Workflows in the Documentum Corporate WCM COMM C/2

Transcription

1 Workflows in the Documentum Corporate WCM

2 Let s Introduce Ourselves Philippe Khazzaka

3 Agenda: 9 h 12 h 30 Introduction What is a CWCM workflow? 4 possible roles Starting and executing workflows Workflow initiation Workflow execution Available actions on CWCM task Additional features Rules to start a workflow Adding supporting documents Comments

4 Agenda: 14 h 17 h Available workflows Workflow administration Workflow progress (all) Listing running workflows (webmaster) Taking over control (webmaster) Conclusion

5 Foreword Questions can be asked during presentation 10 minutes will be used at end of each section to answer to questions

6 1. Introduction

7 What is a CWCM workflow? (1) Additional tool to streamline the approval of documents Defines who performs what and when Who CWCM users Or CWCM system What Task in the CWCM inbox Instructions And package References to documents to be approved (References to) documents for documentation (optional) Small notes (optional) When order of the actions / tasks

8 What is a CWCM workflow? (2)

9 4 possible roles in workflow (1) workflow initiator initiates the workflow and chooses the corrector and content managers 1 user (Must be a subsite user) implicit value user starting the workflow corrector corrects the document(s) ) when a content manager or administrator rejects 1 user possible value: author of subsite containing document to approve (default) workflow initiator

10 4 possible roles in workflow (2) reviewer performs first validation: typically content validation Multiple users possible values: content managers of subsite containing document to approve administrator performs second validation: typically document presentation validation 1 user group implicit (and default) value Webmaster group of subsite containing document to approve

11 Questions

12 2. Starting and executing workflows

13 Workflow initiation For one document: navigate to the document push the workflow start icon next to the document For several documents: navigate to the documents select the documents from the menu: Tools Start workflow Alternative: from the menu: Tools Start workflow select all your documents

14 Workflow execution CWCM task Sent to CWCM inbox Approve, reject, close, accept Contains instructions Previous step Available next steps What user should do: read, update,... documents notification CWCM system executes operations on documents Promote, power promote, demote Regeneration...

15 Available actions on task Submit button = Approve documents: continue Package is sent to next performer / step Reject button = Reject documents Package is sent back to the previous performer Stop workflow Close button Does nothing Accept button Only for group tasks = Most appropriate webmaster accepts Task disappears from CWCM inboxes of other webmasters

16 Exercise 1 Make groups: 1 author + 1 webmaster Start workflow Named 003 No management agreement Add document_a1_en.xml and document_a2_en.xml Webmaster: reject Corrector: modify document

17 Questions

18 3. Additional features

19 Workflow rules Rules for workflow initiation For the documents to be approved At least one document All documents = WIP All documents in same subsite The user starting the workflow = author, content manager, developer or webmaster in the subsite Remark: not true for supporting documents or comments! Rules during workflow execution Edit only possible when documents = WIP (corrector)

20 Adding supporting documents From the CWCMS Documents are not altered during the workflow execution From your local disk or network drive Documents copied into the workflow package Accompany the submitted documents during the whole execution

21 Comments Short text with additional information for correction Recipient: Only next performer All performers When reject Prompted to add comment

22 Questions

23 4. Available workflows

24 Available workflows 001 Formal agreement : 2 stage approval Content managers Must open his CWCM inbox to approve or reject Webmaster group 002 Informal agreement : : 2 stage approval Content managers Receive e to view HTML on Staging web server Corrector approves or rejects on their behalf Webmaster group 003 No management agreement : : 1 stage approval Webmaster group

25 001 Formal agreement

26 Exercise 2 Make groups 1 author 2 content managers 2 webmasters document_b1_en.xml Supporting documents: document_a1_en.xml documentation/info_en.pdf A file from your local disk Content manager rejects first time Corrector updates document Webmaster rejects first time

27 002 Informal agreement

28 Exercise 3 1 author, 2 content managers, 1 webmaster document_c1_en.xml Supporting documents: document_a1_en.xml documentation/info_en.pdf Content managers: check your e inbox! Corrector rejects first time updates document starts new workflow Webmaster rejects first time

29 003 No management agreement

30 Questions

31 5. Workflow Administration

32 Workflow progress (all) Task: tab Progress Automatic: Activities / tasks executed by CWCM system Up coming... Next task after Submit = Forward Next task after Reject History All past executed activities or tasks Several occurences of the same task type possible

33 Exercise 4 Make groups 1 author 1 content manager 1 webmaster Author starts a workflow 001 Formal agreement On document_d1_fr.xml Content manager: approve Webmaster: reject, add comment, send back to corrector Corrector opens his task and checks the progress tab: Which are the next possible tasks? Localize the content manager approval. Localize the webmaster rejection.

34 Listing running workflows (webmaster) As webmaster you can list all workflows in your subsites Tools Workflows My Workflows Information: Name = workflow description Status = normally otherwise contact CWCM Help Desk Start Date = start date and time of workflow initiation Task Name = current task Current User = assigned user or users (not finished) Received = date and time current task was received

35 Workflow history (only webmaster) Past and current user activities In My Workflows screen Tools Workflow History Information: Event: task name Assigned to: user assigned during initiation Completed by: user who terminated task Action: chosen option / action (Submit, Reject, In Progress, ) Comments: comments added Time: date and time of task completion

36 Exercise 5 Same workflow as previous exercise Webmaster: Open My workflows Which is the current user and task? Webmaster: Open Workflow History for the workflow Contents of the webmaster comment? Whose CWCM inbox contains the task? When was the last task received? Has the content manager rejected or approved the documents?

37 Workflow summary (only webmaster) All past, current and future activities To take over control for Pending or Acquired tasks Via My Workflows Tools Workflows Summary Information Task Name: activity or task name Status: Pending, Acquired, Completed, Future Action: chosen option / action (Submit, Reject, ) Performers: task performers Comments: comments added Received date: date and time current task was received Completed date: date and time of task completion

38 Exercise 6 Same groups as previous exercise 1 author 1 content manager 1 webmaster Webmaster: open My workflows Which is the current user and task? Webmaster: open Workflow Summary for the workflow Contents of the webmaster comment? Whose CWCM inbox contains the task? When was the last task received? Webmaster: approve the document on behalf of the corrector Also open workflow history to compare assigned to and completed by!

39 Workflow map (webmaster) Tools Workflows Map Graphical presentation of workflow summary Legend: No colour = Future Green (third) = Pending or Acquired Turquoise (fourth) = Completed

40 Exercise 7 Same groups as previous exercise 1 author 1 content manager 1 webmaster Webmaster: open My workflows Which is the current user and task? Webmaster: open Workflow Map for the workflow Contents of the webmaster comment? Whose CWCM inbox contains the task? When was the last task received?

41 Questions

42 6. Conclusion

43 CWCMS login page: CWCMS Useful Information CWCM Help Desk: COMM-CWCM CWCM portal: info/tools/authoring/wcm/index_en.htm