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Workflows constitute an important feature of collaboration Most business environments pass documents created by one person to two or more people for review, further editing, and ultimately approval before publishing them In the past, organizations implemented workflows by physically transferring a document from one office to another via interoffice mail or by walking it from one office to another More recently, e-mail replaced the need to physically move most documents between offices However, even with e-mail, organizations have an inherent need for the person who receives a document to know who to send the document to next Workflows can automate that entire process Workflows manage the flow of documents through various stages and, based on the action taken at any stage, determine who should receive the document next Workflows also manage the development of a document from initial draft through editing, approval, and finally publishing.

An alert is a feature of SharePoint that you can use for notification of changes made to libraries and lists via e-mail. This saves you the hassle of constantly returning to the library or list to see if anything was changed. With a manual check, you might spot new additions or deletions to the library or list. However, unless you were to track the modified dates of individual items in the library or list, it would be difficult to determine when someone modified them. Alerts can do this work for you. I first discussed alerts in 2 in the context of your initial exploration of lists. You can turn alerts on by opening the Library ribbon and clicking on the bottom half of the Alert Me button, as shown in Figure 5-24.

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Also, since SharePoint carries out all steps in the workflow electronically, it is possible to locate where each document exists in the flow and where bottlenecks slow down the process For simple document approval, use the document library s Versioning settings Open the library you want to work with and choose Document Library Settings from the Settings dropdown menu at the top of the Library list From the settings page, click Versioning settings in the General Settings group Define the versioning settings similar to those shown in Figure 1-51 These settings turn on content approval for new and edited items Use major and minor version history to track multiple draft versions prior to publishing a major version Then set the Draft Item Security so that only the content author and people who have approval permission can view the draft documents.

Figure 5-24. Selecting the Alert Me action Your two options are to set an alert on the current library or to manage your alerts. Let s first look at how to create a new alert on the library.

Bill Louden was a Radio Shack store manager in Columbus in 1977, having recently returned from several years working in Japan. He was an instant convert to the TRS-80 and was sure he could sell large numbers of the little machine, if only he had one to show. Since the company refused to provide demo units, Louden bought his own, over his wife s protests. It was serial number 10. Louden s instincts served him well; by early 1978 he had sold nearly 200 TRS-80s, with a 10 percent commission on each sale. His was the only demo unit in the Midwest, which made him the region s expert. Anyone who wanted to see the computer had to travel to Columbus like the attorney who flew in from Chicago to buy one. Other buyers included engineers from Bell Labs in Columbus, and an engineer named Russ Ranshaw from CompuServe. The latter would prove to be a fortuitous connection for Louden, and not just because Ranshaw brought others in to buy Radio Shack computers. To promote sales and information exchange among TRS-80 owners, Louden started the Central Ohio TRS-80 Users Group, better known as COTUG, in June 1978. Membership swelled to over 500 by year s end. Springing up all over North America, clubs were an important element in the development of the personal computer. As with radio enthusiasts at the beginning of the twentieth century, clubs not only advanced the technology, but also created more enthusiasts and helped sell computers, peripherals, and programs.

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