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4.
When you are done reviewing the file and making changes if allowed and where required, close the file or exit the application.
A dialog is displayed asking what you want to do with the file see Section 8.10.2,
Saving and Checking In Files in Microsoft Office Applications . If you are
completely done reviewing the file and are ready to approve or reject it, make sure that you select the Document is ready for further workflow processing check
box. This checks the file in to the server as a new revision and moves it from the Edit to the GenWWW state on the server, making it ready to go to the next step in
the workflow. If you do not select this check box, the file is checked in to the content server as a new revision, but remains in the current workflow step,
enabling you to retain ownership of the file. The file remains in Edit mode and does not move to the GenWWW state. You can then complete your review at a
later time.
5. When you are ready to approve or reject the file, select it in the My Workflow
Assignments
node, right-click, and choose Accept or Reject. If you choose Accept, the file moves to the next step in the workflow.
If you choose Reject, a dialog is displayed where you must provide a reason for rejecting the file. After you click OK, the file is sent back to the most recent
workflow step that permitted contribution. The users assigned to that contribution step receive an e-mail notification, so they can edit the file and submit it for review
again.
8.23 Working With Offline Content Folders and Files
This section covers these topics:
■
Section 8.23.1, About Offline Folders and Files
■
Section 8.23.2, Making Folders and Files Available Offline
■
Section 8.23.3, Viewing Offline Files
■
Section 8.23.4, Refreshing Offline Content
■
Section 8.23.5, Removing Offline Content
■
Section 8.23.6, Working Offline
8.23.1 About Offline Folders and Files
In offline mode, folders and files are downloaded from a content server and read-only copies are created in a special cache location on your local computer see
Section 8.2.3, Local Caching of Content Files
. This means that you can view these folders and files in read-only mode, even if you are not connected to the content server; in other
words, when you are working with that server in offline mode see Section 8.23.6,
Working Offline . This may be useful in situations where you need access to content
files, but you cannot connect to the server that they reside on. For example, you may need read-only access to a report for a presentation you are giving while traveling. You
can then obtain a copy of the current version of that report before you disconnect from the server and have read-only access to that file while working offline.
Note: A content item in a workflow is not available to other users on
the server until it successfully moves through the entire workflow.
Working With Content Folders and Files 8-43
Files that are available offline show a cylinder in their file icon, which can be either blue or gray
Figure 8–8 . In addition, the Make Available Offline option in the file
context menu has a check mark.
Figure 8–8 Offline Availability Icons
The cylinder is blue if the versions of your locally cached file copy and the original file on the content server match; that is, no new revision has been checked in to the content
server since you selected the file for offline availability. In other words, your local file copy is up to date. The cylinder is gray if the offline and online file versions do not
match. This would, for example, be the case if someone updated the original item on the content server, and your local copy is still an older revision. In other words, your
local file copy is outdated. When online, you can update an offline content folder by right-clicking it and choosing Refresh Offline Content in the context menu. All offline
files in that folder are then overwritten with the most recent revisions of those files in the content server.
8.23.2 Making Folders and Files Available Offline
