Workflows II: Collect feedback for a file How to collect feedback Collecting feedback for a file can be challenging. However, if you save a file to a document library on a SharePoint Server 2007 site, you can use the Collect Feedback workflow. The workflow will send out the for you without using attachments, and will show everyone’s changes in the same copy of the file. Pretty convenient.

Workflows II: Collect feedback for a file How it works You start the Collect Feedback workflow from the document library that contains your file. Then, the workflow sends each reviewer an message, which SharePoint Server 2007 calls a task. The message will provide a link to the file. After the reviewers click the link, the file will open for them and they can give feedback.

Workflows II: Collect feedback for a file Giving feedback When someone opens the file that needs feedback, they have two buttons available to them: The Edit Document button. People should click this button first to make changes to the file itself — that is, if any changes are needed.

Workflows II: Collect feedback for a file Giving feedback When someone opens the file that needs feedback, they have two buttons available to them: The Edit this task button. This is the final thing each person should do. When they click this button, a dialog box will appear that lets them type a brief, general comment about the file.

Workflows II: Collect feedback for a file Giving feedback Important: Reviewers must click Edit this task, and then click Send Feedback in order to complete their task. If reviewers skip this step, the workflow will consider their task incomplete. When someone opens the file that needs feedback, they have two buttons available to them:

Workflows II: Collect feedback for a file Before you begin If you want changes tracked in a Word document, you’ll want to set that up prior to starting the Collect Feedback workflow. To do that, click the Track Changes button on the Review tab in Word, as shown here. Then save the document prior to starting the workflow.

Workflows II: Collect feedback for a file How it all works How do you start the Collect Feedback workflow, and how do people give their feedback? Say you have a document, stored in a document library, that needs feedback from colleagues. On the Workflows page, click the Collect Feedback link, shown here. Then specify addresses for each recipient, add instructions, and click Start.

Workflows II: Collect feedback for a file Workflow status page If you’re familiar with workflows, you’ll recall the Workflow Status page. It’s also important to use when running the Collect Feedback workflow. This is where you can see who has completed their review and who hasn’t. This is also where you can see the general comments from each reviewer, at the bottom of the page.

Workflows II: Collect feedback for a file Tasks sent all at once One thing to be aware of: The Collect Feedback workflow operates a little differently than the Approval workflow. The Collect Feedback workflow sends all tasks at the same time, whereas the Approval workflow sends them one person at a time. That means that in the Collect Feedback workflow, there is no sequential order of who should review the file first, second, and so on.

Workflows II: Collect feedback for a file The File in Use message Here’s what happens when two people try to edit a file at the same time. Amy clicked the Edit Document button first, and then Brian clicked that button on his computer just a second later. He gets the File in Use message and is not able to edit the file until Amy closes it.

Workflows II: Collect feedback for a file The File in Use message Here’s what happens when two people try to edit a file at the same time. But if Amy leaves the file open when going to lunch, Brian can gain access to the file anywhere from 15 minutes to an hour later. If Amy wants more time to work on the file, she should check out the file first.

Workflows II: Collect feedback for a file If reviewers need more time Sometimes people need a little more time to review. The recommended strategy in this case is for reviewers to check out the file first. Click the Microsoft Office Button point to Server, and then click Check Out.

Workflows II: Collect feedback for a file When check out is required If your library is configured to require check out, then you and reviewers will see the Check Out button instead of the Edit Document button. When you click Check Out, the file is then reserved for you until you check it in.