Approval Workflow Termination

If the approval workflow is terminated manually or unexpectedly for any reason, the following events occur:

  • The document’s version is incremented to the next minor version of the pre-approval version
  • The version number on the document content is updated to reflect the new version
  • The document’s lifecycle status is set back to Review
  • The document’s workflow status is updated to Approval Workflow Terminated
  • The REVIEW watermark will be applied if configured
  • The track changes feature is enabled
  • New audit log entries are created to record the termination events:
    • Workflow Terminated entry. This description in this entry either identifies the user id of the user who terminated the workflow or indicates that the workflow terminated as a result of an error in the workflow
    • Version Change entry. The description in this entry identifies the before and after version numbers
    • Lifecycle Status Change entry. The description in this entry identifies the from and to lifecycle stages.
  • The overall workflow status on the Workflow Overview screen is set to Canceled and the Completed On date is set to the date and the time of termination
  • The workflow history for that instance of the approval workflow is updated to reflect the date and the time of termination
  • All tasks that were in In Progress state when the workflow is terminated are cancelled, and their status is updated to reflect cancellation
  • User actions for the tasks that are cancelled are updated to the status Canceled
  • All approvers whose tasks are cancelled are notified via an email that they no longer need to approve the document
  • The workflow initiator and the document author are notified via an email that the workflow is terminated. If the document author is the initiator, only one email is sent.
  • If a rendered PDF version of the document was signed prior to termination, the signatures will not be cleared
  • If the source document or the uploaded document, such as a PDF file, was signed prior to termination, any digital or electronic signatures that were applied are cleared.