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Workflow Solution Set™ for Oracle UCM

Simplify and enhance Oracle UCM (Stellent) Workflows.

• Are you considering using Oracle UCM workflows but not sure where to begin?

• Do you ever need to audit what happened in your workflows?

• Have you ever had difficulty finding content that is in workflow and its status?

Bring all of your workflow information into view – such as workflow history, approval comments, workflow status, and more.

"Their product steps up and fills in where the Stellent (Oracle UCM) workflow module falls down.  I highly recommend - and commend - Fishbowl Workflow Solution Set for anyone using Stellent and wishing to do workflow processing."  

- Heidi Pollard, Municipality of Anchorage

• Workflow Solution Set is the only out-of-the box solution for simplifying and enhancing Oracle workflows (Stellent workflows).

• Workflow Solution Set in the only solution for delivering a simple, easily accessible and permanent audit trail of your workflow information.

• Workflow Solution Set is the only out-of-the box solution which allows business users to gain an immediate view of content in workflow and its status. Workflow Solution Set can deliver workflow details, for instance if content has been sitting at a step for an unacceptable amount of time, detailed workflow history and more.

 

Workflow Solution Set Product Specifications

  • Approve With Comments—Allows workflow user to enter comments on an item upon approval – not just rejection

  • Custom Email Notification—Customizes the basic, out-of-the-box Oracle workflow email so you can give explicit instructions based on criteria such as workflow, step, reviewer, etc.

  • Update Release Date—Updates the content release date so it reflects the date content is actually approved and released from workflow (and not the Content Server original check-in date)

  • Workflow History—Once content is through a workflow, the history of the workflow is no longer readily available. Workflow History delivers a detailed and permanent history of the workflows, including rejection comments which are otherwise lost. Users may also edit the columns seen in Workflow History and other reports through a Configure Workflow History Columns interface, im­proving ease of use

  • Workflow In Queue—Delivers a detailed view and quick access to content in the workflow queue, through a customizable interface

  • Workflow Search—Delivers insight into all content in workflow, along with the number of days it has been at each step

  • Workflow Timeout Helper—Allows easy implementation of timeout scripts that can include weekdays and business hours

  • Workflow Review Pane Customization—Easily customizes the workflow review panes through a graphical interface, including step-specific instructions, links and actions that are available at each step or for an entire workflow
  • Paged Workflow Items—Improves the performance of the “Workflow Content Items” page by separating the list of documents in workflow into pages, providing a look similar to the search results page. Paged Workflow Items also allows for the columns displayed to be configured through a graphical interface.

 

Workflow Solutions Set Use Case

Capital Expenditure Requests

A nationally known newspaper needed a better way to track and record all documents associated with their Capital Expenditure Requests (CERs), which are often made up of summaries, ROI worksheets, copies of capital budgets and vendor quotes. They previously used Oracle’s Collaboration Manager and detailed workflows to track CER forms, but the process was not meeting their needs. The review process was not visual enough so it took reviewers a long time to approve, edit, or reject documents in the CER workflow. Also, CER forms and related documents could not be searched on in their Oracle Universal Content Management System (UCM), making it difficult to find approved CER forms. The end goal was to make the CER process easier for users, make the forms and workflow more visible, and store all revisions of the form and its workflow history in their UCM system so they could be found through search.

Fishbowl Solutions met with the customer to understand their current CER process and what they wanted out of a new process. To provide the best solution, Fishbowl re-architected the system to improve ease of use, and to better leverage the full capabilities of UCM. To better define the CER workflow process and notification of reviewers, Fishbowl leveraged their Workflow Solutions Set component that extends UCM out-of-the-box workflow capabilities. To bring the workflow process together in an easy to use interface, Fishbowl created a dashboard view for the CER forms and workflow. The dashboard view allows users to see where the form is in the workflow process, attach related documents to the workflow, see and participate in in-line discussion threads, and provide options around approving, rejecting, or withdrawing the CER form from workflow. All CER forms and their workflow revisions are then made available in UCM and can be found through search. To make search even easier for users, Fishbowl created a CER search interface where users can search on metadata associated with CERs. Fishbowl also re-designed the search results interface to encourage easier viewing for users. This new CER process has reduced the burden on IT, and reduced the amount of time executives spend on deciding how and where to spend money. An additional benefit is that the Treasury department can quickly report on where money is being spent because all of the information is stored in one repository (UCM). Overall, the new CER process has helped the organization save time, and money. 

icon_pdf.gif Capital Expediture Request (CER) Form and Workflow Use Case

Contact us to see how Workflow Solution Set can help save you time and money!
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