Running Your Workflow in MOSS 2007
Running Your Workflow in MOSS 2007
By : Kasim Wirama, MCDBA, MVP SQL Server
After I share how to create workflow from existing Approval workflow template (see my article : http://geeks.netindonesia.net/blogs/kasim.wirama/archive/2007/12/26/create-workflow-in-microsoft-office-2007-sharepoint-server.aspx), now I show you how to get your workflow up and running.
Actually workflow in MOSS 2007 integrated with Microsoft Office particularly Office 2007. People involved in workflow will receive email informing that new task is assigned to him/her and they can approve, reject or request change on the document inside the workflow. Or workflow user can check to MOSS 2007 web site, and the user will get link that refer to task assigned to him. I will show you how workflow works by checking MOSS 2007 website.
I have scenario here, help desk support made word document, and assigns the document to workflow that you have created in my article above. 2 people will receive assignment serially, first is director, second is directory secretary. One director has approved, the next task will flow to director secretary. Director secretary request changes on the document, so workflow flows back the document to workflow creator (help desk support). Help desk support get notification through MOSS 2007 site, correct the document and workflow will automatically flows back to director secretary for approval, after director secretary approves it, the workflow completes and notifies its completed status on MOSS 2007 screen.
That’s the scenario, now you create windows user for director and secretary director. From IE, launch MOSS’ site (for example in my local computer browse to http://mylocalcomputer:39473/sites/myworkflow) . click Site Actions tab > Site Settings. Add those users through link People and groups. After adding, click Advanced permissions, to assign those users into group called my workflow site collection Members by clicking New > Add Users. Before doing that, tick my workflow site collection Members. Currently I login as System Account (see word on top right conner – Welcome System Account).
In home of the site, click my document library link (if you do not find the link, it means you need to create custom document library see my article http://geeks.netindonesia.net/blogs/kasim.wirama/archive/2007/12/26/create-workflow-in-microsoft-office-2007-sharepoint-server.aspx) upload word document by clicking Upload > Upload Document. Click the document choose Worflow. And select your workflow, then it will associate to your document by clicking Start button.New new link created, see the rightmost column, the column name is workflow name, with status In Progress.
Change login from system account to Director account, by clicking Welcome system account > Sign in as different login. Director will get new entry in Upcoming Tasks. Click on it, and Director reviews the document and approve by clicking approve button with optional comments. Now Director has no task assigned to him, because workflow will update status Completed for Director, and Not Started to Director Secretary when you click details of status. So next task is to get approval from Director Secretary.
Change login to Directory Secretary, similar to Directory, Director Secretary review the document, and request changes by clicking Request a change link, and click send button. Now workflow flows back to task creator (help desk support).
Change login to help desk support, now he will get new entry for Upcoming Tasks section. Do changes as requested on document below section Relevant Documents. And click response button on tasks so workflow will direct the document to Secretary Director.
Secretary Director will review the document, and Approve, when it is approved, workflow completes, workflow could see it right away.