MANAGE WORKFLOWS JOB AID
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1 LAST UPDATED / March 13, 2014 MANAGE WORKFLOWS JOB AID TABLE OF CONTENTS Overview 2 1 Access Workflow Reporting Screens 3 2 View Initiated Workflow Segments: All, Completed 6 & Running (In-Progress) 3 View Status of Workflow Tasks 7 4 Reassign Workflow Tasks 10 Reassign Future Workflow Tasks 10 Reassign Current Workflow Task 12 5 Generate Workflow Reports 15
2 Overview Once you initiate a workflow segment in the Workflow Configuration Tool, as a Program or Project Manager, you can check the status of the workflow segment on two Documentum screens: Workflow Reporting and Workflow Reporting: Details View: Summary. You can: View all your initiated workflow segments, as well as filter to view only completed or running (in-progress) workflows View the status of workflow tasks Reassign workflow tasks to other team members Generate workflow reports Workflow Reporting screen Workflow Reporting: Details View: Summary screen Manage Workflows 2
3 1 Access Workflow Reporting Screens There are two Documentum screens: Workflow Reporting and Workflow Reporting: Details View: Summary, that you access to view the status of your workflow segments, change task performers and/or generate reports. To access the two Workflow Reporting screens: 1 At sign in with your Pearson system domain/user name and password, and then click the Documentum (DCTM) link. Refer to the Sign In/Sign Out Job Aid for additional details. 2 The Documentum interface appears. a Click the TOOLS menu. b Hover over the Workflows option, and then select Workflow Reporting. a b Manage Workflows 3
4 3 The Workflow Reporting screen appears and displays a list of initiated workflow segments for programs you are affiliated with, along with a list of their workflow tasks, task performers, start dates. Double-click a workflow segment in the Workflow Name column to view details of a specific workflow segment on the Workflow Reporting: Details View: Summary screen. Quick Tips To reassign a task to another team member, double-click a workflow segment name to navigate to the Workflow Reporting: Details View: Summary screen. Click the button to return to the previous screen. NOTES The name of the workflow segment is proceeded by the date it was initiated. E.g. Program_Content_Development_ IMPORTANT: DO NOT click the button. Read the note in the following step to learn how to properly halt / pause a workflow segment. IMPORTANT: DO NOT click the button. To terminate a workflow, contact support at: Manage Workflows 4
5 4 The Workflow Reporting: Details View: Summary screen appears and displays details of the workflow segment s tasks, task status, performers, and task completion dates. Quick Tips Click the tab to view a record of events for the workflow. Click the tab to view a graphical representation of the workflow. Click the button to return to the Workflow Reporting screen. NOTES IMPORTANT: DO NOT click the button. To halt / pause a workflow, the task performer of the step with an Acquired or Pending status in the Status column, and ask him/her to pause work at the current step. Additionally, if the step has a Pending status, select the step, and then click the button. When you are ready to un-pause the workflow segment, click the button. DO NOT click the button. To terminate a workflow, contact support at: Manage Workflows 5
6 2 View Initiated Workflow Segments: All, Completed & Running (In-Progress) By default the Workflow Reporting screen displays the running (in-progress) initiated workflow segments. To filter the list to view completed, running (in-progress), or all workflow segments: 1 At Workflow Reporting screen, click the Running Workflows drop-down menu. Running Workflows Quick Tip The drop-down menu may display All Workflows by default as well. 2 The drop-down menu displays additional options. To filter the list to view: a Both completed and running workflow segments, select, All Workflows. b Completed workflow segments, select Completed Workflows. c Running / In-Progress workflow segments, select Running Workflows. a b c Manage Workflows 6
7 3 View Status of Workflow Tasks You can view the status of workflow tasks to check: Whether tasks are: completed, acquired and work is in-progress, not started, or rejected and demoted. Dates tasks are received by a task performer, as well as completion dates. 1 By default the Workflow Reporting: Details View: Summary screen displays both tasks / activities performed by the system (automatically) and team members (manually). To view the status of tasks performed by team members, click the Filter Activities drop-down menu, and then select the Manual Activities option. Quick Tips To determine whether a workflow segment is running (in-progress) or completed, review the Status information at the top of the screen. It will display Running or Complete. Select Auto Activities to only view tasks automatically performed by the system. To only view the current active task in the workflow segment, click the All Tasks drop-down menu and then select Current Tasks. NOTE Tasks automatically performed by the system are typically denoted by as PNA_Higher_Ed, Repository Owner, or Supervisor in the Performer(s) column. Manage Workflows 7
8 2 The Manual Activities, tasks performed by team members, display. To check the status of the workflow tasks, compare the information in the different columns: a Task Name column: Displays the name of the workflow segment step. b Status column: Displays the status of the task: c Complete: The task performer completed the workflow task. Acquired: The task performer received the task in their Documentum Inbox and started work. Pending: The task performer received the task in their Documentum Inbox but has not yet started work. Future: The task has not yet been received by the task performer. Action column: Displays: Forward, if the task was marked complete (forwarded) by the task performer. Reject, if the task was to review work and the task performer did not approve it. d Performer(s) column: Displays the team member assigned to the workflow task in the Workflow Configuration Tool or delegated to the task after reassignment. Quick Tip Select the Attachments option to view both the task and its attachment(s), if any, in the Task Name column. Note If a task name is preceded with Demote to, the previous task was rejected by the task performer and the system automatically demoted the workflow segment to the appropriate task so the work can be redone and reviewed again. Quick Tip To contact an performer / team member, click the performer s name in the Performer(s) column. A new message will open in a new browser window. More Info To learn how to delegate a task to another team member, refer to the Reassign Workflow Tasks section of this job aid. a b c d Manage Workflows 8
9 e Comment(s) column: Displays any comments left by the task performer when the task was completed. f Receive Date column: Displays the date the task was received in the task performer s Documentum Inbox. g Complete Date column: Displays the date the task performer marked the task complete in his/her Documentum Inbox. e f g Manage Workflows 9
10 4 Reassign Workflow Tasks You can reassign workflow tasks to different team members, if needed. Reassign Future Workflow Tasks 1 At the Workflow Reporting: Details View: Summary screen select a workflow task, with a Future status, and then click the button. Acquired Future Manage Workflows 10
11 2 The Select User or Group: screen appears. Select a user, and then click the button. Quick Tips Type the first few letters of the user s last name in the Starts with text box, and then click the Search by Name icon to refine the list. Change the Show Users, Groups And Roles drop-down selection to Show Users. Click the button to return to the previous screen. 3 The new task performer displays in the Performer(s) column. Acquired Future Allegretti, John NOTE The system automatically s the new task performer, to inform him/her of the new task assignment. Manage Workflows 11
12 Reassign Current Workflow Task 1 At the Workflow Reporting: Details View: Summary screen select a current workflow task, with an Acquired or Pending status, and then click the button. Note A delegated performer can also re-delegate the task to another performer on his/ her workflow task s Instructions screen. Quick Tip To only view the current active task in the workflow segment, click the All Tasks drop-down menu and then select Current Tasks. Acquired Future 2 The Delegate screen appears. Click the click to assign link. Quick Tip Click the button to return to the previous screen. Manage Workflows 12
13 3 The Select User or Group: screen appears. Select a user, and then click the button. Quick Tips Type the first few letters of the user s last name in the Starts with text box, and then click the Search by Name icon to refine the list. Change the Show Users, Groups And Roles drop-down selection to Show Users. 4 The Delegate screen appears, and displays the new task performer. Click the button. Quick Tip Click the button to return to the Workflow Reporting: Details View: Summary screen. Manage Workflows 13
14 5 The new task performer displays in the Performer(s) column. Pending Allegretti, John Future NOTES If the task status was Acquired before reassigning / delegating the task to a new performer, the status changes to Pending. The systems automatically s the new task performer, to inform him/her of the new task assignment. Manage Workflows 14
15 5 Generate Workflow Reports You can export the information from the Workflow Reporting and Workflow Reporting: Details View: Summary, in the form of Excel reports. 1 At the Workflow Reporting screen, click the button. OR At the Workflow Reporting: Details View: Summary, click the button. Pending Allegretti, John Future Manage Workflows 15
16 2 The Save Report: screen appears. a In the Report Name field, type a report name b Select a location in Documentum in which to save the report. c Click the button. a Quick Tips Type the first few letters of the location in the Starts with text box, and then click the Search by Name icon to refine the list. Click the Subscriptions icon to select locations you are subscribed to. Click the button to return to the previous screen. b c NOTE Saved reports are in the form of an Excel file. Manage Workflows 16
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