Managing Workflows in the Document Management System

It is typically the role of the library administrator to ensure that documents proceed through workflows in an efficient matter and removing obstacles to completion as they arise.

The first task is to make sure that participants are completing their tasks. Library Administrators can set up overdue notices to assist in this task.

Notices for Overdue tasks
Library administrators can set up workflows to send out email notices when an assigned task is about to be overdue. The number of days before the due date that the reminder is sent out is set by the library administrator. Overdue notices are set in the workflow template.

FileHold Desktop Application Management Tools

The following outlines other features provided to library or system administrators when managing document workflow instances in the records management system. In many instances, these tasks are also available to the workflow initiator.

All of the following tasks can be accomplished from the FileHold Desktop Application Workflow Status Reports in the left menu.

Note: Users with access to the web client can complete the same tasks following the same steps

Canceling a Workflow
The ability to cancel a workflow instance is available to the workflow initiator, library administrators or system administrators only.

To cancel a workflow instance:

• Go to  Review and Approvals > Workflow Status Report section of the MyFilehold file structure on the desktop application.
• Select the workflow instance you wish to cancel.
• Click the Cancel Workflow option in the status report toolbar.

Note: When a workflow is cancelled all participants that had tasks assigned will have the tasks automatically removed from their task list and if they have set preferences to alert them of cancelled tasks by email, an email will be sent.
   
Remove (Override) a Participant or Activity from a Workflow without Canceling the Workflow
In some situations participants or activities in a workflow need to be removed from the workflow in progress.The goal is 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.

Overriding a task or activity is an option available to the workflow initiator, library administrators or system administrators only.

To Override a Task or Activity:

• Click on the selected file from the list in the Workflow Status Report.
• Select the task or activity you wish to override.
• Click on Override Task/Activity from the status report toolbar.
• Override Task or Activity form will appear.

• The first option overrides selected tasks in the activity.
• The second option overrides the entire activity.

Note: 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 in the documents management system.

Delegate a Task

This lets an administrator or initiator of a workflow, delegate a task to another user of the document management system.

To Delegate a Task:

• Click on the selected file from the list in the Workflow Status Report.
• Select the task you wish to delegate.
• Click on Delegate task from the status report toolbar.
• Delegate Task form will appear.
• Choose person to delegate task.

Clear Completed or Cancelled Workflows from the Workflow Status Report
To remove the cancelled or completed workflows from the status report simply click the 'Clear Cancelled' or 'Clear Completed' options from the toolbar above the status report.

Print:

• Open up workflow status reports.
• Select Print.
• Prints the workflow report view screen.