How to Configure Document Workflows in Zoho Writer | Step-by-Step Guide

How to assign document workflows in Zoho Writer

Overview

Zoho Writer's document workflows lets you easily review and approve documents. It includes a set of pre-built workflows and options to create custom workflows. Even while using the pre-built workflows, you can fine tune them to your needs using the configuration options.

Workflow components
  1. Built-in workflows: Use the ready-made Review, Approval, or Review and Approval workflows.
  2. Custom workflows: Create personalized workflows that match your business process.
  3. Sending order: For each stage, specify whether a document needs to be reviewed by all the stakeholders at once (in parallel), or (parallel) or one after another (sequential).
  4. Completion rule: For each stage, choose whether everyone or just one person must respond to complete it.
  5. Due dates and reminders: Set a due date for each stage to send email reminders to all the stakeholders.
  6. Tracking: Check the document’s status and history at any time.

Prerequisites 

  1. Documents must be stored in Zoho WorkDrive
  2. The Workflow feature must be enabled for your organization by the Org Admin in Zoho WorkDrive
  3. You must be the document owner to apply a workflow
  4. You must be a reviewer or approver to edit a document in review
  5. To use a custom workflow, your Super Admin must first create it in Zoho WorkDrive.

 Steps 

 How to start a workflow 

  1. Open the document in Zoho Writer
  2. Click Assign Workflow.

  3. Choose a workflow: Review, Approval, Review and Approval, or Custom

  4. For each stage:
    1. Add reviewers and approvers. 
    2. Choose how the document is sent for review:
      1. Parallel: All stakeholders can get the document at the same time
      2. Sequential: Every stakeholder gets the document in the specified order. Drag names to change the order.

    3. Choose when each stage is complete:
      1. Everyone must perform: The stage ends after all assigned people finish.
      2. At least one user must perform: The stage ends as soon as one person finishes.

  5. Set a due date. Writer sends reminders as the date approaches.
  6. Click Send for review. Once the workflow is completed, the document’s status changes to Approved and is Marked as Final. The owner receives an email about the workflow completion, with a link to the final document.

How to track a document's workflow status

  1. A document’s current status appears next to its title: Review Requested, Approval Requested, Changes Suggested, or Approved.
  2. Click the status to see a summary of the workflow.
  3. Click View Blueprint to see each stage, who acted on it, and when.
  4. To track all your workflows in one place, go to Writer's dashboard > Document Tasks:
    1. Assigned to me: Documents waiting for your action.
    2. Initiated by me: Workflows you started.

How to abort a workflow 

  1. Open the document in Zoho Writer and click the status.
  2. Click Abort workflow.

Troubleshooting Tips 

  1. Error / Symptom: Unable to assign a workflow
Make sure the document is stored in Zoho WorkDrive, workflows are enabled for your organization, and you’re the document owner.
  1. Error / Symptom: Owner can’t edit the document
Once a workflow starts, only the assigned reviewers and approvers can edit the document. The owner can only add comments until the workflow ends.
  1. Error / Symptom: Workflow isn’t progressing
Check the stage’s completion rule. If it’s set to Everyone must perform, the stage ends only after all assigned reviewers and approvers complete their task. If the document is sent sequentially, check whose turn it is.

FAQ 

  1. How many reviewers or approvers can I add?
Up to 10 per stage.
  1. Can each workflow stage have different settings?
Yes. Each stage has its own sending order (sequential or parallel) and its own completion rule.
  1. Can I see the workflows applied to a document in the past?
No. You can only view the details of all that happened during the current workflow.
  1. Who can abort a workflow?
The document owner. Click the status next to the document title and click Abort workflow.
  1. What happens when a workflow is aborted?
The workflow stops right away, and the document returns to its normal editable state.
  1. Can I add external reviewers and approvers?
Yes. You can add members who are not a part of your organization as reviewers and approvers. An OTP will be sent to them when they open the document.
  1. Workflows in WorkDrive

Support contact details 

Global: support@zohowriter.com
EU: support@eu.zohowriter.com
US: +1 888 900 9646 (#5 - #4)
India: + 91 44 6965 6070 (#5 - #4)
UK: + 44 (20) 35647890