Routing a document through a workflow produces a new revision of the document.
The workflow transitions available to you for any particular document depend on your security role for the folder in which the document resides. If you are starting a workflow, you may have more than one workflow available to you. If you are continuing a workflow, you may have more than one transition in the current workflow available to you. To view a diagram of the current workflow and other status information, see View the Current Workflow.
To perform this task, you must be a member of group that is assigned to the Document Controller, Project Owner, or Tenant Administrator role that is assigned to the parent folder.
Revoking a workflow deletes the copy of the document being changed in the workflow and reinstates the released revision of the original document as the highest revision. If the document was created new in the workflow, it is also deleted but there is no original document to reinstate so be certain that the document will not be needed or a backup copy is kept elsewhere before revoking the document’s workflow. Throughout a document workflow, the current status of the document, the next task to be performed, the person assigned to that task, and the person who initiated the workflow are all shown on the Document property page of each document in the workflow.
Routing batches of documents is only possible under certain circumstances:
- The documents are all in the same workflow state
- Select the document that you want to route in a workflow. The workflow transitions that are valid for the document’s current status and document type appear in the Workflow ribbon.
Select a workflow transition from the Workflow ribbon or click Reroute Documents.
If you select a Quick Change transition, a confirmation dialog box appears.
- Click Yes.
Otherwise, a dialog box appears for intermediate transitions.
- Select a user name, type an optional comment to add to the document log, and click OK.
If you are routing the document for approval or issuance, you might be prompted to select a reason or purpose for your approval.
- Select the most appropriate reason and click OK.
If your computer is configured to use a site cache, a confirmation dialog appears if:
- This is the first time that you have used the site cache.
- You are working from a different computer than the last time that you used the site cache.
The document’s workflow properties are updated to reflect its current status. If the transition places the document under change by you, the document is downloaded to your local workspace for editing by you.
If the vault is configured to generate workflow event notifications, email messages are sent to the persons to which the documents were routed and, optionally, to the workflow managers and to the subscribers of the documents. Event notifications that are generated as part of a batch operation are grouped together as a single email message.
The document is also added to the Recent Items list on the Windows Start menu for easy access.
When a new revision is made of a document, any references to or from other documents will be updated to reference the new revision, not the original revision. This may have serious consequences for configuration management that may apply to your organization. If so, consider using Replace Document or Derive Document instead.
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