One question we often get is: does Innoslate do workflow? What people mostly mean by this question is how can they approve documents and requirements and be notified that that approval has occurred? How can we be sure the right person approved the item? Innoslate provides this capability using what we call “lightweight workflow.”
Lightweight work flow follows a simple process using the notifications, labels, history, and baselining features of Innoslate. The steps of that process are provided below.
Step 1: Setting up a signature block.
Most requirements approval occur at a document level. An example would be a standard operating procedure (SOP) for a project. The set of requirements are embedded in the SOP document. Innoslate provides templates for SOPs that can be used to develop them. You only need to access the SOP document (Menu/SOPs as seen below).
You can then select a blank document or the Standard Operating Procedure (With Guidelines) and the template will be produced.
In this template, there is a signature block. These can easily be separated in to separate blocks or you can break them out individually.
The screen shot below shows an example of breaking out the signature blocks. We have already added the information about the signatories of the SOP (Project Manager, Program Manager, and Division Manager).
Each manager may want to subscribe to one or more of these block for notification when it has been changed. Subscribing to an entity is easy and available from Entity View. Just select the entity and open the Entity View, as shown below.
In the Entity View of the signature of interest, select the “More” button and “Follow” the entity. The “Follow” tells Innoslate that you want to receive a notification anytime this entity is changed. When a change is made an e-mail will be sent to your e-mail address.
So, once the Project Manager approves of this entity, by adding the “Approved” label (note you may have to add this label as its not part of the standard label set), and the initials or a picture of the person’s signature can also be added at the same time, then an e-mail will be sent out to anyone subscribed to the entity. The e-mail below shows the notification I received from Innoslate.
Going back to the SOP and selecting the Project Manager entity, we see that the approved was made (see below).
The time and date of this approval and who approved it is recorded in the history of that entity, which is accessed from the Entity View using the “History” button (see below).
If you want to ensure that no changes occur elsewhere in the document after each approval, you can use the baselining feature (see the “Baseline” button at the top of the Document’s View).
This action will freeze the changes and only allow changes to the next version.
So using these techniques, Innoslate provides all you need to ensure that the requirements documents you produce follow your workflow.