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Workflows in the

DocumentumCorporate WCM

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Let’s Introduce Ourselves

Philippe KhazzakaPhilippe Khazzaka

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Agenda: 9 h Agenda: 9 h �� 12 h 3012 h 30

�� IntroductionIntroduction�� What is a CWCM workflow?What is a CWCM workflow?�� 4 possible roles4 possible roles

�� Starting and executing workflowsStarting and executing workflows�� Workflow initiationWorkflow initiation�� Workflow executionWorkflow execution�� Available actions on CWCM taskAvailable actions on CWCM task

�� Additional featuresAdditional features�� Rules to start a workflowRules to start a workflow�� Adding supporting documentsAdding supporting documents�� CommentsComments

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Agenda: 14 h Agenda: 14 h �� 17 h17 h

�� Available workflowsAvailable workflows�� Workflow administrationWorkflow administration

�� Workflow progress (all)Workflow progress (all)�� Listing running workflows (webmaster)Listing running workflows (webmaster)�� Taking over control (webmaster)Taking over control (webmaster)

�� ConclusionConclusion

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ForewordForeword

�� Questions can be asked during presentationQuestions can be asked during presentation

�� 10 minutes will be used at end of each section 10 minutes will be used at end of each section to answer to questionsto answer to questions

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1. Introduction

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What is a CWCM workflow ? (1)What is a CWCM workflow ? (1)

�� Additional tool to streamline the approval of documentsAdditional tool to streamline the approval of documents�� Defines Defines whowho performs performs whatwhat and and whenwhen

�� WhoWho�� CWCM usersCWCM users�� Or CWCM systemOr CWCM system

�� What What �� Task in the CWCM inboxTask in the CWCM inbox

�� InstructionsInstructions�� AndAnd packagepackage

�� References to documents to be approvedReferences to documents to be approved�� (References to) documents for documentation (optional)(References to) documents for documentation (optional)�� Small notes (optional)Small notes (optional)

�� When When �� order of the actions / tasksorder of the actions / tasks

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What is a CWCM workflow ? (2)What is a CWCM workflow ? (2)

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4 possible roles in workflow (1)4 possible roles in workflow (1)

�� workflow initiatorworkflow initiator�� initiates the workflow and chooses the corrector and initiates the workflow and chooses the corrector and

content managerscontent managers�� 1 user 1 user ((Must be a subsite user)Must be a subsite user)�� implicit valueimplicit value

�� user starting the workflowuser starting the workflow�� correctorcorrector

�� corrects the corrects the document(sdocument(s) when a content manager or ) when a content manager or administrator rejectsadministrator rejects

�� 1 user1 user�� possible value:possible value:

�� author of subsite containing document to approveauthor of subsite containing document to approve�� (default) workflow initiator(default) workflow initiator

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4 possible roles in workflow (2)4 possible roles in workflow (2)

�� reviewerreviewer�� performs first validation: typically content validationperforms first validation: typically content validation�� Multiple usersMultiple users�� possible values:possible values:

�� content managers of subsite containing document to approvecontent managers of subsite containing document to approve�� administratoradministrator

�� performs second validation: typically document performs second validation: typically document presentation validationpresentation validation

�� 1 user group1 user group�� implicit (and default) valueimplicit (and default) value

�� Webmaster group of subsite containing document to approveWebmaster group of subsite containing document to approve

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Questions

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2. Starting and executing

workflows

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Workflow initiationWorkflow initiation

�� For one document: For one document: �� navigate to the document navigate to the document �� push the workflow start icon next to the documentpush the workflow start icon next to the document

�� For several documents: For several documents: �� navigate to the documentsnavigate to the documents�� select the documentsselect the documents�� from the menu: Tools from the menu: Tools �� Start workflowStart workflow

�� Alternative:Alternative:�� from the menu: Tools from the menu: Tools �� Start workflowStart workflow�� select all your documentsselect all your documents

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Workflow executionWorkflow execution

�� CWCM taskCWCM task�� Sent to CWCM inbox Sent to CWCM inbox �� Approve, reject, close, accept Approve, reject, close, accept �� Contains instructionsContains instructions

�� Previous stepPrevious step�� Available next stepsAvailable next steps�� What user should do: read, update,... documentsWhat user should do: read, update,... documents

�� ee--mail notificationmail notification�� CWCM systemCWCM system

�� executes operations on documents executes operations on documents �� Promote, power promote, demotePromote, power promote, demote�� RegenerationRegeneration�� ......

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Available actions on task Available actions on task

�� Submit button Submit button �� = Approve documents: continue= Approve documents: continue�� Package is sent to next performer / stepPackage is sent to next performer / step

�� Reject button Reject button �� = Reject documents= Reject documents�� Package is sent back to the previous performerPackage is sent back to the previous performer�� Stop workflowStop workflow

�� Close buttonClose button�� Does nothingDoes nothing

�� Accept buttonAccept button�� Only for Only for ““groupgroup”” taskstasks�� = Most appropriate webmaster accepts= Most appropriate webmaster accepts�� Task disappears from CWCM inboxes of other webmastersTask disappears from CWCM inboxes of other webmasters

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Exercise 1Exercise 1

�� Make groups: 1 author + 1 webmasterMake groups: 1 author + 1 webmaster�� Start workflow Start workflow

�� Named Named ““003 No management agreement003 No management agreement””�� Add Add ““document_a1_en.xmldocument_a1_en.xml”” and document_a2_en.xmland document_a2_en.xml

�� Webmaster: reject Webmaster: reject �� Corrector: modify documentCorrector: modify document

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Questions

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3. Additional features

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Workflow rulesWorkflow rules

�� Rules for workflow initiationRules for workflow initiation�� For the documents to be approvedFor the documents to be approved

�� At least one document At least one document �� All documents = WIPAll documents = WIP�� All documents in same All documents in same subsitesubsite�� The user starting the workflow = author, content manager, The user starting the workflow = author, content manager,

developer or webmaster in the developer or webmaster in the subsitesubsite�� Remark: not true for supporting documents or Remark: not true for supporting documents or

comments!comments!

�� Rules during workflow executionRules during workflow execution�� Edit only possible when documents = WIP (corrector)Edit only possible when documents = WIP (corrector)

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Adding supporting documentsAdding supporting documents

�� From the CWCMS From the CWCMS �� Documents are not altered during the workflow Documents are not altered during the workflow

executionexecution

�� From your local disk or network driveFrom your local disk or network drive�� Documents copied into the workflow package Documents copied into the workflow package �� Accompany the submitted documents during the Accompany the submitted documents during the

whole executionwhole execution

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CommentsComments

�� Short text with additional information for correctionShort text with additional information for correction

�� Recipient:Recipient:�� Only next performerOnly next performer�� All performersAll performers

�� When rejectWhen reject�� Prompted to add commentPrompted to add comment

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Questions

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4. Available workflows

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Available workflowsAvailable workflows

�� ““001 Formal agreement001 Formal agreement””: : 2 stage approval2 stage approval�� Content managersContent managers

�� Must open his CWCM inbox to approve or rejectMust open his CWCM inbox to approve or reject�� Webmaster groupWebmaster group

�� ““002 Informal agreement002 Informal agreement””: 2 stage approval: 2 stage approval�� Content managersContent managers

�� Receive eReceive e--mail to view HTML on Staging web servermail to view HTML on Staging web server�� Corrector approves or rejects on their behalfCorrector approves or rejects on their behalf

�� Webmaster groupWebmaster group�� ““003 No management agreement003 No management agreement””: 1 stage approval: 1 stage approval

�� Webmaster groupWebmaster group

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““001 Formal agreement001 Formal agreement””

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Exercise 2Exercise 2

�� Make groupsMake groups�� 1 author1 author�� 2 content managers2 content managers�� 2 webmasters2 webmasters

�� document_b1_en.xmldocument_b1_en.xml�� Supporting documents:Supporting documents:

�� document_a1_en.xmldocument_a1_en.xml�� documentation/info_en.pdfdocumentation/info_en.pdf�� A file from your local diskA file from your local disk

�� Content manager rejects first timeContent manager rejects first time�� Corrector updates documentCorrector updates document�� Webmaster rejects first timeWebmaster rejects first time

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““002 Informal agreement002 Informal agreement””

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Exercise 3Exercise 3

�� 1 author, 2 content managers, 1 webmaster1 author, 2 content managers, 1 webmaster�� document_c1_en.xmldocument_c1_en.xml�� Supporting documents:Supporting documents:

�� document_a1_en.xmldocument_a1_en.xml�� documentation/info_en.pdfdocumentation/info_en.pdf

�� Content managers: check your eContent managers: check your e--mail inbox!mail inbox!�� Corrector Corrector

�� rejects first timerejects first time�� updates documentupdates document�� starts new workflowstarts new workflow

�� Webmaster rejects first timeWebmaster rejects first time

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““003 No management 003 No management agreementagreement””

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Questions

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5. Workflow Administration

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Workflow progress (all)Workflow progress (all)

�� Task: tab Task: tab ““ProgressProgress””�� Automatic:Automatic:……

�� Activities / tasks executed by CWCM systemActivities / tasks executed by CWCM system�� ““Up coming...Up coming...””

�� Next task after Next task after ““SubmitSubmit”” = = ““ForwardForward””�� Next task after Next task after ““RejectReject””

�� ““HistoryHistory””�� All past executed activities or tasksAll past executed activities or tasks�� Several occurences of the same task type possibleSeveral occurences of the same task type possible

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Exercise 4Exercise 4

�� Make groupsMake groups�� 1 author1 author�� 1 content manager1 content manager�� 1 webmaster1 webmaster

�� Author starts a workflow Author starts a workflow ““001 Formal agreement001 Formal agreement””�� On On ““document_d1_fr.xmldocument_d1_fr.xml””�� Content manager: approveContent manager: approve�� Webmaster: reject, add comment, send back to correctorWebmaster: reject, add comment, send back to corrector�� Corrector opens his task and checks the progress tab:Corrector opens his task and checks the progress tab:

�� Which are the next possible tasks?Which are the next possible tasks?�� Localize the content manager approval.Localize the content manager approval.�� Localize the webmaster rejection.Localize the webmaster rejection.

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�� As webmaster you can list all workflows in your As webmaster you can list all workflows in your subsitessubsites�� Tools Tools �� Workflows Workflows �� My WorkflowsMy Workflows�� Information:Information:

�� Name = workflow descriptionName = workflow description�� Status = normally otherwise contact CWCM Help Status = normally otherwise contact CWCM Help

DeskDesk�� Start Date = start date and time of workflow initiationStart Date = start date and time of workflow initiation�� Task Name = current taskTask Name = current task�� Current User = assigned user or users (not finished)Current User = assigned user or users (not finished)�� Received = date and time current task was receivedReceived = date and time current task was received

Listing running workflows Listing running workflows (webmaster)(webmaster)

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Workflow history (only Workflow history (only webmaster)webmaster)

�� Past and current Past and current useruser activitiesactivities�� In In ““My WorkflowsMy Workflows”” screenscreen�� Tools Tools �� Workflow Workflow �� HistoryHistory�� Information:Information:

�� Event: task nameEvent: task name�� Assigned to: user assigned during initiationAssigned to: user assigned during initiation�� Completed by: user who terminated taskCompleted by: user who terminated task�� Action: chosen option / action (Submit, Reject, In Action: chosen option / action (Submit, Reject, In

Progress,Progress,……))�� Comments: comments addedComments: comments added�� Time: date and time of task completionTime: date and time of task completion

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Exercise 5Exercise 5

�� Same workflow as previous exerciseSame workflow as previous exercise�� Webmaster: Open Webmaster: Open ““My workflowsMy workflows””�� Which is the current user and task?Which is the current user and task?�� Webmaster: Open Webmaster: Open ““Workflow HistoryWorkflow History”” for the workflowfor the workflow

�� Contents of the webmaster comment?Contents of the webmaster comment?�� Whose CWCM inbox contains the task?Whose CWCM inbox contains the task?�� When was the last task received?When was the last task received?�� Has the content manager rejected or approved the Has the content manager rejected or approved the

documents?documents?

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Workflow summary (only Workflow summary (only webmaster)webmaster)

�� AllAll past, current and future activitiespast, current and future activities�� To take over control for To take over control for ““PendingPending”” or or ““AcquiredAcquired”” taskstasks�� Via Via ““My WorkflowsMy Workflows””

�� Tools Tools �� Workflows Workflows �� SummarySummary�� InformationInformation

�� Task Name: activity or task nameTask Name: activity or task name�� Status: Pending, Acquired, Completed, FutureStatus: Pending, Acquired, Completed, Future�� Action: chosen option / action (Submit, Reject,Action: chosen option / action (Submit, Reject,……))�� Performers: task performersPerformers: task performers�� Comments: comments added Comments: comments added �� Received date: date and time current task was receivedReceived date: date and time current task was received�� Completed date: date and time of task completionCompleted date: date and time of task completion

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Exercise 6Exercise 6

�� Same groups as previous exerciseSame groups as previous exercise�� 1 author1 author�� 1 content manager1 content manager�� 1 webmaster1 webmaster

�� Webmaster: open Webmaster: open ““My workflowsMy workflows””�� Which is the current user and task?Which is the current user and task?

�� Webmaster: open Webmaster: open ““Workflow SummaryWorkflow Summary”” for the workflowfor the workflow�� Contents of the webmaster comment?Contents of the webmaster comment?�� Whose CWCM inbox contains the task?Whose CWCM inbox contains the task?�� When was the last task received?When was the last task received?

�� Webmaster: approve the document on behalf of the correctorWebmaster: approve the document on behalf of the corrector�� Also open workflow history to compare Also open workflow history to compare ““assigned toassigned to”” and and

““completed bycompleted by””!!

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Workflow map (webmaster)Workflow map (webmaster)

�� Tools Tools �� Workflows Workflows �� MapMap�� Graphical presentation of workflow summaryGraphical presentation of workflow summary�� Legend:Legend:

�� No No colourcolour = = ““FutureFuture””�� Green (third) = Green (third) = ““PendingPending”” or or ““AcquiredAcquired””�� Turquoise (fourth) = Turquoise (fourth) = ““CompletedCompleted””

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Exercise 7Exercise 7

�� Same groups as previous exerciseSame groups as previous exercise�� 1 author1 author�� 1 content manager1 content manager�� 1 webmaster1 webmaster

�� Webmaster: open Webmaster: open ““My workflowsMy workflows””�� Which is the current user and task?Which is the current user and task?

�� Webmaster: open Webmaster: open ““Workflow MapWorkflow Map”” for the workflowfor the workflow�� Contents of the webmaster comment?Contents of the webmaster comment?�� Whose CWCM inbox contains the task?Whose CWCM inbox contains the task?�� When was the last task received?When was the last task received?

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Questions

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6. Conclusion6. Conclusion

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Useful InformationUseful Information

�� CWCMS CWCMS login page:login page:�� http://wcm.cec.eu.int/wcmhttp://wcm.cec.eu.int/wcm

�� CWCM Help Desk:CWCM Help Desk:�� COMMCOMM--CWCMCWCM--HELPDESK@ec.europa.euHELPDESK@ec.europa.eu

�� CWCM portal:CWCM portal:�� http://www.cc.cec/home/europahttp://www.cc.cec/home/europa--

info/tools/authoring/wcm/index_en.htminfo/tools/authoring/wcm/index_en.htm