Workflow Prerequisites and Process

Configuration Options 7-5 ■ Category Disposition Approval Processing : set up to route category dispositions for review and approval. ■ Reservation Processing : set up to route reservation requests for physical content for processing. ■ Offsite Processing : set up to process requests for offsite storage of items. A workflow is composed of several steps which route the content to groups of people in an alias list. It can be customized to exit when completed, branch content depending on certain conditions, and use variables to designate unknown users. After a workflow is enabled, it goes through several specific stages: ■ When a content item is approved by the minimum number of reviewers for a particular step, it goes to the next step in the workflow. ■ If the step is defined with 0 approvals required, the reviewers are notified, but the content goes to the next step automatically. This is useful to ensure that the proper people are aware that an item is in the workflow process. ■ If any reviewer rejects the content, it goes back to the most recent ReviewEdit Revision or ReviewNew Revision step. If there is no such step, the content goes back to the original author. ■ Depending on how the edit criteria is defined, the most recent ReviewEdit Revision or ReviewNew Revision step may result in a new revision or an updated revision. ■ A revision may be released to the system: – After it exits the workflow: When content is approved at the last step in the workflow, the content item is released to the system. – Before it exits the workflow: When you set up a side effect that releases a document from edit state, the document is available for indexing, searching, and archiving. This is useful primarily for business routing that doesnt require publishing to the web, for example an expense report. ■ Generally, if a Basic workflow contains multiple content items, none of them will be released to the system until all of the items have been released from completion of the workflow. However, if a content item is released from edit state as a side effect, that content item can be released without waiting for all items in the Basic workflow. Workflows are discussed in detail in the Oracle Fusion Middleware Application Administrators Guide for Content Server. This section describes only the information needed to establish the three workflows necessary for Oracle URM.

7.3.1 Workflow Prerequisites and Process

The following steps briefly explain the Criteria workflow process and some of the tasks that should be performed before setting up the workflow: 1. A user with Workflow rights sets up the Criteria workflow by defining the following: ■ Security groups : the RecordsGroup, Reservation and Offsite security groups are required. ■ Metadata fields and values : these fields are set up at installation for example, OffsiteRequest. 7-6 Oracle Fusion Middleware Setup Guide for Universal Records Management ■ Review steps and reviewers for each step: it is good practice to discuss workflows with the people involved so they are aware of the responsibilities they will have in the process. ■ If a group of people need to be included in an alias that should be created ahead of time. The following alias lists are needed: – Disposition Reviewers: those people who will review disposition criteria. Suggested name: DispositionReviewGroup. – Reservation Reviewers: those people who can approve reservation requests. Suggested name: ReservationGroup. – Offsite Request Reviewers: those people who review requests for offsite storage. Suggested name: OffSiteRequestReviewGroup. See the Oracle Fusion Middleware System Administrators Guide for Content Server for details about adding aliases and adding users to alias groups. 2. A user with Workflow rights starts the Criteria workflow by enabling it. 3. When content is checked in with the defined security group and metadata field value, the content enters the workflow. 4. Reviewers for the first step are notified by e-mail that the revision is ready for review. 5. The reviewers approve or reject the revision. ■ If the step is a reviewercontributor step, the reviewers can check out the revision, edit it, and check it back in before approving it. For example, administrators may need to alter a reservation request. ■ If a user rejects the revision, the workflow returns to the previous contribution step, and the users for that step are notified by e-mail. ■ When the minimum number of users have approved the revision, it goes to next step. If the minimum number of approvals is 0, the revision moves to the next step automatically. 6. When all steps are complete, the revision is released to the system.

7.3.2 Creating Oracle URM Workflows