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Document Collections and approval via workflow

gronwmi

I am new to Document Collections and have a couple of questions. My use case would be that we have several "checklist" adobe forms that are used for annual review & approval of a Credentialing object. Each Credentialing object will have its own "checklist"/adobe form.

We run a review and approval twice a month. There could be 100-300 "checklists" that need to be reviewed and approved through each cycle. Right now, the approver opens each of the 100-300 Adobe documents and signs electronically on the Adobe form. Very time-consuming. I am trying to improve this process.

Is it possible to set up a Document Collection of all "checklists" to be reviewed during a specific cycle. Could the Document Collection have its own metadata separate from the checklist metadata and could be identified with a different title such as "Credentialing Approvals xx.xx.2026" (for example). This Document Collection would contain the 100-300 checklists to be reviewed.

Then, instead of signing each individual "checklist"/Adobe document, use a workflow to document the approval?

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  • 0

    The document collection is a separate object, with separate metadata, and can definitely go through a workflow that requires an M-Files electronic signature.

    I might ask what the actual outcome of this process needs to be, though.  Do the actual Adobe documents need to end up digitally signed too, or would it be okay that they were related to something with an M-Files signature?

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  • 0

    The document collection is a separate object, with separate metadata, and can definitely go through a workflow that requires an M-Files electronic signature.

    I might ask what the actual outcome of this process needs to be, though.  Do the actual Adobe documents need to end up digitally signed too, or would it be okay that they were related to something with an M-Files signature?

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  • 0 in reply to Craig Hawker

    Thanks for your reply! If I could get an electronic signature of approval for the entire document collection, I would not need each Adobe checklist to be digitally signed. The requirement would be an electronic signature somewhere for auditing purposes.

  • 0 in reply to gronwmi

    It does depend on exactly what you mean by an electronic signature, but if you are happy with the M-Files electronic signature then this sounds like a possibility.

    One thing I would highlight is that you may want to consider the practicality of this from an audit perspective though.  By default document collection members point to the "latest version" of an object, but it is unlikely that this is what you want.  Instead: those relationships should point to the specific version of the document, so the signature represents them signing one specific version (in case it changes in the future).

    Maybe some others have some views here, but this is probably the way I would go.

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