• Automatic email notifications on completion
• Viewing sent workflows (those you initiated)
If you are the originator of a workflow, the most important response received comes not from recipients, but from Worldox itself. It happens automatically.
Whenever a workflow concludes - whether through SUCCESS, FAILURE or time-out - Worldox sends an acknowledging email to the workflow originator. Here is an example of that email.
This email is your receipt, your proof that the workflow was conducted and proof of what results were achieved. While concluded workflows should not be saved indefinitely, these notification emails should be saved. They are the audit record of workflows, and should ideally be saved and profiled into Worldox.
For more on saving automatic email receipts, see Best practice - workflow maintenance.
When worklist items are the subjects of workflows relating to you - either because you sent workflow requests on those files, or because others are requesting action from you - a special type of list comment appears, as shown here:
The first highlighted listing
in the example above is for an inbound workflow message relating to that
document.
• You have already sent a response. A summary of that response appears in green text.
• Click the Inbox link to see complete details for this message in the My Workflows dialog.
The second highlighted listing
in the example above shows how documents list when they are part of a
sent workflow you initiated.
• A summary of sent workflow route(s) appears in green here.
• Click the Sent link to see complete details for this message in the My Workflows dialog.
The third highlighted listing
in the example above is for an inbound workflow message relating to that
document, to which you have not yet replied.
• Click the Inbox link to see complete details for this message in the My Workflows dialog.
• Open or view the document, then click Reply to respond. (Here are details on reviewing, responding to workflow messages.)
Hiding workflow comments in worklists
Workflow-related comments can be hidden for files which were the subject of workflow requests you initiated. The presence of a Hide link means you have that ability, for that listing:
Click the Hide link to hide the workflow comments. When you do that, Worldox asks you to confirm your intentions in the Hide Completed Workflow dialog.
If and when additional workflow messages come in relating to a file for which worklist comments are hidden, the comments reappear.
Note: On the Workflow sender's end, you can tag and hide more than one file at a time once a Workflow has been completed and returned to you. You can now Approve or Reject or Reply to a question to more than one file in a single operation. The following example shows that three files are selected.
Worklist items showing multiple workflow actions
Any one file can be the subject of several inbound requests and/or outbound workflows. In the event of multiple workflows or routes, the first Inbox and first Sent comment always appears. Additional activity comments are indicated by number. In the example below, the document has one inbound workflow request, and has been the subject of two workflow routes created by the user viewing the worklist:
The My Workflows dialog is where workflow activity is viewed and monitored. This same dialog appears, no matter how you access workflows in Worldox:
• Clicking Sent or Inbox in the My Workflows zone of the navigation pane opens the My Workflows dialog, which displays all active and closed workflows/routes that you have either created or in which you are participating. The dialog opens to different tabs, depending on how it is accessed.
• Selecting Manage from the Workflow pull-down menu (or Workflow > Manage from right-click menus) with one of more files selected in a worklist opens the same My Workflows dialog. However, in this case only workflows relating to the selected files are shown.
• If there are no workflows to show - either for the selected file(s) or in general - you see the Workflow > Manage message instead of a worklist
There are two ways to view sent workflows:
• The summary-level view (all sent workflows, by active or closed route) is found in the My Workflows dialog.
• A view-only version of one entire workflow (all routes if there are more than one) is available in the Workflow > View dialog.
To view a sent workflow:
• The
easiest way is to click 
in the left-side
navigation pane, then click the Sent
listing in the My Workflows zone
.
• You could also find and select any document which is the subject of a workflow, then select Manage from the Workflow pull-down menu.
• Or, with that document selected, right-click and select Workflow > Manage from the right-click menu.
The dialog should open to the Active Sent tab. Click the Closed Sent tab if the workflow you want has already completed. Summary detail for sent workflows lists in the top, scrolling field.
Highlight (select) any workflow or route in that top field to see details in the fields below:
• The middle field lists the one or more files which are the subject of the selected route.
• The bottom-most field lists the Worldox users who have received (or will receive) workflow requests for the selected route.
Tip: Even if a workflow has a status of FAILURE, that's not necessarily the end of it. You can re-submit the workflow or route. |