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Table 3. Workflow stage actions (continued)
Action
Details
Email
This sends emails when executed. You can create new email actions and specify who
the recipients will be. You can select the options to email approvers, authors, and
owners. You can also create a list of other users or groups to email.
Scheduled Move
Version
Custom
Workflow stages
A link to the item to be reviewed is included in the email.
Performs a scheduled move to the next stage on a specified date. A list box will allow
you to select one of four date types that are entered on each individual document, or
you can specify a static date.
This will create a version of an item when executed.
You can also create custom workflow actions by creating a custom workflow plug-in.
These can be used and scheduled within a workflow like other workflow actions.
Workflow stages are the building blocks of a workflow. You need to create at least one stage
before you can create a workflow. Stages determine:
v What actions to execute when entering or exiting a workflow stage
v The access levels of users or groups within that stage
In most cases, actions are run when entering a stage. For example, you add a scheduled move
action to run on entering a stage so that it is enabled as soon as an item enters that stage.
However, if you set a scheduled move action to run on leaving a stage, it will never run. The
most common type of actions to run on leaving a stage are email actions, when you want to
notify users that an item has left a workflow stage, or custom workflow actions that have been
designed to run a task when an item leaves a stage.
Note: Some actions need to be run in a specific order. For example:
v A scheduled move action must always be the final action in a workflow stage, because any
actions scheduled after a scheduled move action will not be run.
v You cannot run a version action before a publish action because you cannot save versions of
draft items.
v If using a custom action, you might want to run the custom action before executing an email
action so that the draft content item is in a state ready to be reviewed by an approver.
Note: The access settings that are defined in the properties section of the workflow stage form
are the security settings applied to items during a workflow, not the Security section of a
workflow stage. The Security section only defines who has access to the workflow stage item
itself.
Accompanying guide for SPVC - not for distribution
Task 9.2.2: Create workflow actions
In this task you will create all the workflow actions required for the workflow.
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