Livelink ECM - Workflow

Workflow Designer’s
Guide
This document provides advanced
information about using the Livelink ECM -
Workflow module to design complex
Workflow Maps.
It assumes familiarity with the basics of
Workflow functionality.
1921970.1
Copyright 2006 by Open Text Corporation. The copyright to these materials and any accompanying software is
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part without the express, written permission of Open Text.
Open Text Corporation is the owner of the trademarks Open Text, ‘Great Minds Working Together’, Livelink, and
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Written by Paul Mercurio.
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ii
Typographical Conventions Used in This Guide
All information in the following table is case-sensitive unless otherwise noted.

Items Convention
File names, directory These items appear in regular (normal) typeface. Some elements in
names, folder names, italic indicate placeholders.
path names, window Examples:
names, dialog box names,
Web page names, URLs, • Run setup.exe to start the installation program.
and e-mail addresses • Open the Livelink_home/config/opentext.ini file in a text edi-
tor.
Note: The placeholder Livelink_home represents
the Livelink root directory (directory where
Livelink was installed).
• Send an e-mail message to [email protected] to contact
Open Text Customer Support.
• In the Windows NT Control Panel, double-click the Services
icon to open the Services dialog box.
Names of user interface These items appear in bold typeface.
elements, such as Examples:
buttons, links, menus,
check boxes, radio • On the Tools menu, click Search.
buttons, lists, fields, and • In the Services dialog box, click Livelink Server:
so on service_name, and then click the Start button.
• Click the item’s Functions icon, choose Properties, and then
choose General.
• Click the Admin Home link.
Variable placeholders, These items appear in italic typeface.
references to other Examples:
documents, new or
special terminology, and • For more information, see the Livelink First-Time Installation
emphasis Guide.
• You can scan new documents for content of interest by sav-
ing your search criteria in a query called a prospector.
• In your Web browser, go to the default Livelink start page at
protocol://host:port/URL_prefix/livelink.exe, where protocol
is http or https, host is the DNS name of the HTTP server
host, port is the port number on which the HTTP server is lis-
tening, and URL_prefix is the prefix mapped to the
Livelink_home/cgi directory in the HTTP server.

iii
Items Convention
References to chapters These items appear in “quotation marks.”
and sections of Examples:
documents, and citations
of messages displayed to • For more information, see Chapter Three, “Projects,” in the
users Livelink QuickStart for Users guide.
• For more information, see “Item Types” in Chapter Five,
“Livelink Items.”
• For more information, see “Item Types,” page 150.
• If the import completes successfully, Oracle displays the
message “Database import completed without errors.”
Operating system These items appear in a monospaced font.
commands, code Examples:
examples, feature names,
method names, object • In the User Name field, type Admin.
names, and text typed by • At the operating system prompt, type start-llserver,
users and then press ENTER.
• When searching for users, you can set the maximum number
of users displayed per page by setting the value (default is
30) of the MaxUsersToListPerPage parameter in the
[general] section of the opentext.ini file.
Key names Key names appear in ALL CAPS.
Examples:
• Press ENTER to start a new line when typing in this field.
• To select multiple items, hold down the CTRL key while you
click the items that you want to select.

iv
Table of Contents

Chapter 1
Introduction to Designing Workflow Maps ................................................................................. 1

Chapter 2
Defining a Business Process ........................................................................................................ 3
The Business Process................................................................................................................ 4
Designing a Flow Chart .......................................................................................................... 5
Mapping the Flow Chart to Livelink Workflow Steps ........................................................... 6

Chapter 3
Using the Expression Builders ...................................................................................................... 7
The Evaluate Step’s Expression Builder ................................................................................. 8
Defining a Simple Expression ........................................................................................... 8
Defining an Expression With Multiple Rows .................................................................... 9
Dynamically Assigning User Steps ....................................................................................... 12
Monitoring Workflow Status.................................................................................................. 15
Creating a Workflow Status........................................................................................... 16

Chapter 4
Using Complex Step Assignments ............................................................................................ 19
Assigning to Individual or Multiple Users or Groups ........................................................... 20
Dealing With Group Options ......................................................................................... 20
Workflow Roles....................................................................................................................... 22
Defining Workflow Roles................................................................................................. 22
Assigning Users to Roles at Initiation ............................................................................. 23

Chapter 5
Working With Loopback Links ................................................................................................... 25
Overview ................................................................................................................................ 26
Conditional Loopback Links.......................................................................................... 26
Creating Valid Loopback Links ........................................................................................... 27
Retrieving Attribute Data for Steps in a Loopback Link.................................................... 30
Working with Step Iteration Data in Sub-Workflow Steps ........................................... 30

Chapter 6
Using Send On Processing......................................................................................................... 31

v
 Overview ................................................................................................................................ 32
Send On Processing Example .............................................................................................. 33

Chapter 7
Using the Process Step ............................................................................................................... 35
When to Use the Process Step or the Item Handler Step ................................................. 36
Copying an Attachment ..................................................................................................... 37
Resetting Attribute Values.................................................................................................... 38
Sending an E-mail ................................................................................................................. 39

Chapter 8
Using the Item Handler Step...................................................................................................... 41
Overview ................................................................................................................................ 42
Enabling Item Handler Step Logging ........................................................................... 42
Configuring the General Tab............................................................................................... 43
Workflow Agent Step Processing .................................................................................. 43
Assigning Item Handler Steps to the Workflow Agent During Workflow Development
43
Reviewing Step Processing .................................................................................................. 44
Creating Folders .................................................................................................................... 45
Tutorial.............................................................................................................................. 45
Performing Category Functions .......................................................................................... 48
Tutorial.............................................................................................................................. 48
Creating Versions .................................................................................................................. 58
Tutorial.............................................................................................................................. 58
Moving and Copying Livelink Items .................................................................................... 63
Creating the Workflow Map and Configuring the General Tab .............................. 63
Moving and Copying a Workflow Attachment Tutorial............................................. 63
Synchronizing Container Contents Tutorial ................................................................. 65
Copying an Item to a Folder Created by a Folder Definition ......................................... 70
Creating the Workflow Map and Configuring the General Tab .............................. 70
Copying a Document to a Folder Created by a Folder Definition .......................... 70
Using Multiple Item Handler Steps in a Workflow............................................................... 72
Tutorial.............................................................................................................................. 72
Testing the Tutorial Workflow ......................................................................................... 83

Chapter 9
Integrating Email in Workflows .................................................................................................. 87
Overview ................................................................................................................................ 88
About Email-Enabled Workflow Features .................................................................... 88
Configuring and Testing Livelink ................................................................................... 90
Monitoring Workflow Events .......................................................................................... 91

vi
 About Livelink Workflow Documentation .................................................................... 92
Designing Email-Enabled Workflow Maps.......................................................................... 94
Choosing When to Email Enable a Workflow Map..................................................... 94
Avoiding Unsupported Start Step Features ................................................................. 95
Choosing Descriptive Email Addresses ........................................................................ 96
Designing Email-Enabled Steps ........................................................................................... 98
Choosing Which Steps To Email Enable ....................................................................... 98
Avoiding Step Features Not Supported Through Email............................................ 100
Avoiding Loopback Links............................................................................................. 102

Chapter 10
Working with Due Dates........................................................................................................... 103
How Livelink Calculates Due Dates .................................................................................. 104
Using Durations with No Recalculation ...................................................................... 104
Using Durations with Recalculation ............................................................................ 104
Recalculating After Loopbacks and Evaluate Steps ............................................... 105
Using Explicit Start Dates for Steps .............................................................................. 106
Using the Milestone Step.............................................................................................. 106

Appendix A
Recommended Additional Reading ...................................................................................... 107

Index.......................................................................................................................................... 109

vii
viii
Chapter 1
Introduction to Designing Workflow Maps
This guide provides in-depth examination of particularly complex aspects of Livelink
Workflow Maps. It is not designed to introduce users to the basics, or to provide details of
every activity you can perform.
Since the scope of this guide is limited, the steps you see instruct you more generally than
in Livelink Workflow help. For example, in the section that deals with the Expression
Builder, you are instructed to “Add a Text:Popup attribute named Color whose values are
Blue and Green,” without walking through every step in the add attribute procedure. If
you are unfamiliar with a particular procedure discussed in this guide, see the Livelink -
ECM Workflow QuickStart Guide or the Livelink ECM - Workflow User Online Help for more
detail.
The following topics are covered in this guide:
• "Defining a Business Process," page 3, describes the necessary steps to complete before
painting your Workflow Map.
• "Using the Expression Builders," page 7, demonstrates how to use the Workflow
Painter’s expression builders to design evaluate steps, dynamically assign Workflow
Painter user steps, and display desired Workflow status.
• "Using Complex Step Assignments," page 19, clarifies the use of Workflow roles and
how to use the group assignment capabilities.
• "Working With Loopback Links," page 25, clarifies the use of loopback links used to
join steps.
• "Using Send On Processing," page 31, explains how the Send On Processing feature
allows users to more efficiently send on steps in complex Workflows.
• "Using the Process Step," page 35, describes the use of Process steps to copy
attachments, send e-mails, and reset attribute values.
• "Using the Item Handler Step," page 41, describes the use of Item Handler steps to
create Folders, perform Category and attribute operations, create versions of Livelink
Documents or Compound Documents, move or copy Workflow attachments and
Livelink items, and perform other operations.
• "Integrating Email in Workflows," page 87, describes how to make Workflow steps
and initiation request available to users through email message.
• "Working with Due Dates," page 103, summarizes the way Livelink calculates due
dates and details how you can use due dates to monitor the course of a Workflow.

Introduction to Designing Workflow Maps 1

2 Livelink Workflow Designer’s Guide
Chapter 2
Defining a Business Process
Before you begin painting a Workflow Map, you should map out your business process on
paper or with a flow chart program. By clearly defining the process you want to automate
with Livelink Workflow, you save time and prevent logical errors and other mistakes.
This chapter covers the following topics:
• "The Business Process," page 4
• "Designing a Flow Chart," page 5
• "Mapping the Flow Chart to Livelink Workflow Steps," page 6

Defining a Business Process 3

The Business Process

The Business Process

You can think of a business process as a set of interrelated tasks that lead to a defined or
predetermined outcome. Think about the function you want to perform. If you plan to use
Livelink Workflow to automate a business card ordering process, for example, write down
the steps currently involved on a piece of paper, as in the following illustration.

Now, you can easily translate the steps into a flow chart.

4 Livelink Workflow Designer’s Guide

 Designing a Flow Chart

Designing a Flow Chart

When you design your flow chart, think about the function of each activity, and break it
down into its fundamental components as a step. Remember implied functions, like
checking to see whether a manager has approved the step. Although in real life such a
review is implicit (the manager knows whether she has approved the step and routes it
accordingly), in business processes it is explicit and a separate activity.

Defining a Business Process 5

Mapping the Flow Chart to Livelink Workflow Steps

Mapping the Flow Chart to Livelink Workflow Steps

Once you have designed a flow chart, decide what steps in the flow chart correspond to
the step types in Livelink Workflow. This is where it becomes especially important for you
to have a thorough understanding of the different step types. Review the Livelink Online
Help, and play with the steps, checking out their features and functions.
Also, decide what work package (information associated with the Workflow) follows along
with the flow of the business process, and write that down as well. Again, for this
component, you should familiarize yourself with the package types available in the
Workflow module. It might seem a little obvious, but writing each detail helps prevent
errors later. For our example flow chart, the steps map as indicated in Table 2-1.
Note Your Livelink system will not have the Form work package type if the Forms
module is not installed.

Table 2-1: Steps

Flow Chart Step Livelink Step Work Package

Employee completes form Start step Business card order form
Supervisor approves User step Business card order form
Approval attribute
Is approved? Evaluate step Approval attribute
Admin approves User step Business card order form
Approval attribute
Is approved? Evaluate step Approval attribute
Printer step User step Business card order form

When you map out your business process, you will notice that since Livelink does not
allow loopbacks to the Start step, you need to add an Initiator Revision step for the
Evaluate steps to loop back to. Your final map should look like this:

6 Livelink Workflow Designer’s Guide

Chapter 3
Using the Expression Builders
The Expression Builders in Livelink Workflow allow you to do the following:
• Define criteria for an Evaluate step, which allow you to route the Workflow along true
and false paths
• Dynamically assign user steps during Workflow execution
• Display only certain executing maps on the My Workflows or a Workflow status page,
or in a Workflow Status
Although the criteria that appear in the drop-down lists differ, depending on which
Expression Builder you are using, the basic elements are the same.

Table 3-1: Expression Builder Elements

Element Name Action

Edit Expression icon Click to launch the Expression Builder
Add Expression icon Click to add another Expression field

Delete Expression Click to delete an Expression field (at least one field
icon must remain)
Add New Row drop- Click an expression type in the list to add to the current
down list row in the Expression Builder
Delete Row icon Click to delete a row in the Expression Builder

Using the Expression Builders 7

The Evaluate Step’s Expression Builder

The Evaluate Step’s Expression Builder

Defining a Simple Expression
The Evaluate step uses the Expression Builder to create a statement that Livelink
Workflow evaluates, and routes the Workflow accordingly. For example, if you want your
Workflow’s path to depend on whether the user in a prior step sets an attribute’s value to
“Blue” or “Green”, you define the following expression:
“Color = Blue”
This is a basic expression, and simple to define. Once you modify the Evaluate step’s
expression, you create links from it, set them to true or false, and define the route of the
Workflow.
Note The following procedure demonstrates how to create and configure a basic
expression. It is not a continuation of the business card example in the
previous chapter.
To define the “Color = Blue” expression:
1. Create a Workflow.
2. Define a Text:Popup attribute named Color that includes a value of Blue.
3. Add an Evaluate step to the Workflow.
4. Double-click the Evaluate step.
5. Click the Edit Expression icon.
6. Click Attributes on the Add New Row drop-down list.
7. Click Color in the first drop-down list.
8. Click = in the second drop-down list.
9. Click Blue in the third drop-down list.

10. Click the Submit button.

8 Livelink Workflow Designer’s Guide

 The Evaluate Step’s Expression Builder

The Evaluate step’s Expression field is populated with the expression you defined.

Defining an Expression With Multiple Rows

In most cases, a simple expression like the one above will suffice for routing Workflow
Maps. However, you may need to define more complex criteria. In the following example,
the Workflow will follow the same path in each of three cases:
• The Color attribute is set to Blue and the Workflow Status is OK
• The Manager Approval check box on the Workflow Form attached to the step is
selected and the Workflow Status is not Late
• The Disposition of the Reviewer Step is Return for Review
(“Color = Blue” AND “Status = OK”) OR (“Workflow Form: Manager
Approval = True” AND NOT “Status = Workflow Late”) OR “Reviewer =
Return for Review”
As you can see from this expression, it is important to plan out your criteria, first in plain
language, and then as an expression that can be logically evaluated, prior to using the
Expression Builder. Moreover, the better you understand the options available in the
drop-down lists, the more efficiently you will be able to plan your expressions. For any
case for which you do not specify an expression, the Evaluate step follows the default
path, True.
In this case, the Evaluate expression uses the following types of criteria:
• General criteria, which check the Workflow’s status
• Attributes criteria, which check the values of attributes defined for the Workflow
• Forms criteria, which check the values of fields on Webforms attached to the
Workflow

Using the Expression Builders 9

The Evaluate Step’s Expression Builder

Note If the Forms module is not installed on your Livelink system, you cannot use
the Livelink Forms object type with the Livelink Workflow module.
• Parentheses, which allow you to create complex expressions
• Dispositions, which check for the status of a disposition required on a User or Initiator
step’s Permissions tab
The illustration below shows the Expression Builder for this expression.

To define this complex expression:

1. Define a Text:Popup attribute named Color that includes a value of Blue.
2. Require a Disposition in an earlier User or Initiator step that includes a value of
Return for Review.
3. Attach a Form that contains a check box called Manager Approved (in our case the
form is called Workflow Form).
4. Double-click an Evaluate step.
5. Click the Edit Expression icon.
6. Click Paren Left ( in the Add New Row drop-down list.
7. Click Attributes on the Add New Row drop-down list.
8. Click Color, =, and Blue in the Row 2 drop-down lists.
9. Click General in the Add New Row drop-down list.
10. Click AND, Status, =, and OK in the Row 3 drop-down lists.
11. Click Paren Right ) in the Add New Row drop-down list.
12. Click Paren Left ( in the Add New Row drop-down list, and then click OR in the Row
5 drop-down list.
13. Click Forms in the Add New Row drop-down list.

10 Livelink Workflow Designer’s Guide

 The Evaluate Step’s Expression Builder

14. Click Workflow Form : Manager Approval, =, and True in the Row 6 drop-down lists.
15. Click General in the Add New Row drop-down list.
16. Click AND NOT, Status, =, and Workflow Late in the Row 7 drop-down lists.
17. Click Paren Right ) in the Add New Row drop-down list.
18. Click Dispositions in the Add New Row drop-down list.
19. Click OR, Supervisor Approval, =, and Return for Review in the Row 9 drop-down
lists.
20. Click the Submit button.
The Evaluate step’s Expression field is populated with the expression you defined.

Using the Expression Builders 11

Dynamically Assigning User Steps

Dynamically Assigning User Steps

As discussed previously, you can design a Workflow that uses an Evaluate step to route a
Workflow in different directions based on the evaluation of a step attribute or other
property. For example, the Evaluate step in the illustration below routes the Workflow
based on an attribute set in the Approval Required step that indicates whether a
document was approved.

In some circumstances, however, you may simply want to assign a Workflow step to
different users, depending on certain criteria.
For example, if you are designing a Workflow Map where a manager needs to approve a
document, but you know that Nina Johnson, the manager, is going on leave to get her
MBA on September 1, 2003, you could easily create the following statement in the
Expression Builder to assign the step to another user after that date:
“Date < 09/01/2003”
Once you define the expression, you select Nina to appear as the user in the If field, and
Daisy McCann, the employee taking Nina’s place, in the Else field.
The criteria available in the User step Expression Builder are the same as those in the
Evaluate step Expression Builder, discussed above. Therefore, you can easily define
complex statements for step assignment.

12 Livelink Workflow Designer’s Guide

 Dynamically Assigning User Steps

Moreover, the If and Else fields that contain the expressions can be expanded by clicking
the Add Expression icon to include an unlimited number of Else If statements, as
illustrated below.

Note If you want to reorder the statement, type a new integer (the value is rounded
to a multiple of 10) in the Order fields in the order you want them to appear,
and then click the Add to Workflow Definition button.
To define a user assignment statement:
1. Define a Date Field attribute called Date.
2. Double-click a User step, and click the Assignees tab.
3. Click the Expressions radio button.
4. Click the Edit Expression icon.
5. Click Attributes in the Add New Row drop-down list.
6. Click Date, <, September, 1, and 2003 in the row’s drop-down lists.
7. Click the Submit button.
8. For each assignee, click the Choose User or Group icon , find the user you want to
receive the step, and click his or her Select link.

Using the Expression Builders 13

Dynamically Assigning User Steps

Note When dynamically assigning User steps, you can also set the Initiator or any
Workflow role, if defined, to receive assignments.
9. Click the Add to Workflow Definition button.

14 Livelink Workflow Designer’s Guide

 Monitoring Workflow Status

Monitoring Workflow Status

You can use the Expression Builder to limit the number of executing Workflows that
appear when you first access your Workflow Status page. Setting the Status Defaults
makes monitoring Workflow status simpler and faster.
In addition to changing the default display of the My Workflow page by modifying the
Workflow Settings page, you can also modify the display while viewing Workflows on the
Status page.
You can limit the display based on Workflow status, name, and date. You also must choose
whether you want to display archived or non-archived Workflows on the page.
A common modification is to limit the display to Workflows that are late, as in the
following expression:
"Status = Late"
To set Workflow status page defaults to display only the Workflows that are late:
1. Choose Settings on the Tools menu, or click the Settings quick link.
2. Click the Workflow tab.
3. Click the Not Archived radio button.
4. Click the Edit Expression icon next to the Not Archived radio button.
5. Click Status in the Add New Row drop-down list.
6. Click Status, =, and Late in the Row 1 drop-down lists.

7. Click the Submit button.

Using the Expression Builders 15

Monitoring Workflow Status

Creating a Workflow Status

A Workflow Status is a Livelink item that allows you to monitor a specific set of
Workflows. A Workflow Status contains a customizable query that searches and retrieves
Workflows. You create the query using the Expression Builder. When you open a
Workflow Status, the query is executed and the Workflows that meet the search criteria
are displayed on the Workflow Status page. You can create or modify Workflow Statuses
in any Livelink container, such as a Workspace, Project, or Folder, that you have
permission to modify.
To create a Workflow Status that displays Workflows based on the Workflow name:
1. In the location where you want to create a Workflow Status, click Workflow Status on
the Add Item menu.
2. On the Add Workflow Status page, type a Workflow Status name in the Name field.
3. In the Workflows field, click the Edit button.
4. In the Expression Builder, choose Name in the Actions menu.
5. Create the following expression:
Name = “Workflow_name”
where Workflow_name is the name of the Workflows you want to display.

16 Livelink Workflow Designer’s Guide

 Monitoring Workflow Status

6. On the Add Workflow Status page, click the Add button.

To execute the Workflow Status, click its name link. The Workflows that meet the
Workflow Status search criteria are displayed on the My Workflow Status page.

Using the Expression Builders 17

Monitoring Workflow Status

18 Livelink Workflow Designer’s Guide

Chapter 4
Using Complex Step Assignments
In addition to using the Expression Builder to dynamically assign user steps, you can also
assign a step to:
• An individual user or group
• Multiple users or groups
• An assignee from a previous step
• A Workflow role
The chapter covers the following topics:
• “Assigning to Individual or Multiple Users or Groups” on page 20
• “Workflow Roles” on page 22

Using Complex Step Assignments 19

Assigning to Individual or Multiple Users or Groups

Assigning to Individual or Multiple Users or Groups

When you assign a step to an individual, the Workflow automatically routes that
assignment to the user when the step becomes ready.
To assign a step to an individual:
1. Double-click a User step.
2. Click the Choose User or Group icon in the Assignee field, find the user to whom you
want to assign the step, and click the Select link.
3. Click the Add to Workflow Definition button.
When you assign a step to multiple users or groups, the step routes to each recipient
simultaneously.
To assign a step to multiple users or groups:
1. Double-click a User step.
2. Click the Assignees tab.
3. Click the Multiple Users/Groups radio button.
4. For each user or group you want to add, click the Choose User or Group icon, find the
user or group to whom you want to assign the step, and click the Select link.

Tip Click the Remove User icon to delete an assignee from the list.
5. Click the Add to Workflow Definition button.
If you want to assign a step to a previous assignee, you must first define a specific
assignee for any prior step.
To assign a step to the assignee of a previous step:
1. Double-click a User step.
2. Click the Assignees tab.
3. Click the name of the step whose assignee you want to execute this step in the
Assignee from Prior Step drop-down list.
4. Click the Add to Workflow Definition button.

Dealing With Group Options

If you assign a Workflow step to a group or multiple groups, you must decide which
group members need to execute the step. The Group Options list on the Assignees tab
contains the following options:
• Member Accept, which requires only one member of the group to perform the task.
When ready, the task appears on the Assignments page of all group members. When
one member accepts the task, the task is removed from the Assignments page of the
other members of the group.

20 Livelink Workflow Designer’s Guide

 Assigning to Individual or Multiple Users or Groups

• Member Accept (Maintain), which also requires only one member of the group to
perform the task. If a loopback occurs to make that step ready again, the same user
who worked on the step initially is assigned it again, without it appearing on the
Assignments page of all individuals in the group.
• One Level Expand, which requires each member of the group to perform the task. If
the group contains one or more sub-groups, only one member from each of the sub-
groups is required to perform the task. After a member of a sub-group accepts the
task, it is removed from the Assignments page of other members of the sub-group.
• Full Expand, which requires each member of the group and any of the sub-groups
within that group to perform the task. The Workflow does not move on to the next
step until every member of the group and its sub-groups completes the task.
Note One Level Expand and Full Expand group options require all group members
to perform the steps. This may be inefficient if you have an Evaluate step that
follows. For example, if the Workflow follows a False path because one of the
group members has not approved a Document in the group expand step, all
members will still have to work on the step even if one member has already
not approved the Document.

Using Complex Step Assignments 21

Workflow Roles

Workflow Roles
Workflow roles allow you to postpone assigning User steps to Livelink users until the
Workflow is initiated. Using roles can improve the flexibility of your Workflow Maps. For
example, instead of using the Expression Builder to dynamically assign a Workflow step
to the manager of the person who initiated the Workflow, you can simply define a role
called Manager, which the user then assigns at initiation.
At initiation, Livelink requires that all Workflow roles have assigned performers.
Otherwise, the user receives the following error message:
Could not start workflow. All of the roles have not been assigned
performers.
Implementing Workflow roles can allow you to reuse Workflow Maps across departments
and projects.
When you define user steps, you can substitute a Workflow role for any explicit user or
group.

Defining Workflow Roles

You define Workflow roles as an aspect of the Workflow’s properties. Define as many roles
as you like.
To define Workflow roles:
1. Choose General on the Map menu.
2. Click Map Based in the Role Implementation drop-down list.
3. Click the Add to Workflow Definition button.
4. Click the Roles tab.
Note Once you activate role implementation, you can choose Roles on the Map
menu to display the Roles page.
5. For each role you want to add, type a Workflow role name in the Role field, and then
click the Add Role button.
Tip If you want to modify the order of the roles, click a role name and then click
the up or down arrow. To delete a role, click it and then click the Remove
Role icon .
6. Click the Add to Workflow Definition button.

22 Livelink Workflow Designer’s Guide

 Workflow Roles

Assigning Users to Roles at Initiation

When you initiate a Workflow that contains Map Based role implementation, a Roles link
appears in the left frame.
To assign users to roles:
1. Do one of the following:
• Choose Initiate on a Workflow’s Map menu.
• Click a Workflow’s Functions icon, and choose Initiate.
2. Click the Roles link.
3. For each role you need to assign, click the Choose User or Group icon , find the
user or group you want to complete the step, and click the Select link.
4. Click the Apply button in the right frame.
5. Click the Initiate button in the left frame.

Using Complex Step Assignments 23

Workflow Roles

24 Livelink Workflow Designer’s Guide

Chapter 5
Working With Loopback Links
Loopback links are a group of steps that may be repeatedly processed in a Workflow. You
must follow certain guidelines when you want to use a loopback link in a Workflow Map.
This chapter covers the following topics:
• “Overview” on page 26
• “Creating Valid Loopback Links” on page 27
• “Retrieving Attribute Data for Steps in a Loopback Link” on page 30

Working With Loopback Links 25

Overview

Overview
A loopback link connects a step to a previous step within the Workflow, letting you repeat
one or more previous steps. Loopback links are represented by blue lines in the Workflow
Painter.

Loopback links must satisfy the following rules:

• A loopback link must form a loop that is self-contained; that is, the loop cannot
contain steps that have links to steps outside the loop and steps external to the
loopack cannot link to steps that are part of the loop. The Livelink Server verifies that
your links do not violate this rule when you save a Workflow Map.
• A loopback link cannot invalidate another loopback link by making it no longer self-
contained. You can use the Workflow Painter to verify that your loopback links
conform to this rule.
• A loopback link connection cannot loop back to the Start step.
If you attempt to create an invalid link, a message informs you of the error. For more
information about valid loopback links, see “Creating Valid Loopback Links,” on page 27.

Conditional Loopback Links

You can create a conditional loopback link opposite to either a TRUE or FALSE path of an
Evaluate step. A conditional loopback link takes on the TRUE or FALSE value opposite to
the other link. Although you can create only one conditional loopback path, you can
create multiple parallel links for the TRUE path or for the FALSE path.

The criteria defined for the Evaluate step determine which path the Workflow follows.

26 Workflow Designer’s Guide

 Creating Valid Loopback Links

Creating Valid Loopback Links

When you create a loopback link, you must be sure that the way you arrange the steps in
the link does not violate the basic loopback rule that a loopback link cannot refer to a step
that is outside of the processing loop. Figure 5-a illustrates some common valid and
invalid loopback links.

Figure 5-a: Valid and Invalid Loopback Links

Working With Loopback Links 27

Creating Valid Loopback Links

For example, the following Workflow Map includes an invalid loopback link because the
Evaluate step is not part of the loopback:

If you attempt to save a Workflow Map that contains an invalid loopback link, the
Workflow Painter displays the following message:

In this example, the error is caused by the link from the User 2 step, which is outside the
loopback link, to the User 3 step, which is part of a loopback link.
The Workflow Map must be redesigned to remove the link from the step outside the
loopback link to make it valid. For example, the following Workflow Map shows one way
to reconfigure the steps to make a valid loopback link..

28 Workflow Designer’s Guide

 Creating Valid Loopback Links

Depending on the functionality you want to add to your Workflows, you may have more
than one alternative when you redesign the steps. The following is another valid
reconfiguration of the example:

Working With Loopback Links 29

Retrieving Attribute Data for Steps in a Loopback Link

Retrieving Attribute Data for Steps in a Loopback

Link
If a step is part of a loopback link, it may be executed more than once before the Workflow
is completed. If the step contains attributes, the values assigned to those attributes may
change each time the step is completed during multiple loopback iterations. Livelink
displays the current value of the attributes on the step on the Workflow Status page, but it
does not display attribute values specified in all loopback iterations. However, the system
stores each iteration of attribute data in the Livelink database.
If you want to view attribute values on a step from an earlier loopback iteration, you must
write a LiveReport or SQL database query to extract and display the data from the
Livelink database. For more information about LiveReports, see “Working with
LiveReports” in the Livelink User Online Help.
Livelink stores step attribute data in two Livelink database tables:
• The WFAttrData table holds the current data for a Workflow (the current attribute
data displayed on the Workflow Status page).
• The WFAttrDataVersions table contains a copy of the Workflow attribute data
when a step is completed. This table includes the WF_TaskIterNum column,
which contains the step iteration numbers.
For more information about the step attribute data fields, see the Livelink ECM - Enterprise
Server Schema Guide.

Working with Step Iteration Data in Sub-Workflow Steps

If a loopback link contains a Sub-Workflow step, every instantiation of the Workflow
represented by the Sub-Workflow step uses a unique iteration number. If a Sub-Workflow
step is executed more than once as part of processing a loopback link, the data for the
Workflow initiated by the Sub-Workflow step is always stored using an iteration number
of 1, because each execution of the Sub-Workflow step creates an instance of a Workflow.
However, the Sub-Workflow step in the main Workflow uses an iteration number based
on how many times the step has been executed.

30 Workflow Designer’s Guide

Chapter 6
Using Send On Processing
Livelink Workflow includes the Send On Processing feature, which allows you to
efficiently process some Workflow steps. This chapter covers the following topics:
• "Overview," page 32
• "Send On Processing Example," page 33

Using Send On Processing 31

Overview

Overview
If you are designing a complex Workflow with a combination of interactive steps (User,
Initiator, or Forms Task steps) and non-interactive steps (Evaluation, Process, Sub-
workflow, or Milestone steps), you should attempt to design your Map for optimal
performance.
If your Workflow contains a non-interactive step that requires additional processing and
that step follows an interactive step, you can maximize Workflow performance by using
the Send On Processing feature. The Send On Processing feature allows the interactive
step to be processed transparently (in the background). When a user clicks the interactive
step’s Send On button, the system immediately returns control to the user, and then sets
the step status to ready for the Workflow Agent. The Workflow Agent is a Livelink
Workflow feature that sends on the interactive step and then processes subsequent non-
interactive Workflow steps until it reaches the next interactive step.
The Send On Processing feature is available by selecting the Allow the Workflow Agent
to perform 'Send On' Processing check box on the General tab of the User, Initiator, or
Forms Task step.
For more information about the Workflow Agent, see “Workflow Agent Step Processing,”
page 43.
Note By default, the Workflow Agent is configured to gather and perform
background tasks every 10 minutes, but the Livelink Administrator can
schedule when it should run.

32 Livelink Workflow Designer’s Guide

 Send On Processing Example

Send On Processing Example

The Send On Processing feature is helpful when you are designing large and complex
Workflows. For example, in Figure 6-a, after the first User step (Candidate Applicant), the
system must process nine non-interactive steps before the Workflow reaches the next step
assigned to a user. If the first condition, Approval Required, is true, the system must
process up to eight additional non-interactive steps before it arrives at the next User step.
If you specify the Send On Processing feature, the user assigned to the first User step
immediately regains control of the browser instead of waiting for the system to process
the Workflow until it reaches the next User step.

Figure 6-a: Send On to Multiple Steps

The Workflow in Figure 6-b illustrates the kind of processing that occurs when an Initiator
step sends on processing to a User step assigned to a group of 12 users. By configuring the
Initiator step to use the Send On Processing feature, the Initiator immediately regains

Using Send On Processing 33

Send On Processing Example

control of the system after sending on the step, rather than waiting for the system to send
the step on to the 12 User steps that follow.

Figure 6-b: Send On to Multiple Users

34 Livelink Workflow Designer’s Guide

Chapter 7
Using the Process Step
The Process step can be used to automate Workflow procedures and streamline your
business processes.
This chapter provides detail about the following Process step operations:
• "When to Use the Process Step or the Item Handler Step," page 36
• "Copying an Attachment," page 37
• "Resetting Attribute Values," page 38
• "Sending an E-mail," page 39
Note Your Livelink system may contain custom options for the Process step, since it
is one of the most frequently customized aspects of the Workflow module.
The functions described in this chapter are available by default in all Livelink
systems.

Using the Process Step 35

When to Use the Process Step or the Item Handler Step

When to Use the Process Step or the Item Handler

Step
The Process step allows you to configure certain operations that execute automatically.
The Item Handler step allows you to configure operations that are performed
automatically, including similar functions, such as copy attachments. Table 7-1 displays
some of the functions you can perform and the step Open Text recommends you use to
perform the functions.

Table 7-1: Item Handler and Process Step Recommendations

Common Function Recommended Step

Sending e-mail Process
Adding comments Process
Creating Folders Item Handler
Copying and moving attachments Item Handler
Modifying attribute values Item Handler
Modifying Categories and Item Handler
attribute values

For more information about how to use the Item Handler step, see “"Using the Item
Handler Step," page 41.
Note The Livelink Administrator can control access to the Item Handler step and
its functions. For more information about the functions available in the Item
Handler step in your Livelink Server, see your Livelink Administrator.

36 Livelink Workflow Designer’s Guide

 Copying an Attachment

Copying an Attachment
Instead of requiring that a step assignee copy an approved document to a certain Folder in
Livelink, you can use a Process step to automatically send the document to the correct
location, as in the Workflow illustrated below. If the manager approves the document, the
Workflow automatically saves it to Livelink; if not, it routes back to the Initiator who
submitted the item (in this case, for revision).
Tip If you create a Workflow that requires an attachment to be added at initiation,
instead of setting the Process step to copy an individual attachment, create a
Folder for it to copy instead.
When you set a Process step to copy specific named attachments, make sure to instruct
users not to rename the attachments during the Workflow’s execution. If the attachments
are renamed, Livelink cannot recognize them. Also, copying can only take place if the user
assigned to the step prior to the Process step has permissions to copy the attachments to
the destination Folder.

To define a Process step that copies an attachment:

1. Double-click a Process step.
2. Click the Attachments tab.
3. Click the Add Attachment icon .
4. Click the Browse Attachments button.
5. Navigate to the Workflow attachment you want to copy, and click its Select link.
6. Click the Browse Livelink button, navigate to the location where you want to copy
the attachment, and click its Select link.
Note Folders can only be copied to other Folders, but you can set the Process step
to copy documents to other documents and add them as Versions.
7. Click the Submit button.

Using the Process Step 37

Resetting Attribute Values

Resetting Attribute Values

In addition to using Process steps to copy attachments, you can use them to reset attribute
values. In the above example, suppose an editor must approve the document in addition
to the manager. Instead of using two attributes, one named Editor Approval and the other
Manager Approval, you could simply define an attribute called Approved and reset its
value after the first review, as shown below.

To define a Process step that resets an attribute value:

1. Double-click a Process step.
2. Click the Attributes tab.
3. For each attribute whose value you want to reset, do the following:
• Select the check box.
• Define a valid value for the attribute.
Note Valid values for each attribute may differ, depending on the attribute type.
For more information, see the Livelink User Online Help.
4. Click the Add to Workflow Definition button.

38 Livelink Workflow Designer’s Guide

 Sending an E-mail

Sending an E-mail
You can also use the Process step to send an e-mail message to a step recipient when a step
is activated. In this way, you can ensure that the assignee is aware that a Workflow step
has been received.

Note The Livelink Administrator must enable Notification in the Livelink Server
before you can send an e-mail message from a Process step. For more
information about how to enable Notification, contact your Livelink
Administrator or see “Administering Livelink Notification” in the Livelink
Admin Online Help.
To define a Process step to send an e-mail message:
1. Double-click a Process step.
2. Type a valid e-mail address in the To field.
Tip Use a comma to separate multiple addresses.
3. If desired, type a description of the e-mail message in the Subject field.
4. Type the text of the e-mail message in the Message field.
5. Click the Add to Workflow Definition button.

Using the Process Step 39

Sending an E-mail

40 Livelink Workflow Designer’s Guide

Chapter 8
Using the Item Handler Step
The Item Handler step provides a powerful environment where you can specify a variety
of Livelink operations that are automatically performed when the Workflow reaches the
step.
This chapter covers the following topics:
• “Overview”, page 42
• “Configuring the General Tab”, page 43
• “Reviewing Step Processing”, page 44
• “Creating Folders”, page 45
• “Performing Category Functions”, page 48
• “Creating Versions”, page 58
• “Moving and Copying Livelink Items”, page 63
• “Copying an Item to a Folder Created by a Folder Definition”, page 70
• “Using Multiple Item Handler Steps in a Workflow”, page 72
Important Because the Item Handler step can modify Livelink data, the Livelink
Administrator must grant permission to users who want to create and modify
Item Handler steps. Also, the Livelink Administrator has the ability to control
whether the Item Handler step is available to users and can limit which Item
Handler features are available to you.

Using the Item Handler Step 41

Overview

Overview
The Item Handler step allows you to configure simple or complex Document operations
and other functions to be automatically performed when a Workflow reaches the step. The
operations that you can configure an Item Handler step to perform include:
• Create Folders in a Livelink container item or in the Workflow attachments volume
• Add, modify, or delete Categories and attribute values on Livelink items or update
the current value of Workflow attributes
• Perform Document and Compound Document versioning operations
• Move or copy Workflow attachments or Livelink items
For more information about the Item Handler step, see the Livelink User Online Help. For
more information about administering the Item Handler step, see the Livelink Admin
Online Help.
Note The sections that follow explain how to perform basic Item Handler step
operations by presenting a series of simple tutorials that walk you through
each set of step features. Open Text strongly recommends that you practice
using the Item Handler step in a non-production environment with sample
data before you attempt to use the step in a production environment.

Enabling Item Handler Step Logging

If you need help determining the cause of an Item Handler step problem, the Livelink
Administrator can enable Item Handler step logging. The logging feature records item
Handler step processing events in a file in the Livelink Server. For more information about
Item Handler step logging, contact your Livelink Administrator or see the Livelink
Workflow Administration Note.

42 Livelink Workflow Designer’s Guide

 Configuring the General Tab

Configuring the General Tab

Use the Item Handler’s General tab to specify general step settings that control the step
display name, how the step will be processed, and when the step will be performed.
The user assigned to the step must have the permissions required to complete the step
processing or else errors will occur. For example, if you create an Item Handler step that
copies a Document attachment to a Livelink Project to which the user has Read-Only
permissions, the step processing will fail.

Workflow Agent Step Processing

You can configure an Item Handler step to be processed by the Workflow Agent, a special
Livelink process that transparently performs the tasks defined in the step, or you can
require the user assigned to the step to manually send on the step to initiate step
processing. You assign the step to the Workflow Agent by selecting the Execute using
Workflow Agent check box on the Item Handler step’s General tab.
When the Workflow Agent processes an Item Handler step, it impersonates the user
assigned to the step. The Audit path for all items affected by the step will show the user's
name even though the user does not initiate the Livelink operations.
If the Workflow Agent encounters an error during processing, it sends the step to the
Assignments page of the user assigned to the step. Also, it makes an attempt to send an e-
mail message that alerts Workflow managers and the step performer to the error and
requests action to correct the problem. In order to send error messages, the Workflow
Agent requires the following:
• The Livelink Administer must specify the e-mail server's SMTP settings and the
sender's e-mail address.
• Workflow managers and step assignees must specify their e-mail address in their
Livelink profiles.
• The Workflow Agent must be configured to send e-mail messages when it encounters
errors.
Note By default, the Workflow Agent runs every 10 minutes, but the Livelink
Administrator can configure a custom Workflow Agent schedule.

Assigning Item Handler Steps to the Workflow Agent During

Workflow Development
You may want to wait until you have finished testing a Workflow Map before you assign
steps to the Workflow Agent. If you test a Workflow that contains Item Handler steps
assigned to the Workflow Agent, you will have to wait for the Workflow Agent to process
the step before you can continue testing the Workflow.

Using the Item Handler Step 43

Reviewing Step Processing

Reviewing Step Processing

If you want to review the tasks completed in an Item Handler step, including those
processed by the Workflow Agent, you can refer to the Workflow’s Audit page accessible
from the Audit link on the Workflow Status page. For example, Figure 8-a shows the
Audit page for an Item Handler step configured to create Livelink Folders.
Note Audit events are listed in chronological order by the minute the events occur,
but multiple events that occur within the same minute may not be listed in
chronological order because the Item Handler step does not recognize
nanosecond timestamps.

Figure 8-a: Sample Audit Page From an Item Handler Step

44 Livelink Workflow Designer’s Guide

 Creating Folders

Creating Folders
The Item Handler step allows you to specify Folder hierarchies to be created in a Livelink
container or the Workflow attachments Folder on the Folder Definitions tab. A Folder
definition specifies a Folder hierarchy to be created when the Item Handler step is
processed.
Note You can specify multiple Folder definitions, but the Item Handler step may
not process the Folder definitions in the order that they appear on the Folder
Definitions tab.
The following procedure demonstrates how to create a Folder hierarchy in the My
Workspace using the Item Handler step.

Tutorial
To create a Folder hierarchy:

1. Create a new Workflow Map, and then add an Item Handler step .
2. Drag the Start Step over the Item Handler step to link the steps.
3. Double-click the Item Handler step.
4. On the General tab, do the following:
• Name the step Create Folders.
• Assign the step to yourself.
• Select the Execute using Workflow Agent check box.

Using the Item Handler Step 45

Creating Folders

5. Click the Add to Workflow Definition button.

6. Click the Folder Definitions tab.
7. Click the Add Folder Definition icon .
8. On the Add Folder Definition page, in the Name field, type My Folder.
9. In the Name Collision Option field, click the Reuse existing Folder of same name
radio button.
This setting indicates that if the Item Handler step finds an existing Folder with the
same name in the target location, it will not create a new Folder.
10. Click the Livelink Container radio button.
11. Click the Browse Livelink button, locate the My Workspace, and then click its Select
link.
12. Click the Add button.
The My Folder Folder definition is displayed.
13. Click the Add Sub-Folder link.
14. On the Add Folder Definition page, in the Name field, type My Subfolder.
15. In the Name Collision Option field, click the Create new Folder with appended
number radio button.
This setting indicates that if the Item Handler finds an existing Folder in the target
location, it assigns the new Folder a name it creates by appending a number to the
existing Folder name.
16. Click the Add button.
The My Subfolder Folder definition is displayed within the My Folder Folder
definition.

17. Click the Save link.

After you create and configure the Item Handler step, you can execute it by initiating its
Workflow.
To initiate the Workflow and view its results:
1. On the Map menu, choose Initiate.
2. On the Initiate page, click the Initiate button.

46 Livelink Workflow Designer’s Guide

 Creating Folders

The Workflow waits to be processed by the Workflow Agent. You can check the
Workflow status by viewing it on the Workflow Status page. After the Workflow
Agent processes the step, the Workflow is complete.
3. Navigate to the My Workspace.
The My Workspace should contain the Folder named My Folder, created by the
Item Handler step.
4. Click the My Folder link.
The Folder should contain a Folder named My Subfolder.
You can test the Folder collision renaming feature by initiating the Workflow again. After
the Workflow processing is complete, the My Folder Folder should contain a second
Folder named My Subfolder 2.

Using the Item Handler Step 47

Performing Category Functions

Performing Category Functions

The Item Handler step allows you to manage relationships between Livelink Categories
and attributes and Workflow attributes and Form fields on the Categories tab. Categories
are managed by configuring two sub-tabs:
• Definitions, which allows you to define relationships between Workflow attributes
and Form fields and Livelink Categories and attributes
• Operations, which allows you to define the kind of data operation performed on the
relationships you define
Note Form fields are available only if the optional Livelink Forms module is
installed and Forms have been added to the Workflow work package.

Tutorial
The following tutorial explains how to create the Report Evaluator, a Workflow that
updates the Workflow attributes with Category and attribute data associated with a report
(a Livelink Document that is an expense report or a sales trip report) that the Initiator
attaches to the Workflow. The Workflow routes the sales report to a Sales Manager or the
expense report to an Accounting Manager by gathering and evaluating the report’s
Category and attribute data.
Before you can create and execute the Workflow, you must prepare some sample data to
be used in the tutorial. The tutorial includes the following sections:
• “Creating Livelink Categories and Attributes”, page 49
• “Creating Sample Users”, page 49
• “Creating a Sample Report”, page 49
• “Creating the Report Evaluator Workflow and Start Step”, page 49
• “Creating the Item Handler Step”, page 51
• “Configuring Attribute Mappings”, page 51
• “Configuring Operations”, page 52
• “Completing the Workflow Design”, page 53
• “Initiating the Report Evaluator Workflow”, page 56
• “Evaluating the Report Evaluator Workflow”, page 57

48 Livelink Workflow Designer’s Guide

 Performing Category Functions

Creating Livelink Categories and Attributes

In Livelink, create the following Categories and attributes to be applied to the Document
attached to the Report Evaluator Workflow.

Table 8-1: Sample Livelink Categories and Attributes

Category Attribute Type Values

Author Properties
Author Text field
Location Text popup New York
Ohio
Illinois
California
Phone Integer field
Email Text field
Report Properties
Title Text field
Type Text popup Expense
Sales trip
Other
Date field Date field

The Livelink Administrator controls which users can create Livelink Categories and
attributes. For more information about creating Categories, see “Administering the
Categories Volume” in the Livelink Admin Online Help.

Creating Sample Users

This tutorial routes a report to a user for review. You need to identify users who can act as
the Sales Manager and Accounting Manager, or create sample Livelink users to act as the
Sales Manager or Accounting Manager.

Creating a Sample Report

In a Livelink container, create a Document that will be used as the sample report. The
sample report can be any format (for example, a word processing file or a spreadsheet),
but you must apply the Categories you created for this tutorial and assign values for each
attribute.

Creating the Report Evaluator Workflow and Start Step

To create the Workflow and Start step:
1. Create a new Workflow Map, and then open it in the Workflow Painter.
2. On the Map menu, choose Attributes.

Using the Item Handler Step 49

Performing Category Functions

3. Create the following Workflow attributes:

Attribute Name Type Values

Report Submitted by Text: Field
Report Name Text: Field
Classification Text: Popup Expense
Sales trip
Other
Reporter’s Location Text: Field
My Report Item Reference

The Item Reference attribute allows users to browse Livelink and select an item.
When you create the My Report attribute, specify Documents and Compound
Documents as the valid selectable types. In this tutorial, the user who initiates the
Workflow will select the Livelink Document that is the report to be evaluated and
routed.
For more information about creating Workflow attributes, see the Livelink User
Online Help.

4. Click the Add to Workflow Definition button.

5. Click the Painter link.
6. In the Workflow Painter, double-click the Start step.
7. Click the Attributes tab.
8. Click Not Available in the list next to each attribute except My Report.

50 Livelink Workflow Designer’s Guide

 Performing Category Functions

9. Click the Add to Workflow Definition button.

10. Click the Painter link.

Creating the Item Handler Step

To create the Item Handler step:

1. Add an Item Handler step to the Workflow Map.

2. Drag the Start step over the Item Handler step to create a link between the steps.
3. Double-click the Item Handler step.
4. On the General tab, do the following:
• Name the step Category_Functions.
• Assign the step to yourself.
• If you want the step to be processed automatically, select the Execute using
Workflow Agent check box.
5. Click the Add to Workflow Definition button.

Configuring Attribute Mappings

Attribute mappings define a relationship between Livelink Categories and attributes and
Workflow attributes.
To configure attribute mappings:
1. Click the Categories tab.
2. On the Definitions sub-tab, click the Add Category button .
3. Click the Select link for Report Properties.
4. Click the Add Category button.
5. In the Target Browse window, browse Livelink and locate the Categories.
6. Click the Select link for the Author Properties Category.
7. On the Categories tab, click the Add Attributes link for Report Properties.
8. Select the check box for the Title and Type attributes.
9. Click the Submit button.
10. On the Definitions sub-tab, click the Add Mapping link for the Title attribute.
11. On the Select Mapping Data Type page, click the Select link for Workflow Attribute.
Livelink displays the three Workflow attributes that are of the same type as the Title
attribute.
12. Click the Select link for the Report Name attribute.

Using the Item Handler Step 51

Performing Category Functions

A mapping now exists between the Title and Report Name attributes.
13. On the Definitions sub-tab, click the Add Mapping link for the Type attribute.
14. On the Select Mapping Data Type page, click the Select link for Workflow Attribute.
Livelink displays the Classification attribute, the only Workflow attribute that is of
the same attribute type as the Type attribute.
15. Click the Select link for the Classification attribute.
16. Click the Add Attributes link for Author Properties.
17. Select the check box for the Author attribute.
18. Click the Submit button.
19. On the Definitions sub-tab, click the Add Mapping link for the Author attribute.
20. On the Select Mapping Data Type page, click the Select link for Workflow Attribute.
21. Click the Select link for the Report Submitted by attribute.
A mapping now exists between the Author and the Report Submitted by attributes.

Configuring Operations
Operations define what kind of data transfer is made based on the attribute mappings.
To configure operations:
1. Click the Operations link.
2. On the Operations tab, click the Add Operation button .
3. In the Item field, click the Item Reference Attribute radio button.
4. In the Item Reference Attribute list, click the My Report attribute.
This attribute allows the user to specify the Livelink Document to be evaluated by
the Workflow.
5. In the Update Options field, verify that the Workflow Attribute Values radio button
is selected.
This setting indicates that the mapped Workflow attribute values will be updated
with the values of the Category attribute values on the Livelink Document.
6. Click the Add button.
The step is now configured and ready to be tested.
7. Click the Save link.
8. Click the Painter link.

52 Livelink Workflow Designer’s Guide

 Performing Category Functions

Completing the Workflow Design

After you configure the Item Handler step, you need to add an Evaluate step, which will
evaluate the report based on its attribute values, and User steps to which processing is
directed based on the evaluation.
To complete the Workflow:
1. On the Workflow Painter, add an Evaluate step.
2. Add two user steps and an Initiator step as follows.

3. Drag the Category_Functions step over the Evaluate step to create a link between the
steps.
4. Drag the Evaluate step over each User step and the Initiator step to create links
between the steps and the Evaluate step.

Using the Item Handler Step 53

Performing Category Functions

5. Drag the Initiator step over the Category_Functions step to create a link between the
Initiator step and the Category_Functions step.

6. Double-click a User step.

7. Name the step Sales Manager Review, and assign the step to a user who will play
the role of a Sales Manager.
8. Click the Add to Workflow Definition button.
9. Click the Painter link.
10. Double-click the other User step.
11. Type Accounting Manage Review in the Name field, and then assign to the step a
user who will play the role of a Accounting Manager.
12. Click the Add to Workflow Definition button.
13. Click the Painter link.
14. Double-click the Initiator step.
15. Type Return to Initiator in the Name field.
16. Click the Add to Workflow Definition button.
17. Click the Painter link.
18. Double-click the Evaluate step.
19. Type Evaluate Report in the Name field.

54 Livelink Workflow Designer’s Guide

 Performing Category Functions

20. In the Expressions field, create the following evaluation expressions:

Expression Step Function

Classification = Sales trip Sales Manager Review If the Classification attribute
contains the value Sales trip,
processing is forwarded to the
Sales Manager.
Classification = Expense Accounting Manager Review If the Classification attribute
contains the value expense report,
processing is forwarded to the
Accounting Manager.
“Classification <> Sales Return to Initiator Returns processing to the
trip” AND Workflow Initiator because the
“Classification <> Document did not contain one of
Expense” the two valid attribute values.

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Performing Category Functions

21. Click the Add to Workflow Definition button.

22. Click the Save link.

23. Click the Painter link.

Initiating the Report Evaluator Workflow

To initiate the Report Evaluator Workflow:
1. On the Map menu, choose Initiate.
2. On the Initiate page, click the Attributes link.
3. In the My Report field, click the Browse Livelink button, and then select the report
you want to add to the Workflow.
Note The report must be a Livelink Document that includes the sample Categories
and attributes (with values set) discussed in “Creating a Sample Report”,
page 49.
4. Click the Apply button.
5. Click the Initiate button.
6. Click the Return button.

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Evaluating the Report Evaluator Workflow

After you initiate the Report Evaluator Workflow, processing flows from the Start step to
the Categories_Functions step. The step waits to be executed by the Workflow Agent. If
you do not specify that the step should be processed by the Workflow Agent, the user
assigned to the step must open the Workflow from the My Assignments list, and then
send on the step to start the step processing.
When the step executes, it checks the Document specified by the Initiator for the
Categories specified on the Definitions tab, and then transfers the attribute values from
the Document and sets them as the value of the mapped Workflow attributes.
Workflow processing proceeds to the Evaluate step, which routes the Workflow based on
the values in the Workflow attribute named Classification. If the Classification value is:
• Sales trip, the document is sent to the Sales Manager Review step, where the Sales
Manager can review the Document.
• Expense, the document is sent to the Accounting Manager Review step, where the
Accounting Manager can review the Document.
• Neither Sales trip or Expense, then the Document and Workflow are returned to the
Initiator, who can specify another Document on the Workflow’s Attributes page and
resubmit the Document to the Category_Functions step.
To verify the values of the Workflow attributes, open the Workflow from the Workflow
Status page, and then click the Attributes link.

Using the Item Handler Step 57

Creating Versions

Creating Versions
The Item Handler step automatically creates a Version of the Documents or Compound
Documents you specify on the Versioning tab. If the Document to which you want to add
a Version uses advanced versioning, you can specify that the step should create a major
Version. In addition, you can configure the step to create Generations, Revisions, or
Releases of the Documents or Compound Documents. You can create Versions and
perform other operations on Workflow attachments and specific Livelink items.

Tutorial
The following tutorial explains how to create a Workflow that creates a Version of
Workflow attachments and a Livelink item. Also, it demonstrates how to perform
additional Document and Compound Document operations.
Before you can create and execute the Workflow, you must prepare some sample data to
be used in the tutorial.

Creating Sample Documents and Compound Documents

To complete the following tutorial, you must create sample Documents and a Compound
Document that the Item Handler step will use as a basis from which to perform versioning
operations.
• Create two word processing documents and add them to Livelink as separate
Documents. The Documents will be added to the Workflow as attachments. Also, you
will modify one of the Documents before it reaches the Item Handler step.
In the tutorial, the two Documents used are named Project XYZ Notes and Project
XYZ Description.
• Create a Compound Document, and add two or more elements to the Compound
Document. The Workflow Initiator will identify the Compound Document as a
Versioning target in the Workflow’s Start step.
In the tutorial, the Compound Document is named Project XYZ Materials.

Creating and Configuring the Workflow and Start Step

To create the Workflow and Start step:
1. Create a new Workflow Map, and then open it in the Workflow Painter.
2. On the Map menu, choose Attributes.
3. Create an Item Reference attribute named My Compound Document, and specify
Compound Documents as the only selectable item type.
The Item Reference attribute allows users to Browse Livelink and select an item. In
this tutorial, the user who initiates the Workflow will select the Livelink Compound
Document that will be versioned.

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 Creating Versions

4. Click the Add to Workflow button.

5. Click the Attachments tab.
6. Click the Copy Items From Livelink link, and then add the Livelink Documents as
attachments.

For more information about adding attachments, see the Livelink User Online Help.
7. Click the Save link.
8. Click the Painter link.
9. On the Workflow Painter, add a User step to the Workflow.
The step will allow the Initiator to add a modified version of one of the Workflow
attachments and specify a Compound Document to be versioned.
10. Drag the Start step over the User step to create a link between the steps.
11. Double-click the User step.
12. On the General tab, do the following:
• Name the step Modify and Specify.
• Assign the step to the Initiator.
• Click the Add to Workflow Definition button.
13. Click the Save link.
14. Click the Painter link.

Creating and Configuring the Item Handler Step

To create and configure the Item Handler step:
1. On the Workflow Painter, add an Item Handler step to the Workflow.

Using the Item Handler Step 59

Creating Versions

2. Drag the Modify and Specify step over the Item Handler step to create a link between
the steps.

3. Double-click the Item Handler step.

4. On the General tab, do the following:
• Name the step Versioning Functions.
• Assign the step to yourself.
• Select the Execute using Workflow Agent check box.
• Click the Add to Workflow Definition button.
5. Click the Versioning tab.
6. On the Workflow Attachments sub-tab, in the Add Version to Livelink Original list,
click If Modified.
The Workflow Attachments sub-tab controls the Version and other operation
requests for Documents and Compound Documents from Livelink that have been
added as Workflow attachments (but not those attachments added from a file
system). The If Modified setting indicates that the step will create a new Version of
the original Document (that is, the Document in its original Livelink location, such
as a Folder, Project, or other Livelink container) if the attachment has been modified
during the Workflow.
7. In the Documents list, click Make Generation.
This setting indicates that the step should make a Generation of the Document
Workflow attachments Folder in addition to creating new Versions. If you choose
None, the step does not create a Version or perform any other operation on
Document attachments.
In the tutorial, you do not add Compound Documents as Workflow attachments, so
do not change the None setting in the Compound Documents list.
8. Click the Add to Workflow Definition button.
9. Click the Specific Targets link.
The Specific Targets sub-tab allows you to define Versioning and other operations
for individual Workflow attachments and Livelink items.
10. Click the Add Versioning Definition button .
11. In the Source field, click the Item Reference Attribute radio button, and then choose
the My Compound Document attribute you created earlier.

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 Creating Versions

Specifying this attribute as the source allows the Initiator to choose in the Modify
and Specify step a Compound Document that will have a versioning operation
performed on it.
12. In the Target field, click the Item Reference Attribute radio button, and then choose
the My Compound Document attribute you created earlier.
Specifying the attribute as the target means that the step operations will be
performed on the source item in its current location.
13. In the Compound Documents field, do the following:
• Click Make Release in the list, and then type My Release in the Override
Default Release/Revision Name field.
These settings indicate that you want to create a Release of the Compound
Document, and that the Release will be named My Release.
• Select the Make Generation check box, and then type My Generation in the
Override Default Generation Name field.
These settings indicate that you also want to create a Generation of the
Compound Document, that the Generation will be named My Generation, and
that it will be created in the container referenced by the My Compound Document
attribute.
14. Click the Add button.
15. Click the Save link.

Initiating the Versioning Tutorial Workflow

To initiate the Versioning tutorial Workflow:
1. On the Map menu, choose Initiate.
2. Click the Initiate button.
3. Click the Return button.
4. On the Personal menu, choose Workflows, and then click the Assignments tab.
The Modify and Specify step appears in your assignments list.
5. Click the Modify and Specify link.
6. On the Workflow Step page, click the Attributes link.
The My Compound Document attribute is displayed.
7. Click the Browse Livelink button, locate the Compound Document you created for
the tutorial, and then click its Select link.
8. Click the Apply button.
9. Click the Attachments link.

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Creating Versions

The two Livelink Documents you created and added as Workflow attachments are
displayed.
10. In the editing program used to create one of the Documents, modify the Document by
adding some text, and then save the file.
You will update the Workflow attachment by adding the modified document as a
new Version of the Livelink Document.
11. Click the Document’s Functions icon, and then choose Add Version.
12. Click the Send On button.
The Workflow is sent to the Version Functions step, which waits to be processed by
the Workflow Agent. To verify that the Workflow completes processing, check the
Workflow status by choosing Workflows on the Personal menu.

Evaluating the Versioning Tutorial Workflow

After the Versioning tutorial Workflow finishes processing, you can verify the operations
performed by the Versioning Functions step by examining the Documents and
Compound Document involved in the Workflow.
To verify Document operations:
1. In Livelink, locate the original Livelink Documents.
2. Click the Functions icon for the Document that corresponds to the Workflow
attachment you modified, and then choose View.
The Document should include the text you added when you modified it.
3. Below the Document, locate the Generation of the Document created by the
Workflow. The item name follows Livelink’s default Generation naming convention,
Document_name Generation, where Document_name is the Document name.
4. Click the Functions icon for the Document, choose Properties, and then choose
Audit.
The audit trail should include Version Added and Generation Created, which
reflects the setting you made on the Workflow Attachments sub-tab of the
Versioning Functions step.
5. In Livelink, locate the Compound Document you selected in the Modify and Specify
step.
6. Click the Functions icon for the Compound Document, choose Properties, and then
choose Audit.
The audit trail should include Generation Added and Release Created reflecting the
settings you made on the Specific Targets sub-tab of the Versioning Functions step.
7. Find the new Generation of the Compound Document named My Generation that the
Workflow created in the same location as the Compound Document.

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 Moving and Copying Livelink Items

Moving and Copying Livelink Items

The Item Handler step allows you to specify Livelink items or Workflow attachments to
be moved or copied on the Move/Copy tab. A move or copy definition specifies the item
to be moved or copied and the destination target when the Item Handler step is
processed.
The following tutorial explains how to use Item Handler step move and copy features in
the following procedures:
• Moving and Copying a Workflow Attachment
• Synchronizing Container Contents

Creating the Workflow Map and Configuring the General Tab

You must create a Workflow Map and configure the General tab before you complete the
move and copy tutorials presented in this section. The General tab settings below can be
used for all procedures.
To create the Workflow Map and configure the General tab:
1. Create a new Workflow Map, and then add an Item Handler step.
2. Drag the Start Step over the Item Handler step to link the steps.
3. Double-click the Item Handler step.
4. On the General tab, do the following:
• Name the step Move_Copy.
• Assign the step to yourself.
• Select the Execute using Workflow Agent check box.
5. Click the Add to Workflow Definition button.

Moving and Copying a Workflow Attachment Tutorial

The following tutorial demonstrates how to move or copy items using the Item Handler
step by instructing you to move or copy a Workflow attachment to a Livelink Folder or
container item.
Before you can complete the procedure in this section, you must add the attachment you
want to move or copy to the Workflow and create a Livelink Folder or other Livelink
container item where the attachment will be placed.
Note You may want to remove other move or copy definitions on the Move/Copy
tab to ensure that the tasks specified in those definitions do not conflict with
the tasks you will configure in the following procedure.
To move or copy a Workflow attachment to a Folder or Livelink container item:
1. Double-click the Item Handler step.

Using the Item Handler Step 63

Moving and Copying Livelink Items

2. Configure the General tab as described in “Creating the Workflow Map and
Configuring the General Tab”, page 63.
3. Click the Move/Copy tab.
4. Click the Add Move/Copy Definition icon .
5. In the Source field, click the Workflow Attachment radio button, click the Browse
Attachments button, and then click the Select link for the Workflow attachment you
want to copy.
6. Select the Rename source to check box, and then type the following name for the new
copy of the attachment in the field:
attachment Copy, where attachment is the name of the attachment you want to move
or copy.
7. In the Target field, click the Livelink Container radio button, click the Browse
Livelink button, and then click the Select link for the Folder or container item in the
My Workspace where you want to copy the attachment.

8. In the Transfer Type field, do one of the following:

• Click the Copy radio button to indicate that the attachment will be copied to the
Livelink Folder or container item.
• Click the Move radio button to indicate that the attachment will be removed from
the Workflow attachments Folder and placed in the target Folder or container
item.
9. Click the Add button.

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The copy definition is displayed on the Move/Copy tab.

10. Click the Save link.
After you create and configure the Item Handler step, you can execute it by initiating its
Workflow.
To initiate the Workflow and view its results:
1. On the Workflow Painter, choose Initiate on the Map menu.
2. On the Initiate page, click the Initiate button.
The Workflow waits to be processed by the Workflow Agent. You can check the
Workflow status by viewing it on the Workflow Status page. After the Workflow
Agent processes the step, the Workflow is complete.
3. Navigate to the My Workspace, and then open the target Folder.
The Folder should contain the renamed attachment.

Synchronizing Container Contents Tutorial

The following procedure demonstrates how to synchronize Folders using the item
Handler step. Before you complete the procedure in this section, create two Folders that
meet the following criteria:
• Each Folder contains at least one unique item.
• Each Folder contains at least one common item. Add a modified version of the
common item to the Folder that will be used as a source in the tutorial.
Note You may want to remove other move or copy definitions on the Move/Copy
tab to ensure that the tasks specified in those definitions do not conflict with
the tasks you will configure in the following procedure.
To move or copy a Workflow attachment to a Folder or Livelink container item:
1. Double-click the Item Handler step.
2. Configure the General tab as described in “Creating the Workflow Map and
Configuring the General Tab”, page 63.
3. Click the Move/Copy tab.
4. Click the Add Move/Copy Definition icon .
5. In the Source field, click the Livelink Item radio button, click the Browse Livelink
button, and then click the Select link for the Folder that you want to synchronize with
the target Folder.

Using the Item Handler Step 65

Moving and Copying Livelink Items

6. In the Target field, click the Livelink Container radio button, click the Browse
Livelink button, and then click the Select link for the Folder or container item that
you want to synchronize with the source Folder.

7. In the Options field, select the Contents ONLY check box.

This setting indicates that you want to synchronize only the Folder contents, not the
Folder itself.
8. In the Transfer Type field, click the Copy radio button to indicate that the Folder
contents will be copied to the Livelink Folder.
9. Also in the Transfer Type field, select the Synchronize Container Contents check box
to indicate that existing common items are transferred if the item versions are
different.
For example, if the source Folder contains a Document named My Document and
the target Folder contains another version of the Document, you can select this
check box to overwrite the target Folder’s version with the version in the source
Folder.
10. Click the Add button.
The copy definition is displayed on the Move/Copy tab.
11. Click the Save link.
After you create and configure the Item Handler step, you can execute it by initiating its
Workflow.

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To initiate the Workflow and view its results:

1. On the Workflow Painter, choose Initiate on the Map menu.
2. On the Initiate page, click the Initiate button.
The Workflow waits to be processed by the Workflow Agent. You can check the
Workflow status by viewing it on the Workflow Status page. After the Workflow
Agent processes the step, the Workflow is complete.
3. Navigate to the My Workspace, and then open the target Folder.
The Folder contains a copy of the unique Document from the source Folder. The
contents of the common Document is the same as that of the one in the source
Folder. (That is, a version was added.)

Sample Folder Synchronization

The following sample illustrates Item Handler step processing using the setting in the
procedure above.
In this sample, Folder A contains the following items:
• Sample Compound Document
• Sample PDF Document
• Sample Poll

Folder B contains:
• Sample PDF Document

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Moving and Copying Livelink Items

• Sample Project

Although each Folder contains the Sample PDF Document, the file size is different
(168 KB in Folder A and 252 KB in Folder B), indicating that they are different versions.
Using the settings in the procedure above, the Item Handler’s Move/Copy tab is
configured as follows:

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After the Workflow is initiated and the Item Handler step completes its processing, the
contents of Folder A, the source Folder, are unchanged. The contents of Folder B are as
follows:

To satisfy the Move/Copy tab settings, the Item Handler step copied Sample Compound
Document and Sample Poll into Folder B and added Folder A’s version of Sample PDF
Document as a new version. If the Synchronize Container Contents check box was not
selected, the Item Handler step would have failed when it encountered the different
versions of the Sample PDF Document.
Also, Sample Project in Folder B remains unmodified and exists in Folder B only.
Remember that the Synchronize Container Contents check box applies only to items
found in both the source and target containers.

Using the Item Handler Step 69

Copying an Item to a Folder Created by a Folder Definition

Copying an Item to a Folder Created by a Folder

Definition
The Item Handler step allows you to specify a Folder that will be created by a Folder
definition on an Item Handler step as a target for other Item Handler operations. For
example, you can specify a Folder definition, and then use it as a location where a file is
moved or copied. For more information about copying items and Folder definitions, see
“Moving and Copying Livelink Items”, page 63 and “Creating Folders”, page 45.
The following tutorial explains how to use an Item Handler step to create a Folder, and
then copy an item into the Folder.

Creating the Workflow Map and Configuring the General Tab

You must create a Workflow Map and configure the Item Handler step’s General tab
before you complete the tutorial presented in this section.
To create the Workflow Map and configure the General tab:
1. Create a new Workflow Map named Copy to Folder Defintion, and then add an Item
Handler step.
2. Drag the Start Step over the Item Handler step to link the steps.
3. Double-click the Item Handler step.
4. On the General tab, do the following:
• Name the step Copy_to_Folder.
• Assign the step to yourself.
• Select the Execute using Workflow Agent check box.
5. Click the Add to Workflow Definition button.

Copying a Document to a Folder Created by a Folder

Definition
Before you can complete the procedure in this section, you must add to Livelink a
Document that you want to copy to a Folder that is created by a Folder definition.
To complete the tutorial, you must perform the following Item Handler step tasks:
• Specify a Folder definition
• Specify the copy definition
To specify the Folder definition:
1. Double-click the Item Handler step.
2. Click the Folder Definitions tab.

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 Copying an Item to a Folder Created by a Folder Definition

3. Click the Add Folder Definition icon .

4. In the Name field, type the name of the Folder to be created.
5. In the Target field, click the Livelink Container radio button.
6. Click the Browse Livelink button, and then select the container where the new Folder
will be created.
7. Click the Add button.
8. Click the Save link.
To specify the copy definition:
1. Click the Move/Copy tab.
2. Click the Add Move/Copy Definition icon .
3. In the Source field, click the Livelink Item radio button, click the Browse Livelink
button, and then click the Select link for the Document that you want to copy.
4. In the Target field, click the Folder Definition radio button, click the Browse Folder
Definitions button, and then click the Select link for the Folder definition of the
Folder to which you want to copy the source Document.
5. In the Transfer Type field, click the Copy radio button.
6. Click the Add button.
7. Click the Save link.

Initiating the Copy to Folder Tutorial Workflow

To initiate the Copy to Folder tutorial Workflow:
1. On the Map menu, choose Initiate.
2. Click the Initiate button.
3. Click the Return button.
The Workflow execution moves to the Copy_to_Folder step. The Workflow Agent
processes the step at the scheduled processing interval configured by the Livelink
Administrator. If you want to process the step manually, go to your My
Assignments page, open the step, and click the Send On button.

Evaluating the Copy to Folder Tutorial Workflow

After the Copy to Folder tutorial Workflow finishes processing, you can verify the
operations performed by examining the container and Folder you specified as targets.
First, open the container where you had the Folder definition create the Folder, and verify
that the Folder was created. Then, open the new Folder, and verify that the specified
Document was copied to it.

Using the Item Handler Step 71

Using Multiple Item Handler Steps in a Workflow

Using Multiple Item Handler Steps in a Workflow

You can use more than one Item Handler step in a Workflow to automatically perform
multiple Livelink operations. This section demonstrates a Workflow with three Item
Handler steps that copy and move a Document, apply Category attribute values based on
Workflow attribute values, and create a Version and Generation of a Document.

Tutorial
The following tutorial explains how to create the Document Review Workflow, a
Workflow that allows a user to submit a Livelink Document to another user for review. An
Item Handler step copies the Document to the Workflow, which makes the Document
available for the specified user to review. After reviewing the Document, the reviewer
approves or rejects it. If the Document is approved, an Item Handler step does the
following:
• Adds Workflow attributes to the Document as Livelink Category attribute values
• Creates a Version and Generation of the Document
• Moves the reviewed Document to a Folder
If the Document is rejected, an Item Handler step moves the Document to another Folder.
Before you can create and execute the Workflow, you must prepare some sample data to
be used in the tutorial. The tutorial includes the following sections:
• “Creating Categories”, page 73
• “Creating a Document to Be Reviewed”, page 73
• “Creating Reviewed Document Folders”, page 73
• “Creating the Document Review Workflow”, page 73
• “Configuring the Start Step”, page 75
• “Creating the Copy Document to WF Step”, page 75
• “Creating the Document Review Step”, page 76
• “Creating the Evaluate Disposition Step”, page 77
• “Configuring the Move Rejected Document Step”, page 78
• “Configuring the Categories, Versioning & Move Step”, page 79
• “Creating the Notification Steps”, page 82

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Creating Categories
In Livelink, create the following Category and attributes to be automatically applied to the
Document submitted for review.

Table 8-2: Sample Livelink Categories and Attributes

Category Attribute Type

Document Properties
Author Text field
Reviewer User field
Title Text field

The Livelink Administrator controls which users can create Livelink Categories and
attributes. For more information about creating Categories, see “Administering the
Categories Volume” in the Livelink Admin Online Help.

Creating a Document to Be Reviewed

This tutorial routes a Livelink Document to a user for review. Add a word processing file
as a Livelink Document to the Enterprise Workspace. Do not apply Livelink Categories
and attributes to the Document.

Creating Reviewed Document Folders

In the Enterprise Workspace, create two Folders in which to store reviewed Documents.
Use the names Approved Documents and Rejected Documents.

Creating the Document Review Workflow

To create the Document Review Workflow:
1. Create a new Workflow Map named Document Review Workflow, and then open it in
the Workflow Painter.
2. On the Map menu, choose General.
3. In the Title field, type Document Review Workflow.
4. In the Attachments section, select the Attachments, Attributes, and Comments check
boxes.
5. Click the Add to Workflow Definition button.
6. On the Map menu, choose Attributes.

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Using Multiple Item Handler Steps in a Workflow

7. Create the following Workflow attributes:

Attribute Name Type Use

Document for Review Item Reference Allows the Initiator to browse Livelink and
select the Document for review. When you
create the attribute, specify Documents as the
only valid selectable type.
Document Name Text: Field The Document name, which will be applied as a
Livelink Category attribute
Written by Text: Field The author name, which will be applied as a Livelink
Category attribute
Document Review by User: Field The user who will review the Document

For more information about creating Workflow attributes, see the Livelink User
Online Help.

8. Click the Add to Workflow Definition button.

9. Click the Save link.
10. Click the Painter link.

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Configuring the Start Step

The Start step requires the Initiator to specify a Document for review, select a reviewer,
and add information about the Document using the Workflow attributes.
To create the Start step:
1. Add a Start step to the Workflow Map.
2. Double-click the Start step.
3. In the Instructions field, type the following text and HTML that explains to the user
how to initiate the Workflow:
Submit a document for approval by doing the following:<br>
<ol>
<li>Click the <b>Attributes</b> link to specify the document you want
to review, the person who should review the document, and the
document name and author.
<li>Click the <b>Apply</b> button.
</ol>
Click the <b>Initiate</b> button to start the Document Review
Workflow.
4. Click the Add to Workflow button.
5. Click the Attributes tab.
6. Click Entry Required in the list for each Workflow attribute.
7. Click the Add to Workflow Definition button.
8. Click the Save link.
9. Click the Painter link.

Creating the Copy Document to WF Step

The Copy Document to WF step is an Item Handler step that uses the Document for
Review Workflow attribute value to copy the Document that the Initiator has selected for
review to the Workflow Attachments Folder.
To create the Copy Document step:
1. Add an Item Handler step to the Workflow Map.
2. Drag the Start step over the Item Handler step to create a link between the steps.
3. Double-click the Item Handler step.
4. In the Step Name field, type Copy Document to WF.
5. In the Assignee field, specify a user with permission to copy Documents to the
Workflow Folder as the step assignee, and select the Execute using Workflow Agent
check box.
6. Click the Add to Workflow Definition button.

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Using Multiple Item Handler Steps in a Workflow

7. Click the Move/Copy tab.

8. Click the Add Move/Copy Definition button .
9. On the Add Move/Copy Definition page, in the Source section, click the Item
Reference radio button, and then click the Document for Review in the attribute list.
10. In the Target section, click the Workflow Attachments radio button, click the Browse
Attachments button, and then click the Select link for the Attachments Folder.
11. In the Transfer Type field, click the Copy radio button.
12. Click the Add button.
13. Click the Save link.
14. Click the Painter link.

Creating the Document Review Step

The Document Review step is assigned to a user specified by the Initiator in the Start step.
The reviewer completes the step by reviewing the Document and choosing a disposition.
To create the Document Review step:
1. Add a User step to the Workflow Map.
2. Drag the Copy Document to WF step over the User step to create a link between the
steps.
3. Double-click the User step.
4. In the Step Name field, type Document Review.
5. In the Instructions field, type the following text and HTML that explains to the user
how to review the Document:
You have been selected to review a document. Please do the
following:<br>
<ol>
<li>Click the <b>Attachments</b> link to review the document listed
on the Attachments page.
<li>Optionally, explain why you are approving or rejecting the
document by typing your comments in the field on the Comments page.
<li>Click the <b>Approve</b> or <b>Reject</b> button.
6. Click the Add to Workflow button.
7. Click the Assignees tab.
8. On the Assignees tab, click the Assignee from Attribute radio button, and then click
Document Review by in the attribute list.
9. Click the Add to Workflow button.
10. Click the Permissions tab.

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11. In the Disposition field, select the Require Disposition check box.
12. Click the Add to Workflow button.
13. Click the Attributes tab.
14. In the Document for Review list, click Not Available.
15. In the Document Name list, click Read Only.
16. In the Written by list, click Read Only.
17. In the Document Review By list, click Not Available.
18. Click the Add to Workflow Definition button.
19. Click the Save link.
20. Click the Painter link.

Creating the Evaluate Disposition Step

The Evaluate Disposition step routes the Document, based on the Approved or Rejected
disposition specified by the reviewer. Also, you must create and name two Item Handler
steps to which the Evaluate Disposition routes the Workflow, but you will configure them
later.
To create the Evaluate Disposition step:
1. Add an Evalute step to the Workflow Map.
2. Drag the Document Review step over the Evaluate step to create a link between the
steps.
3. Add two Item Handler steps to the Workflow.
The Item Handler steps are required to complete the Evaluate step expressions.
4. Double-click an Item Handler step, and then in the Step Name field type Move
Rejected Document.
5. Click the Add to Workflow Definition button.
6. Click the Save link.
7. Click the Painter link.
8. Double-click an Item Handler step, and then in the Step Name field type
Categories, Versioning & Move.
9. Click the Add to Workflow Definition button.
10. Click the Save link.
11. Click the Painter link.
12. Drag the Evaluate step over the Move Rejected Document step to create a link
between the steps.

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13. Drag the Evaluate step over the Categories, Versioning & Move step to create a link
between the steps.
14. Double-click the Evaluate step.
15. In the Step Name field, type Evaluate Disposition.
16. Click the Edit Expression button .
17. Create the following expression:
Document Review = Approve
18. Click the Submit button.
19. In the Steps list for the expression, click Categories, Versioning & Move.
20. Click the Add Expression button .
21. Click the Edit Expression button .
22. Create the following expression:
Document Review = Reject
23. Click the Submit button.
24. In the Steps list for the expression, click Move Rejected Document.
25. Click the Add to Workflow Definition button.

Configuring the Move Rejected Document Step

The Move Rejected Document step is an Item Handler step that moves a rejected
Document to the Rejected Documents Folder in the Enterprise Workspace.
To configure the Move Rejected Document step:
1. Double-click the Move Rejected Document step.
2. On the General tab, in the Assignee field, assign the step to the Initiator, and then
select the Execute using Workflow Agent check box.
3. Click the Add to Workflow Definition button.
4. Click the Move/Copy tab.

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5. Click the Add Move/Copy Definition button .

6. On the Add Move/Copy Definition page, in the Source section, click the Item
Reference Attribute radio button, and then click Document for Review in the
attribute list.
7. In the Target section, click the Livelink Container radio button, and then click the
Browse Livelink button.
8. In the Target Browse window, click the Select link for the Rejected Documents Folder.
The default Move/Copy action is move, so you do not need to specify an action.
9. Click the Add button.
10. Click the Save link.
11. Click the Painter link.

Configuring the Categories, Versioning & Move Step

The Categories, Versioning & Move step is an Item Handler step that performs the
following actions in order:
• Adds Workflow attribute values to the Document as Livelink Category attributes and
values
• Creates a Version and a Generation of the Document
• Moves the Document to the Approved Documents Folder in the Enterprise
Workspace
To configure the Categories, Versioning & Move step:
1. Double-click the Categories, Versioning & Move step.
2. On the General tab, in the Assignee field, assign the step to the Initiator.
3. Select the Execute using Workflow Agent check box.
4. Click the Add to Workflow Definition button.
5. Click the Categories tab.
6. On the Definitions sub-tab, click the Add Category button , and in the Select
Category window, navigate Livelink to the location where you created the Livelink
Categories to be used in this tutorial.
By default, Livelink Categories are stored in the Livelink Categories volume, which
is located at the top-level of the Livelink object hierarchy.
7. On the Select Category page, click the Select link for the Document Properties
Category.
The Document Properties Category is added to the step.
8. Click the Add Attributes link.

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9. On the Select Category Attributes page, select the check box in the Attribute header to
select the Title, Reviewer, and Author attributes.
10. Click the Submit button.
The Document Properties Category attributes are added to the step.
11. Click the Add Mapping link for the Title attribute.
12. On the Select Mapping Data Type page, click the Select link for Workflow Attribute.
13. On the Select Mapping Field page, click the Select link for the Document Name
attribute.
A mapping between the Title attribute in the Document Properties category and the
Document Name Workflow attribute is created.
14. Click the Add Mapping link for the Reviewer attribute.
15. On the Select Mapping Data Type page, click the Select link for Workflow Attribute.
16. On the Select Mapping Field page, click the Select link for the Document Reviewed
By attribute.
A mapping between the Author attribute in the Document Properties category and
the Written by Workflow attribute is created.
17. Click the Add Mapping link for the Author attribute.
18. On the Select Mapping Data Type page, click the Select link for Workflow Attribute.
19. On the Select Mapping Field page, click the Select link for the Document Written By
attribute.
A mapping between the Author attribute in the Written by attribute and the
Document Reviewed By Workflow attribute is created.

20. Click the Operations link.

21. On the Operations sub-tab, click the Add Operation button .
22. On the Add Operations page, in the Item area, click the Item Reference Attribute
radio button, and then click Document for Review in the attribute list.
23. In the Update Options area, select the Add Categories check box.
This causes the step to add the Document Properties Category and attributes to the
Document the Initiator has specified for review.

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24. Also, in the Update Options area, select the Set Attribute Value(s) check box.
This enables the step to add the values of the Workflow attributes to the Category
and attributes as defined by the mappings.
25. Click the Add button.
26. Click the Save link.
27. Click the Versioning tab.
Note The Workflow Attachments sub-tab is displayed by default. The settings on
the sub-tab control Versioning requests for all attachments added to the
Workflow definition (before it is initiated). Because the Document being
reviewed in the Workflow is added to the Workflow Attachments Folder
during Workflow processing, you must specify Versioning operations on the
Specific Targets sub-tab.
28. Click the Specific Targets link.
29. Click the Add Versioning Definition button .
30. On the Add Versioning Definition page, in the Source section, click the Item
Reference Attribute radio button, and then click Document for Review in the
attribute list.
31. In the Target section, click the Item Reference Attribute radio button, and then click
Document for Review in the attribute list.
32. In the Documents section, select the Make Generation check box, and then type My
Generation in the Override Default Generation Name field.
These settings enable the step to create a Generation of the Document named My
Generation in addition to a Version.
33. Click the Add button.
34. Click the Save button.
35. Click the Move/Copy tab.
36. Click the Add Move/Copy Definition button .
37. On the Add Move/Copy Definition page, in the Source section, click the Item
Reference Attribute radio button, and then click Document for Review in the
attribute list.
38. In the Target section, click the Livelink Container radio button, and then click the
Browse Livelink button.
39. In the Target Browse window, click the Select link for the Approved Documents
Folder.
The default Move/Copy action is move, so you do not need to specify an action.
40. Click the Add button.

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41. Click the Save link.

42. Click the Painter link.

Creating the Notification Steps

Create two Initiator steps that notify the Workflow Initiator when a Document has been
approved or rejected.
To create the notification steps:
1. Add two Initiator steps to the Workflow Map.
2. Drag the Move Rejected Document step over an Initiator step to create a link between
the steps.
3. Drag the Categories, Versioning & More step over the other Initiator step to create a
link between the steps.
4. Double-click the Initiator step linked to the Move Rejected Document step.
5. In the Step Name field, type Document Rejected.
6. Click the Add to Workflow Definition button.
7. Click the Save link.
8. Click the Painter link.
9. Double-click the Initiator step linked to the Categories, Versioning & Move step.
10. In the Step Name field, type Document Approved.
11. Click the Add to Workflow Definition button.
12. Click the Save link.
13. Click the Painter link.
You are ready to test the Workflow.

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Testing the Tutorial Workflow

Before you test the Workflow, be sure that you have created the supporting Livelink items
described in the following sections:
• “Creating Categories”, page 73
• “Creating a Document to Be Reviewed”, page 73
• “Creating the Document Review Workflow”, page 73
To test the tutorial Workflow:
1. In the Painter, on the Map menu, choose Initiate.
2. On the Initiate page, click the Attributes link.
3. Click the Browse Livelink button in the Document for Review field, and then click
the Select link for the Document you want to submit for review.
4. In the Document Name field, type the Document name.
5. In the Written by field, type the Document author’s name.
6. In the Document Review By field, click the Select User button, and then select the
user to review the Document.
For testing purposes, select yourself as the Document reviewer.
7. Click the Apply button.
8. Click the Initiate button.
9. Click the Return button.
The Workflow proceeds to the Copy Document to WF step, which copies the
Document to the Workflow Attachments Folder when the Workflow Agent runs.
10. On the Personal menu, choose Workflows, and then click the Assignments tab.
After the Copy Document to WF step is processed, the Document Review step is
displayed on the Assignments tab.
11. On the Assignments tab, click the Document Review link.
12. On the Document Review step page, click the Attachments link.
The Document for review copied from Livelink to the Workflow Attachments
Folder is displayed.
13. Click the Approve button.
The Workflow moves to the Evaluate Disposition step, which routes processing to
the Categories, Versioning & Move step. The Categories, Versioning & Move step
automatically does the following:
• Applies the Livelink Category and attributes to the Document
• Creates a Version and Generation of the Document

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Using Multiple Item Handler Steps in a Workflow

• Moves the Document to the Approved Folder

14. On the Personal menu, choose Workflows, and then click the Assignments tab.
After the Categories, Versioning & Move step is processed, the Document
Approved step is displayed on the Assignments tab.
15. Click the Document Approved link.
16. On the Document Approved step page, click the Send On button to complete the
Workflow.
Evaluating the Workflow Results
After the Workflow finishes processing, you can navigate Livelink and view the items
updated by the Workflow.
To evaluate the Workflow:
1. In the Enterprise Workspace, verify that the reviewed Document no longer exists in
the Workspace.
2. Locate the Generation named My Generation that the Categories, Versioning & Move
step created.
3. Click the Approved Documents Folder link and then verify that the Document exists
in the Folder.
4. Click the Functions icon for the reviewed Document, choose Properties, and then
choose Audit.
5. On the Audit tab, verify that the Categories, Versioning & Move step performed the
following events:
• Version Added
• Attributes Changed
• Generation Created
• Move

Note To view the Workflow status, which contains detailed information about the
actions performed during the Workflow, on the Personal menu, choose
Workflows, click the Workflow name link, and then click the Audit link.

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6. Click the Categories tab.

7. On the Categories tab, verify that the Categories, Versioning & Move step applied the
Document Properties Category to the Document, and that it set the attribute values
using the values of the corresponding Workflow attributes.
8. Click the Cancel button.
Note If you want to test the Workflow again, you must remove or rename the
Generation named My Generation in the Enterprise Workspace or else the
Categories, Versioning & Move step will create an error because it cannot
create a Generation if a Generation with the same name exists.

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Chapter 9
Integrating Email in Workflows
Livelink allows you to make some Workflow functions accessible to users through email
messages. In earlier Livelink releases, users could access these features only by signing
into Livelink. Before you use email features in a Workflow Map, it is important to
understand how the features work and the way users interact with them.
This chapter covers the following topics:
• “Overview” on page 88
• “Designing Email-Enabled Workflow Maps” on page 94
• “Designing Email-Enabled Steps” on page 98

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Overview

Overview
Livelink Embark provides you with the option to make some Workflow functions
accessible to users through email messages. In earlier Livelink releases, users could access
these features only by signing into Livelink. Before you integrate email features with a
Workflow Map, it is important to understand how the features work and the way users
interact with them.
This section covers the following topics:
• “About Email-Enabled Workflow Features”
• “Configuring and Testing Livelink”
• “Monitoring Workflow Events”
• “About Livelink Workflow Documentation”

About Email-Enabled Workflow Features

Email-enabled Workflow features allow users to interact with Workflows by sending and
receiving email messages. Currently, Livelink supports the following email-enabled
features:
• Initiating Workflows by email-enabling a Workflow Map
• Completing step assignments by email-enabling User and Initiator steps
Email-enabled Workflow features are not dependent on each other and are configured
separately. You can design Workflow Maps that include all or only selected email-enabled
features. For example, you can allow a Workflow Map to be initiated by email without it
containing email-enabled User or Initiator steps. Also, you can create a Workflow Map
that contains email-enabled User or Initiator steps, but may not be initiated through
email.
Note The Workflow email features rely on the Livelink eLink module to send and
receive email messages. If your site does not include the eLink module, you
cannot use Workflow email features in your Workflow Maps. Also, the
Livelink Administrator must enable email initiation in the eLink module
administrative settings before you can email-enable a Workflow Map.
For more information about installing and configuring the eLink module, see
Livelink ECM - eLink Installation and Administration Guide or your Livelink
Administrator.

Initiating Workflows Through Email

When you email-enable a Workflow Map, you create an email address to which users can
send initiation requests. After you email-enable a Workflow Map, you can make the
Workflow Map's email address available to users, who can initiate a Workflow by sending
a request email message to the Workflow Map's email address.

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Information in the email message the user sends to the Workflow is transferred to the
Workflow package. The following table explains how information in the initiation email is
used in the Workflow:

Table 9-1: Initiation Email Message Information

Email Message Information Becomes…

Subject line The Workflow title
Attached files Workflow attachments
Text in the body of the message Comments added to the Start step

When Livelink receives an initiation request, the system initiates the Workflow and
returns an Initiation Confirmed message to the initiator.

Figure 9-a: Initiation Confirmed Message

When the Workflow is complete, the initiator receives a message that confirms that the
Workflow is complete.
For more information about designing Workflow Maps that you want to allow users to
initiate by email, see “Designing Email-Enabled Workflow Maps” on page 9.

Completing Step Assignments Through Email

You can email-enable User and Initiator steps when you want to allow step assignees to
work with a step through email. When Workflow processing reaches an email-enabled
step, Livelink sends the Action Requested email message, an alert to the users assigned to
work on the step. In addition to alerting step assignees that the step is ready for work to
begin, the message provides instructions about how to complete the task. For example,
depending on the way the step assignment is defined, the Action Requested email
message can contain instructions about how to work with attachments and step

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Overview

comments. Livelink attaches Workflow attachments to the Action Requested email

message as attachments, and may include optional step features, such as permission to
delegate the step or send it for review. The step priority corresponds to the email message
priority.
Step assignees review the step instructions included in the Action Requested email
message, complete the assignment work, and then indicate that the work is complete by
responding to the message. Although some email-enabled steps can be completed entirely
through email, assignees have the option to work on the step in Livelink as they would a
step that is not email-enabled. Also, email-enabled steps appear on step assignees’
Assignment pages along with other Livelink Tasks.
After finishing work on the step, users complete the step by clicking the Send On button
or a disposition button in the Action Requested email message. The users’ email program
creates the Action Completed message, to which step assignees attach documents and
comments to submit for the step.

Figure 9-b: Action Completion Confirmation Message

After Livelink receives an Action Completed message, it adds information in the email
message to the step, marks the step complete (updates the Workflow audit trail with the
time and email address of the user who sent the Action Completed email message), and
then directs Workflow processing to the next step.
For more information about designing steps that you want to allow users to work with by
email, see “Designing Email-Enabled Steps” on page 15.

Configuring and Testing Livelink

Before you integrate email features into your Livelink Workflow Maps and make them
available to users, Open Text strongly recommends that you configure and test Livelink to

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 Overview

ensure that the system is ready to handle Workflow email features and that requests are
processed quickly. For example, you may want to perform the following tasks before you
email-enable Workflow features:
• Verify that the Livelink Notification Agent is set to run every five minutes so that
Workflow-related email messages are sent promptly to users.
• Verify that the Livelink Server and eLink are properly working, that is, before you
attempt to email-enable a Workflow Map or step, confirm that email messages
addressed to an eLink-enabled Folder or Discussion are being received and sent.
• Verify that your mail server does not use restrictions or filters that may delay or
prevent delivery of Workflow email messages.
Note You may need to contact your Livelink Administrator to configure Livelink
and complete these tests.

Monitoring Workflow Events

Open Text recommends that you encourage users who are managing or participating in
Workflows to use Livelink eLink settings and Livelink Notifications to help them monitor
Workflows. For example, users can configure an eLink event to send them an email alert
each time a step assigned to them is ready for work to begin. Livelink provides eLink
email and Notification processing for the following Workflow events:
• A Workflow you manage is completed or late.
• A step assigned to you is ready or late.
In addition, the Livelink Administrator can control eLink settings for Workflow event
preferences by configuring eLink global Workflow settings. The Livelink Administrator's
eLink global Workflow settings override eLink settings of individual users. For example,
even if users configure an eLink setting that indicates that they do not want to receive an
email message when a Workflow step assigned to them is late, the Livelink Administrator
can configure a global eLink setting to ensure that all users receive an email message. For
more information about administering eLink global Workflow event notifications, contact
your Livelink Administrator or see "Administering eLink Notification for Workflows" in
the "Administering eLink" section of the Livelink Admin Online Help.
Important In order for users to receive email messages for Workflow events from email-
enabled Workflows, either the Livelink Administrator must configure eLink
global Workflow settings or users must configure their local eLink Workflow
settings.

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Overview

About Livelink Workflow Documentation

You and the users who work with the Workflows you design can learn more Livelink
Workflow email-enabled features by referring to the following documentation:
• Working with Email-Enabled Workflows, which is a Windows help file that explains to
Workflow participants how to initiate Workflows and perform Workflow steps
through email, and to Workflow Map designers how to email-enable Workflow Maps
and steps. The help file contains information about Workflow email features only.
Note Working with Email-Enabled Workflows is a standalone file that you can
download as part of the Livelink Embark release. Users do not have to sign in
to Livelink to access this help file, but you must make the file available to
your users.
• Livelink Admin Online Help, which explains to Livelink Administrators how to allow
Workflow Map designers to email-enable Workflow Maps and configure global
Workflow notifications.
Note Only those users with Livelink administration permission can access the
Livelink Admin Online Help.
• Livelink User Online Help, which contains topics that explain to Workflow participants
how to initiate Workflows and perform Workflow steps through email, and to
Workflow Map designers how to email-enable Workflow Maps and steps. The help
topics that describe Workflow email features are integrated with other Livelink help
topics.

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Note Users must sign in to Livelink to access the Livelink User Online Help..

Figure 9-c: Working with Email-Enabled Workflows Help Window

Integrating Email in Workflows 93

Designing Email-Enabled Workflow Maps

Designing Email-Enabled Workflow Maps

The ability to email-enable a Workflow Map requires you to carefully consider the way
you design Workflow Maps. Some Workflow features and information you specify
appear in a different way or are not available to users who participate in the Workflow
through email.
This section covers the following topics:
• “Choosing When to Email Enable a Workflow Map”
• “Avoiding Unsupported Start Step Features” on page 95
• “Choosing Descriptive Email Addresses” on page 96

Choosing When to Email Enable a Workflow Map

Email-enabling a Workflow Map allows users to initiate a Workflow through email.
Before you email-enable a Workflow Map, you must carefully consider what information
users need to initialize the Workflow. If your Workflow Map is complex and requires a lot
of information or instruction each time it is initialized, you may not want to email-enable
it.
Email-enabling a Workflow Map does not affect the ability of step assignees to interact
with User or Initiator steps that have been email-enabled. For more information about
email-enabled steps, see “Designing Email-Enabled Steps” on page 15.
Note The Livelink Administrator can disable the email-enable Workflow Maps
feature.

Considering Start Step Requirements

By default, the information supplied by users when they initialize a Workflow by email is
copied to a Workflow’s Start step, but not all Start step features are supported through
email. For more information about supported Start step features, see “Avoiding
Unsupported Start Step Features” on page 95.

Providing Initialization Instructions for Email-enabled Workflows

The Start step’s General component includes a field where you can specify instructions
that explain how to initiate the Workflow. When users initialize the Workflow Map from
within Livelink, the instructions from the Start step are displayed for the user to read on
the Initiate page. If you email-enable the Workflow Map, these instructions are not
available to users in the Action Requested email message.
If you want to provide initialization instructions for users who will enable the Workflow
by email, you need to provide them through an alternate method. For example, you may
want to send the instructions to users when you notify them that the Workflow can be
initialized by email and ask them to save the instructions for future reference.

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Avoiding Unsupported Start Step Features

Livelink does not support all Start features when the Workflow Map is initiated by email.
Therefore, you must carefully choose which features you use in your Workflow’s Start
step. If you email-enable a Workflow that contains a Start step that uses unsupported
features, the initiation request may fail or the features may be ignored.
The following Start step features will prevent the Workflow from being initiated by email:
• Required attributes
• Required Forms or Form field values
• Authentication
Ignored features do not prevent a Workflow from being initiated through email. The
following Start step features are ignored when a Workflow is initiated by email:
• Display at initiation
• Prompt for title at initiation
• Initiator can specify a Workflow due date
• Instructions

Working with Attributes

Livelink does not support attribute operations by email, therefore, attribute values cannot
be displayed in or updated through email. If the Start step requires users to supply
attributes, users can only provide them online. Open Text recommends that you do not
email-enable Workflow Maps that include Start steps with required attributes.

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Designing Email-Enabled Workflow Maps

Avoiding Start Step Authentication

Livelink does not support user authentication by email. Open Text recommends that you
do not email-enable Workflow Maps that include Start steps requiring authentication.

Figure 9-d: Start Step Features

Avoiding Required Forms

Livelink does not support displaying or updating Forms fields through email. If your
Start step includes a required Form, an initiation request made by email will fail.
However, if the Start step includes a Form that is not required, users cannot update the
Form through email, but they can initiate the Workflow.

Choosing Descriptive Email Addresses

Open Text recommends that you choose a descriptive name and email address for any
Workflow Map that you want to email-enable. The Workflow name is included in status
and error email messages sent to initiators by Livelink, so a clearly named Workflow can
help users quickly identify and distinguish one Workflow from others with which they
may be working. Also, if the email address you choose when you email-enable a
Workflow is easy to remember, users may require less support each time they need to
initiate a new instance of the Workflow, and it reduces the chance that they send an
initiation request to the wrong Workflow Map.
By default, Livelink uses the Workflow Map name as the email address name. For
example, the default email address of an email-enabled Workflow named My_Workflow
on a Livelink Server that uses an eLink Server named eLink_Server.MyCompany.com is

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My_Workflow@eLink_Server.MyCompany.com. You can override the default value with

a more descriptive email address name.

Figure 9-e: Specifying an Email Address for a Workflow Map

Integrating Email in Workflows 97

Designing Email-Enabled Steps

Designing Email-Enabled Steps

Email-enabled Workflow steps may require you to change the way you develop the steps
(as opposed to designing them for users to work with the steps within Livelink). Livelink
presents certain information that you specify when you design a step for email users. It is
important to understand how Livelink presents a step online and through email so that
Workflow users assigned to the step can successfully complete the step work.
This section covers the following topics:
• “Choosing Which Steps To Email Enable”
• “Specifying Step Instructions” on page 101
• “Choosing Descriptive Step Names” on page 102
• “Avoiding Loopback Links” on page 102

Choosing Which Steps To Email Enable

Before you decide to email-enable a User or Initiator step, you should consider whether
the step can be processed through email. Livelink supports some of, but not all the
features available in User and Initiator steps that users can work on within Livelink. The
option to email-enable a User or Initiator step depends on the features required to
complete the task defined in your step.

Working with Supported Step Features

Livelink Workflow supports the following features for email-enabled steps:
• Attachments
• Dispositions
• Group Assignment
If the step you are designing includes any of these features, it may be a good candidate for
email delivery.

Working with Attachments

If a step includes attachments, it is important to be aware of the following rules:
• If the step instructs the assignees to modify an attachment, users must not change the
attachment file name if they want to add a new version of the document. For example,
if a step includes a document attachment named StatusReport.doc and the step
assignee attaches a modified version of the file, named StatusReport_comments.doc,
the document will be added to the Workflow as a separate attachment rather than a
new version of the original document. Documents accepted as attachments are
included in the confirmation message attachments list.

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• If a user attaches a document to an Action Completed email message but the step is
not configured to accept attachments, the document is ignored and is not included in
the confirmation message attachment list.
Verifying Permissions
Before you make a step available through email, verify that the users who may be
assigned to the step have the Livelink permissions required to view and update the
attachments. If a step assignee attempts to send an attachment by email but does not have
permission to update the document or destination container, that work will complete,
however, the confirmation message will not indicate that the attachment has been
received.

Integrating Email in Workflows 99

Designing Email-Enabled Steps

Working with Dispositions

The dispositions you define in an email-enabled step appear as buttons in the Action
Completed email message. Users assigned to the step complete it by clicking a disposition
button, and then returning an automatically generated Action Completed message.
Note Steps that do not use dispositions will include a Send On button in the Action
Requested email message.

Designing Group Member Steps with Version Control

For steps assigned to a group (Member Expand) that can be completed in Livelink, it is
important to note that Livelink controls versioning by allowing only one user at a time to
check out a document attachment. However, when Group steps are delivered through
email, there is a much greater chance that new versions of a document attached to the step
could be created unpredictably, because each group member receives a copy in the step’s
Action Requested email message. Also, a problem can occur if one group member chooses
to sign into Livelink to complete work on the step and then reserves the document while
another group member attempts to update it through email.
If the task you define for a Group step requires versioning control for a document
attachment, Open Text recommends that you clearly instruct each group member to
rename the document attachments they submit with a unique name (for example,
MyDocument_username). If you do not want group members to submit multiple
attachments, Open Text recommends that you do not make the step available by email.

Avoiding Step Features Not Supported Through Email

Currently, Livelink does not support the following step features in email-enabled steps:
• Attributes
• Authentication
• Forms
If the step you are designing includes any of these features, the step must be completed
online in a browser. If you email-enable a step that includes unsupported features,
Livelink sends an email message to step assignees, indicating that the step is ready for
work to begin. Also, it includes a hypertext link to the step page in Livelink so that users
can go online to work with the step.

Working with Attributes

Livelink does not support any attribute operations by email; attribute values can be
displayed if they are incorporated into instructions through replacement tags, but they
cannot be updated through email messages. If a step that you make available through
email includes required attributes, users can only complete the step by going online. If the
step includes non-required attributes, users may be able to complete the step through
email, but they cannot update attribute values.

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 Designing Email-Enabled Steps

Specifying Step Instructions

When you design a step in Livelink, you can provide step instructions for each component
in the work package, such as:
• General
• Attachments
• Attributes
• Comments
For steps that are delivered through email, the only instructions that are displayed in the
Action Requested email are the General instructions. The instructions you supply for
other components are available to users only if they go online to work with the step in
Livelink.

Figure 9-f: General Instructions on an Email-Enabled User Step

Integrating Email in Workflows 101

Designing Email-Enabled Steps

It is essential that you provide clear and specific instructions so that step assignees who
receive the Action Requested email message for the step can understand exactly what
they need to do to complete work on the step. Open Text recommends that you follow
these general rules when you write the General instructions for steps that will be
delivered through email:
• Users who work on a step through email or in Livelink will see the same step
instructions, so be certain that the instructions are written in a way that makes sense
to users in each environment. For example, if the step instructions include references
to email messages, users who attempt to complete the step in Livelink may become
confused.
• Use basic HyperText Markup Language (HTML) tags to format the instructions.
• Use replacement tags to display additional dynamic information such as Form field
values or Workflow attributes.
• Remember that any instructions you specify on the Attachments tab of the Workflow
package are not included in email messages.

Choosing Descriptive Step Names

Open Text recommends that you choose a descriptive name for your email-enabled steps.
The step name is included in the subject line of the Action Requested email message that
step assignees receive when a step is ready for work to begin. A descriptive step name can
help step assignees locate and organize step assignments in their email inboxes. Also, you
may want to consider using a replacement tag in the step name to provide the date the
Workflow was initiated so that the step assignee can distinguish between multiple
instances of the same step.

Avoiding Loopback Links

Open Text recommends that you use caution when email-enabling steps that are part of a
loopback link. If a step is executed multiple times as part of a loopback link, users
assigned to the step will receive an Action Requested email message each time the step is
ready for work to begin. Step assignees can respond to any copy of the Action Requested
email message without receiving an error as long as the Workflow processing is currently
at the step. For example, a user can respond to the first Action Completed message
received for a step that is on its third iteration in a loopback link. The user could also
respond to the second or third copy of the same Action Requested message received
during the second and third iterations of the loopback link.
Also, if the step includes comments, users may become confused if they view an earlier
iteration of the step and expect to see comments made on a later iteration of the step. For
example, if a user reads the comments for the third iteration of the step’s Action
Requested message and then later opens the first iteration of the step’s Action Requested
message, the user may not understand why comments for the later iterations are not
displayed.

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Chapter 10
Working with Due Dates
The Livelink Workflow module provides many methods of monitoring Workflows to
ensure that they execute as timely as planned. Some of the date functions you can figure
include:
• Set Livelink to skip weekends when calculating due dates
• Define Milestone steps that check the Workflow’s progress against target dates
• Define durations for User, Initiator, and Sub-Workflow steps
• Set Livelink to recalculate dates after a loopback occurs or use absolute due dates
• Set explicit start dates for User, Initiator, and Sub-Workflow step execution
This chapter covers the following topic:
• "How Livelink Calculates Due Dates," page 104

Working with Due Dates 103

How Livelink Calculates Due Dates

How Livelink Calculates Due Dates

Livelink adds the duration of each step to the Workflow’s initiation date to calculate the
due date of the entire Workflow. If you choose the Recalculate due dates check box on a
User or Initiator step’s General Properties page, Livelink repeats the process and comes
up with a new due date for the entire Workflow.
When a Workflow Map includes a loopback link, Livelink skips the loopback when
calculating a due date for the Workflow. It does not recalculate automatically after a
loopback, unless you select the Recalculate due dates check box for a step after the
loopback.
Note When you select the Recalculate due dates check box, you may notice slower
responses at send-on time. The amount of extra processing time varies,
depending a number of factors.

Using Durations with No Recalculation

In the Workflow Map shown above, the durations of the steps are as follows, and none of
the Recalculate Due Dates check boxes are selected:
• The Manager Approval step has a duration of three days.
• The Initiator step has a duration of one day.
• The HR Approval step has a duration of two days.
When the Workflow begins executing, Livelink calculates the due date as six days from
the initiation or start date. Unless you modify the Workflow, this Workflow due date
remains the same, even if one of the users completes a step early or late. Also, you cannot
change the due date once the Workflow is initiated.

Using Durations with Recalculation

In the same Workflow Map, the durations are redefined as follows:
• The Manager Approval step has a duration of three days with the Recalculate Due
Dates check box selected.
• The Initiator step has a duration of one day.
• The HR Approval step has a duration of two days.
In this scenario, Livelink calculates an initial due date for the Workflow of six days from
the initiation date. However, the due date can change when the Recalculate Due Dates
check box is selected. Livelink adds the durations of the steps after the step in question

104 Livelink Workflow Designer’s Guide

 How Livelink Calculates Due Dates

completes to obtain the new due date. Remember that durations of the subsequent steps
do not change, even if a step is late.
• If the assignee of the Manager Approval step completes the step in three days (the
original duration), the due date of the Workflow remains the same.
• If the assignee of the Manager Approval step completes the step in four days, the step
status is marked as late until it is sent on. The Workflow due date, however, becomes
three days from the completion of the Manager Approval step (the total durations of
the subsequent steps). Note that the Workflow as a whole is not late.
• If the assignee of the Manager Approval step completes the step in one day, the
Workflow due date is set to two days earlier than the initial due date. Livelink adds
the durations of the subsequent steps to calculate the new due date.

Recalculating After Loopbacks and Evaluate Steps

When you use a loopback link, Livelink calculates the due date of the Workflow without
the loopback.
When a Workflow including one or more Evaluate steps initiates, Livelink calculates the
due dates for both branches of the Evaluate step and uses the later date for the Workflow’s
due date.

In the above illustration, the durations are as follows:

• The Manager Approval step has a duration of three days.
• The first Initiator step has a duration of one day, with the Recalculate Due Dates
check box selected.
• The HR Approval step has a duration of two days.
• The Evaluate step has no duration (the Start step, Evaluate steps, and Milestone steps
have no durations).
• The second Initiator step has a duration of one day.
Upon initiation, the Workflow due date is calculated as seven days, since Livelink skips
loopback links when traversing the path. However, if the Evaluate step branches back to
the first Initiator step, which has the Recalculate Due Dates check box selected, Livelink
will recalculate the Workflow’s due date from that point, and it will be due three days
after the completion of a single loopback Initiator step.

Working with Due Dates 105

How Livelink Calculates Due Dates

Using Explicit Start Dates for Steps

Explicit start dates are usually only appropriate for Workflow Maps that will be used only
once (unless you want to edit the Workflow Map before each initiation to change the
dates). If you set explicit start dates, you can also set durations for other steps, or use the
start dates to enforce implicit durations.
For example, you can set the start date of the Manager Approval step to April 4, 2004, and
then set the start date of the first Initiator step to April 7, 2004. In this case, you have
effectively set the Manager Approval step’s duration to three days. However, if the
assignee completes the step prior to April 7, the first Initiator step will still not appear on
the Assignments page until its start date. You can use this approach to automatically delay
a step. It can only be done using explicit dates.
By using explicit start dates for steps in this way, you can ensure that any durations you
set for the Workflow are fulfilled exactly.

Using the Milestone Step

The Milestone step, in conjunction with step due dates, allows you to set a target date
against which you can compare the Workflow’s progress. If the Workflow does not reach
the milestone step by the target date, the Workflow status is set to Milestone Late.
When defining a Milestone step, you can either set Livelink to calculate the target date
based on the durations of the previous steps, or you can set an explicit target date. As with
setting explicit Start Dates for Workflow steps, you should use the explicit target date
setting only if you plan on using the Workflow Map once; otherwise, you will have to edit
the step every time you initiate the Map.
Once you add a milestone step and set a target date, you can monitor it.
Checking the Workflow Status page, you will see if the Milestone is late even if the
Workflow itself is not.
Or, you can use an Evaluate step to route the Workflow, depending on the status of the
milestone. You can define the Evaluate step’s expression, as discussed in "Dynamically
Assigning User Steps," page 12.

106 Livelink Workflow Designer’s Guide

Appendix A
Recommended Additional Reading
For further information about the Livelink Workflow module, please see the following:

Table A-1: Additional Reading for Workflow

Document Name Contents

Livelink ECM - User Online Help Provides detailed procedures and background information
covering every aspect of the Workflow module, including
painting a Workflow, participating in Workflows, and
monitoring and modifying executing Workflows.
Livelink ECM - Admin Online Help Contains instructions for the Livelink Administrator to
configure the Workflow module.
Livelink ECM - Workflow Instructs programmers on how to customize the Workflow
Developer’s Guide module using Livelink Builder. Contains detailed
procedures, code samples, and examples of common
modifications.
Livelink ECM - Workflow QuickStart Provides tutorials that introduce Livelink end users to the
Guide basics of using Workflow.
Livelink ECM - Forms Designer’s Describes the Livelink Forms module and how it works
Guide with the Workflow module.

107
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Index
A eLink module
configuring 90
Action Completed message 90 Email
Action Requested message 90 completing steps 89
Additional Reading, Recommended 107 filters 91
Assigning to Individual or Multiple Users or initiating 88
Groups 20 verifying 90
Attachments 98 Execute Using Send On Processing 31
Attributes 95, 101
Forms F
Authentication 100
Authentication 95, 96 Features 88
Filters 91
C Folder Definitions 70
Folders
Categories Creating 70
Item Handler step 48 Item Handler step 45
Comments 101 Forms 95
Completing steps 89 required 96
Copying an Attachment 37
Copying items 70 G
Item Handler step 63, 70
Creating Folders 70 Group assignments 98, 100
Item Handler step 45
H
D
How Livelink Calculates Due Dates 104
Dealing With Group Options 20
Defining a Simple Expression 8
Defining an Expression With Multiple Rows 9
I
Delegate 98 Initialization
Designing a Business Process 3 instructions 94
Designing a Flow Chart 5 Initiating 88
Dispositions 98 Initiation Confirmed message 89
Documentation 92 Instructions 94, 95
Due date 95 steps 101
Due Dates, how Livelink calculates 104 Introduction to Designing Workflow Maps 1
Due Dates, Using 103 Item Handler step
Durations, with recalculation 104 Advanced tutorial 72
Durations, without recalculation 104 Categories 48
Folders 45
E Logging 42
Moving and Copying 63, 70
eLink tutorials 42
notifications 91 Versioning 58

109
L Send On Processing 31
Sending an Email 39
Livelink 90 Start step 94
documentation 92 Display at initiation 95
log data required information 95
Item Handler step 42 Status
Loopback links 102 Workflow Status 16
Steps
features supported by email 98
M naming 102
Mapping the Flow Chart to Livelink Workflow providing instructions 101
Steps 6 Supported features 88
Messages
Action Completed 90 T
Action Requested 90
Initiation Confirmed 89 Testing 90
Moving items testing 90
Item Handler step 63, 70 The Business Process 4
The Evaluate Step’s Expression Builder 8
N
U
Naming
steps 102 User help 92
Naming Workflow Maps 96 Using Complex Step Assignments 19
Notifications Using Durations with no Recalculation 104
configuring 91 Using Durations with Recalculation 104
Using Explicit Start Dates for Steps 106
Using the Expression Builder to Dynamically As-
O sign User Steps 12
Online help 92 Using the Expression Builder to Monitor Work-
flow Status 15
Using the Expression Builders 7, 87
P Using the Milestone Step 106
Permissions 99 Using the Process Step 31, 35
Using the Sub-workflow Step 41

R V
Recalculating After Loopbacks and Evaluate Steps
Versions
105
Recalculating, after Evaluate steps 105
Item Handler step 58
Recalculating, after loopbacks 105
Recommended Additional Reading 107 W
Required software 90
Resetting Attribute Values 38 Workflow Agent 43
Workflow Maps
Naming 96
S Workflow Roles 22
Workflow Status 16
Send for Review 98

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Working with Due Dates 103

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