FAQ Workflow

Frequently asked questions and their answers.

• I should have been responsible for a step, but I'm not. What could have happened?

You can view the person responsible for the step by hovering the mouse on the specific step below the document information and, if you do not agree, you can evaluate with the NetLex Platform Administrator in your company so that he can change the workflow rules and even transfer a specific document to you.

• I accidentally clicked approve. What can I do?

You can ask the person responsible for the next step to reject the task and return to your step. You can do this via chat on the document screen, just mark the person responsible for the next step with an @ and explain what happened and he will be notified of the message. However, we emphasize that the decision to approve has to be taken carefully, because all the progress in the workflow is saved in the database and will appear in the reports.

• Which previous step should I send when I reject the current step?

This is a decision directly linked to your workflow. If in doubt, contact your supervisor or the NetLex Platform Administrator at your company.

• I do not agree with the deadline for activities. The deadline is too short. What to do?

You can contact your supervisor or the NetLex Platform Administrator at your company to better understand the workflow rules. You can also request a term extension.

• How do I know why I am responsible in a step?

You can contact your supervisor or the NetLex Platform Administrator at your company to better understand the workflow rules. Or you can see who is responsible for each step by hovering the mouse cursor on the specific step in the bar below the document information.

• What to do when the approve button doesn't appear for me and the workflow is stuck at some step?

When it is not possible to proceed in the workflow flow and the approve button is not available, it means that there is still something pending to be completed in the questionnaire. In this case, you can access the questionnaire in two ways highlighted in the print below: the first by clicking on the questionnaire and the second by clicking on the bottom bar of the screen with the option “Answer the new questions in the questionnaire”. In this way, you must access the questionnaire and fill in the necessary data, and then click on “Complete questionnaire”. After completing the questionnaire, the approve button will be visible and then it will be possible to complete the step and continue the workflow.

• I filled out the questionnaire and still couldn't approve the step, how do I proceed?

In this case, you have probably failed to complete the survey, as the data entered in the survey is only saved after clicking the “Finish questionnaire” button. So, to be able to approve the step correctly, just enter the data in the questionnaire, click on “Finish questionnaire” in the lower right corner of the screen, and then the “Approve” button will be visible and it will be possible to approve the document.

• The workflow ended automatically, what happened?

In the configuration of the workflow step, it is possible to select the option for the workflow to be closed automatically if the document is not approved within the specified period. If this occurred improperly, the workflow must be reactivated by the Administrator or by the person responsible for that step by clicking on the button labeled “Canceled” at the top right of the screen, and then clicking on the “Reactivate” button, if he/she has the necessary permission.

• What is the difference between the “Obtain responsability” button and the “Manage responsibility” button?

“Obtain responsibility” is a specific way for administrators (and users who have such permission) to force responsibility to be assigned to them, allowing changes to be made to that step. It is worth noting that with this option, the responsibility for the step is shared between the original person in charge and the administrator. While “Manage responsibility” is the common way non-admin users have to change responsibility for that step, and it should be done.

• What to do when the person responsible for the step is a team?

For more information about the responsibility of a step being a team, access our Help Center article “Team responsibility for activity”.

• When changing the person responsible, are all the responsibilities transferred or just the one in the document step?

When you change the responsibility directly in a specific document step, the responsibility is changed only for that document and that specific step. If you want to change all of that person's responsibilities, not just a specific document and step, use the transfer of responsibility functionality. For more information on transferring responsibility during vacations, access the article “Transfer of responsibility during holidays” in our Help Center.

• What is the difference between standard responsibility transfer and vacation transfer?

The default transfer of responsibility, done within the step of a specific document, transfers responsibility only in that specific step and document. The transfer of vacation responsibility transfers all responsibilities, for all steps and documents, during the specified period.

• They transferred responsibility during the holidays to me, but there are still activities prior to the period that I cannot see and continue. What was there?

In this case, the user who transferred responsibility to you used a transfer period start date that did not encompass all activities still open for that person. In this way, some old activities did not have the responsibility transferred to you and are still pending waiting for the previous responsible. To resolve this issue, you must edit responsibility for specific documents and steps that are still pending, or reconfigure the transfer of responsibility during vacation so that the selected time period encompasses these older activities.

• How can I pull responsibility for another activity onto myself?

If this is necessary and decided with your team, you can ask the person in charge to transfer responsibility to you or request that the administrator take responsibility for the step and then transfer it to you.

• The requester is not responding to my request for a deadline extension. How to proceed?

If he doesn't respond within 24 hours, his request can be granted automatically or not, depending on the workflow configuration. This is a configuration that may have been released by your company or not, check with the NetLex Platform Administrator at your company.

• How many term extensions can I request?

There is no limit set by the system, so you can request as many term extensions as you like. However, any change in deadline will be included in the intelligence reports. It is worth noting that it is just not possible to open more than one deadline request at a time, because when creating a new one, the old one will be canceled.

• What happens if I ask for the extension on the last day of my deadline?

If approved, it will be extended. If not answered within 24 hours, your request may or may not be granted automatically, depending on the workflow configuration. This is a configuration that may have been released by your company or not, check with the NetLex Platform Administrator at your company. If the request is fulfilled before the deadline, the activity will remain within the deadline.

• What to do if the clarifications are not enough?

You can ask for further clarification, there are no limits. There is also the option of chat within the page of each document, where it is possible to exchange messages quickly with others involved with the document.

• What happens if I ask for clarification on the last day of the deadline?

It's okay to request clarification on the last day of the deadline, it can just happen that the document workflow is completed before the request is answered. However, it is worth noting that these requests are available at any time in the history within a specific document on the platform.