Starting a workflow

The Start Workflow page appears.

The following preconfigured workflows are available:

Adhoc

Lets you assign a task to a single user

Group Review & Approve

Lets you set up review and approval of content, assigning the workflow task to a single group

Parallel Review & Approve

Lets you set up review and approval of content, assigning the workflow task to multiple users

Pooled Review & Approve

Lets you set up review and approval of content, assigning the workflow task to multiple users. One user can take ownership of the task at a time, completing it or returning it to the pool to be claimed by another user associated with the task.

Review & Approve

Lets you set up review and approval of content, assigning the workflow task to a single user

Review & Publish

Lets you review and publish web content. This option is specific to the Web Quick Start demo.

Review & Publish Section Structure

Lets you review and publish the structure of a section of the website. This option is specific to the Web Quick Start demo.

1. In the Message field describe what you want the recipient of the task to do, such as Please review the attached content. This text displays in the My Tasks dashlet for the workflow task. This content should clearly explain to the user what they are expected to do with the related content item(s).
2. Click the icon to the right of the Due field to specify the completion date for the task.
3. Select a Priority setting for the task.

You assign the task to either a user or a user group depending on the type of workflow selected.

1. In the Assignee section click Select.
2. Type the full or partial name of the desired user or group.

   You must enter a minimum of one (1) character. The search is not case sensitive.

3. Click Search.
4. Click Select >> to the right of a user or group to select it.
   Note: You can select multiple users for the Parallel Review & Approve workflow. In this case the button is Add >>.
5. Click OK.
6. For tasks with groups and multiple users you must complete the Required Approval Percentage field. Indicate the percentage of reviewers that must approve the task in order for the entire workflow task to be considered complete.

You can select any content — library items, wiki pages, blog postings, calendar events, site-related web links, discussion topics, and data list items — from any site you have permission to access.

1. Click Add beneath the Items list to associate additional items with the workflow.

   On the Select dialog box you choose a site and then navigate the list on the left side to locate the items you want to add.

   The button at the top of the list indicates your current location. Click this button to display the full path; click an entry to return to that point in the path. Click the up arrow to return to the previous level in the hierarchy.

   Click the Add icon to the right of an item to add it to the list on the right. Click OK when you are done.

2. Click View More Actions to the right of an item in this list to display the details page for the content item.
   Important: Navigating to the details page with this action cancels the workflow you started. You will need to start the workflow from scratch.
3. Click Remove to the right of an item in this list to delete it from the workflow task.
4. Click Remove All beneath the list to delete all items from the workflow task.

Tasks generated by the workflow will still appear in the user's My Tasks dashlet. The email is sent to the email address listed in the user's profile. If an address is not provided, no email will be sent.

The workflow task is created. In the content item list an icon to the left of the items selected indicates that they are part of an active workflow.