the context menu of the flow
folder. In the action form, you can notify two groups of people about the
startup: After you have placed the relevant material in the flow folder, you can start processing the tasks of a flow folder by forwarding the flow folder to the users who are responsible for the first task, i.e. the top one in the list.
•Select the context menu of the flow
folder. In the action form, you can notify two groups of people about the
startup:
o the manager of the flow folder and the other users responsible for the current task, and
o the users who are responsible for the next task and to whom the flow folder will be forwarded.
When starting the flow folder, the first set of people
consists of the flow folder manager (probably yourself) and the other members of
the flow folder (in this context, "current task" means starting the flow folder.
The second set of people consists of the users responsible for the first task of
the flow folder.
You can add a personal comment to the automated
message.
•Confirm with [OK].
This action enters the flow folder in the document
inbox of the responsible agent(s) of the first task. You can find the
document inbox in your navigation
tree.
After the flow folder has been started, it appears in the personal task list of those users who are responsible for the first task. These users can then execute the task, for example by editing the material in the flow folder or adding new documents, and then forward the flow folder to their next station. The users responsible for the next task continue to execute their task and in turn forward the folder. If there is no next task, forwarding ends the processing of the flow folder.
You as a user responsible for a task of a flow folder will find the flow folder in your personal task list. You may have been notified by email about the receipt of the flow folder. After you have completed the task, forward the flow folder to its next station as follows.
•Select the context menu of the flow
folder.
•In the action form, you can notify (a) the flow folder manager and other users who may also be responsible for the current task and (b) the users who are responsible for the next task about the forwarding. You can add an additional processing note to the automatically generated notification.
•Under Forward to, the next task and the person or persons responsible are specified. If several tasks are possible as the next station of the flow folder, you can select yourself to which task the flow folder should be forwarded next. If there is no more next task, this is indicated by End flow folder.
By forwarding the flow folder, you declare the current task completed. The flow folder disappears from your personal task list and also from the personal task lists of other users who may also have been responsible for this task. Before forwarding, you should make sure that the task has indeed been completed, e.g. that a requested document has been created and uploaded to the flow folder or that a document of the flow folder has been revised according to the task.
What else you should know about editing flow folders:
•If you remove the flow folder from your personal task list, you will be deleted as the responsible agent of the current task. You will no longer have access to the flow folder.
•Not only the responsible agents of the current task can forward a flow folder, but also the members of the flow folder. In this way, they withdraw the current task from the responsible user(s) and forward the flow folder in its current state to the responsible processor(s) of the next task.
•When the last task is completed and there is no next task, the flow folder run is finished. A finished flow folder can be reused. After a possible revision of its content or tasks, it can be restarted by a member by forwarding it.