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OU Campus Content Management System

Training Guide

Workflow

Workflow is a component of Mailbox that facilitates the tracking of content that has been sent for review through the approval process. Workflow can be found from the Dashboard, either by clicking the Workflow link on the Dashboard screen, or by clicking Workflow in the drop-down Dashboard menu. General messages sent to the user's Inbox are separated from Workflow files and are available in the Inbox.

Workflow is specific to the currently logged in user — content that the user has submitted to another user, or received from another user, is shown in this list view. Additionally, content that was once in workflow for the user, but had an action performed, such as the content was approved and published, declined, or canceled, is also shown in this view. Only the user to whom the content was sent has the file checked out and can perform other actions upon it.

To view the file, click the linked file name to navigate to the page to be approved, declined, or edited.

workflow view

Icons represent the status of the workflow item.

users icon Pending Approval (by another user)
thumbs up  approve icon Pending Approval (by the current user)
approved published Approved and Published
thumbs down decline Declined
cancelled workflow Cancelled from Workflow

Inbox

The inbox is similar to a standard email inbox. Users can attach messages to pages being sent through workflow to an approver. Additionally, users can send a message directly without associating it with a page, review messages previously sent to them, forward messages, and review messages they have sent to others.By default, Send a Copy by Email checkbox is selected. Users will receive the message by TTUHSC email and the OU Campus Inbox.

Unread messages appear in bold. To view a message within the Inbox screen, hover over the message row and click View, or click the hyperlinked message subject. Use the delete icon to delete a message, or delete multiple messages at once by selecting them with the check box.

Inbox

InBox Dashboard Gadget

The Dashboard can be configured to display the Inbox Gadget for quick access to messages. Click anywhere on the desired message to enter the message view in the Inbox screen.

Inbox Gadget

Compose

Compose is found in the Inbox and in the Sent box. By default, the Send a Copy by Email checkbox is selected.This will send an email with the composed message to the recipient's external account, as long as the user receiving the message has an email address on file. If no email address is on file, it will send the message within OU Campus only.

Sent

The Sent list view shows messages that the user has sent. The Sent list also shows messages that were sent in association with scheduled publishes, reminders, and the workflow process. When viewing a sent message, you have the option to Delete or Forward the message to another user.

Sent screen includes:

  • Lists the number of sent messages
  • The list can be filtered by the recipient or the subject
  • The Compose functionality is available to immediately compose a new message
  • The list can be sorted by recipient, subject, or date
  • Multi-select is available, and the sent messages can be deleted en masse
  • The message can be reviewed, and from the Sent Message view it can also be deleted or even forwarded to one or more users and/or groups
  • Hover to view the options, which include view and delete

 

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