best practices forum

It would be great if we could start a best practices forum for using the ad hoc workflows plugin. This would be a good addition to the documentation.

e.g. I would like to know how others are dealing with attachments in SOP style usage scenarios
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  • EMPLOYEE
    I’m happy
    Good idea! We are working on something that will facilitate sharing ideas, but formal forum is something to consider too.

    Will keep you posted.

    Roberto
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  • I’m confident
    I'm in the process of implementing some SOP workflows. What needs to happen is:

    1. Document starts as draft
    2. Document gets editted by anyone
    3. Document gets approved by designated person with clue
    4. Document's approval gets double checked by Quality Officer & published
    5. Document expires after 180 days and gets dumped back to 1. Draft

    The 'person with clue' in step 3 can be three different people, but always just one of the three, not all three. (e.g. manager A cannot approve stuff that falls under manager B). I'm currently thinking of using labels for documents and have the approval be conditional depending on the label, but since those can be removed, that doesn't seem ideal.

    After step 4 I want the document to be moved to another space with different permissions. I've been able to do that with the previous workflows plugin but I haven't been able to figure out how with the current release.

    Also, I'm thinking of creating an extra 'about to expire' state 10 days before the documents expire so the people can easily see which documents are about to expire and have a look at them before they do.
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  • Menso,

    Very interesting scenario... It sounds feasible, using workflow parameters and new features coming up soon...

    I am very busy right now with the summit but will follow up with you next week.

    Roberto
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  • I’m confident
    I'd love to discuss this more too. One of the things they really need is to have multiple versions of the document.

    For example, document XYZ can have several states. Version 2 might be published while version 1 is expired and version 3 is in concept. Currently, I don't really see an easy way to do this.

    What they really need is to have a versioning system added to the document each time it is published, and for old published versions to be archived.

    They're legally bound to be able to show published versions 1 through 5 even if the current version is number 6. The current "edit a document, replace a , with a . and you have a new version" way that confluence works makes archiving and versioning like this a real pain unfortunately.

    Also, I'd love it if I could assign ad-hoc tasks to documents in a space that are under a workflow. For example, once the document has reached the 'published' stage, they need to have people digitally sign that they have read the document. At that point, it would be great if they could assign the task 'Read' to the group 'lab workers' if it's a lab SOP.

    So far the workflow itself has been really easy to implement, but without the archiving it doesn't meet legal requirements and the system won't pass the regulators checking it.
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  • Menso,

    It's no problem to have both a published version and a newer one that's currently being worked on.

    For some of your other requirements we've developed a custom solution on top of the ad hoc workflows plugin.

    Actually all that's required is to save the information of all the published versions. We've added a custom action macro that leaves traces of 'publish' triggers in our database, and added this to our workflow. With this we always have a trace of which versions of pages were published versions. Since confluence keeps the page's history forever this is all we really need.

    we've also added 'compare to previous published version' functionality to facilitate easier reviews and also easier comparisons of the latest published version to the previously published version.

    I'd be interested to hear how to implement a 'Read' approval as well, although I think it would need to be a bit more sofisticated than what you suggested in our case...

    kind regards,
    Egon.
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  • I’m happy
    Hi egon,

    That sounds exactly like what I need! Did you publish your plugin somewhere? Is it available so I can see if it makes my life easier? :-)

    Thanks,

    Menso
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  • Hi Menso,

    I'm afraid our plugin is not available publicly. Even if I could make it available, that would not make sense, since everything is tightly coupled to our infrastructure.

    Basically everything you need is this information (and some java experience): http://www.adhocworkflows.com/pages/v...

    Hope this helps you somehow...

    Egon.
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  • I’m undecided
    Thanks egon... Roberto, can you inform me of what I described above will be in the plugin any time soon? I really need this.
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  • I’m optimistic
    I think this is a top idea which I hope they decide to take on board.
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