Using the ISO 19650 Workflow helps streamline collaboration via Submissions. The workflow has four stages – Work-in-progress, Shared, Publish, and Archived. Through these four stages, you can collaborate on a submission with your team, with consultants, contractors, designers, & clients, and have a well-reviewed and agreed upon output at each stage. Learn more about the workflow here.
All the artefacts within your workspace can be considered Work-in-progress artefacts.
Chronology
Every submission has a Chronology that lists all the actions that took place on a submission. You can see the users that are part of the flow along with what stage and role they were responsible for with the help of the Stage, Actor and Role fields. You can also see the status of the actions assigned to them with the help of the Status field and the date on which they completed them with the Completed Date field.
Send an artefact from WIP to Shared
1. While sending a new mail, you can select the workflow option as "ISO 19650" to trigger this. This changes the Response Required from the mail to "Accept."
2. When you attach artefacts to this mail, you are sending them for Acceptance from the WIP to the Shared stage.
Read more about sending artefacts from WIP to Shared stage here.
Accepting artefacts to a stage
Recipients, who can be consultants, contractors, or sub-contractors, can view your mail, can review it, get comments from within their teams, verify whether it conforms to requirements and make any other checks that are required.
The recipients can also see that they have an open action. After completing the checks mentioned above, they can then Accept the mail. If they choose to Accept it, the status in the Chronology changes from Pending to Accepted. This means that the artefacts in the submission are now accepted to be in that particular stage and the workflow can continue.
When an artefact is accepted from WIP stage to Shared, then the status is reflected in the Chronology, and a button to send it through to the next stage (Publish) for acceptance becomes active.
Sending an artefact from Shared to Publish
1. When an artefact is accepted to the Shared stage, it can then be forwarded to the next stage by clicking on the Shared -> Publishing button that becomes active on the mail dialog.
2. Clicking this button generates a new mail that can be to recipients who can approve it to the Publish stage after necessary deliberations.
Read more about sending an artefact from Shared to Publish stage here.
Archive an artefact
1. Similarly, when an artefact has been accepted to Publish, then a button to archive it becomes active on the mail.
2. If you click the Publishing -> Archive button, Fulcrum prompts you to confirm your intent. Click OK.
3. Once you click OK, you can see in the Chronology details that the artefacts in the submission are now in the Archived stage.
When an artefact is declined
1. Your artefact can be declined at any stage. When this happens, you can make the necessary changes and re-send it to that stage for acceptance again.