Workflows

Using Workflows

Bimefy's workflow system follows ISO 19650 principles, allowing you to manage the lifecycle of project files through three main states: Work in Progress (WIP), Shared, and Published. This ensures proper information management and approval processes throughout your project.

1. Understanding Workflow States

1. Work in Progress (WIP):

• Files in this state are being actively developed by team members.
• These files are typically only visible to the team members working on them.
• Files in WIP are not yet ready for coordination or review.

2. Shared:

• Files moved to Shared are available for coordination and review by other team members.
• This state allows for collaboration and feedback before final approval.
• Files in Shared can be reviewed by stakeholders with appropriate permissions.

3. Published:

• Published files are client-approved and represent the final, approved documentation.
• These files are the official project deliverables.
• Published files should only be moved from Shared after proper approval.

2. Creating and Managing Workflows

1. Accessing Workflows:

• Navigate to the Workflows section from your project dashboard.
• You'll see all pending workflows that require action.

2. Initiating a Workflow:

• When you're ready to move files from WIP to Shared, or from Shared to Published, create a workflow request.
• Select the files you want to move and specify the target state.
• Add any necessary comments or context for reviewers.

3. Submitting for Approval:

• Once you've created a workflow, it will be submitted to the appropriate approvers based on your project's role and discipline settings.
• Approvers will receive notifications about pending workflows.

3. Approving Workflows

1. Reviewing Pending Workflows:

• Approvers can see all workflows pending their approval in the Workflows section.
• Review the files, comments, and context before making a decision.

2. Approving or Rejecting:

• Approve the workflow to move files to the next state (WIP → Shared, or Shared → Published).
• Reject the workflow if changes are needed, providing feedback to the submitter.
• Rejected workflows can be resubmitted after necessary changes are made.

3. Role-Based Permissions:

• Only users with appropriate roles (such as Approver roles with Shared disciplines) can approve workflows.
• Permissions are managed through the project's member settings and role assignments.

4. Workflow Best Practices

- Clear Communication:

• Always include clear comments when submitting workflows to help approvers understand the changes or context.

- Regular Reviews:

• Regularly review and process pending workflows to keep the project moving forward smoothly.

- Proper State Management:

• Ensure files are in the correct state for their current stage in the project lifecycle.
• Don't skip states—follow the proper progression: WIP → Shared → Published.

5. Tracking Workflow History

- Audit Trail:

• All workflow actions are tracked, providing a complete audit trail of file movements and approvals.
• This helps maintain accountability and traceability throughout the project.

- Status Monitoring:

• Monitor the status of your submitted workflows to see when they're approved or if they need attention.
• Use the dashboard to get an overview of all pending workflows across your projects.