Workflow Document Management Software: Managing Document Workflow
Instances - FAQ
It is typically the role of the library administrator to
ensure that documents proceed through workflows in an efficient matter
removing obstacles to completion as they arise. The following article
outlines the features provided to library or system administrators when
managing document workflow instances. The features described here are
accessible from the workflow status report.
How can I cancel a workflow instance?
The ability to cancel a workflow instance is available to the workflow
initiator, library administrators or system administrators only. The option
to cancel a workflow instance is available in the workflow status report
accessible from the Review & Approvals > Status Report menu option
of the library tree. To cancel a workflow instance simply select the workflow
instance you wish to cancel and click the Cancel Workflow option in the
status report toolbar. When a workflow is cancelled all participants shall
have tasks assigned to them automatically removed from their task list
and will be email notified that their tasks have been cancelled in the
event that they have their workflow notification preferences set to alert
them by email if 'Tasks assigned to me are cancelled'.
How can remove (Override) a Participant or Activity
from a workflow without affecting the remainder of the workflow?
In some situations participants or activities in a workflow need to be
removed from the workflow in progress if they are taking too long to complete.
The goal is to be able to remove them without impacting the remaining
activities / tasks in the workflow. Overriding a task or activity essentially
removes the task or activity from the workflow instance without affecting
the remaining tasks or activities in the instance. Overriding a task or
activity is an option available to the workflow initiator, library administrators
or system administrators only. The option to override a task or activity
is available from the workflow status report. To override a task or activity
simply select the task or activity you wish to override and and Override
Task/Activity from the status report toolbar. The following Override Task
or Activity form will appear;
Use the first radio option if you want to just override
the selected tasks in the activity (using the first option 'Override the
tasks I have selected') or the second radio option if you want to override
the entire activity associated with the task you have selected. If the
second option is used the selected activity will be marked as complete
and the next activity in the workflow will start. If this is the last
activity in the workflow the workflow will be marked as complete and the
workflow instance will be marked as complete.
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