is assigned.

Sequence	Name	Description	Assign Review Flow
1	HR_Policies	Assign HR Policies	HR Policies
2	HR_Procedures	Assign HR Procedures	HR Procedures
3	IT_Policies	Assign IT Policies	IT Policies

Create a review flow assignment

To create a review flow assignment:

1. From the left menu, select Administration, then Review Flow Assignments.

2. Select Review Flow Assignments .

3. Enter a Name for the review flow assignment and add a Description.

4. To control the order the flows are checked for document assignment, add a Sequence Number. The best practice is to assign a low number to the review flow with the most restrictive/most defined conditions and progress to higher numbers. The highest number should be assigned to the review flow with the least restrictive/most open conditions, such as All Other Documents Review as a catchall. This ensures all documents are assigned a review flow.

5. Select Add filter to add the filters for the document assignment. Drag and drop Available Fields from the left to the right. Add the following, as appropriate.

   • Condition determines the relationship between the field and value. Available selections are based on the work you are performing.

     • Equal to (=) is an exact match.

     • Not equal to (!=).

     • Contains to match a field on partial text. For example, you can add Business and pick up fields with Business Processes, Business Policies, and Business Unit.

   • Value are selections to filter by. Values can be a date, free text, or driven by Reference Codes. See Configuring categories, values, and attributes.

   • Logic defines how fields work together. Available selections are based on the work you are performing.

     • “And” logic means all fields/conditions/values must be met (for example, field 1 AND field 2).

     • “Or” logic means at least one field/condition/value must be met (for example, field 1 OR field 2)

     • “Not” logic is opposite of “And” (for example, field 1 only. If field 1 and field 2, then ignore).

     • Contains a value

6. Under the filters and Then apply this template, select the template to assign to the documents that match the criteria. You can only apply one review flow for the review flow assignment created.

7. Select Save changes.

Manage an existing review flow assignment

To manage an existing review flow assignment:

1. From the left menu, select Administration, then Review Flow Assignments.

2. Select any of the following:

   to edit the review flow assignment.

   to delete the review flow.

   to change the sequence.