When configuring a workflow, library administrators also define workflow participants. These are users who can perform manual workflow actions. They can move a document from one workflow state to another one and leave a workflow transition comment. Learn more: What are workflows?
This article explains how to:
 Perform workflow actions in a document |
| Perform workflow actions in a view |
| View the status of parallel workflow actions |
| In a document |
| In a view |
Perform workflow actions in a document
1. Open a document in AODocs as a workflow participant.
2. Press the Workflow button and select the workflow action you want to perform.
Note: The Workflow button:
– isn't displayed if you have no workflow actions to perform on the document
– is grayed out (unavailable) if there are mandatory properties that aren't filled in, if there are properties with invalid values, or if the document has been checked out manually
3. In the Perform workflow action pop-up, you can enter a comment related to your workflow action.
Note: Comments can be optional or mandatory. Learn more: Configure user actions for your workflows.
4. Press Submit.
5. When you submit the workflow action:
- the workflow state is updated (if all participants have completed the workflow transition)
- you can see all workflow transitions and comments in the right sidebar, which is displayed in the Properties tab and attachment tabs of the document
Note: Library administrators can define who can see the Transitions and Comments tabs. Learn more: Configure your library's general settings.
Perform workflow actions in a view
1. Open a view in AODocs as a workflow participant.
2. Select one or more documents in the same workflow state. A panel appears displaying the current workflow state and a button for each available workflow action.
3. Press the button corresponding to the workflow action you want to perform.
Notes: The workflow panel isn't displayed if:
– you have no workflow actions to perform on the selected documents
– you selected documents in different workflow states
– a selected document can't be transitioned because it has mandatory properties that aren't filled in, properties with invalid values, or has been checked out manually
Note: If there are more than three actions available, they are listed in a drop-down menu.
4. The Confirm pop-up opens, listing the documents in which you are about to perform a workflow action.
You can enter a comment related to your workflow action.
Note: Comments can be optional or mandatory. Learn more: Configure workflow user actions.
5. Press Confirm.
7. Messages appear at the bottom of the screen indicating that the documents are being transitioned and when the transition is complete. If required, press the up arrow to see the names of your documents and the status of the transition.
View the status of parallel workflow actions
If several people need to perform a workflow action on a document, you may want to check who has performed the action on the document.
Note: The Workflow transition status menu option is available only:
– when a parallel workflow transition is in progress
– for workflow participants and administrators
View the status of parallel workflow actions in a document
1. Open a document as a workflow participant.
2. Select Workflow transition status from the More actions menu.
The Workflow transition status pop-up opens. It displays all participants of the parallel action and sorts them into two groups:
- those who have performed the workflow action
- those who have not yet performed the workflow action
Tip: To access the Workflow transition status pop-up, you can also open the Transitions tab and press See Details in the box showing the parallel transition. By default, the See details button is available to everyone who can access the document, including readers.
When the workflow transition is complete, you can open the Transitions tab and press See Details in the box showing the completed transition to see the history of the workflow transition.
View the status of parallel workflow actions in a view
1. Open a view in AODocs as a workflow participant.
2. In the More actions menu, select Workflow transition status. The Workflow transition status pop-up opens. It displays all participants of the parallel action and sorts them into two groups:
- those who have performed the workflow action
- those who have not yet performed the workflow action
