Workflow Process: page 2 Indexer: page 3 Processor: page 7 Deleting in Workflow: page 11 Importing: page 13

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Hollie Lambert
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1 Workflow Process: page 2 Indexer: page 3 Processor: page 7 Deleting in Workflow: page 11 Importing: page 13

2 1. Documents imported with a T FCM Capture Profile will automatically be sent to the T FCM Suggested queue (cannot view queue documents). a. Within this queue a script automatically routes the document to one of the corresponding queues and populates the T FCM Doc Originator s X.500.ID Custom Property field with the X.500 of the person that imported the document. b. The script determines which queue to send a document to by the drawer value. **Note: If the Function Area is equal to any of the districts and the Drawer is equal to T FCM FM: Facilities Management, then that document will be sent to T FCM Indexer Districts.

Below displays two documents in the T FCM Indexer FM All queue, after they have been processed through the T FCM

3 An Indexer should look at a captured document in workflow to approve/define indexing fields and verify the document is the most current version. They then continue to route the document through workflow. 1. Below displays two documents in the T FCM Indexer FM All queue, after they have been processed through the T FCM Suggested queue. **You will only see Indexer queue[s] you have access to. 2. Double clicking one of the lines will open that document in workflow.

4 3. Once the document is opened, verify all the indexing fields and fill in blank fields 4. Fill in any relevant Custom Property fields, changing the Document Originator if necessary 5. Verify the document is static and in final form. (Launch the document in it s original application to view formatting.)

5 6. Depending on the validity of the document, route it to the Processor queue or the Delete queue: a. To send the document to the T FCM Processor queue, click the Route Forward button.

6 7. To delete a document and re-import it, route it to the T FCM Delete queue; Click the Route Anywhere button and select T FCM Delete.

7 The users in the Processor queue will receive an indicating they have new documents to process. A Processor has the final approval before a document is routed to the Document Library. 1. Clicking Route Forward will send the document to the Complete queue, in which the document will be archived in the drawer it was initially imported into. a. Clicking Route Forward will also enable the Route Recall function. The user then has three minutes to recall that document from the Complete queue back into the Processor queue.

2. The Processor can also route the document to T FCM Delete to remove the document from ImageNow. a. Clicking Route Anywhere and selecting the T FCM Delete queue will send the document to the Delete queue.

**Note: clicking the calendar icon, with the number 15, will insert the current user s X.500, along with the date and time.

8 2. The Processor can also route the document to T FCM Delete to remove the document from ImageNow. a. Clicking Route Anywhere and selecting the T FCM Delete queue will send the document to the Delete queue. 3. The Processor also has the option to Route Back the document, to the Indexer queue that it originated from. a. Add notes to the Notes section of the document, if you would like to indicate why you are routing it back. **Note: clicking the calendar icon, with the number 15, will insert the current user s X.500, along with the date and time.

9 4. The below graphic shows what the document line will look like in the Indexer queue, after it has been routed back from the Processor queue. You will notice the text is blue, of the documents that are routed back.

10 1. If you open the View Recently Routed Items (graphic below) from the T FCM Delete queue, a list (graphic below) of documents waiting to be deleted will be displayed.

1. After a document is routed to the T FCM Delete queue, an e-mail is automatically generated a. The e-mail is sent to the User [Document Originator] that imported the document.

11 1. After a document is routed to the T FCM Delete queue, an is automatically generated a. The is sent to the User [Document Originator] that imported the document. Informing that person that this document is queued for deletion. 2. The Document Originator who received the will log in to WebNow and navigate to the T FCM Delete queue. 4

3. Read the Notes section of the document to determine who said this document should be deleted and why. Contact that user with any further questions. 4.

12 3. Read the Notes section of the document to determine who said this document should be deleted and why. Contact that user with any further questions. 4. Click Route Forward on the document to permanently delete the document a. The document will remain in the T FCM Delete queue for five minutes (600 seconds) with the Status of Waiting for Routing. 7 6

Importing is the method of uploading documents in their original program (Word, Excel, PowerPoint, etc.) A user can upload a single document or upload multiple documents.

13 Importing is the method of uploading documents in their original program (Word, Excel, PowerPoint, etc.) A user can upload a single document or upload multiple documents. The ImageNow desktop client is most user-friendly for Importing documents (versus WebNow). 1. Select the T FCM FM Individual Import or T FCM Bulk Import under the Capture button on your ImageNow toolbar a. FM Individual Import allows you to select and import a single file at a time b. Bulk Import allows you to select and import multiple files as separate documents all at once. 1 A B

14 2. Fill in the document keys appropriately, and then click Scan a. When importing multiple documents, the Document Name field cannot be defined. b. Document naming standard can be found in the Tutorial_ImageNow Desktop Client, page 35. 2

15 3. Navigate to the documents to Import. Select the document[s] to import and click Open. a. For a multiple file upload, left click to select multiple documents while holding the CTRL key down. 4. The documents will import and be sent to Workflow. a. Notice the 8-digit Unique ID number starts with a B for Bulk-imported documents and individually uploaded documents have no letter b. Reference Workflow to understand what workflow queue the imported documents are sent to. 3 4

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