Library Administrator Workflow Status Report

In the Library Administrator's Workflow Status Report, you can search for workflows and perform certain actions such as cancel a workflow, get a copy, clear completed and cancelled workflows, override tasks and activities and delegate tasks.

In the report results, you can see the status of each task and activity in each workflow, the percentage completed, the comments or feedback documents provided by participants, the completion date, the due date, and status (reviewed or approved).

The Workflow Status Report can be accessed from the Web Client and the FDA.

To create a Workflow Status Report

1. In the Web Client, go to Library Admin > Workflow > Status Report.

• In FDA, go to Administration > Workflows > Status Report.

2. Select from the following filter options. Alternatively, to return a list of all workflow events, leave the check boxes clear.

• Approval Status Equals — Select one of the following: In Progress, Completed, Cancelled, Pending Approval, Approved, or Not Approved.

• Completed Between — Enter a minimum and maximum percentage for the amount of workflow completed.

• Date Started — Enter a minimum and maximum date for when the workflow was started.

• Due Date — Enter a minimum and maximum due date for the workflow.

• Document Name Contains — Enter a text string for the name of the document in the workflow.

• Workflow Name Contains — Enter a text string for the name of the workflow.

• Initiator is — Select a user name from the list.

3. Click Apply Filter. The search results are displayed below. You can now take actions upon the workflow results.

Workflow Status Report Results

The first level shows information about the workflow instance itself. Information includes the type of workflow (the workflow template name), the name and version of the document, who the initiator is, when the workflow started and when it is due and if the workflow resulted in the document being approved or not. To expand the workflow details, click the + sign in the FDA or the > arrow in the Web Client next to the document name.

To take action on workflow status report results

1.  Once you have workflow search results, you can take the following actions on a workflow in the list by selecting the check box next the workflow:

• View Details — Displays the workflow template.

• Get a Copy — Allows you to save a copy of the document to your local computer.

• Cancel a Workflow — Allows you to cancel the workflow. Confirm the cancellation by clicking OK at the message prompt.

• Clear Completed — Removes the completed workflows from the list.

• Clear Cancelled — Removes the completed workflows from the list.

• Override Task/Activity — Overrides a task or activity by moving it to the completed state without affecting the rest of the workflow. Use this feature when a workflow member is absent and the workflow needs to be completed. You will need to expand the workflow by clicking > next to the workflow name to select an activity/task to override and click Override Task/Activity. At the message prompt, select whether you want to override the selected tasks or the activities associated with the selected tasks and click OK.

• Delegate Task — Delegates a task to another user. You will need to expand the workflow by clicking > next to the workflow name to select an activity/task to override and click Delegate Task. In the Find People window, enter a name or email address and click Find Now. In the Search Results, select the user and click Select Users. A message stating the task delegation was successful appears. Click OK.

• Print (FDA only) — Prints the Workflow Status Report. Note: The report will be printed exactly how it appears on the screen.

• Export (FDA only) - When exporting the report, you can choose to export only the workflow or you can include both the workflows and the tasks. The report can be exported to CSV or HTML. Note that for the HTML report, the workflow must be expanded in the Workflow Status Report results to print the tasks. In other words, the HTML report will be exported to look exactly how it appears on the screen.

2. To expand the workflow details, click the > or + next to the workflow name. To contract the list, click v or -.

See Also:

Workflow Overview

Workflow Templates

End User Workflow Status Report