Create an Internal Draft workflow - HxGN SDx - Update 64 - Help

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SmartPlant Foundation / SDx Version
10

As an engineer working on a document, you can send it to other engineers within the organization to update the working documents using the Internal Draft workflow. Once the draft workflow is complete, the document can be signed off manually before loading it into the SDx system through the submittal process or can be attached to the Internal Review Action workflow where it will be auto-signed off.

Internal Draft workflow is to get the working documents modified by multiple engineers electronically. For example, P&ID drawings developed by engineers can be sent to the CAD specialists for drafting. With this workflow, traceability and progress of the documents is ensured.

Step

Description

Who

Initiate the draft

Initiate an internal draft workflow for any working document which needs to be updated.

  • Select the document, and then select Actions > Attach Workflow > HEX Internal Draft Workflow.

Submitter

Add content, markups, and comments

  • Attach any additional files, create markups on the files, and provide comments.

  • Select one or more editors and set the due date on the form. Due date is the time by which an editor should ideally respond.

  • Select Actions > Document Version > Edit > Manage Files to add the files.

  • Select Actions > Document Version > New Comment to add the comments.

  • Select Actions > Document Version > to add the markups.

  • Select Actions > Document Version > Assign Editors.

  • Select Actions > Task > Complete to complete the internal draft workflow.

  • Select Actions > Task > Reassign to reassign this step to another user.

Submitter or reassigned user

Modify the document

Update the document by performing actions similar to the Add content, markups, and comments step.

You must claim this step before you can modify the document. Once the step is claimed, the unclaimed steps in the To Do List of other recipients are terminated by the system.

One or more editors

Review the changes

Review the response. If satisfied, complete the workflow.

Submitter

Resend

Send the document back to the editor, if additional changes to the document are required.

Submitter

Reassign

Send the updated document to another user using the Internal Draft workflow.

Submitter

Complete the workflow

End the workflow.

Submitter

Details of the internal draft workflow steps:

  • The first step of the internal draft workflow sends an Add content, markups, and comments step to the submitter's To Do List.

  • On completing the Add content step:

    • The system validates that at least one editor has been selected and they are not the same as the submitter.

    • The system sets the recipients to the editors specified in the Assign Editors dialog box.

    • The system sets the workflow step target date to the Due Date specified in the Assign Editors dialog box.

  • One or more editors get a step in the To Do List. The editor claims the step, updates the document, and sends it back to the submitter.

  • The submitter reviews the modifications made to the document.

    • If the submitter accepts the modifications, the internal draft workflow ends.

    • If the submitter rejects the modifications, the system sends an Add content, markups, and comments step to the submitter's To Do List.

    • If the submitter reassigns the document to another user, the system routes the document to the selected recipient.

For more information, see Internal draft.