WebSphere Lombardi Edition 7.2 > Use Process Portal

Work with documents

Sometimes process participants may need additional information to complete their tasks or may need to provide information that is specific to a process. Documents enable you to provide important information about the tasks you are completing. Process Portal for IBM Websphere Lombardi Edition enables you to attach documents, including files and URLs, to a process instance and manage the documents as needed to complete the process. For example, when writing a grant proposal for submission to a prospective donor, you might begin with a document template and then attach several versions of the document to the process instance as the proposal is reviewed and revised. As each document is revised, you can upload new versions of the document and view the document's revision history.

Pre-requisites

• Be a member of a participant group assigned to the activities in a business process definition
• At least one instance of a BPD in which you are a participant must be running

Tasks

1. Attach documents to a process instance
2. View documents that are attached to a process instance
3. Revise documents that are attached to a process instance
4. Attach documents to a Coach

Attach documents to a process instance

1. Log in to Lombardi Process Portal and go to...
   My Tasks | Inbox | instance | Add Document button

   
   

2. In the Add Document dialog box, specify a name for the document in the Document Name field. From the Document Type drop-down list, select File or URL.

3. If you are adding a file, click the Browse button and select the file. If you are adding a URL (e.g. http://www.myserver.com), specify the URL. Click Submit to upload the document.

4. The uploaded document is posted in the Documents section of the process instance details page. The name that you specified in the Document Name field in the Add Document dialog box is displayed in the Name column.

   
   

View documents that are attached to a process instance

To view a document that is attached to a process instance:

1. Go to: My Tasks | Inbox | instance

2. In the Documents section of the process instance details page, click on the name of the document that you want to view.

3. Click on the file name or URL to open the document.

Revising documents that are attached to a process instance

To add a new version of an existing document to a process instance:

1. Go to: My Tasks | Inbox | instance

2. In the Documents section of the process instance details page, click on the name of the document that you want to update.

3. Click the Add Document Version button as shown in the following image.

   
   

4. In the Add Document Version dialog box, specify the document type and the file name or URL, and then click Submit to upload the document.

5. The list of documents refreshes, displaying the new version of the document, the version number, the file name, the document type, the user who last modified the document, and the last modified date.

   When you add a new version of a document to a process instance, the file name and document type of the new version do not need to match the file names and document types of the previous versions.

   
   

Attaching documents to a Coach

Some Lombardi Coaches enable you to upload and view documents when completing a task for a process instance.

Before performing the following tasks, a developer in Lombardi Authoring Environment must have enabled document uploading for the Coach. Viewing and uploading of documents from the Coach may be restricted depending on the properties that the developer specified for the Coach. For more information, see Attaching documents to a Coach in Lombardi Authoring Environment User Guide.

To upload a document from a Coach:

1. Click the Add Document button, as shown in the following image.

   
   

2. Specify a name for the document in the Title field. From the Type drop-down list, select File or URL. If you are adding a file, click the Browse button and select the file. If you are adding a URL (e.g. http://www.myserver.com), specify the URL. Click OK to upload the document.

   You must specify a document name in the Title field when uploading a document from a Coach.

   
   

To add a new version of an existing document to a Coach:

1. Click the Update option for the document, as shown in the following image.

   
   

2. Click the Browse button to choose the updated version of the file. Click OK to upload the document.

   The list of documents refreshes, displaying the new version number, the user who last modified the document, and the revision date.

+

Search Tips   |   Advanced Search