Workflows
How EnaTTO workflows move disclosures, proposals and documents through stages, tasks, deadlines and approvals, and how admins adjust and version them.
- EnaTTO app
This article was verified with an older release. Screen names or steps may differ in the current version.
A workflow decides which stages a record goes through, who acts at each stage and by when. EnaTTO comes with three ready-made workflows. Your organization adjusts their names, deadlines, approval levels and the people who receive tasks; it cannot add or remove stages.
| Workflow | Stages |
|---|---|
| Invention disclosure | Draft → Completeness check → Evaluation → Committee → Institutional decision → Decided (or Withdrawn) |
| Project proposal | Proposal preparation → Internal approval → Ready to submit → Under review → In progress → Completed (or Terminated, Rejected, Withdrawn) |
| Document approval | Preparation → Review and approval → Approved |
Required role
- Acting on a stage: the people the stage names (for example the inventors in Draft, the IP specialists pool in Completeness check).
- Changing workflow settings and pools: Configure workflows (Owner, Administrator).
The workflow card on a record
Records with a workflow show a workflow card with the stages (done, current stage, pending), the deadline of the current stage and the actions you may take, such as Submit to TTO or Approve. Some actions require an explanation; some require conditions, for example "At least one inventor". If a condition is missing, EnaTTO tells you which.
- Add note writes a note into the record's History. Turn on Internal note to show it only to people who can edit the record; external experts and attorneys never see internal notes.
- Cancel workflow (TTO only) closes the open stage tasks; the record itself is not changed and the workflow can be started again.
- History lists every action, approval, note, reminder and passed deadline with who did it and when.
Invention disclosures and project proposals start their workflow automatically when they are created. On a document, start Document approval from the document page when needed.
Tasks, deadlines and escalation
When a record enters a stage, the people in the stage's pool (or the record role it names) get a task in My tasks and a notification. Each stage can have a deadline in days, reminders a number of days before, and a pool that is notified when the deadline passes. A passed deadline never moves or closes the record; a person decides. When the stage moves on, its open tasks close.
Pools
Open Workflows. Under People pools each pool shows the workflows that use it and its members. Add person puts an organization member in the pool; Remove takes them out (their open tasks stay; they get no tasks in new stages). A stage whose pool is empty creates no tasks, so fill the pools before you start.
| Workflow | Pools |
|---|---|
| Invention disclosure | IP specialists, IP managers, TTO director, Vice rector for research |
| Project proposal | Research office, Proposal approvers, Project managers |
| Document approval | Document reviewers, Document approvers, TTO managers |
Change the workflow settings
Go to Workflows and open a workflow under Workflow definitions.
For each stage you can change the Stage name (Turkish), Stage name (English) and descriptions; the Deadline (Duration (days), Reminders (days before), Pool notified when overdue); optional Approval levels, for example the second level (vice rector) of the institutional decision or of a project's internal approval, which are off by default; Required conditions for an action; and, for a committee stage, the Deciding committee.
Enter an optional Version note and click Publish new version.
Workflows started from now on use the new version. Running workflows continue on the version they started with. Version history lists every version with its note, who published it and how many workflows are running on it. When EnaTTO ships a new template version, your changes are carried over and the system publishes a new version for you.
German stage names
The German names of stages and actions come with the product. If you rename a stage, the German interface shows your English name for it.
Related articles
Can't find what you need?
Our support team can help, from setting up workflows to reports. Please include your organisation code.
Deadlines and the EPO check
Track IP deadlines with reminders, save suggested deadlines from the office profile, and compare a published application with EPO data and the EP Register.
Committees
Set up IP, ethics or project committees in EnaTTO, plan meetings, take attendance, handle conflicts of interest and record decisions that move workflows on.