Microsoft ®  Office  SharePoint ®   2007 Training Workflows II:  Collect feedback for a file Jim Taliaferro Community Ment...
Course contents <ul><li>Overview: Feedback is essential </li></ul><ul><li>Lesson: How to collect feedback </li></ul>Workfl...
Overview: Feedback is essential Workflows II: Collect feedback for a file Does your organization use a Microsoft Office Sh...
Course goals <ul><li>Understand why you’d want to use the Collect Feedback workflow.  </li></ul><ul><li>Prepare a file for...
Lesson How to collect feedback
How to collect feedback Workflows II: Collect feedback for a file Collecting feedback for a file can be challenging.  Howe...
How it works Workflows II: Collect feedback for a file You start the Collect Feedback workflow from the document library t...
Giving feedback Workflows II: Collect feedback for a file When someone opens the file that needs feedback, they have two b...
Giving feedback Workflows II: Collect feedback for a file When someone opens the file that needs feedback, they have two b...
Giving feedback Workflows II: Collect feedback for a file Important : Reviewers must click  Edit this task , and then clic...
Before you begin Workflows II: Collect feedback for a file If you want changes tracked in a Word document, you’ll want to ...
How it all works Workflows II: Collect feedback for a file How do you start the Collect Feedback workflow, and how do peop...
How it all works Workflows II: Collect feedback for a file How do you start the Collect Feedback workflow, and how do peop...
Workflow status page Workflows II: Collect feedback for a file If you’re familiar with workflows, you’ll recall the  Workf...
Tasks sent all at once Workflows II: Collect feedback for a file One thing to be aware of: The Collect Feedback workflow o...
The  File in Use  message Workflows II: Collect feedback for a file Here’s what happens when two people try to edit a file...
The  File in Use  message Workflows II: Collect feedback for a file Here’s what happens when two people try to edit a file...
If reviewers need more time Workflows II: Collect feedback for a file Sometimes people need a little more time to review. ...
When check out is required Workflows II: Collect feedback for a file If your library is configured to require check out, t...
Test question 1 <ul><li>The Collect Feedback workflow sends out e-mail tasks in an order you specify. That way one person ...
Test question 1: Answer <ul><li>False. </li></ul>Workflows II: Collect feedback for a file The Collect Feedback workflow d...
Test question 2 <ul><li>To complete a task for the Collect Feedback workflow, what must a reviewer do? (Pick one answer.) ...
Test question 2: Answer <ul><li>Click  Edit this task , type a general statement, and then click  Send Feedback .  </li></...
Test question 3 <ul><li>What can a reviewer do to ensure enough time to change a file? (Pick one answer.) </li></ul>Workfl...
Test question 3: Answer <ul><li>Click  Check out .  </li></ul>Workflows II: Collect feedback for a file This will give a r...
Upcoming SlideShare
Loading in...5
×

Share Point Server 2007ù Workflows I I Collect Feedback For A File

1,376

Published on

Published in: Education, Technology
0 Comments
0 Likes
Statistics
Notes
  • Be the first to comment

  • Be the first to like this

No Downloads
Views
Total Views
1,376
On Slideshare
0
From Embeds
0
Number of Embeds
0
Actions
Shares
0
Downloads
0
Comments
0
Likes
0
Embeds 0
No embeds

No notes for slide
  • Before you begin: Students taking this course should know what workflows are and know the basic concepts behind them. Or, they can take the Microsoft Office Online training presentation titled, “Workflows I: Basics you should know.” [ Notes to trainer : For detailed help in customizing this template, see the very last slide. Also, look for additional lesson text in the notes pane of some slides. Adobe Flash animations : This template contains Flash animations. These will play in Microsoft Office ® PowerPoint ® 2000 and later. However: If you want to save this template in PowerPoint 2007, save it in the earlier PowerPoint file format: PowerPoint 97-2003 Presentation (*.ppt) or PowerPoint 97-2003 Template (*.pot) . (You’ll see the file types in the Save As dialog box, next to Save as type ). Warning: If you save it in a PowerPoint 2007 file format, such as PowerPoint Presentation (*.pptx) or PowerPoint Template (*.potx) , the animations won’t be retained in the saved file. Also : Because this presentation contains Flash animations, saving the template may cause a warning message to appear regarding personal information. Unless you add information to the properties of the Flash file itself, this warning does not apply to this presentation. Click OK on the message.]
  • Transcript of "Share Point Server 2007ù Workflows I I Collect Feedback For A File"

    1. 1. Microsoft ® Office SharePoint ® 2007 Training Workflows II: Collect feedback for a file Jim Taliaferro Community Mental Health Center
    2. 2. Course contents <ul><li>Overview: Feedback is essential </li></ul><ul><li>Lesson: How to collect feedback </li></ul>Workflows II: Collect feedback for a file The lesson concludes with a short set of questions to test your understanding of the material.
    3. 3. Overview: Feedback is essential Workflows II: Collect feedback for a file Does your organization use a Microsoft Office SharePoint Server 2007 site? Do you use document libraries on that site to share files? If so, it’s essential that you know how to use the Collect Feedback workflow. This workflow allows you to gather feedback for a file in an automatic and efficient fashion.
    4. 4. Course goals <ul><li>Understand why you’d want to use the Collect Feedback workflow. </li></ul><ul><li>Prepare a file for the Collect Feedback workflow. </li></ul><ul><li>See how people add feedback to a file. </li></ul><ul><li>See what things look like when the workflow is complete. </li></ul>Workflows II: Collect feedback for a file
    5. 5. Lesson How to collect feedback
    6. 6. How to collect feedback Workflows II: Collect feedback for a file Collecting feedback for a file can be challenging. However, if you save a file to a document library on a SharePoint Server 2007 site, you can use the Collect Feedback workflow. The workflow will send out the e-mail for you without using attachments, and will show everyone’s changes in the same copy of the file. Pretty convenient.
    7. 7. How it works Workflows II: Collect feedback for a file You start the Collect Feedback workflow from the document library that contains your file. Then, the workflow sends each reviewer an e-mail message, which SharePoint Server 2007 calls a task. The message will provide a link to the file. After the reviewers click the link, the file will open for them and they can give feedback.
    8. 8. Giving feedback Workflows II: Collect feedback for a file When someone opens the file that needs feedback, they have two buttons available to them: The Edit Document button. People should click this button first to make changes to the file itself — that is, if any changes are needed.
    9. 9. Giving feedback Workflows II: Collect feedback for a file When someone opens the file that needs feedback, they have two buttons available to them: The Edit this task button. This is the final thing each person should do. When they click this button, a dialog box will appear that lets them type a brief, general comment about the file.
    10. 10. Giving feedback Workflows II: Collect feedback for a file Important : Reviewers must click Edit this task , and then click Send Feedback in order to complete their task. If reviewers skip this step, the workflow will consider their task incomplete. When someone opens the file that needs feedback, they have two buttons available to them:
    11. 11. Before you begin Workflows II: Collect feedback for a file If you want changes tracked in a Word document, you’ll want to set that up prior to starting the Collect Feedback workflow. To do that, click the Track Changes button on the Review tab in Word, as shown here. Then save the document prior to starting the workflow.
    12. 12. How it all works Workflows II: Collect feedback for a file How do you start the Collect Feedback workflow, and how do people give their feedback? Let’s look at Frank’s scenario. Frank has written this marketing strategy document, which is stored in a document library, and he needs feedback from Amy, Brian and Chris. Before beginning, he turned on the Track Changes feature in Word. Now he’s ready to start the workflow. Animation: Right-click, and click Play .
    13. 13. How it all works Workflows II: Collect feedback for a file How do you start the Collect Feedback workflow, and how do people give their feedback? Say you have a document, stored in a document library, that needs feedback from colleagues. On the Workflows page, click the Collect Feedback link, shown here. Then specify e-mail addresses for each recipient, add instructions, and click Start .
    14. 14. Workflow status page Workflows II: Collect feedback for a file If you’re familiar with workflows, you’ll recall the Workflow Status page. It’s also important to use when running the Collect Feedback workflow. This is where you can see who has completed their review and who hasn’t. This is also where you can see the general comments from each reviewer, at the bottom of the page.
    15. 15. Tasks sent all at once Workflows II: Collect feedback for a file One thing to be aware of: The Collect Feedback workflow operates a little differently than the Approval workflow. The Collect Feedback workflow sends all tasks at the same time, whereas the Approval workflow sends them one person at a time. That means that in the Collect Feedback workflow, there is no sequential order of who should review the file first, second, and so on.
    16. 16. The File in Use message Workflows II: Collect feedback for a file Here’s what happens when two people try to edit a file at the same time. Amy clicked the Edit Document button first, and then Brian clicked that button on his computer just a second later. He gets the File in Use message and is not able to edit the file until Amy closes it.
    17. 17. The File in Use message Workflows II: Collect feedback for a file Here’s what happens when two people try to edit a file at the same time. But if Amy leaves the file open when going to lunch, Brian can gain access to the file anywhere from 15 minutes to an hour later. If Amy wants more time to work on the file, she should check out the file first.
    18. 18. If reviewers need more time Workflows II: Collect feedback for a file Sometimes people need a little more time to review. The recommended strategy in this case is for reviewers to check out the file first. Click the Microsoft Office Button point to Server , and then click Check Out .
    19. 19. When check out is required Workflows II: Collect feedback for a file If your library is configured to require check out, then you and reviewers will see the Check Out button instead of the Edit Document button. When you click Check Out , the file is then reserved for you until you check it in.
    20. 20. Test question 1 <ul><li>The Collect Feedback workflow sends out e-mail tasks in an order you specify. That way one person can give feedback and when they’re done, the next person can give feedback, and so forth and so on. (Pick one answer.) </li></ul>Workflows II: Collect feedback for a file <ul><li>True. </li></ul><ul><li>False. </li></ul>
    21. 21. Test question 1: Answer <ul><li>False. </li></ul>Workflows II: Collect feedback for a file The Collect Feedback workflow doesn’t send out tasks in any order. They’re all sent out at the same time.
    22. 22. Test question 2 <ul><li>To complete a task for the Collect Feedback workflow, what must a reviewer do? (Pick one answer.) </li></ul>Workflows II: Collect feedback for a file <ul><li>Click Edit Document , and then save the file. </li></ul><ul><li>Click Edit Document , save the file, and then close it so that others can open the file. </li></ul><ul><li>Click Edit this task , type a general statement, and then click Send Feedback . </li></ul><ul><li>Click Check Out , edit the document, and then check in the file. </li></ul>
    23. 23. Test question 2: Answer <ul><li>Click Edit this task , type a general statement, and then click Send Feedback . </li></ul>Workflows II: Collect feedback for a file Reviewers could also omit the general statement. They just need to make sure to click the Send Feedback button — that will complete the task.
    24. 24. Test question 3 <ul><li>What can a reviewer do to ensure enough time to change a file? (Pick one answer.) </li></ul>Workflows II: Collect feedback for a file <ul><li>Click Edit Document . </li></ul><ul><li>Click Edit this task . </li></ul><ul><li>Click Check out . </li></ul><ul><li>Click the Edit Check Out button. </li></ul>
    25. 25. Test question 3: Answer <ul><li>Click Check out . </li></ul>Workflows II: Collect feedback for a file This will give a reviewer unlimited time to provide feedback.

    ×