Single Stage Workflow (Example)

To provide an overview of a single stage workflow, a common scenario is outlined below.

A common scenario is as follows:

1. A document is issued for customer approval (IFA) - Document return expected

2. Once approved by the customer, the document is issued for construction (IFC) to the sub-supplier - Document return expected

3. Finally, once construction is complete, the document is issued as built (IAB) to the customer - No document return expected

To achieve this workflow in distinct phases, create a new stage list for each individual stage; one stage list for the IFA stage, one for the IFC stage, and one for the IAB stage.

Once all three stage lists are created, set the stage list on the doc code to the first stage in the workflow. In this case, set the stage list to "IFA."

1. Document issued for customer approval (IFA)

Once an initial document (general arrangement drawing) is received from the source (e.g., sub-supplier), you bring it into DocBoss via Project Menu > Cards In/Out > Incoming Documents.

Once uploaded to DocBoss, you assign the drawing to the appropriate card. Once processed, the card is queued for submittal to the target (e.g, customer), and you start the submittal.

The customer returns the drawing with the status "Rejected." Because the drawing was rejected, the card remains in the current stage (IFA) and you queue the drawing for submittal back to the sub-supplier to make the requested changes.

The sub-supplier returns the drawing with the requested changes are applied. The drawing is queued for return back to the customer, and you start the submittal. The customer returns the drawing again, this time with the status "Approved."

Since it has been approved, the document is ready to move to the next stage. To do this, select the "Start a different stage life (on save)" option and choose the next stage in the workflow from the drop-down list. In this case, set the next stage list to "IFC."

If a new stage is not selected upon receiving an approved status, the card will move to status "1" and will remain in the current stage. If/when additional workflow is required, a new stage list can be selected by editing the card and selecting a different stage list.

2. Document issued for construction (IFC)

After approval from the customer in the previous stage, and the new stage set to "IFC," the approved drawing is immediately queued for submittal to the sub-supplier.

In this case, the IFC stage is set to expect a returned document. Once the drawing is submitted to the sub-supplier, the card will remain in the current stage until the document is returned.

Once the document is returned, it is ready to move to the third and final stage (IAB). To do this, select the "Start a different stage life (on save)" option and choose the next stage in the workflow from the drop-down list. In this case, set the next stage list to "IAB."

3. Document issued as built (IAB)

While with the sub-supplier for construction, the drawing is marked up (i.e., the red-lined version) as they manufacture the equipment. Once construction is completed, this new red-lined version of the drawing is returned from the sub-supplier.

Once returned, the red-lined version of the drawing is queued for submittal to the customer for their information/records (i.e., no return is expected).

After the drawing is submitted to the customer, the card will be completed (i.e., set to status "Z").

To learn about sequential (multi-stage) stage lists (with automated workflow progression), see the following article: Introduction to Stages & Stage Lists.

1. Document issued for customer approval (IFA)

2. Document issued for construction (IFC)

3. Document issued as built (IAB)

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