Using the Workspace. Objectives. Concepts. In this topic, you will learn how to navigate and use the Workspace.

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1 Adobe Enterprise Technical Enablement Using the Workspace In this topic, you will learn how to navigate and use the Workspace. Objectives After completing this unit, you should be able to Use the Workspace Concepts In this topic, you will learn about the following concepts Using the Workspace Copyright 2011 Adobe Systems Incorporated 1

2 Using the Workspace The Workspace is a browser-based application used to initiate and participate in formbased business processes Used to perform the following tasks Initiate business processes Open and act upon tasks that are assigned to a specific user or a group queue Track tasks that are a part of the processes that a user has initiated or participated in Personalize the Workspace user interface Figure 1: Workspace interface Initiating a process Workspace allows users to initiate new processes Start forms associated with processes are organized into categories set up by the Administrator Selecting a category will display the list of start forms within the category Note: Start forms that are used frequently can be placed in the Favorites category so that they can be found quickly. The To Do list The Workspace To Do List is used to view and complete tasks that are assigned to a user or group Note: If you have access to any group or shared queues, they will appear in the list under your queue. 2 Copyright 2011 Adobe Systems Incorporated

3 The Task Details tab displays general information about the type of task and specific information about the current task and process that it is part of When viewing the Task Details for a task in a queue, the following options are available Open the form associated with the task Add notes or attachments to the task if you are permitted Forward, share, or consult the task with other users if permitted The Form tab on the To Do page displays the form that is associated with the task Tracking tasks The status of Tasks can be viewed inside of the workspace Lists processes initiated or participated in by a user Shows the status of processes that are still in progress or have completed Search for processes based upon templates created by the Administrator Figure 2: Process Auditing lets users view the history for a process Preferences Users have the ability to control and personalize the look and feel of the Workspace Manage Queues Users can share their queue with other users Users can request access to other user s queues Manage Column Headings Users can customize which columns appear, and in which order, in the Workspace Copyright 2011 Adobe Systems Incorporated 3

4 UI Settings A variety of Preferences can be set for working within the Workspace Figure 3: Workspace UI Settings Workspace users can also use the Manage Out of Office preferences to determine what should happen to tasks that are received when they are out of the office Figure 4: Out of Office Workspace settings 4 Copyright 2011 Adobe Systems Incorporated

5 Task 1: Participating in a business process as an end user In this task, you will perform the following Login to the Workspace Complete and submit an expense report Approve the expense report as a manager Receive the expense payment notification Setup 1. Import Geometrixx_Expense_Report.lca. Steps Login to the Workspace 1. Login to the Workspace using the following information. User Name: srose Password: password Complete and submit an expense report 2. Click on the Start Process icon in the Workspace. 3. Select the Geometrixx category. 4. Initiate the Expense Report process by clicking the Expense Report process card. 5. The expense report form will be pre-filled with some data. Add some expense items keeping the total below $10,000. Copyright 2011 Adobe Systems Incorporated 5

6 6. Click Complete when the form is complete. 7. Logout of the Workspace. Approve the expense report as a manager 8. Login to the Workspace using the following information. User Name: jjacobs Password: password 9. Click the To Do icon in the Workspace. 10. Confirm that the expense report that was just submitted is in John s To Do list. The process card will list the employee s name and expense amount. 11. Click the process card to open the task. 12. Click Approve. 13. Logout of the Workspace. Receive the expense payment notification 14. Login to the Workspace using the following information. User Name: srose Password: password 15. Click on the To Do icon in the Workspace. 16. Open the Expense Report Approved process card. 6 Copyright 2011 Adobe Systems Incorporated

7 Note: Make sure you open the form you just approved and not any older forms that may be in Sarah s To Do list. 17. Click Complete to acknowledge the expense reimbursement request. 18. Logout of the Workspace. Copyright 2011 Adobe Systems Incorporated 7

8 Summary Workspace categories are used to group forms so they are easier to locate in the Workspace Workspace is a browser based application used to initiate and participate in form-based business processes 8 Copyright 2011 Adobe Systems Incorporated

9 Review 1. What is the Workspace used for? 2. How would the Workspace interface be customized? Adobe Systems Incorporated 345 Park Avenue San Jose, CA USA Adobe, Acrobat, Adobe AIR, AIR, Distiller, Flash, Flash Builder, Flash Catalyst, Flex, Adobe Digital Enterprise Platform, MXML, PostScript, Reader, SiteCatalyst, SearchCenter, Discover, Recommendations, Insight, Test&Target, ReportBuilder, Survey, Search&Promote, and Social Media are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries Adobe Systems Incorporated. All rights reserved.