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Blackboard Help

Deploying Workflows

Starting a Workflow

Workflows can be deployed manually or automatically. Here are the three ways to manually start a workflow:

  • Create an Instant Workflow (a new workflow model and instance from scratch).
  • Start a workflow from a list of workflow models (shared or user-created).
  • Select a Content Collection item and create a workflow model around it or use an already existing workflow model.

For each method of starting a workflow, follow these steps:

  • Instant Workflow: From the collaboration splash page, click on either one of the following links: the Get Started or Start an Instant Workflow.
  • Shared Workflow: Click the name of the workflow in the Get Started list.
  • Item-Based Workflow: From any Content Collection folder page, select an item and click Start Workflow.

Creating an Instant Workflow

Users can create an Instant Workflow, which leads the user through a seamless process of creating a new workflow and executing it.

  1. Click Collaboration from the Menu Area.
  2. Click Start an Instant workflow.
  3. Select Create Instant Workflow or Copy Existing Workflow Model.
  4. Click Browse to select the existing workflow model.
  5. Enter a name for the new workflow in the Name field.
  6. Enter instructions of the new workflow in the Instructions field. These are instructions for using the workflow. For example, if this is a shared workflow this section may be used to explain how others should use this workflow. This step is optional.
  7. Define the Activity Status terms to be used in this workflow: In Progress, Approved, and Not Approved.
  8. Click Browse to link content items to this workflow.
  9. Click Submit.

Using a Shared Workflow Model

Users can start a workflow based upon a shared workflow model.

  1. From the collaboration splash page, click the link to a workflow in Get Started or select Make a Request in the Workflow menu.
  2. Click the Start button belonging to the appropriate workflow model listed on the page.
  3. Enter additional comments regarding the workflow in the Comments field. (Optional).
  4. Click Browse to add an item to this workflow.
  5. Expand each milestone listing to assign deadlines and content items. (Optional)
    • Assign a deadline for the milestone by clicking the Specify Date option and using the date and time fields.
    • Click Browse to add an item to this workflow.
  6. Click Send me email when complete to receive an email when the workflow has finished.
  7. Choose when to start this workflow using one of the following options:
    • Click the Start Manually option to begin this workflow at your discretion.
    • Click the Start Now option to begin this workflow as soon as possible.
    • Click the Specify Start Date option and use the date and time fields to choose a precise date and time to begin this workflow.
  8. Click Submit when finished.

Creating an Item-Based Workflow

Users can create a new workflow using a Content Collection item as a starting point. This method ensures that a particular item is in included in the workflow.

Follow these steps to create a new workflow based upon a Content Collection item:

  1. From any Content Collection folder page, select an item and click Start Workflow.
  2. Choose to create an Instant Workflow or use an existing workflow model.
  3. Click Submit when finished.

Editing an Active Workflow

Content management users can edit any workflow that they own and that is in progress. Milestones and Actions that have not started yet can be edited. Milestones and actions that are in progress or are already completed may not be edited.

The system must stop the workflow before it can be edited; a message appears with this warning. Click OK to stop the workflow.

  1. Click Design Workflow Model from the collaboration splash page.
  2. Select Open from the contextual menu for the active workflow.
  3. Select Create Action or Extend Permissions from the contextual menu for any milestone.
  4. Select EditCopy, or Delete from the contextual menu for any action.
  5. Click OK when finished.