Implementing an advanced workflow

Advanced workflow allows you to attach workflow directly to a content item and then assign the content to another user for review. With advanced workflow, the workflow tasks are managed in the dashboard.

Alfresco includes two preconfigured workflows: Adhoc Task (for assigning a task to a colleague) and Review & Approve (for setting up review and approval of content).

  1. Navigate to the space containing the content item you want to add to a workflow.
  2. Click Menu for the content of interest and click Start Advanced Workflow.
  3. In Step One, Choose Workflow, select the workflow you want to define: Adhoc Task or Review & Approve.
  4. Click Next.
  5. In Step Two, Workflow Options, specify the workflow options.
    • To define an Adhoc Task workflow:

      • In the Description box, describe what you want the recipient to do, such as Please review the attached file.
      • In the Priority list, select the required priority.
      • To specify a Due Date, click None to display the date controls and select the desired date. Click Today to select the current date; click None to remove the due date.
      • Optionally, select Notify Me to receive a notification when the task is complete.
      • For Assign To, click Select… and use the search feature provided to locate the desired user. Click to select the user to assign the task to and click OK.
    • To define a Review & Approve workflow:

      • In the Description box, describe what you want the recipient to do, such as Please review the attached file.
      • In the Review Priority list, select the required priority.
      • To specify a Review Due Date, click None to display the date controls and select the desired date. Click Today to select the current date; click None to remove the due date.
      • For Reviewer, click Select… and use the search feature provided to locate the desired user. Click to select the user who will be responsible for the review and click OK.
  6. In the Resources pane, click Add Resource to add more content items to create a content set to assign to the specified user.
    1. Use the search feature provided to locate content items.
    2. In the results list, click to select the content item to add. Use SHIFT to select multiple, consecutive items from the list and use CTRL to select multiple, non-consecutive items.
    3. Click Add to List to add the selected content items to the Resources list.
  7. Click Next.
  8. In Step Three, Summary, click Finish to create the specified workflow.. You return to the space where you started. Click View Details (View Details) for the content item to see the newly attached workflow in the Workflows pane.