Workflow Management

Initiating a Workflow Process

This section describes how to initiate a workflow process on data objects within a folder providing you have the correct permissions.

Notes:

  1. The following procedures assume that you have entered the community in which youwant to  perform specific management tasks as described in the previous section, Entering a Community.
  2. The authorization of objects that are managed by Project-based authorization, is dependent on  the type of relationship it has with its associated project(s) and user(s).  

To initiate a workflow process on a data object located in a specific community folder:

  1. In the Explorer page, in the Communities Tree (Browser), expand the tree to display all folders.
  2. Select and expand the folder in which you want to initiate a workflow process on a selected object. The selected folder's Profile Card displays in the right side and an array of icons appears in the top right side.
  3. Locate and highlight the object that you want to initiate a workflow process then click Initiate Process .
  4. The Initialize a Workflow window displays:
    • Click Workflow Class dropdown list and select a flowchart type.
    • Click Next to continue.
    • OR

    • Click Cancel to abort the operation.


  5. In the Initialize a Workflow dialog:
    • Select an available flowchart according to the workflow type selected in the previous step.
    • Click Next to continue
    • OR

    • Click Prev to return to the previous window
    • OR

    • Click Cancel to abort the operation


  6. The next Initialize a Workflow window displays the object's Profile Card for the process, as illustrated.
    • A process number for the object is automatically assigned and displayed in the Name field.
    • Click Advanced to display all Profile Card attributes and complete/change any pertinent fields, as required.
    • Click Next to continue
    • OR

    • Click Prev to return to the previous window.
    • OR

    • Click Cancel to abort the operation.


  7. The next Initialize a Workflow window enables you to add related objects to the workflow process:
    • Click the link Click Here to Add to display the Advanced Search window and generate a search for related objects to attach to this process
    • To remove related objects added to the process, select the object(s) checkbox(es) then click the link Click Here to Remove
    • Click Finish to complete initiating the workflow process
    • OR

    • Click Prev to return to the previous window
    • OR

    • Click Cancel to abort the operation
  8. The Task Box page now displays, and the Profile Card for the workflow process initiated in the previous steps is shown.

Accessing Workflow Processes

Workflow processes are accessed from the Task Box page and stored in the following folders:

Inbox
Displays processes received and waiting for review. A new process can be initiated by clicking on the Initiate Process icon in the top right corner of the page.
Sent Items
Displays processes previously accepted or rejected.
Complete
Displays processes that have been completed.
Deleted Items
Displays processes that were deleted

When you select a Task Box folder, all tasks contained in the folder are displayed in the right side. Clicking on a selected process opens and displays the process (including attachments) for review and managing.