Responding to Workflow requests

•       The response process

•       Access the Workflow request

•       Review and respond

Related Topics  

The response process

Note that only the first step - receiving and reacting to the email message - happens in Outlook. In fact, even that step can be handled from within Worldox. That’s one of the benefits of the Workflow module; you can handle all workflow requests without ever leaving Worldox.

A note on security:

Answering workflow requests means opening worklists in Worldox, then opening or viewing files. If a file is protected (secured) in Worldox - and you do not have the necessary access rights - here is how that item appears on the worklist:

If you cannot access workflow files, please contact the person who sent the request. The ultimate resolution of security conflicts typically rests with your Worldox Administrator, who can advise both of you on how to proceed.

Note: If you need help with worklist file security and access, please contact World Software technical support.

Access the Workflow request

You can respond in Outlook of course. Just review your inbox as usual.  

  1.  In Outlook, look for messages such as those highlighted below, with subjects starting with the phrase “Workflow#”:

  1. Click on a workflow message listing to open it. The message should look something like this.

  2. In the Outlook message form, double-click the Workflow File List attachment. That opens a worklist in Worldox, displaying the file or files which are the subject of this workflow request.

Next steps

You have to review workflow files before replying.

You can also check for workflow messages in Worldox, without going to your Outlook inbox:

  1. Click Workflows in the left-side navigation pane to open the My Workflows zone.

  2. Click the Inbox listing in My Workflows. That opens the My Workflows dialog. If there are pending workflow requests, this dialog should open automatically to the Inbox Active tab:

  1. In the My Workflows dialog, view any pending requests and locate any messages you have received.  Here you can select the message and click Open Set (the briefcase) to open the Worldox worklist.

  2. The link will take the recipient to the document in Worldox where they will begin the Workflow process.

Note: A recipient can select multiple files when sending a reply to a workflow request. The following sample Clarify Selection dialog shows that a recipient can answer workflows for more than one file at a time.

6. If they click the Inbox, they will be taken to the Workflow Status window.  Four (4) tabs appear in the Workflow Status window:  Sent Active, Sent Closed, Inbox Active, Inbox Closed.

7. If the recipient does not open the file or files they have been assigned in the Workflow but click Reply in the message window, they will be prompted with the following message:

  

Note: You can select the Don't show again option in the Workflow Reply dialog if you anticipate that you do not need to view or open the file in the future. Selecting Don't show again will decrease the number of steps required to reply to a workflow.

Next steps

You have to review workflow files before replying.

Review and respond

Opening a workflow attachment message brings you to a worklist, displaying the one or more files which are the subject of the workflow request. In this example, one file was transmitted with the workflow request: 

  1. In the worklist, highlight (select) each workflow file listing in turn. Click Open in the toolbar to open that file in the source application, or click View to view the file in the Worldox Viewer window.

  2. Review document contents. When you have reviewed all files, click the Reply link in any worklist item.

Note: No matter how many documents are attached to a workflow request, you can only reply once. So when there are multiple files on the worklist, clicking Reply in any of those listings replies for all.

That opens the Workflow: Reply dialog. (This example is for a review/comment request.)

In the Workflow: Reply dialog:

  1. Supply whatever input is requested. The recipient may now acknowledge the Workflow project and add any additional Comments. Only one reply will be sent per request so it doesn't matter how many documents are attached to the request.

•       For Review/Comment requests, select I’ve reviewed the file to acknowledge your review.

•       For Approve/Reject requests, select the choice representing your verdict.

•       For Rating requests, select the appropriate rating level.

  1. Add comments (optional) in the Optional Comment field.

  2. Click OK to send your reply. The recipient will be prompted with a confirmation window.  (The confirmation window below indicates Approve/Reject was the selected question.)

Notes:

•        Depending on the type of question selected when the Worklow was created, the confirmation window will contain different options. In this example the question of Approve/Reject was selected.

•        You can select the Don't show again option in the Workflow Reply dialog if you anticipate that you do not need to view or open the file in the future. Selecting Don't show again will decrease the number of steps required to reply to a workflow.

  1. Worldox asks you to confirm your reply. Click Yes to confirm. The recipient will now see the status of their Workflow project in the file list.