Document Review Process

[davednz]

Hi Dave here, just another newbie and I have a question   :?:

How is Document Review handled in Alfresco?

I am hopeful of a feature included in Alfresco whereby, if I was to create a new document or update an existing one, can I set a date for that document to be reviewed which would then, at the preset date, generate an email to me (Quality Manager) to review the document. The review date could perhaps also automatically move the document to a "Documents for Review" folder and maybe the document could not be re-published until it has at the very least been opened? Once reviewed and if no changes were made it could be then re-published with the document history recording the date of any review or if changed the date of update. This would be good for the old audit trail I think.

My appologies if this comment has been covered in another forum but I've had a browse through a number of them and have not seen it covered yet.

Thanks in advance.
Dave

[davidc]

At a high-level you can:

1) Define a "review" aspect and apply it to any documents you want to mark for future review (the aspect defines a review date)
2) Define a scheduled action that queries for documents due for review - the action starts the review workflow and assigns to the appropriate person - perhaps defined as a property on the "review" aspect
3) Modify the out-of-the-box review workflow to move the document to a review folder and add a mandatory checkbox to the review task which the user has to check before allowing "approve".
4) On approve, the workflow can move/copy/publish the document
5) The workflow log or audit trail keeps a log of the approval process
6) Document versioning can keep a trail of changes to the document

[davednz]

Thanks David for your comprehensive reply. In fact I think I posted my original question a bit early as I have since spent more time discovering the many great features of Alfresco by going over all the demos, looking at the Wiki etc and realise after having done so that you guys would have had something as basic as this covered.

I'm about to download 1.4 and have a hands on test drive and am looking forward to it.

Cheers
Dave

[cneto]

5) The workflow log or audit trail keeps a log of the approval process

Where is this?

[davidc]

Audit - http://wiki.alfresco.com/wiki/Audit