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Procedure documentationCanceling a Workflow Action Locate this document in the navigation structure

 

When a document enters an approval workflow, it is locked for editing. Only a collaborator designated as an approver can approve a document, allowing it to advance the next phase. After the approval workflow is completed, the document can be edited again.

If a document is in an approval phase and for some reason no approvers can approve or reject it, its current workflow action must be canceled. This might happen, for example, if an approver is unable to log into the system or if there is a scripting error in the workflow process template that leaves the document locked.

Procedure

Canceling a workflow action requires collaboration between the document owner and the system administrator.

To cancel a workflow action, the system administrator must do the following:

  1. Obtain the following information from the document owner or a document collaborator:

    • The document name from the Name field on the Header page

    • The document type from the Document Type field on the Header page

    • The phase the document is in from the document toolbar

  2. Navigate to   Setup   Document Setup   and select the appropriate document type.

  3. On the Type page, choose the name of the document type used to create the document.

  4. On the Type page, choose the name of the Configurable Phase Definition.

  5. On the Header page for the phase definition, choose the link that represents the current phase of the document.

  6. On the Header page for the phase, choose the name of the Workflow Definition.

  7. On the Displaying: Workflow Definition page, choose Reports in the toolbar and select Current Workflow Processes.

  8. In the Current Workflow Processes Report, find the line with the document name that applies to the process to cancel, and choose Cancel.

  9. Choose OK and then choose Finish.

After the system administrator has completed these procedures, the document owner must do the following:

  1. Open the document. It will no longer be locked.

  2. Choose Edit and make any necessary changes, such as adding additional approvers.

  3. Choose Phase Change and change the document phase to the previous phase in the workflow.

  4. Choose Phase Change again and advance the document phase to the next phase (that is, the phase in which the document was previously locked). The document re-enters the approval workflow.