Introduction

The primary differences between Lialis Quality DMS Lite and Portal Systems Shareflex Documents Control / Quality Management are outlined below:

Lialis Quality DMS Lite vs. Portal Systems Shareflex Documents Control / QM.

Workflow:
– Lialis Quality DMS Lite: Strait forward
– Portal Systems Shareflex Documents Control / QM: Complex

Number of SharePoint components:
– Lialis Quality DMS Lite: Low
– Portal Systems Shareflex Documents Control / QM: Many

Number of files / documents per record:
– Lialis Quality DMS Lite: multiple
– Portal Systems Shareflex Documents Control / QM: One

Pricing:
– Lialis Quality DMS Lite: Less expensive
– Portal Systems Shareflex Documents Control / QM: More expensive

Implementation:
– Lialis Quality DMS Lite: Easier
– Portal Systems Shareflex Documents Control / QM: Complicated

Please check out the end user manual of Portal Systems Shareflex Documents Control / Quality Management here.

Document Approval Workflow

Documents created in Quality DMS Lite follow the workflow process outlined below before they are approved. The workflow can be adjusted to suit the needs of the clients.

Permission levels

The following roles/permission levels are utilized in Quality DMS Lite.

Role/User	Permission Level SPO	Description
Reviewer	Contribute / None	Individual responsible for reviewing newly created documents – (Lialis Test1)
Approver	Contribute / None	Individual responsible for approving newly created documents after the reviewer has conducted a positive review – (Lialis Test2)
Contributor	Contribute / None	Individual responsible for creating or updating new documents – (Lialis Test4 and Lialis Test5)
Reader	Read / None	Individuals authorized to read specific documents – (Lialis Test6)
Administrator	Full Control	Administrators responsible for managing the application, assigning permissions, and having read and edit access to all content – (Lialis Test3)

 

Creating a new document

The user (Lialis Test4) sets the document title, type, and department; additional metadata fields can be added upon request.

When the record is created, the initial Workflow Status is set to Draft, indicating that the workflow has not started yet.

Workflow Status: Draft – Permissions

Permissions applied to the record at this stage:

Role	Account	Can view the record	Can edit the record	Record assigned
Reviewer	Lialis Test 1	no	no	no
Approver	Lialis Test 2	no	no	no
Contributor	Lialis Test 4	yes	yes	yes
Contributor	Lialis Test 5	no	no	no
Reader	Lialis Test 6	no	no	no
Administrator	Lialis Test 3	yes	yes	no

 

When the Create button is pressed, the Files section becomes visible.

In this example, two Word documents are uploaded.

Document review workflow

Initiate the workflow by clicking the ‘Submit for Review’ button.

The workflow status changes to Submitted.

Workflow Status Submitted – Permissions

Permissions applied to the record at this stage:

Role	Account	Can view the record	Can edit the record	Record assigned
Reviewer	Lialis Test 1	yes	no	yes
Approver	Lialis Test 2	no	no	no
Contributor	Lialis Test 4	yes	no	no
Contributor	Lialis Test 5	no	no	no
Reader	Lialis Test 6	no	no	no
Administrator	Lialis Test 3	yes	yes	no

 

Workflow Status: Rework

Lialis Test1, the assigned reviewer, receives an email requesting to review the record.

The reviewer, unable to edit record metadata and attachments, reassigns the record to the requester due to missing data.

The workflow status changes to Rework.

Workflow Status Rework – Permissions

Permissions applied to the record at this stage:

Role	Account	Can view the record	Can edit the record	Record assigned
Reviewer	Lialis Test 1	no	no	no
Approver	Lialis Test 2	no	no	no
Contributor	Lialis Test 4	yes	yes	yes
Contributor	Lialis Test 5	no	no	no
Reader	Lialis Test 6	no	no	no
Administrator	Lialis Test 3	yes	yes	no

 

Lialis Test4 (initial requester) receives an email indicating that the new document needs an update. The record workflow history displays the workflow log and the reason for rejection.

Lialis Test4 adds the missing information, in this example, an Excel file is included. Then Lialis Test4 opens the Workflow Task sent by email and resubmits the item for review.

The workflow status changes to Submitted and restarts from the beginning, with the reviewer receiving an email containing a workflow task. The permissions applied to the record at this stage are the same as the permissions of a newly submitted record.

Workflow Status: Info requested

Now, the reviewer (Lialis Test1) only requires some information from the requester before submitting the item to the final approver. Although the item is assigned to the requester, the permissions are not changed. In contrast to the ‘Re-assign to Requester’ option, the reviewer still has view access to the record.

The workflow status changes to Info requested.

Workflow Status Info requested – Permissions

Permissions applied to the record at this stage:

Role	Account	Can view the record	Can edit the record	Record assigned
Reviewer	Lialis Test 1	yes	no	no
Approver	Lialis Test 2	no	no	no
Contributor	Lialis Test 4	yes	no	yes
Contributor	Lialis Test 5	no	no	no
Reader	Lialis Test 6	no	no	no
Administrator	Lialis Test 3	yes	yes	no

 

Workflow Status: Info provided

When the requester submits the requested information, the record is assigned to the reviewer, but permissions remain the same.

The workflow status changes to Info provided.

Workflow Status Info provided – Permissions

Permissions applied to the record at this stage are the same as the permissions of a newly submitted record:

Role	Account	Can view the record	Can edit the record	Record assigned
Reviewer	Lialis Test 1	yes	no	yes
Approver	Lialis Test 2	no	no	no
Contributor	Lialis Test 4	yes	no	no
Contributor	Lialis Test 5	no	no	no
Reader	Lialis Test 6	no	no	no
Administrator	Lialis Test 3	yes	yes	no

 

Workflow Status: Submitted for Approval

At this point, the reviewer waits until the requester is back from holiday and then submits the record for approval. A comment is not needed.

The workflow status changes to Submitted for Approval.

Workflow Status Submitted for Approval – Permissions

Permissions applied to the record at this stage:

Role	Account	Can view the record	Can edit the record	Record assigned
Reviewer	Lialis Test 1	no	no	no
Approver	Lialis Test 2	yes	no	yes
Contributor	Lialis Test 4	yes	no	no
Contributor	Lialis Test 5	no	no	no
Reader	Lialis Test 6	no	no	no
Administrator	Lialis Test 3	yes	yes	no

 

Workflow Status: Rejected

The Approver (Lialis Test2) receives an email with the request to approve the document for authorized users to read. However, due to certain reasons, the approver rejects the request, providing a required comment to substantiate this choice.

The workflow status changes to Rejected, and the workflow is completed.

The ‘Submit for review’ button is visible again in case the user wants to start a new workflow for this record.

Workflow Status Rejected – Permissions

Permissions applied to the record at this stage are the same as at status Draft:

Role	Account	Can view the record	Can edit the record	Record assigned
Reviewer	Lialis Test 1	no	no	no
Approver	Lialis Test 2	no	no	no
Contributor	Lialis Test 4	yes	yes	yes
Contributor	Lialis Test 5	no	no	no
Reader	Lialis Test 6	no	no	no
Administrator	Lialis Test 3	yes	yes	no

Final Document Approval

Workflow Status: Approved

The Approver (Lialis Test2) receives an email with the request to approve the document for authorized users to read. The record is approved:

The workflow status changes to Approved, and the workflow is completed.

Transition of the approved document back to draft for revisions.

The owner can transition the document from the approved stage back to draft for revisions by pressing the ‘Move to Draft’ button.

Workflow Status Move to Draft – Permissions

Permissions applied to the record at this stage:

Role	Account	Can view the  record	Can edit record	Record assigned
Reviewer	Lialis Test 1	no	no	no
Approver	Lialis Test 2	no	no	no
Contributor	Lialis Test 4	yes	Yes	no
Contributor	Lialis Test 5	yes	no	no
Reader	Lialis Test 6	yes	no	no
Administrator	Lialis Test 3	yes	no	no