This section covers these topics:
Note:
Not all server environments support workflows.
Workflows on Oracle WebCenter Content Server instances specify how content is routed for review and approval before it is released and made available to other users on the server for viewing or check-out. Users on the server do not have access to a file until it successfully moves through the entire workflow. If you have been designated as a reviewer for a content item, you are notified by email when you have a file to review.
You can view all your current workflow assignments for an Oracle WebCenter Content Server instance in one convenient list in Windows Explorer. This list shows all files currently in a workflow that you are assigned to review. You can approve or reject the files directly from the list.
Note:
This is available only if you are connecting to a Content Server 11g instance.
To see a list of all your current workflow assignments on a content server:
Open Windows Explorer, and make sure the folders pane is visible.
Open the WebCenter Content Servers node. If you do not see this node in your email application, enable it first (see "Showing the WebCenter Content Servers Hierarchy").
Click the server for which you want to see all your workflow assignments. If prompted, log in by entering your user name and password for that server.
Find and select the My Workflow Assignments node. This node may be nested beneath the Users node.
If the server does not have a node called My Workflow Assignments, then workflow assignments may not be enabled on the server, or the server is not a Content Server 11g instance.
The content pane lists all files on the server that you have currently been assigned to review. This list matches that in Oracle WebCenter Content Server's web interface (under My Content Server). You can work with the files in this list directly to review them (see Section 7.3, "Approving or Rejecting Files in Workflows").
If you are designated as a reviewer in a workflow on an Oracle WebCenter Content Server instance, you will need to approve or reject all files in that workflow.
Workflows can be set up to require electronic signatures during the approval or submission of documents. Electronically signed documents are more secure because the server is able to tell them apart from other versions of those documents, and will not allow unauthorized versions through the workflow steps. You sign a document electronically by entering your login credentials, as explained below.
If you are using Microsoft Office applications in the WebCenter Content user interface, see Section 10.13, "Approving or Submitting Microsoft Office Documents in Workflows".
To approve or reject a managed content item in a workflow:
Open the My Workflow Assignments node on the Oracle WebCenter Content Server instance which stores the workflow items you need to review (see Section 7.2, "Viewing All Your Workflow Assignments"). The list shows all files on the server that you have been assigned to review. (You will typically receive an email notification that you should review a content item on the server.)
Open the document to be reviewed in its associated application. See Section 6.10, "Opening Content Files" for further details.
If the workflow step was set up to allow editing of the content item, you can make changes, and check in new revisions.
If the workflow step does not allow file editing, you can review the file, but not make any changes. (If you do change the file, you can check it in only as a new content item.)
When you are done reviewing the file and making changes (if allowed and where required), close the file or exit the application.
When you are ready to approve or reject the file, select it in the My Workflow Assignments node, right-click, and choose the appropriate option:
Approve: This option is for files that do not require an electronic signature. If you choose this option, the file is approved immediately. After you have approved the file, the file moves to the next step in the workflow.
Sign and Approve: This option is for files that require an electronic signature. If you choose this option, a dialog opens where you can electronically sign and approve the file. The file then moves to the next step in the workflow.
Reject: If you choose this option, a dialog opens where you must provide a reason for rejecting the file. After you click OK, the file is sent back to the most recent workflow step that permitted contribution. The users assigned to that contribution step receive an email notification, so they can edit the file and submit it for review again.
These options are also available on the File menu.
Note:
A content item in a workflow is not available to other users on the server until it successfully moves through the entire workflow.
Note:
This feature applies only to the WebCenter Content user interface.
You can remove a file from your list of workflow assignments (in your My Workflow Assignments folder). Selecting this option does not change the document's workflow status. If a subsequent workflow step assigns the document to you, it will again appear in your list. If you need to reinstate an item to your list, you will need to do so through the server's web interface.
To remove a file from your workflow assignments:
Select the file in the My Workflow Assignments folder.
Right-click the file and select Remove From Your Assignments.
This option is also available from the File menu.
Read the confirmation dialog to make sure the intended file will be affected, then select OK.
You can select more than one file at a time to be removed from your workflow assignments. If you do this, a confirmation dialog will appear, one at a time, for each file.