Workflows page

When viewing the tasks page, click the  icon at the top left. The page shows a workflow summary for documents in the group.

Task bar

The task bar at the top provides options to switch between the table format and the cardwall format.

• Clicking the icon to view the workflows in cardwall format.
• Click the icon to view the workflows in table format.

You can filter the workflows that share the same attributes (for example, status or assignee) or match a particular piece of text in the title.

To search for a workflow, start typing in the Task or document title field. It immediately filters the workflows and highlights the matching text in the title.

The workflows for the Entire group are shown by default, but you can also filter the workflows by publication when you select a value in the Publications drop-down.

To the right, you can narrow your search by selecting one of the options from the drop-down in the status or assignee fields. Clicking the icon at the far right reverts the assignee search to the Anybody option.

At the bottom of the task bar on the left is the total number of workflows in the group for the selected assignee or status. You can reload the workflows by clicking the icon. On the far right, you see a plus button.

Table format

The table format is the default view. Workflows are sorted in priority order by default. To sort the details in the table columns, click the icon to the right of each column heading. 

• Priority – indicated using priority icons.
• Workflow – click to open the workflow panel.
• Document – icon for the media type and document title of the document the task was created on, click the  icon to preview the document in the document panel on the right.
• Status – the current status of the document.
• Assignee – the current group member assigned to the workflow.
• Due – the date when completion of the work is required.
• Modified – the relative time the workflow was last modified. Hold the cursor over this to see the date and time in full as a tooltip.

Update workflow dialog

You can update a workflow by clicking the Update button at the right end of each workflow row.

It displays the workflow dialog where you update the workflow by changing the status, priority and assignee, due date, and/or labels along with a comment. The workflow comment is optional but is useful to explain the reason for the workflow update or leftover work.

Use the message settings to decide who is to be notified of the change.

Click Update workflow to confirm your changes, or Cancel.

The table is updated to reflect any change made to the workflow.

Cardwall format

Depending on which option is selected, the columns of the cardwall represent either a status or an assignee. Within each column, the workflows are listed in priority order – highest to lowest.

Organized by status

When the Status option is selected, each column heading indicates the status of the workflow. The number of documents that currently have that status is displayed to the right.

Dragging the cards from one column to another lets you change the status of the workflow.

All workflows with an active status are loaded and included in the cardwall. But workflows with an inactive status are only loaded if they are less than one year old.

When the cardwall is organized by status, the Assignee drop-down is available in the filter options at the top, but the Status drop-down is no longer available. Cards also include the assignee, but not the status.

Organized by assignee

When the Assignee option is selected, each column heading indicates the assignee of the workflow. The number of documents that currently have that assignee is displayed to the right. Dragging the cards from one column to another lets you change the assignee of the workflow.

The first column is always Nobody, so that it is possible to see workflows which are not assigned to anybody.

When the cardwall is organized by assignee, only the Status drop-down is available in the filter options at the top; the Assignee drop-down is no longer available. Cards also include the status, but not the assignee.

Cards

Each card represents a document workflow. The icon for the media type and document title are followed by the icon. Click the document title to open the document workflow panel or click the icon to preview the document in the right panel. The workflow priority icon and the assignee name are shown.

You can drag and drop a card between columns to change their status or assignee. You are prompted to add a comment or labels. Click Update to confirm the change or Cancel.

Filtering

Use filtering when there are many cards on the cardwall. On top of the options available in the bar (text match, publication and assignee/status, you can also filter by attributes displayed on the cards such as:

• A status (when organized by assignee).
• An assignee (when organized by status).
• A label.
• A due date – to only show workflows due before that date.
• The overdue flag – to only show overdue workflows.
• A document type.
• Archived documents.

To toggle these filters on and off, double-click the value displayed in the card. When you enable a filter, it is displayed in the task bar. Click the  button to the right of the filter value to toggle the filter off.