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Using the Winshuttle Workflow Process List for document workflows

The Winshuttle Process List is the portion of a Document workflow site that lists each document that is currently being routed. From the Winshuttle Process List you can modify the appearance of the Winshuttle Process List Web part, filter processes, cancel or reroute workflows, and more.

On this page

Only documents whose routing you have initiated will be listed in this area. Regular users are not permitted to see other users’ processes. Only Administrators (users with Manage Lists rights) can see all routes currently in process for the site.

NOTE: By default, items listed in yellow are due within seven days and items listed in red are overdue.

Opening the process administration menu

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  1. In the Winshuttle Process List, hover over the process you wish to view, and then click the drop arrow.
  2. Select an option:
    • Edit - View more details on the process, and/or modify the assignment or tasks.
    • Winshuttle History - View the history of approvals and assignments for a process.
    • Cancel Process - Cancel a process.
    • Force Completion (Approved) - Move a process to the end of the workflow with a decision as Approved.
    • Force Completion (Rejected) - Move a process to the end of the workflow with a decision as Rejected.

Re-assigning a process to another user

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  1. In the Administration menu, click Edit.
  2. On the Winshuttle Edit Assignment page, hover over the process name, and then click the drop arrow.

  3. Click Edit Assignment.
  4. Replace the currently assigned user name with the name of the new user.

Filtering the Process List to display specific processes

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  1. Go to a SharePoint site and click on the header of your Process List.

    The Winshuttle Process List window appears.

  2. In the Select a View area, click the view you want to use:
    • Running—presents all of your processes that are currently running
    • Rejected or Canceled—presents all of your processes that have been rejected or canceled
    • All Processes—presents all of your processes
    • Exceptions—presents all of your processes that have encountered exceptions

    The Winshuttle Process List window presents your selected view.

Canceling a workflow

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  1. In the Winshuttle Process List window, place your cursor over the task for which you want to cancel a workflow, click the drop-down arrow to the right of the task name, and select Cancel Process from the Winshuttle menu.

    The Winshuttle Process Short Circuit dialog box appears.

  2. In the text box, type an explanation for the reason you are canceling the workflow.
  3. Click OK.

    The document is removed from the Winshuttle Process List and the workflow is canceled.

Forcing a workflow to complete

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A System Administrator can force either the approval or rejection of a workflow. The workflow is moved to its end state and is marked as either Approved or Rejected.

NOTE: When you force completion of a workflow, emails will be sent to assignees that have assignments.

  1. In the Winshuttle Process List, place your cursor over the task for which you want to force the approval or rejection of a workflow, click the drop-down arrow to the right of the task name, and select one of the following from the Winshuttle menu:
    • Select Force Completion (Approved) to move to the end of the workflow and mark it as Approved.
    • Select Force Completion (Rejected) to move to the end of the workflow and mark it as Rejected.

    The Winshuttle Process Short Circuit dialog box appears.

  2. In the text box, type an explanation for the reason you are forcing completion of the workflow.
  3. Click OK.

Re-assigning a process

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  1. From the Process List, hover the pointer over a process.
  2. Next to the process name, click the arrow, and then select Edit from the Winshuttle menu.
  3. The Edit Processdisplays a history of completed and pending task assignments.

    Note: Only assignments that have not been completed can be edited (reassigned).

  4. In the Swimlane Members area, select an assignment and from the menu choose a new team member for the assignment.
  5. Click Save Changes.

    The assignment is reassigned to the selected team member.

Viewing process history

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  1. From the Winshuttle Process List, hover the pointer over a process.
  2. Click the arrow next to the process name, and then select Winshuttle History from the menu.

    The Winshuttle Process History window displays a history (approvals, rejections, comments, status, and date logs) of all activity associated with the process.

  3. TIP: Use different views under Select a View to specify which tasks are displayed in the Winshuttle Process History window.

Modifying the Winshuttle Process List Web Part

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The Winshuttle Process List Web Part can be configured with several options to determine how and what it displays.

  • If you are an Administrator, the changes you make will apply to all users who access this Document workflow site.
  • If you are not an Administrator, the changes only apply to your view of the Document workflow site. Some Web Part options cannot be changed by non-administrators.

Modifying the Winshuttle Process List Web Part:

  1. Open the Document workflow site you want to change.
  2. Next to Winshuttle Process List, click the arrow, and then select one of the following menu options: 
    • If you are an Administrator, select Modify Shared Web Part. The changes you make will apply to everyone who accesses this Document workflow site
    • If you are not an Administrator, select Modify My Web Part. The changes you make will apply only to you.
  3. Expand Winshuttle Settings , and then modify settings as needed.
  4. See Web Part Configuration Options (below) for a description of available options.

  5. Click Apply , and then click OK.

Web part configuration options

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The following table describes Web part options, and which options can be edited by standard users (i.e.not administrators).

Administrators can edit all available Web part options.

Setting

Description

Configurable by standard user?

Columns

The document library columns that are displayed in the Web Part. Multiple columns can be displayed by separating their names with a comma (such as Type, Name, State, Revision).

No

Due Date Format

How to format due dates that show in this Web Part. This is the standard .NET date formatting functionality.

Yes

Dynamic Refresh

Dynamically updates the web parts without reloading page or resubmitting data.

Yes

Filter

Displays items that match a condition. The condition’s syntax is the same as Transitions in a workflow (such as [Cost] > 1000 && [opRev2] == "yes").

No

Maximum To Display

The number of documents to display before pagination of the listings begins.

Yes

Overflow Behavior

How the Web Part should behave if the number of items exceeds its boundaries on the screen. Select one of the following options:

  • AllPages: Includes numbered pages at the bottom when the Maximum To Display number is exceeded. 
  • DetailView: Includes a single link that will take the user to the detail view for the document library. 
  • PreviousAndNext: Includes arrow links to take the user to the previous and/or next page. 
  • Scrolling: Provides a scrollbar and no paging is used.  In the case of the Scrolling setting, Maximum To Display will be ignored.

Yes

Scrolling List Height

The number of pixels that the Web Part should be set to if the Overflow Behavior is set to Scrolling.

Yes

Show Assignee

Shows a column in the Web Part with the current assignee(s).

Yes

Show Color Warnings

Displays the color warnings for your assignments. Yellow tasks are pending and red tasks are overdue.

Yes

Show Due Date

Displays the due date for your task.

Yes

Show From All Sites

Defaults to showing all running processes on all sites.

No

Show Process Time

Displays the time the process was initiated.

Yes

Show Search

Indicates whether to show the search control in the Web Part. This control is a text box and button that searches for a string in the Assignments.

Yes

Show Sites

Displays the site the task originated from. This is only displayed if the AllSites feature is activated, either by default through the Site Scope feature, or manually by the user via the AllSites option.

Yes

Show Task Name

Indicates whether to include a column in the Winshuttle Task List that shows the name of the task, which is the name of the node in the workflow.

Yes

Validate SharePoint Items

Indicates whether the Web Part should validate that each item against which a process is running actually exists. If this option is turned on, it will take longer to render the Web Part, since each item has to be validated. If it is off, the Web Part will render more quickly, but there could be invalid items. (The system will handle this properly and give a message that the item no longer exists.)

No