Deadline via Questionnaire

🎯 Objective

In this article, you will learn how to configure deadlines in Workflow 2, including the new Deadline via Questionnaire functionality. By the end, you will know how to use this feature to adjust deadlines in a smarter and more personalized way.

This article contains the following sections:

• Fixed Deadline
• Deadline via Questionnaire
• How to configure the deadline via questionnaire?
• Deadline via questionnaire with number properties
• Deadline via questionnaire with date properties
  
  
  

🆕 What are fixed and questionnaire-based deadlines?

📅 Fixed Deadline

The fixed deadline is a simple and straightforward way to set deadlines. You can define a fixed number of days (business or calendar days) for the completion of the stage, regardless of the document's content or characteristics.

• When to use it?
  Use the fixed deadline when the time to complete the stage does not change, no matter the document. It is useful for standardized processes where the time is always the same, such as regular document reviews or simple approvals.
• Practical example:
  If the stage needs to be completed in 5 business days, simply set that value in the workflow. The deadline will be counted from the start of the stage, adding 5 business days.
  
  
  

❓ Deadline via Questionnaire

The deadline via questionnaire is more flexible and personalized. It allows the deadline for a stage to be calculated based on specific information in the document, such as legal deadlines, urgency levels, or dates entered during document completion.

• When to use it?
  The deadline via questionnaire is ideal for cases where the stage's completion time varies according to the document’s specific characteristics. This is perfect for scenarios where the deadline needs to adjust automatically depending on variables like expiration date or document urgency.
• Practical example:
  If the document has a property called “Urgency Level” (high, medium, or low), you can configure the stage's deadline based on this value. A "high" urgency level may have a 2-day deadline, while a "medium" urgency level may have 5 days, all automatically adjusted by the system.
  
  
  
  

⚙️ How to configure the deadline via questionnaire?

👉 Step by step:

1. Select the stage of the workflow where you want to configure the deadline.
2. Choose the "Deadline via Questionnaire" option in the configuration panel.
3. Define the document property to be used to calculate the deadline. You can choose between number or date properties.
   
   
   

🔢 Deadline via questionnaire with number properties

Number properties can be automated through the questionnaire or filled directly in the Smart document or management, reflecting document characteristics such as the number of days for each urgency level.

The configurator also allows for choosing between business days or calendar days. For business days, the calendar configured in the "Business Days Calendar" section, available to administrators, will be used.

Important points:

• If the number is 0, the deadline is the same day as the start of the stage.
• If the property is in a table with multiple rows, the number from the first row will be considered.
• If the property has a negative number or is not correctly filled, the stage will not have a defined deadline.
• The maximum deadline is 366 business or calendar days. If the number exceeds 366, the deadline will be 366 days.
• If the property value changes during the stage, this change will not affect the ongoing deadline.
• Only integer number properties can be used. Percentage or monetary formats cannot be used.
  
  
  

📅 Deadline via questionnaire with date properties

Date properties can be automated via the questionnaire or filled directly in the Smart document or management, reflecting document characteristics such as legal deadlines.

Important rules:

• If the date is the same as the start day of the stage, the responsible parties will have only that day to complete the task.
• If the date is before the stage start, the stage will begin late, which will be reflected in deadline compliance reports.
• If the property is in a table with multiple rows, the date from the first row will be considered.
• If the property is not correctly filled or found in the document, the stage will not have a defined deadline.
• If the stage is restarted due to rejection or reopening of the workflow, the deadline will be updated based on the property value at the time of restart.

With Deadline via Questionnaire, your workflows become even more dynamic and adaptable to the needs of the processed documents. 🎯