How To Create Document Approval Workflows Using FileCloud Custom Metadata

 

In this blog post, we show you how to use FileCloud custom metadata to add features like approval or verification of documents for it to be shared internally or externally.

How to Implement Document Approval Workflows Using FileCloud Custom MetaData

In this blog post we show you how to use FileCloud custom metadata to add features like approval or verification of documents for it to be shared internally or externally.

In the remote work scenario, it is often difficult to monitor and regulate document access and shares. Be it a Marketing Manager trying to make sure the PR release is verified by him before sharing it to the PR agencies or a Sales Manager trying to make sure the contract is verified and approved by him before sending it across to his clients.

In the following example, we show you how to implement the document verification in an organization using FileCloud and how to make sure the documents cannot be shared until and unless approved.

I. How to Implement Workflow for Document Verification in FileCloud

  1. Log in to your Admin account to enable the workflow and click on “Metadata”

 

 

 

 

  1. Under “Manage Metadata Settings”. Click on “Edit” in Verification Status

 

  1. Under “Edit Metadata”, set “Definition” tab, under “Attributes” add the name of the Metadata Set and description and status of the verification. Click on “Edit”.

 

  1. Under “Edit Attribute”, add “Verified” and “Pending Verification” as predefined values and save it.

 

Now you have set the attributes for the Metadata Rule.

  1. Now go to “Smart Classification”, where you will be able to see the verification engine rule you just created as enabled

 

  1. Next, go to “Smart DLP”, where you can see the “Document Verification Pending Rule” under “Manage DLP Rules”

Here –  “Select Affected User Action to Share” using the dropdown. Add the rule expression in Verification Status to Pending Verification. Select DLP action to deny and DLP mode to Enforce. Add a custom notification to display, for example: “This Document cannot be shared until it is approved and update the DLP rule.”

This is how you implement the Document Verification workflow using FileCloud

 

II. How does this work at the user end?

  1. At the user end, you see the documents with the verification engine enabled with a tag, and you can see the pending verification status under the metadata tab as show

If you try to share the document, you will get a display notification.

 

III. How can Managers Approve the Documents?

So the managers after reviewing the documents can then go the metadata section in his account of the particular documents he wants to approve and select the verified from the dropdown.

 

 

IV. Sharing the Document after the approval

After the Manager’s approval, the user can then be able to share the document. He will be able to see the status of the document as verified in his metadata tab once the document is verified and approved by the Manager.

The main idea here is to ensure the collaboration between the manager and his team in a remote work scenario can utilize better processes to make sure the documents are not shared within or outside the organization without being verified and approved first.