User Manual SAPERION Rich Client 7.1

Transcription

1 User Manual SAPERION Rch Clent 7.1

2 Copyrght 2016 Lexmark. All rghts reserved. Lexmark s a trademark of Lexmark Internatonal, Inc., regstered n the U.S. and/or other countres. All other trademarks are the property of ther respectve owners. No part of ths publcaton may be reproduced, stored, or transmtted n any form wthout the pror wrtten permsson of Lexmark.

3 Table of Contents 1 Loggng nto the System Introducton User Admnstraton Change Communcaton Data Change User whle Runnng SAPERION The User Interface The Mult-Functon Toolbar (Rbbon) Context-related Tabs... 5 Mnmzng the Mult-Functon Toolbar Tabs The Button SAPERION The Navgaton Area Workplace Personal Folders... 6 Documents... 6 Favortes Folder... 7 Applcaton Folder... 7 Document Folders Applcaton Folders Document Tray resp. other Trays Task Folders Fle Applcaton Folder... 9 Outlner Applcaton Folder... 9 Outlner Applcaton... 9 Creatng an Outlner Applcaton Usng an Outlner Applcaton Fast Access Adapt Navgaton Mnmze the Navgaton Area Folder Structure Create new Folder Create new Tray Personal Fles Add Forms Update of Folder The Workplace Forms for Indexng and Queres Index Forms Query Forms

4 Input Forms Panes Further Adjustments to the User Interface Document Capturng wth SAPERION Scannng Documents Confgure Scan Profles... Confgurng a Document Frame Scan Confgurng an Automatc Document Feeder (ADF Optons) Confgurng the Import of Scanned Pages Scannng va the TWAIN Interface The Scannng Procedure Repeat the Scannng Procedure Import fles (Fle Transfer) Confgure the Fle Transfer The Loadng Procedure Archve Documents Trays Tray Parameters Document Structure Creatng a Document Structure Edt a Document Structure Archve Documents n SAPERION Archve the Document Drectly Archve the Document n a Structure Archvng wthout Documents Document Flng Flng n Folders below a Search Form Flng n Folders whch are not below a Form Remove a Flng Document from Folder Cross Reference Workng wth SAPERION Documents The SAPERION Vewer Document Dsplay Optons Processng Optons Edt Applcaton Fles Check In and Check Out Work wth the Workspace VIEW Rbbon Change the dsplayed Pages and Documents Scalng (Zoomng) the Document

5 Lnks EDIT Rbbon CLIPBOARD Group ROTATE Group INSERT Group ADVANCED Rbbon Use a Nose Flter Press Clppngs SmartLnks OPTIONS Rbbon VIEW Group NOTES Group SETTINGS Group Document Button SAP Notes n the SAPERION Vewer Savng Documents Sendng Documents Release of Documents Opton: Sgnature and Password Submsson Workflow General Introducton Overvew Processor Roles Workflow Inbox Busness Processes Startng a Workflow manually Substtuton Settng Absence Tmes Unplanned Substtuton Dsplay of the Workflow Process n the Prevew Adhoc Workflow Creatng a Routng Slp Create a Routng Slp from exstng Templates Start a saved Adhoc Workflow Processng the Tasks Processng Optons Forward Remnder Hstory Processng Tasks as a Substtute Processng Tasks as an Admnstrator...

6 6.8.4 Processng Tasks as a Group Member Processng an Adhoc Workflow Task Commands for Workflow-enabled Documents Icons and Color Markngs of the Workflow Inbox Colors n the Inbox Workflow efle - Electronc Fle Introducton Fles Electronc Fle Structure Project Fle Example Fle Plan Creatng a New Fle Fle and Folder Operatons Searchng for Fles Creatng a Folder Edtng Fle Propertes Savng a Fle or Folder Deletng a fle or folder Changng Access Settngs Refresh Flng Documents Document Handlng n efles The Cross-Reference Command Appendx Rbbon References SAPERION Man Menu Fle Edt Vew Archve Optons Help Context Menus Context Menu of Unarchved Documents Context Menu of Archved Documents Context Menu of Workflow Inbox SAPERION Vewer Document Edt Page Insert... 91

7 Objects Vew Optons SAPERION Process Desgner Fle Edt Objects Vew SAPERION Macro Edtor Fle Edt Execute Optons... 95

8 1 Introducton User Manual SAPERION Rch Clent Loggng nto the System 1 Introducton As s normal wth Wndows, SAPERION s started va the Wndows Start menu or va an con on the desktop. Your system admnstrator can set up SAPERION so that you are logged n automatcally or so that a logn wndow appears. Fg. 1 1: "Logn..." Dalog Enter your user name and password. Select one of the exstng clents from the drop-down menu. You can choose between the followng clents, whch dffer based on ther range of functons: Query It s only possble to make queres. It s not possble to change or archve documents. Index The clent can be used to make changes and archve new documents. Scan Documents can be mported nto the system by scannng. Scan (Hghend) Unversal/Admnstraton Admnstrator 1

9 Loggng nto the System Clck [OK] to log n. The man nterface (see Secton "The User nterface") of SAPERION opens. User Admnstraton If you would lke to change your password, you must log n as descrbed above and proceed as follows: Clck rbbon ADMINISTRATION > area USER > command ADMINISTRATION. The dalog "User Manager" opens. On tab "User", double-clck the user you would lke to edt. Enter your new password n the feld provded (your old password s replaced). To prevent errors, you must enter the password twce. Clck [OK] to save the new password n the system. You must use the new password the next tme you log n to SAPERION. Fg. 1 2: "Edt Current User..." Dalog 3 Change Communcaton Data In addton to the password, you can also enter and change the followng user-specfc data: E-mal Communcaton Substtuton Ths data s used for the workflow functons n SAPERION. 2

10 4 Change User whle Runnng SAPERION Fg. 1 3: Dalog "User Propertes - Workflow" 4 Change User whle Runnng SAPERION Whle SAPERION s runnng, you can log n under a new user profle. Ths prevents you from havng to close the clent. Clck the button [SAPERION]. Select the menu entry "Swtch Current User". The logn dalog appears. 3. Enter your logn data (as descrbed above) and clck [OK]. The prevous user profle logs off automatcally so that you can work wth the new user profle. If you leave the logn dalog by clckng [Cancel], the prevous user remans logged n. 2 The User Interface After you have logged n successfully, the standard user nterface of SAPERION s dsplayed. In ths secton, you wll learn about the new features of SAPERION 7.1: The ndvdual structures and functons wll be descrbed wth the help of a sample nterface so that you can famlarze yourself wth your new work envronment. You can fnd sample applcatons n the Best Practces. SAPERION 7.1 offers a context-senstve operatng nterface, meanng that the system dsplays only the commands and cons that are needed for the task that you are currently performng. 3

11 2 The User Interface Fg. 2 1: Example: SAPERION User Interface The dalog contans the followng work areas: Rbbons Mult-functon toolbar wth the elements: Tabs, groups, and the actual commands that are avalable for the current user. Navgaton Area Fle tree structure wth the correspondng folders for the current user. Usng quck access flters, you can call up specfc folders, such as "Favortes." Forms Work areas that are defned by the specfc user. In our sample scenaro, these areas consst of an nformaton area wth nput felds for search parameters, the results lst, and the document structure and dsplay (query form). The ndvdual work areas can be arranged as desred so that you can adjust the SAPERION user nterface to sut your personal preferences. For more detals, refer to the secton enttled "Customzng the user nterface." In the followng sectons, we wll ntroduce you to the ndvdual work areas. 1 The Mult-Functon Toolbar (Rbbon) The SAPERION Rch Clent offers a selecton of functons that can be automatcally adjusted to sut the objects selected by the user. These functons are dsplayed n rbbons and enable you to swtch from automatcally allocated functons to other avalable functons that are grouped accordng to topc. Ths prevents you from havng to search through the menu structures. 4

12 2 1 The Navgaton Area Context-related Tabs The rbbons are made up of tabs that are organzed based on the task and accordng to specfc applcaton scenaros. Ths means that only partcular groups of commands are relevant when objects of certan types are beng used. Fg. 2 2: Rbbons 1 Mnmzng the Mult-Functon Toolbar By double-clckng the name of the actve tab, you can completely hde the groups on the tab so that only the names of the tabs are vsble. Repeat ths procedure to maxmze the mult-functon toolbar: Double-clck the name of the tab. 2 Tabs Clck a tab to dsplay a correspondng taskbar contanng the control elements, whch are organzed n dfferent groups. Each of these groups represents a subtask. The actual commands can be called up n one of these groups. 3 The Button SAPERION The button [SAPERION] can be used to call up general functons. When you clck the button, a lst of menu commands appears. Ths lst contans the followng entres: Fg. 2 3: The Button SAPERION 2 The Navgaton Area The SAPERION Rch Clent ncludes a dsplay of folders arranged accordng to functon. Ths dsplay s dvded nto the followng components: Workplace 5

13 2 Personal Folders Applcaton Folder Document Folders Favortes Fles The User Interface When you start the Rch Clent, the workplace s normally the frst thng to appear. You can swtch between components at any tme. SAPERION generally allows you to customze your workng envronment by settng up ndvdual preferred vews. The navgaton area wll be ntroduced n the followng chapters. 1 Workplace The "Workplace" area s automatcally dsplayed when you start the SAPERION clent. Ths s the user s man vew for all exstng work areas. 2 Personal Folders All baskets, folders, and forms allocated to the user n queston are dsplayed n the "Personal folders" area. It s the root element of your personal area for whch only you have access. It contans only references to the orgnal documents. The followng folders are ntegrated as standard: Documents (Document Tray) Document folders (folders known from prevous versons) Favortes In general t s possble that every user can create "Document Folders" and "Favortes" n hs personal folders. To create applcatons n these folders, users requre the rght "Confgure". Wth the rght "Confgure" a user can create folders globally to structure the navgaton or applcatons whch other users can use. 1 Documents The folder "Documents" s by default the nput tray. Here, all not yet archved or scanned documents are fled. 6

14 2 Please note that the "Documents"-folder can only be moved to the "Workplace"-area f you have admnstratons rghts n your profle. Ths wll also apply even f you have chosen the "Admnstraton" role when loggng n. Once the "Documents"-folder has been moved to the workplace, t s not allowed to relocate t back to the "Personal Folders"-area. 2 The Navgaton Area Favortes Folder Applcatons or smlar folders cannot be created n the folder 'Favortes'. If you add query results as favortes by clckng the button 'Add to Favortes', they are fled wth an ndvdual name, they are dsplayed below the folder 'Favortes'. When a user clcks on a favortes folder, the respectve query s executed agan. Snce queres are personal, the folder 'Favortes' s located below the folder 'Personal Folders'. You can create more folders below the folder 'Favortes' to structure ts content. 3 Applcaton Folder Ths personal folder contans all applcatons whch you have had pror to SAPERION 7. For users wth confguraton rght ths folder contans addtonally the entry "Standard search". Ths s the system form whch s used n prevous versons. When selectng the standard search a form wll automatcally generated whch contans all felds of the currently loaded defnton fle. By means of an ACL the rghts for modfyng or removng of applcaton folders must also be defned, because ths functonalty s gven wthout confguraton rght. 3 Document Folders Here you can create folders for structurng as well as document folders for fast access to documents from dfferent applcatons. It s not possble to create other types of folders resp. applcatons here. Document folders enable fast access for collectng often used documents from dfferent applcatons (Collecton) va drag & drop. 4 Applcaton Folders A publc applcaton folder can be created by a user wth the rght 'Confgure'. Ths type of folder corresponds to the archve folder from prevous versons. When you create a new applcaton folder, you have to enter a name as well as determne a search and ndex form. When the folder s created, access 7

15 2 The User Interface to ths applcaton can be controlled by assgnng an ACL. For users who do not have access to ths applcaton t s not dsplayed. 5 Document Tray resp. other Trays The document tray must be avalable after an update from a system n whch the user prevously has had a tray. It s avalable because of compatblty reasons. If a user wants to create trays whch are lnked to other users, he requres the respectve user rght (access opton "Other Trays" n profle). If you have the confguraton rght, you can apply under "Personal folders" the followng trays resp. folders: Inbox Documents Open The descrpton can be found n chapter "Create New Tray". 6 Task Folders You cannot create ether folders or applcatons n ths folder. When you clck the fast access button 'Tasks' the folder 'My Tasks' s dsplayed. Ths folder corresponds to the folder 'My Tasks' below 'Tasks' n 'Workplace'. The folder 'My Tasks' contans the nboxes for the Workflow whch are allocated to the logged on user and whch are opened each n an ndvdual tab. Here, tasks are lsted dfferently, dependng on the process state and status: Remnders: Here, all tasks are lsted whch have reached an escalaton level and whch have to be processed. Overdue Tasks: Here, all tasks are lsted whch the user has marked for follow-up. Completed Tasks: Here, all tasks are lsted whch have been processed by the user and are therefore completed. Owned Tasks: Here, all tasks are lsted whch have been created for the user or whch have been allocated to hm. There can be more folders below the folder 'My Tasks'. Ths depends on the propertes whch can be set n the user management. These are: Folders wth tasks of a group resp. organsaton: Ths folder s dsplayed when the property 'Actvate Workflow Pool' n the user admnstraton has been actvated. The tasks can be processed drectly n the folder when property 'Drect Access' s actvated ('Secretary functon'). These folders only have the subfolders 'Overdue Tasks' and 'Remnders' (=Group Remnders). Folders of Roles: 8

16 2 The Navgaton Area Ths folder behave lke folders of groups. If only a user s allocated to a role, the task s fled drectly n hs personal tray. The folder s therefore not dsplayed explctly. Folders of Users to be substtuted: Ths folder dsplays all tasks of a user who has regstered the logged on user as hs substtute. New tasks generally are dsplayed n the folders 'My Tasks' of the substtute. However, ths substtute can access the folder 'My Tasks' of the user to be substtuted f he has actvated the property 'Permt access by the substtute to user's nbox'. Use the context menu of the nboxes to group tasks as follows: Date Date untl From Task Creatng and movng of other regsters s protected by ACLs. 7 Fle Applcaton Folder A publc fle applcaton folder can be created by a user wth the rght 'Confgure'. All steps to confgure a fle applcaton as well as how to create a fle from scratch s descrbed n chapter 'efle - Electronc Fle'. When ths folder has been created access to t can be controlled by allocatng an ACL. For users who do not have access to ths folder t s not dsplayed. It s not possble to create more folders below a fle applcaton folder. 7.1 Outlner Applcaton Folder A publc outlner applcaton folder can be created by a user wth the rght 'Confgure'. The term 'Outlner' s SAPERION-hstorc. It was used for a form object whch structured the document flng, smlar to a Fle Explorer. Ths functonalty has been transferred to the navgaton area. 8 Outlner Applcaton You can use the newly-created DDC from your outlner mgraton (see chapter 'Outlner Mgraton' n Admnstraton Gude) n an outlner applcaton. Usng an outlner applcaton, documents can be fled n a tree structure and thus be found more quckly n the navgaton area n the clent. If your mgrated outlner s a fle, or you have no earler outlner you can mgrate, we recommend usng your data n the context of a fle applcaton. The SAPERION Servce can support you n mplementng ths type of fle applcaton. 9

17 2 8.1 The User Interface Creatng an Outlner Applcaton To create an outlner applcaton, follow the steps below: Clck wth the rght mouse button on 'Workplace' n the navgaton area and select 'Create Outlner Applcaton' from the context menu. In the followng dalog 'Setup Applcaton' enter a descrptve name for the applcaton. Clck [...] below 'Forms' next to 'Query' and select a search form. 3. Clck [...] next to 'Index' and select a correspondng ndex form. These two forms have to be selected; the form for the result s optonal. 4. Clck [...] below 'Outlner' next to 'Table' and select a table. The 'Root folder' s entered automatcally as '\'. 5. Clck [OK]. Your outlner applcaton s dsplayed n the navgaton area. A double-clck opens the applcaton. 8.2 Usng an Outlner Applcaton As soon as the confguraton s confrmed, the outlner applcaton can be used n the clent. The "New Folder" command n the context menu can be used to create the tree structure. Wth ths command, you can then buld up each level of the outlner applcaton step by step. Documents can now be archved n the tree structure ether va drag & drop, or by beng pulled nto the correspondng level retroactvely. 9 Fast Access For the purpose of fast and amed access to certan folders the standard fast access are avalable. Followng areas can be called up: Fast Access Workplace Dsplays all folders accesble by you Tasks Dsplays all personal tasks as well as tasks whch you can process as member of a group or organsaton Personal Folders Dsplays all folders for whch only you have access 10

18 2 Document Folders The Navgaton Area Dsplays personal folders n whch you collect documents for fast access Favortes Dsplays folders contanng saved queres for fast access Fles Dsplays the last 10 fles whch have been processed; not avalable for Web Clent 10 Adapt Navgaton You can only create folders resp. applcatons but no personal document folders below the Root drectory. These folders/applcatons must be protected addtonally by ACLs. Here, you can only create folders for structurng applcatons. To do ths you requre the rght "Confgure". 11 Mnmze the Navgaton Area Because the navgaton area s takng up a large space wthn the user nterface of your SAPERION applcaton, you can mnmze t f requred. Dong so you wll gan more space for vewng and edtng your documents. For ths purpose, clck the [pushpn] symbol n the ttle bar of the navgaton pane. The navgaton wll be completely hdden and presented as tab. Fg. 2 4: Mnmze the Navgaton-Panes If you need to maxmze the navgaton pane, clck smply on the tab. If you are leavng the Rch Clent wth mnmzed navgaton area, SAPERION memorzes ths settng, so that you wll fnd the dentcal user nterface at the next logn. 12 Folder Structure The folder structures avalable n the user envronment and the general envronment allow users to organze objects n the user s custom folders and the predefned structures created by the admnstrators. Ths also allows users to create complex folder structures. The folder structures n the navgaton area accessble n the personal as well as the general envronment are only there for accessng applcatons. The respectve structures are determned by the users or admnstrators and enable the dsplay of complex fle structures. If you requre fle and document structures, you have to use a fle resp. Outlner applcaton. 11

19 2 The User Interface Each folder allows you to add addtonal objects that are avalable n the SAPERION system. These can nclude lnked documents, addtonal folders, SAPERION forms, or SAPERION baskets. The structure s hghly customzable and can be set up accordng to users ndvdual needs, smlar to the folder structures n the Wndows operatng system. The folder structures dsplayed n SAPERION can be set to dsplay ether selected components or entre folder structures. You need the rght "Confgure" to create folders and applcatons. It s possble to save the same document n many dfferent folders. Ths s possble because the system only saves lnks to the documents n queston. The user can assgn a document to a fle usng drag & drop.! In addton to the authorzatons requred for a partcular document, each document s also subject to the authorzatons of the folder n whch t s saved. Ths can mean that some users are able to vew a document n one folder and unable to vew the same document n another, whle users wth other authorzatons are able to vew both. 11 Create new Folder Select the folder level n whch the folder s to be created. Clck rbbon FOLDER > group CREATE > command NEW FOLDER or select ths command n the context menu usng the rght mouse button. The system creates a new unnamed folder. 3. Enter a sutable name n the text feld provded. Fg. 2 5: Create new Folder 12 Create new Tray Clck 'Personal Folders' wth the rght mouse button. Clck rbbon FOLDER > group CREATE > command NEW TRAY or select 'New Tray' from the context menu of the rght mouse button. The dalog 'Tray Parameters' s opened. 3. Enter a descrptve name for the new tray. 4. Select the desred tray from the dropdown lst: 12

20 2 Input Documents To Do The Navgaton Area 5. Clck [User] and n the followng dalog 'Select users and groups' select the user who should use ths tray. 6. Clck [OK] to close the dalog. The new tray s dsplayed below 'Personal Folders' n the navgaton area. 13 Personal Fles In folder "Personal Folders" a folder called "Personal Fles" s created by default. Only below ths folder t s possble to create personal fles. Proceed as follows to create a personal fle: Below "Personal Folders", clck "Personal Fles" wth the rght mouse button. Select "Create Personal Fle" from the context menu. Fg. 2 6: Create Personal Fle 3. The personal fle s created below the folder "Personal Fles"; rename t as desred. 14 Add Forms Wthn the folder structure, you can add a form created by your admnstrator for ndexng and searchng. Select the folder n whch you would lke to add the form. Clck rbbon FOLDER > group CREATE > command NEW APPLICATION or select ths command n the context menu usng the rght mouse button. The 'Setup Applcaton' dalog s dsplayed. 3. Enter the followng nformaton: 4. Descrpton: Enter a sutable name n the text feld provded. Query: Select the desred query form usng the [...] button. Indexng: Select the desred ndex form usng the [...] button. Then clck [OK]. 13

21 2 The User Interface Fg. 2 7: Dalog 'Setup Applcaton' 13 Update of Folder When you have changed the content of a folder by copyng, relocatng or deletng fles, the changes wll not be dsplayed mmedately n the clent. Example: group folder of Workflow If other SAPERION users have undertaken a task from the task pools you wll not see any changes n these folders untl you have made an update. The command REFRESH updates the selected element n the folder tree structure as well as ts subsequent structure. 3 The Workplace The work area contans forms created by your admnstrator. Usng the exstng ndex forms, the user can carry out manual, sem-automatc, or automatc ndexng of documents n SAPERION. Query forms enable the user to search for documents that provde a results lst wth hts that can be accessed by the partcular user. 3.1 Forms for Indexng and Queres The forms for document ndexng and search queres are created by the admnstrator. These forms are the most mportant nterface to the electronc archve and dffer wdely dependng on the task at hand. The form elements contaned n these forms are the man objects used to work on and wth SAPERION documents. 14

22 3 The Workplace Fg. 2 8: Example of Work Area wth Query Form Each form automatcally flls the entre work area. The sze of ndvdual form elements, for example the results lst or the document prevew, can be ncreased or decreased as needed. It s also possble to hde ndvdual form elements (see secton 'Panes'). Usng the dynamc dsplay, users can customze ther own forms to sut ther ndvdual workng habts usng the optons avalable. The sze confgured for the ndvdual form elements s saved when the form s closed and opened agan. In the followng secton, we ntroduce the man forms you wll be usng n your work wth SAPERION. 3.1 Index Forms Index forms are used to archve documents; you can enter search nformaton for retrevng and accessng documents here. These forms normally consst of an dentfyng attrbute (document ID) and other descrptve attrbutes such as author, fle reference, or keywords. The ndexng form conssts of felds for storng ndexng data. Sometmes, you must enter data nto the felds (oblgatory felds), whle n the case of other felds, you may choose whether or not to enter data. The qualty of an electronc archve can be measured based on the user s ablty to retreve documents. For ths reason, note that documents wth empty felds can only be retreved durng a later search f the correspondng felds are also empty n the search. Therefore, make sure to descrbe the documents as extensvely and accurately as possble. Buttons n ndexng forms Buttons n ndexng forms can have many dfferent functons and can be gven custom names by the admnstrator. As standard, the form can contan the followng buttons: [OK] checks whether all ndexng data have been entered correctly, archves the document, and closes the ndexng forms. [Cancel] or the <Esc> key closes the form wthout savng changes. [Result] carres out a manual recognton procedure f an OCR/barcode recognton software s nstalled. The result s wrtten drectly nto the correspondng form felds. [Skp] saves the document for later processng. 15

23 2 The User Interface [Save only] archves the current ndexed document but does not close the form. By usng ths functon, you can ndex a document (must be structured!) multple tmes. [Forward] forwards the document to another employee. 3.2 Query Forms Query forms enable users to search for documents. Here, users can enter the search crtera that wll be sent to the archve as a search query. Dependng on the customzng, t s possble to enter value ranges ('from...to' for date values, etc.). The result s a ht lst wth the documents that have been found. If you have the opton of text retreval n your query mask, please bear n mnd that the entry of several terms need to be tagged by quotaton marks, e.g. 'nvoce fscal year'. 3.3 Input Forms Input forms are specal ndex forms that enable the user to make new entres n the look-up tables. 4 Panes The SAPERION Rch Clent user nterface can be dvded nto dfferent sectons, or panes. A pane can be recognzed by a small pushpn con, whch ndcates that the pane s located n a place where t can be dsplayed clearly. Clck the pushpn con to close the components n the pane. Ths can be useful when the requred components are not used contnuously but only as requred. For example, you can choose to show document propertes. In addton, you can poston the panes wthn the SAPERION nterface to meet your ndvdual requrements. Mnmze a pane The pushpn con n the header enables the pane to be mnmzed to a tab. Ths tab opens automatcally as soon as you move the cursor over ths tab. If you would lke to open the pane agan, clck the pushpn con. 16

24 4 Fg. 2 9: Panes Arrange a pane You can reorganze your SAPERION user nterface by movng the panes and arrangng them dfferently. To do so, proceed as follows: Move the pane that you would lke to arrange by pressng and holdng the left mouse button whle the mouse s postoned n the header of the pane. The system dsplays the possble postons of the panes usng drectonal cons. Select the desred poston by movng the mouse ponter to the correspondng poston con. The correspondng pane poston s hghlghted n gray. Release the mouse button to place the pane n the desred poston. 4.1 Further Adjustments to the User Interface You can make addtonal adjustments to the user nterface n the system confguratons, provded that you have the requred user authorzatons. Clck button [SAPERION], then menu entry 'Settngs' > 'System...'. The dalog 'System Confguraton' s dsplayed. Change to the 'User Interface' tab n the dalog. Here you can enter the followng parameters: Language: Select one of the nstalled languages from the drop-down menu. Skn: Select an nterface desgn from the drop-down menu. Swtchng the skn from Larx to Pcea requres a clent restart for the correct dsplay of all elements. Save poston:when ths checkbox s actvated, the correspondng elements wll be opened n the poston n whch they were last set. 17 Panes

25 3 3. Document Capturng wth SAPERION Font: Here, you can change the character set used for the status bar and the results lst. Mcrofche dsplay:when ths parameter s actvated, the contents of the baskets are dsplayed as mcrofches as standard. When the 'ALT' key s pressed, the normal dsplay appears. Embedded forms:when ths parameter s actvated, the forms are dsplayed n SAPERION. When ths checkbox s deactvated, the forms are dsplayed n separate wndows. Confrm closng of Clent: When ths parameter s actvated, the user must confrm ths acton before the program s ended. Clck button [OK] to save your settngs. Fg. 2 10: 'System Confguraton' Dalog: 'User Interface' Tab 3 Document Capturng wth SAPERION When you capture documents wth SAPERION, your documents are dgtally entered nto the system and archved to allow effcent access at a later date, enablng all authorzed users to fnd and edt these documents at any tme. Here, there are dfferent types of document creaton avalable for you to use: Scannng documents or selected frames of documents Importng fles Automated transfer of e-mals or ncomng faxes Automated mport of fles wth data ndexes usng drectory montorng Transferrng mass prntng data usng COLD 3.1 Scannng Documents It s only possble to scan documents usng the "Scan" clent type. Normally, dfferent scan profles are confgured for the use of scanners. Ths way, you can acheve the best results for your partcular type of document. 18

26 3.1 Clck rbbon IMPORT > group SCAN > dropdown menu SCAN PROFILE. Select the requred scan profle. Scannng Documents If no sutable scan profle s avalable, you can adjust an exstng profle to sut your needs or create a new profle. 3.1 Confgure Scan Profles Clck rbbon IMPORT > group SCAN > dropdown menu SCAN PROFILE. The "Scanner Settngs: [Scanner Name]" dalog s dsplayed. 3. Clck [Load...] to load an exstng scan profle n order to edt t. You can confgure the settngs for the connected scanner n the scanner settngs as decrbed n the followng table. 4. Clck [Save] to save the scanner profle. Scanner setup Parameter Descrpton Parameters In the "Parameters" area, you can confgure the settngs for "Resoluton," "Contrast" and "Brghtness" usng the scroll bar. Here, the mnmum and maxmum values depend upon the nstalled scanner. The hgher the resoluton, the better the mage qualty. However, ths ncreases the scannng tme and the storage requrement for the scanned data. For normal archvng, a resoluton of 200 dp s suffcent. If you are usng OCR, hgher resolutons (at least 300 dp) and hgher contrast are recommended. Image format For the mage format, you can choose between dfferent formats supported by your scanner (e.g. black and whte text). Confguraton If the scanner supports double-sded scannng, you can choose between sngle-sded and double-sded scannng. Page format Here you can select the page format of the document. Frame In the "Frame" dalog area, you can confgure the settngs needed to scan frames from documents (see secton "Confgurng a document frame scan" below). [ADF] Clck the [ADF] button (Automatc Document Feeder) to confgure the automatc paper feed of a scanner for processng a document batch (see secton enttled "Confgurng the Automatc Document Feeder" below). 19

27 3 Document Capturng wth SAPERION Parameter Descrpton [Drver] Clck [Drver] button to nstall the scanner drver provded by SAPERION. Here, a standard search dalog opens n whch you can select the requred drver (.sca). [Extended] Clck [Extended] button to make addtonal specal confguratons for controllng the scanner, regardless of the drver that you have selected. [Drver settngs] Clck [Drver Settng] button to can vew the orgnal scanner dalog. Use only drver settngs When ths checkbox s actvated, the settngs made n the orgnal scanner dalog are always used. 3.1 Confgurng a Document Frame Scan The entre document s scanned by default. You can also defne a scan profle n whch only a partcular frame from a document s scanned. Here, you can enter the "Row," "Column," "Heght" and "Wdth" values for the document. You can also defne the document frame usng a document that you have prevously scanned. Scan the entre document. SAPERION opens the document n the Vewer. Clck rboon EDIT > group CLIPBOARD > command SELECT ALL. 3. Drag the frame (red) around the requred frame. 4. Open the "Scanner Settngs" dalog as descrbed above and clck [Use]. The frame that you have selected n the document s dsplayed n the frame prevew (red). The "Row," "Column," "Heght" and "Wdth" values are automatcally calculated and entered by SAPERION. 5. Enter the other parameters as needed and clck [Save] to save your scan profle. The system lsts the scan profle under the name that you have entered so that you can access ths profle for future scans. 3.2 Confgurng an Automatc Document Feeder (ADF Optons) For a scanner wth an automatc document feeder, you can confgure the settngs for scannng a document batch. The followng settngs are avalable: Fg. 3 1: "ADF optons" dalog 20

28 3.1 Scannng Documents ADF optons Area Descrpton Automatc When the "Montor all" checkbox s actvated, the document feeder s montored automatcally. When documents are placed n the document feeder, these documents are scanned. Enter the tme ncrements and tme perods at whch the document feeder s to be checked for documents. Separaton pages If you would lke to combne multple pages for a document as part of the scan procedure, you can separate document unts from one another by placng whte or black separaton pages n the document batch. Empty back sdes 3.3 Blank reverse sdes can be automatcally detected and removed. Confgurng the Import of Scanned Pages In the "Scan Import Parameters" dalog, you can defne actons that are to be taken durng each scan procedure before the scan s placed n the nput tray. Clck rbbon IMPORT > group SCAN > dropdown menu SCAN PROFILE. The "Scan Image Setup" dalog appears. Confgure the settngs accordng to the followng table and then clck [OK] to save your settngs. Scan Image Setup Parameter Descrpton Rotaton The documents can be automatcally rotated 90 or 180. Black borders The borders created durng the scannng procedure can be removed or colored whte. In the default settngs, the black borders are gnored. Nose flter You can set the automatc dust removal to dfferent strength levels. Dependng on the strength, the dust flter affects the saved results (a strong flter reduces the qualty of the scan result). Fll gaps Small gaps can be flled (e.g. wth documents that are too lght). Here, you can set a senstvty (none, lght, medum, strong). Storage format Select the storage format (mage, PDF, or PDF/A 1b). Deskew Wth FneReader, you can deskew crooked scans for documents for whch you would lke to use text recognton. Forms Background pages are automatcally assgned to documents to be archved accordng to certan crtera (set by the system admnstrator). 3.4 Scannng va the TWAIN Interface TWAIN s a standard nterface for transferrng mage data (e.g. from the scanned pages to the computer). Many scanner manufacturers delver a TWAIN drver along wth the devce. Ths drver can be used to confgure and control the scanner. 21

29 3 Document Capturng wth SAPERION If your scanner s connected va the TWAIN nterface (dependng on the settngs confgured by your admnstrator), you wll not use the SAPERION confguraton menu; nstead, you wll use a confguraton program provded by the scanner manufacturer. Normally, ths program s opened when you trgger a scannng command n SAPERION. Not all manufacturers comply wth the specfed standards for the delvered TWAIN drvers. If ths s the case, please contact your scanner manufacturer to obtan the correct drver. 3.2 The Scannng Procedure You can begn the scannng process after you have confgured all of the settngs for the scanner as descrbed above. To do so, proceed as follows (the descrbed steps are for a sheet fed scanner): Clck rbbon IMPORT > group SCAN. If needed, select a predefned scan profle. 3. All scanned documents wll be created n the "Documents" folder. 4. The scanned documents are dsplayed n the SAPERION Vewer. 5. If you do not want to vew a prevew after the scan s complete, you can deactvate ths opton n the system confguraton. You have the opton of edtng the document drectly n the Vewer as long as you have the approprate user authorzatons. 22

30 3.1 Scannng Documents Fg. 3 2: Example of SAPERION Vewer 3.1 Repeat the Scannng Procedure If the result of the scan does not meet your requrements, you can repeat the scannng procedure. Ths functon s not only avalable for the last document you have scanned; t can also be used wth every scanned page. SAPERION always replaces the document that s currently selected. If no document s selected, ths functon s deactvated. Select the document to be replaced from the lst n the "Documents" folder. Place the document n the scanner. 3. Clck rbbon IMPORT > group SCAN > command REPLACE PAGE. 23

31 3 Document Capturng wth SAPERION The scanned document replaces the document selected n the lst. 3.2 Import fles (Fle Transfer) Another way to transfer documents to SAPERION s to mport fles. You can mport fles from any medum (hard dsk, floppy dsk, CD-ROM, etc.). Imported fles can be saved n SAPERION n the followng formats: Applcaton fle Fles mported as applcaton fles can be prevewed and annotated (e.g. usng notes, redacted text passages, etc.) n the nternal SAPERION vewer f the mult-format vewer s confgured. An external tool must be confgured to edt the fle. Image fle (mages) Each mage fle s mported as an ndvdual object (n the case of mult-page documents, each page s dsplayed as an object). Image fles can be vewed and annotated n the nternal SAPERION vewer by default. Stream Large fles are segmented when they are mported nto SAPERION. Once the entre document s segmented n ths way, t s treated lke a structured document n SAPERION. Each ndvdual segment represents a secton of the entre fle. 3.1 Confgure the Fle Transfer For the fle transfer, you can confgure settngs that wll be appled to each fle before t s saved n SAPERION. Clck rbbon CAPTURE > group SETUP > command LOADED FILES. The "Fle Import Parameters" dalog appears. Confgure the settngs as descrbed n the followng table and then clck [OK] to save your settngs. 24

32 3.2 Import fles (Fle Transfer) Fle mport setup Parameter Descrpton Fle type Here, you can determne whether the fle s to be mported as an mage fle (btmap) or an applcaton fle. Btmap When you actvate the rado button [Btmap], you can also select the type of mage fle (e.g. BMP, TIF, etc.) from the drop-down menu. Image fles are always mported as a copy and the orgnal fle remans unchanged. Applcaton fle When you actvate the rado button [Applcaton fle], you can also select the mport mode from the drop-down menu. Copy If you select the entry "Copy", a copy of the fle s mported nto SAPERION and the orgnal fle remans on the orgnal medum. If you select "Copy and Delete," a copy of the fle s mported nto SAPERION and the orgnal fle s deleted. The fle s not actually deleted untl the archvng takes place, so as to ensure that no documents are lost. NOTE: When manually mportng fles, these fle type settngs can be changed agan at any tme. SAPERION always stores the most recent parameters. Check drectory Fles from a partcular drectory can be automatcally mported nto SAPERION. Enter the fle path to the drectory and the tme ncrements as well as the tme perod n whch the drectory s to be checked for new fles. 25

33 3 Document Capturng wth SAPERION Parameter Descrpton Image processng In the "Process mage" area, you can defne actons to be placed n the nput tray. The followng confguratons are possble: Deskew Rotaton The documents can be automatcally rotated 90 or 180. Black border The borders created durng the scannng procedure can be removed or colored whte. In the default settngs, the black borders are gnored. Nose flter You can set the automatc dust removal to dfferent strength levels. Dependng on the strength, the dust flter affects the saved results (a strong flter reduces the qualty of the scan result). Fll gaps Small gaps can be flled (e.g. wth documents that are too lght). Here, you can set a senstvty (none, lght, medum, strong). Storage format You can select the format n whch the mage fle s saved n SAPERION. In addton to the standard btmap format, the PDF and PDF/A 1b formats are also avalable. Wth FneReader, you can deskew crooked scans for documents for whch you would lke to use text recognton. Forms Background pages are automatcally assgned to documents to be archved accordng to specfc crtera (set by the system admnstrator). 3.2 The Loadng Procedure After you have confgured the fle transfer accordng to your needs, you can mport the fles nto SAPERION. To do so, proceed as follows: Clck rbbon IMPORT > group DOCUMENTS > command OPEN FILE. The "Open" dalog s dsplayed. 26

34 3.2 Import fles (Fle Transfer) Select the fle to be mported. By pressng and holdng the <CTRL> key, you can select other ndvdual fles and by pressng and holdng the <SHIFT> key, you can select a lst of fles. 3. Select the fle type. If you have selected "Stream," you must confgure a number of addtonal settngs: Block sze Here you can specfy the sze of the ndvdual segments. Values between 1 MB and 4091 MB are possble. A stream may consst of a maxmum of 65,000 segments. If the actual number of segments exceeds the defned segment sze, the system automatcally corrects the sze of the segments. Archve mmedately When ths checkbox s actvated, the segments are not saved n the nput tray; they are archved mmedately and the actvated ndex form appears. Immedate archvng s recommended for very large fles that are dvded nto very small segments. 4. Select the requred operaton from the drop-down menu. 5. Select whether mages are to be loaded mmedately. When the "Archve mmedately" checkbox s actvated, the mage wll be mported mmedately once t has been transferred. If the checkbox s not actvated, the mage s loaded only after the mage has been archved or called up n the Vewer. 6. Select whether the fles are to be loaded n ther orgnal format. When the "Orgnal format" checkbox s actvated, the fles are loaded n ther orgnal format. The fles can then be called up and dsplayed n an external vewer. 27

35 4 7. Archve Documents Clck [Open] to load the selected fles. Loaded fles are saved n the "Documents" folder. 4 Archve Documents 4.1 Trays After the fles have been transferred, the loaded or scanned pages are stored - dependng on the settngs n the system confguraton - n the respectve tray. From here, documents are structured (see secton "Document Structure" below) and then ndexed. Trays are only selectable when they are contanng documents. In ths case they are accessble va IMPORT rbbon > TRAYS group or alternatvely va the navgaton under "My Applcatons". Followng trays are avalable dependng on confguraton: "Input" Tray Documents that are loaded or scanned are deposted here when the ndexng mode s set "manual" n the system confguraton. Ths s the default settng. Both the jonng as well as the ndexng of documents s performed manually by the user. "Documents" Tray When the ndexng mode "automatcally jon" s actvated all mported documents are deposted drectly n the "Documents" tray. All defned rules for the automatc jonng are evaluated. The ndexng s executed by hand. "To Do" Tray All documents are deposted here when the ndexng has been faled (e.g. due to the reason that mandatory felds are not flled). These documents can be ndexed at a later tme. 4.1 Tray Parameters Va the navgaton the "Tray Parameters" dalog can be opened for the purpose of adaptng the propertes of a tray or to open a tray of a dfferent user. Mark the tray you want to modfy n the folder tree structure of the navgaton. Clck n "Edt..." entry n the context menu. The "Tray Parameters" dalog opens. 3. Make here the followng entres: Descrpton: Enter a name for the tray. 28

36 Document Structure Type: Select the requred type from the dropdown menu. User: Clck the [User] button to open the dalog for user selecton. Assumed that you have the access rghts, you can dsplay the tray of the selected user. Clck [OK]. Document Structure In the contents wndow of the "Document" tray, you have the opton to keep mported fles n ther elementary structure (e.g., ndvdual scanned pages) or create a document structure. A document structure conssts of a user-defned number of ndvdual sub-fles. In addton, applcaton and mage fles can be combned n the same subdrectory. Documents consstng of multple document pages (multpage TIF fles) are created ndvdually after they have been mported. These ndvdual documents can also be combned to form structures. 4.1 Creatng a Document Structure Select the fle that you would lke to assgn to a structure and clck the "Order" entry n the context menu. The system creates a structure wth the name of the fle you have selected. The fle tself appears ndented below the structure. 3. If necessary, you can use drag & drop to add addtonal fles to your newly created structure. You have furthermore the faclty to edt documents whle creatng a structure. For ths purpose, several commands are avalable (dependng on your user rghts and lcenses) n the DOCUMENT TRAY rbbon > EDIT group: Command Descrpton Vew Opens the selected fle n the page vew matchng the fle type Edt Opens the selected fle n the page vew matchng the fle type for further edtng Edt name Opton for edtng the name of the selected fle Delete Deletes the selected fle mmedately wthout a confrmaton message Delete all Deletes all the fles n a "Document" tray Save as Saves the selected fle n the specfed drectory Encrypt Specfes an encrypton profle for the selected fle Securty Specfes an access lst for the selected fle 29

37 4 Command Descrpton Renderng Renders the selected n the specfed format 4.2 Archve Documents Edt a Document Structure You can edt a document structure as follows: In the structure, select the lst that you would lke to edt. Clck DOCUMENT TRAY rbbon > STRUCTURE group. Alternatvely you can also use the commands n the context menu. The followng commands are avalable: Command Descrpton Order Creates a new document structure Dsconnect Deletes the selected document structure Format Adapts the document structure format Complete Completes the document structure. No further elements can be added Add page Adds a page to the selected document structure Add all Adds all pages to the selected document structure Up Moves the selected document up to a layer (nclusve all subordnated fles) Down Moves the selected document down to a layer (nclusve all subordnated fles) Rght Moves the selected fle a layer to the rght Left Moves the selected fle a layer to the left 4.3 Archve Documents n SAPERION For archvng, you can select the basc or structured document from the "Documents" tray and place t n the desred folder usng drag & drop. The document can be archved drectly or can also be added to an exstng structure. Wth SAPERION you have the possblty of archvng documents from the "Document" tray or from an external applcaton, such as Mcrosoft Wndows Explorer or Mcrosoft Outlook. Please keep the restrcton for document archvng n SAPERION n mnd: Fle names must not contan the followng characters: \/:*?"<> Archve the Document Drectly If you want to archve the document drectly n a folder please follow the descrbed steps: 30

38 4.3 Archve Documents n SAPERION Hghlght the desred document (fle symbol) rsp. the drectory structure n the external applcaton or n the "Document" tray. Drag the selected document whlst the left mouse button s pressed to the folder n the navgaton. The stored ndex form opens.! Usng drag & drop wth the rght mouse button archves all documents n the lst wthout openng the ndex form. As you cannot store any ndex data for the selected fles, t s dffcult to fnd these fles agan n the future. 3. Fll out the felds n the ndex form. The system automatcally provdes an ID that can be changed as needed. 4. Clck [OK] n the form to close the archvng Archve the Document n a Structure If you want to archve the document wthn an exstng structure, the respectve folder must be already opened. Ths s the only way to drag & drop the document to a fle n a result lst. Alternatvely you can add a document to an exstng structure va the structure wndow of the vewer. For ths purpose the respectve document must be opened n the vewer. Open the folder respectvely the applcaton where the structure s contaned you want to add the document. The result lst wll be dsplayed after the query. If you want to archve va the structure wndow of the vewer select the requred document n the result lst. By ths way t wll be automatcally dsplayed n the vewer. 3. Hghlght the desred document (fle symbol) respectvely the drectory structure n the external applcaton or n the "Document" tray. 4. Drag the selected document whlst the left mouse button s pressed to the tab of the folder that you have prevously opened. The stored ndex form opens. 31

39 Archve Documents 5. As soon as you release the left mouse button on the requred entry n the result lst or n the structure wndow of the vewer, the dalog "Content: Structure" opens. Here, you are offered an overvew of the document structure. The newly added document s placed at the end of the structure. 6. You can move the added document wthn the document structure. To do ths, clck and drag the document to the desred poston. 7. When closng the dalog "Content: Structure" you wll be prompted to confrm the change of the document. 8. Clck [Yes] to confrm. The dalog "Generate New Revson" opens. 9. Enter a comment and f necessary a revson number. Clck [OK]. The document s then archved as a new revson n SAPERION. Archvng wthout Documents You can also create an empty document structure (consstng of a folder) for archvng purposes. You can add the actual document to ths structure at a later tme. However, you can now fnd a reference to ths document when you conduct a search. 4.4 Document Flng Documents are loaded once nto SAPERION (e.g. by scannng or loadng the respectve fle) and are then saved n the archve wth ther ndex data. However, snce a sngle document often belongs to several dfferent busness processes, t must be allocated resp. saved n dfferent fles. Ths can be acheved wth document flng: Fles are lnked to the respectve orgnal document n the document fles e.g. there s no further save procedure for documents. From Verson 7.1, document flng s only possble n: 32

40 4.5 Document collectons efles Mgrated outlners Folders below an applcaton Remove a Flng Document from Folder If you want to fle a document nto a folder, please follow the descrbed steps: Execute a query. You can see all found documents n the result lst. Hghlght the desred document n the result lst, drag and drop t wth the left mouse button on the desred folder n the navgaton pane. 3. The number of documents n a folder s dsplayed behnd a folder name n brackets (...). If the flng was successful, the number wthn the brackets ncreases Flng n Folders below a Search Form If a folder that should contan flng documents s below a search form then t s only possble to save documents of ths query. When you open the folder, the search form s also opened n the result lst wth flng documents Flng n Folders whch are not below a Form If you want to save documents from dfferent queres as flng documents n a folder, ths folder must not be below a search form. When you open the folder, a lst wth flng documents s opened whch you cannot edt n ths folder. You can only dsplay and prnt these documents. 4.5 Remove a Flng Document from Folder In the result lst, hghlght the document whch you want to remove and clck "Unfle document" command n the context menu. The "Remove document from folders" dalog opens. 33

41 4 Archve Documents You get an overvew of all folders whch contan the respectve document (symbol [red cross]). 3. Clck the folder from whch you do not want to remove the respectve document. Clck [OK] to confrm. 4.6 Cross Reference If a document s lnked n several folders, you can get an overvew about where ths document s saved by openng the dalog "Cross Reference". In the result lst, hghlght the document on whch you would lke to get the cross reference. Clck entry "Cross Reference" n the context menu. Dalog "Cross Reference" s opened. 34

42 The SAPERION Vewer The folders contanng the respectve document are hghlghted wth a symbol [green cross]. Workng wth SAPERION Documents Ths secton deals wth the use of the electronc archve. Here, you wll learn how to call up and process archved documents. After you have logged on to the system, you can start a search query. The SAPERION system returns a results lst contanng documents that correspond to your search crtera. You can dsplay, edt, annotate, prnt, save, delete and send these documents or restore old document revsons. Applcaton fles can be checked out n your personal work envronment and the correspondng documents can be saved. 5.1 The SAPERION Vewer The nternal SAPERION vewer s prmarly a tool for dsplayng fles. Image fles are dsplayed by default, whle applcaton fles can be handled n one of two ways: Standard Vewer Usng ActveDocument technology, the SAPERION vewer can be used to dsplay the followng applcaton fles: Offce documents (Word, Excel, PowerPont) usng an nstalled Mcrosoft Offce applcaton HTML/XML documents usng Internet Explorer Saved Web lnks (URL fles) n Internet Explorer When the user dsplays the saved Web lnks, the correspondng webstes are loaded and dsplayed n the vewer. PDF fles usng Adobe Acrobat Reader The program requred for dsplayng and processng these documents s ntegrated nto the SAPERION Vewer. The menu commands and task bars from Acrobat Reader are ntegrated and can be used as normal. If you wsh to use the full range of functons, you can swtch from the ntegrated dsplay to the normal dsplay n the applcaton. Annotatons cannot be made drectly n the vewer; these would have to be made n the correspondng external applcaton. Mult-format Vewer If you wsh to prevew or annotate applcaton fles n SAPERION, the vewer can be confgured by your admnstrator to become a mult-format vewer. The mult-format vewer creates a graphc renderng of the applcaton fle, and annotatons are saved wthout alterng the orgnal document or structure. The annotatons can be vewed and edted each tme the document s dsplayed n the mult-format vewer. 35

43 5 Workng wth SAPERION Documents Whle the mult-format vewer can dsplay old unstructured documents as well as streamed documents, you wll not be able to annotate these. Once the mult-format vewer s confgured, t s the default vewer. Even wth the mult-format vewer confgured, you can contnue to use rbbon START > group DOCUMENT > EDIT... command to dsplay the document n the orgnal applcaton. 5.1 Document Dsplay Optons To dsplay a document n the SAPERION vewer: Select the document that you would lke to dsplay from the results lst and clck the entry. Alternatvely, f the nternal vewer s not confgured to automatcally dsplay documents, you can clck rbbon START > group DOCUMENT > command VIEW. The document opens n the SAPERION vewer or n a correspondng applcaton program. Note that va the double-clck only the dsplay mode (read-only) of the document s actvated. Select the command EDIT, to edt the document. Mult-Format Vewer If, whle usng the mult-format vewer, you wsh to vew your document n the orgnal applcaton, select "Vew wth orgnal applcaton" from the context menu, or choose DOCUMENT > ORIGINAL APPLICATION n the vewer wndow menu. 5.2 Processng Optons Changes to documents from the electronc archve are revsons,.e. the document s not overwrtten. The edted components (document structure, mage and applcaton fles, ndex fles, nserted objects, access lsts) are saved to the orgnal document. The edtor of a document can leave a comment for each revson. Usng the SAPERION revson management tool, users are able to access old revsons of a document at any gven tme. If multple fles of a document are changed all at once, a revson s created for the modfed subdocument when the entre document s checked n. The revson ID and comment are dentcal. "Objects" n SAPERION nclude annotatons (notes, text markers, arrows, stamps, black markers). The graphcal objects are saved as a lnk to the correspondng document and created n the vewer. In addton, you can select the followng processng optons: Frame for cuttng a selecton of a document n order to prnt ths secton or copy t to another document as a press clppng. 36

44 5.1 The SAPERION Vewer Hyperlnks (SmartLnks) wth whch the user can open another document or a specal query form wth preset search crtera (see secton "SmartLnks" above). 5.3 Edt Applcaton Fles For applcaton fles n the "Documents" folder that have not yet been archved, you can carry out necessary modfcatons drectly n the orgnal document. In order to edt the document n the orgnal applcaton, the approprate applcaton must be nstalled. For applcaton fles that have already been archved, the user checks out these fles for processng n a work envronment managed by SAPERION. Once a revson has been created, the fle s checked back nto the archve. Normally, the user ntates the processng of an applcaton fle by double-clckng the fle or clckng [Edt] n the results lst. SAPERION then opens the correspondng applcaton program wth the selected document. In addton, the document s automatcally checked out n the work envronment. Mult-Format Vewer To edt your document whle usng the mult-format vewer, select "Edt wth orgnal applcaton" from the context menu, or choose DOCUMENT > ORIGINAL APPLICATION n the vewer wndow menu. 5.4 Check In and Check Out If you would lke to edt an applcaton fle, you can check out ths fle as follows: Select the document n the results lst. Clck rbbon START > group DOCUMENT > command CHECK OUT. The document that you have currently checked out s dsplayed n the results lst wth a floppy dsk con. 3. Whle the document s checked out, other users are able to access a read-only verson of the last revson to be archved, but they are not able to modfy the document. The [Delete] and [Index] buttons are deactvated for ths document untl t s checked n. Clck the button [SAPERION] and select "Checked-out documents..." The "Work Envronment" dalog appears. 37

45 5 Workng wth SAPERION Documents Fg. 5 1: "Work Envronment" Dalog Ths dalog lsts all of the documents that you have checked out. Here, you can select the followng optons: Edt: The selected document n the lst s opened for edtng n the SAPERION Vewer. Prnt: The selected document n the lst s prnted. Check n: The selected document n the lst s saved as a new revson n the electronc archve. If t s takng a consderable amount of tme to edt the fle, t s recommended that you check the fle back n only once you have fnshed the edtng. Ths prevents the need for frequent revsons. Dscard: The selected document n the lst s removed from the work envronment wthout transferrng the exstng document revson nto the electronc archve. Close: Ths closes the dalog. Work wth the Workspace The "Work Envronment" dalog provdes you wth an overvew and drect access to all documents that you are currently processng. Apart from the system admnstrator, no other users have access to your work envronment. As mentoned above, you have many dfferent edtng optons that you can carry out drectly from your work envronment. Ths way, you can gradually work on documents that you have checked out. When a change s made, SAPERION automatcally creates a new revson of the document. Once you are fnshed, you must check ths revson back n manually. If you do not make any changes to documents that you have checked out, these documents are automatcally removed (deleted) from the work envronment when you close the correspondng prompt wndow. Ths has the advantage that documents can be released for other users to edt. To prevent documents from remanng checked out by mstake, when you leave SAPERION, the system ssues a note, provdng you wth the opton of checkng n or deletng documents that you do not need. 38

46 5.1 The SAPERION Vewer Fg. 5 2: "Changed documents exst" Dalog SAPERION recognzes modfed applcaton fles n the checkout drectory va the correspondng fle date. In Word, t s recommend that you deactvate AutoSave under EXTRAS > OPTIONS > SAVE because, n certan systems, Word saves the changes to the text wthout changng the fle date. 5.5 VIEW Rbbon The VIEW rbbon n the SAPERION vewer contans command groups that let you navgate through your fle or change the way you vew t. Fg. 5 3: VIEW rbbon Change the dsplayed Pages and Documents In the SAPERION Vewer, you can move freely wthn a document. You can fnd the followng commands n the VIEW rbbon > NAVIGATION group: Commands n Group NAVIGATION Prevous document Frst page 39

47 5 Workng wth SAPERION Documents Prevous page Next page Last page Next document Scalng (Zoomng) the Document You can scale the dsplay of the document n the SAPERION vewer as needed. To do ths, use the followng commands n the VIEW rbbon > SCALE group and FRAME group: Commands n Group SCALE Zoom In Zoom Out Ft... No Auto Scale: The document remans the same sze, even when the sze of the wndow changes. Ft to Page: The document s adjusted to fll the entre wndow, even when the sze of the wndow changes. Show Full Page: The entre document s always dsplayed. Commands n Group FRAME Enlarge 40

48 5.1 The SAPERION Vewer Reduce Lnks If the document currently dsplayed n the vewer s lnked from another document, the Prevous Lnk command enables you to navgate back to the orgnal document. 5.6 EDIT Rbbon The EDIT rbbon n the Vewer s where you make adjustments to your fle, such as cuttng and pastng, rotatng the fle, or addng annotatons. Fg. 5 4: EDIT rbbon CLIPBOARD Group Use the commands n the clpboard group as you would n any other program ROTATE Group You can rotate the dsplayed document by a preset angle or a user-defned angle. If you would lke to keep the rotated verson, save the document as a revson n the archve. The followng commands are avalable n the EDIT rbbon > ROTATE group: Commands n Group ROTATE 90 Rght Rotate Left 41

49 5 Workng wth SAPERION Documents User defned A dalog opens n whch you can enter the angle of rotaton: INSERT Group The rbbon EDIT > group INSERT contans dfferent objects, whch are descrbed ndvdually n the followng secton. If you are usng the mult-format vewer, you can also access the objects by selectng a fle n the results lst and clckng the rbbon START > group DOCUMENT > command EDIT > EDIT ANNOTATIONS, or by selectng these commands from the rght-clck context menu. The mult-format vewer stores any objects by ther locaton n the document, not by the content the object refers to. If the content should move (by addng text or pages, for example), the object wll not move wth t. If the page s deleted, the object wll be shown on the last page. Ths s especally mportant to keep n mnd when usng the black marker object. Notes If you would lke to add a note to a document, proceed as follows: Clck rbbon EDIT > group INSERT > command NOTE. Press and hold the left mouse button and draw open the note feld n the desred part of the text. The "Text Entry" dalog appears. Fg. 5 5: "Text Entry" Dalog 3. Enter the note text: Text: Enter a text of the desred length to be dsplayed as a note. "Font" tab Character Set: Select the desred character set. Algnment: Select the desred algnment of the text. 42

50 5.1 Dsplay as Icon: The note s dsplayed as an con n the document. The note s opened only when the user clcks the con. "Specal" tab Text color: Changes the text color. Background: Changes the background color of the note. Color: Defne whether the background should not be colored, colored or transparent. Securty: Create an access lst that lmts user access to the note. Access Lst: Select a preconfgured access lst, or create a new one. 4. The SAPERION Vewer Ths secton does not contan any addtonal explanaton of the other functons n ths dalog, whch ad n prnt data transfer (COLD). Clck [OK] to save your note. Addng notes to documents that have not been released s not recommended, as the notes may not appear the next tme the document s loaded. Text Markers You can hghlght mportant text passages n a partcular color by usng "text markers": Clck the rbbon EDIT > group INSERT > command TEXT MARKER. Press and hold the left mouse button and draw a frame around the text passage that you would lke to hghlght n a partcular color. 3. When you release the mouse button, the text feld s hghlghted. 4. If necessary, you can double-clck the selected text passage to edt the text marker optons. The "Edt Text Marker" dalog appears. Fg. 5 6: "Edt Marker" Dalog Defne the text marker accordng to your requrements: Color: Select the color of the text marker. Securty: Create an access lst to defne whch users are able to vew the selected text. Access Lst: Alternatvely, you can select a preconfgured access lst, or create a new one. Clck [OK] to save your settngs. Arrow 43

51 5 Workng wth SAPERION Documents If you would lke to draw the reader s attenton to a partcular part of the document, you can graphcally dsplay ths usng an "Arrow". Clck rbbon EDIT > group INSERT > command ARROW. Press and hold the left mouse button to place the arrow n the desred place n the text. 3. Double-clck the ponter to open the "Arrow parameters" dalog. Fg. 5 7: "Arrow parameters" Dalog Enter the followng nformaton: Drecton: Specfy the drecton of the arrow. Wdth: Specfy the wdth of the arrow (standard = 0). Color: Select the color of the arrow. Securty: Create an access lst to defne whch users are able to vew the ponter. ACL: Alternatvely, you can select a preconfgured access lst. Clck [OK] to save your settngs. Stamps Frequently occurrng comments on documents (e.g. "Checked," "Fnshed," etc.) can be made usng a stamp. Create a new stamp Clck the button SAPERION > SETTINGS > MANAGE STAMPS. The "Manage Stamps" dalog appears. Fg. 5 8: "Manage stamps" Dalog 44

52 5.1 The SAPERION Vewer Clck [New]. The "Edt Stamp" dalog appears. Fg. 5 9: "Select stamp" Dalog 3. You can now defne a graphc fle, text or a custom formula of any level of complexty as a stamp: Graphc fles Double-clck the "Stamp" column to select a graphcs fle and add t as a stamp. The graphc fle must be n the format ".bmp" or ".wmf". When the "Scale" checkbox s actvated, you can scale the graphc fle to any sze. When the "Keep Aspect" checkbox s actvated, the raton of heght to wdth cannot be changed. Text Double-clck the "Text" column to enter text. Formulas Double-clck the "Text" column to enter a custom formula of any level of complexty and use ths formula as a text stamp. Example: The comment "Fnshed" s to be dsplayed together wth the user name and the date. "Fnshed:"username";"sysdate 45

53 5 Workng wth SAPERION Documents Note that the text must be entered n quotaton marks. Otherwse, you can enter the same varables that you entered n the confguraton of the ttle lne. 4. In the "Character Set" and "Attrbutes" areas, you can make more specfc settngs for the text. 5. Clck [OK] to save the new stamp. In the "Manage Stamps" dalog, you can now see a new entry for the stamp you just created. 6. Clck [OK] to close the "Manage Stamps" dalog. Apply a stamp Proceed as follows to apply a stamp to your document: Clck rbbon EDIT > group INSERT > command STAMP. Clck the stamp con to dsplay a lst of the exstng stamps. Fg. 5 10: Select Stamp Double-clck the desred stamp from the lst dsplayed. 3. Clck the desred place n the document to place the stamp. Assgn access lsts and sgnatures Access lsts and sgnatures can only be assgned once you have appled a stamp. Double-clck the stamp you have nserted n the document. The "Select stamp" dalog appears. Clck [Securty]. In the "Edt Access Control Lst" dalog, you can create an access lst whch you can use to defne whch users are able to vew the stamp. Alternatvely, you can select a preconfgured access lst by clckng [ACL...]. 3. Clck [Sgnature] to place a dgtal sgnature on the stamp. 4. Clck [OK] to save your settngs. Black Markers The "Black Markers" opton allows you to black out parts of the document so that they are hdden from unauthorzed persons. Ths ensures that certan users are not able to vew confdental text passages. By defnng an access lst, you can specfy a lst of users who belong to ths group. Clck rbbon EDIT > group INSERT > command BLACK MARKER. Press and hold the left mouse button to draw open a black marker on the desred poston n the text. 46

54 5.1 The SAPERION Vewer 3. When you release the left mouse button, the "Edt Access Control Lst" dalog opens. 4. Here, you can create an access lst to defne whch users are able to vew the black markers. 5. Clck [OK]. The black marker works only n SAPERION. If the document s later downloaded and opened n the orgnal applcaton fle, the black marker wll not be there and the blacked-out text wll be vsble. Page Frame Mode You can create custom-szed frames for a partcular document. In the SAPERION vewer, you can mplement predefned DIN formats (e.g. DIN A4) for your document. Clck rbbon EDIT > group INSERT > command PAGE FRAME. Press and hold the left mouse button and draw open a rectangle of the desred sze (dsplayed as red). When you release the mouse button, SAPERION automatcally creates the next largest page format n DIN format. Frames can be placed anywhere n the document and the user can move these frames and change ther szes. 5.7 If the frame s wder than t s tall, the system automatcally creates a frame n landscape format. ADVANCED Rbbon Fg. 5 11: ADVANCED rbbon Use a Nose Flter The SAPERION Vewer contans the "Nose Flter" mage edtng tool. Usng ths tool, you can acheve optmum results because the mage can be made to look "cleaner." The electronc nose removal can be set to four dfferent levels (lght, medum, strong, very strong). You can select the desred strength as follows: Clck rbbon EDIT > group FILTER > command NOISE FILTER. Select the desred entry n the drop-down menu. Fg. 5 12: Nose Flter 47

55 5 Workng wth SAPERION Documents Note that your selecton for the strength of the nose flter affects how easy t s to read the entre document: The stronger the flter, the more dffcult t s to read the document Press Clppngs Excerpts of a document can be nserted n another document. Objects created usng ths procedure are known as "press clppngs." If you would lke to nsert a partcular excerpt (e.g. of a text or mage) from an archved document n another document, you can select, copy and then nsert ths excerpt nto the other document. Note that when you open the document, the sze may dffer from that of the excerpt you nserted. Ths may occur f the orgnal and the copy have dfferent resolutons or f they are scaled dfferently. Ths functon s only avalable for black and whte documents. Frst, defne the excerpt of the document that you would lke to nsert. To do so, proceed as descrbed n the secton enttled "Page Frame mode." Copy the page frame by clckng the "Edt > Copy" entry n the context menu of the rght mouse button. 3. Now open the document nto whch you wsh to nsert the excerpt. 4. Insert the copy nto the desred document by clckng the "Edt > Paste" entry n the context menu of the rght mouse button. 5. If necessary, poston the excerpt (you can move the excerpt as needed by double-clckng and then pressng and holdng the left mouse button) before settng the fxed poston. 6. Clck rbbon ADVANCED > group FILTER > command INSERT PRESS CLIPPING to set the fxed poston of the nserted copy. The excerpt can no longer be marked SmartLnks SmartLnks enable users to lnk from documents or open queres. For example, you can nsert Smartlnks n a constructon drawng so that users can double-clck the SmartLnk to open a certan detaled mage or a correspondng search form. SmartLnks can be created usng documents that have been archved. Creatng SmartLnks Open the document for whch you would lke to create a SmartLnk by selectng the document and clckng rbbon START > group DOCUMENT > command EDIT. The document opens n the SAPERION Vewer. 48

56 5.1 The SAPERION Vewer Drag the archved document to whch you would lke to create a lnk from the results lst to the page that was dsplayed. To acheve ths you have to drag the document onto the edt wndow and place t at the desred poston. The "SmartLnk Parameters" dalog appears. Fg. 5 13: "SmartLnk Parameters" Dalog Enter the parameters for the lnk. Descrpton Enter a unque descrpton for the SmartLnk (ths descrpton s dsplayed when you clck the frame of the SmartLnk). Mode Varable: You can enter a keyword. Keyword: Enter the feld name n whch the search term s to be mplemented. Execute query Select a query form that s to be opened when a user clcks the lnk. Vew next document (default settng) The document that you moved to the page s dsplayed. Clck [OK] to save your settngs. Edt SmartLnks Open the document n whch you would lke to edt the SmartLnk by clckng the command EDIT. The document opens n the SAPERION Vewer. Clck rbbon ADVANCED > group SMARTLINKS > command LINK LIST. The "SmartLnks n Document" dalog appears. 49

57 5 Workng wth SAPERION Documents Fg. 5 14: "SmartLnks n Document" Dalog 3. Double-clck the SmartLnk that you wsh to edt from the lst of lnks assgned to the document. Alternatvely, you can select the lnk n queston and clck [Edt]. The "SmartLnk Parameters" dalog appears. 4. Make the desred changes and clck [Close]. Prnt lnk report The SmartLnk report makes t possble to document all of the SmartLnks n a partcular document. You can prnt the report wth a report form or save t as a fle n CSF format. Open the document for whch you would lke to generate a SmartLnk report by selectng the command EDIT. The document opens n the SAPERION Vewer. Clck rbbon ADVANCED > group SMARTLINKS > command PRINT LINK REPORT. The "SmartLnk Report" dalog appears. 50

58 5.1 The SAPERION Vewer Fg. 5 15: SmartLnk Report" Dalog ! Select an opton by actvatng the correspondng rado button: Prnt Report Vew Report Create CSF fle Clck [Next]: To prnt and dsplay the report, you must select a report form. For the CSF fle, enter a fle name. Because the SmartLnks may be lnked to one another, the report creaton must be set to end at a partcular depth. Select the desred recurson depth. The larger the number you enter, the longer t takes to create the report. 5.8 OPTIONS Rbbon Fg. 5 16: OPTIONS rbbon VIEW Group The SAPERION vewer offers the ablty to confgure control elements as requred. Dong so, you can customze the vewer user nterface. The approprate commands are under OPTIONS rbbon > VIEW group. 51

59 5 Workng wth SAPERION Documents Fg. 5 17: Vewer user nterface Commands of the group VIEW (Optons) Thumbnals When the checkbox s actvated, the thumbnal vew of the currently-open document s actve. Poston Here you can select whether the thumbnal vew s postoned on the rght or left sde of the edtng area. Document structure When the checkbox s actvated, the structure wndow s dsplayed below the edtng area. Always on top The actvaton of the checkbox ensures that the open vewer wndow remans n the foreground. Number of pages Here you can select how many pages of the currently open document are dsplayed at the same tme NOTES Group In OPTIONS rbbon > NOTES group, you can fnd addtonal dsplay optons: Commands of the group NOTES Hde black markers If you have the approprate user authorzatons, you can hde the black markers around the document. Dsplay Author When ths opton s actvated, the author of the document s dsplayed. 52

60 5.1 Dsplay Mode The SAPERION Vewer Use Vew, Hde, or Transparent to affect the way you see annotatons n the vewer. SETTINGS Group Clck rbbon OPTIONS > group SETTINGS > command ABOUT... to open an overvew table wth all the nformaton about the document n queston. Fg. 5 18: "Document Informaton" Dalog 5.9 Document Button At the far left of the vewer rbbon s the document button. Fg. 5 19: Vewer Document button Smlar to the SAPERION button n the man rbbon, the button can be expanded to dsplay a lst of commands. Document button commands Wndow Propertes Allows you to determne where and how to save the wndow poston, as well as add a capton. Save Saves the changes you make to the document. Note that ths saves a revson only, and does not archve the document to the fle system. Send Dependng on your mal settngs, you can send the fle as a copy, a lnk, or both. Revsons... Opens the Edt Revsons dalog, where you can revew the revsons you've made. Orgnal Applcaton... Edt or dsplay your document wth the orgnal applcaton, f nstalled. Prnt Prnts the document from the vewer wndow. 53

61 5 Close Workng wth SAPERION Documents Closes the vewer wndow. 5.2 SAP Notes n the SAPERION Vewer For SAP-based nstallatons, users have the ablty to use the SAPERION vewer to open and edt documents whch are archved n SAPERION. A logn onto SAPERION s not necessary. The vewer s nvoked by the techncal user who s normally set up n the user admnstraton. Ths user s tagged as "anonymous user" so that multple techncal users can be defned. Techncal users are not allowed to logn from a clent usng the regular SAPERION logn dalog. Please refer to the "SAPERION SAP Vew" for detals. When openng an SAP-document n the SAPERION vewer, you are able to do the followng: read and edt SAP notes dspatch SAP documents per e-mal. The mult-format vewer s the default vewer, f confgured. Fg. 5 20: Creatng SAP Note 54

62 5.3 Savng Documents Clck EDIT rbbon > INSERT group > SAP NOTE command. The "Edt note" dalog opens. Fg. 5 21: Dalog "Edt Note" Enter a note and clck [Add]. The entered note appears n the lst and can be retreved at any tme n ths dalog. For every note, the author and creaton date s logged. 3. Complete the acton by clckng the [OK] button. 4. If requred, you can send the document per e-mal. Clck the DOCUMENT rbbon > SEND. Followng dspatch optons are avalable: Send as Copy Send as Lnk Send Copy and Lnk. Fg. 5 22: Send document as mal After the selecton of one opton, your mal program opens for the dspatch of the document. 5.3 Savng Documents It s possble to save one or more documents from the result lst n a fle drectory outsde SAPERION. 55

63 5 Workng wth SAPERION Documents Ths functon s only possble wth the respectve user rghts. Hnts concernng the Storage of Documents Fle names wth the same name are consecutvely numbered. When savng a document wth substructure the value from SYSDOCUMENTDESCRIPTION s used; otherwse the name of the structure s used or the SYSROWID. When savng a document structure wth only one fle the fle name s dsplayed for you to select. In cases several TIFF fles whch are lsted one after the other n a document structure one multpage TIFF wll be created for savng. Proceed as follows to save documents: Hghlght one or more fles n the result lst (Ctrl left mouse clck or Shft left mouse clck). Clck START rbbon > DOCUMENT group > SAVE AS command. Alternatvely you may use the "Save as" command n the context menu. A dalog opens for selectng the storage locaton. The drectory whch has been used before s dsplayed. 3. Enter a name for the fle to be saved. 4. If you want to save more than one fle, select f you want to save them as a folder or a ZIP fle. 5. Clck [Save] to save the fle. 5.4 Sendng Documents Documents whch are archved n SAPERION can be dspatched comfortably va e-mal. When sendng documents all TIFF fles are packetzed n one multpage TIFF fle. Select one or more documents n the result lst whch you want to send. Clck START rbbon > DOCUMENT group > SEND command. Alternatvely you may use the "Send" command n the context menu. Fg. 5 23: "Send" command 3. Followng optons are avalable: Send as copy Send as lnk 56

64 Release of Documents Send copy and lnk After the selecton of one opton, your mal program opens for the dspatch of the document(s). Release of Documents SAPERION offers the "Release documents" feature that enables the controlled access of a document. Ths means that, a document can be released only to selected users (authors, such as edtors, nspectors). After the release, an expanded crcle of users may be allowed to receve read access to the document. The release does not nclude ndex data of the document, therefore for the reader the current ndex s always vsble. Intally, a document s protected by an ACL whch permts access to defned authors. In cases the release s carred out for ths document, a respectve state and an addtonal pre-defned ACL s set. By means of the addtonal ACL the access for users wth readng permsson s controlled. Ths ACL must therefore be confgured n a manner that readng permsson and not edt permsson s avalable for the requred group of users. From the pont of release on, ths group can access the document whle authors may edt and generate a new revson of the document further on. The modfcaton and thus the new revson of the document are not vsble to readers untl a new release has been carred out. Only the current verson of a document can be released; the release of prevous revsons s not possble Opton: Sgnature and Password Submsson A password can be used to ncrease securty for a document that has been released. Furthermore, the document can be gven an electronc sgnature. If a sgnature s used, the user s offered a dalog wth a choce of sgnature procedures. The complete document s sgned. If t s a structured document, a sgnature s created for all of the objects t contans. The release functon can also be trggered by means of approprately confgurng of the Authentcaton attrbute when a busness case s forwarded. A release of documents ncludng the opton "Password submsson" takes place as descrbed n the followng steps: Select the document that you want to release n the result lst. Clck the rght mouse button n order to open the context menu. 3. Select the entry "Release...". The "Authentcaton" dalog opens. 57

65 6 Workflow Fg. 5 24: "Authentcaton" 4. Your user name s already stated. Enter the approprate password (please use the date of applcaton wth whch you have logged n to SAPERION). 5. Fnally, clck the [OK] button to release the document. 6 Workflow 6.1 General Introducton In ths secton, you wll learn how to work on assgned tasks wthn a workflow. Wth SAPERION Workflow, you can actvely control and log work processes. By modelng work processes, you can assgn roles, authorzatons, and responsbltes to each employee and automatcally forward the necessary documents as needed. Ths way, you can defne seral and parallel processes and nk processes together. 6.1 Overvew SAPERION Workflow s used to ensure complance wthn a company. You can magne ths software as a team of admnstrators provdng gudance for predefned processes. Adhoc workflows allow the user to create ndvdual checklsts. Workflow s normally used for the followng reasons: To ensure traceablty through hstorzaton To montor runnng processes for admnstrators To support process controllng usng journal dates Escalaton f deadlnes are mssed. Wth SAPERION Workflow, the user can dsplay work processes and workflows usng process models. The work process can contan, e.g. a techncal document check wth dfferent tasks such as releases or commentary assgned to certan employees. The process s precsely defned n the process modelng. A workflow s started based on an archved document. The document passes through dfferent nstances coupled wth dfferent tasks. Ths way, the work process s processed step by step before t can be completed. By dong ths, you can model seral and parallel processes as well as the lnks between processes. 58

66 6.2 Processor Roles Workflows are ether manually ntated by a user or trggered fully automatcally n connecton wth predefned actons (e.g. each tme a partcular document s archved) n SAPERION. Assgnng organzatonal structures (users, groups, roles, etc.) ensures that all employees n the workflow are provded wth the rght documents to work on at the rght tme. These nclude the tasks assgned to the ndvdual person for processng as well as the groups/departments that the employee s part of. The core components are combned to make up a workflow: Process model A process model s a purpose-orented dagram of workflows. Process models are created based on a certan system and dsplay form. The structure of these process models reflects the temporal/logcal sequence of functons, makng t possble to automatcally process and communcate processes based on the model. Busness process The busness process s the work process used to create multple tasks and to organze the sequence of these tasks. Tasks can be defned so that a partcular actvty s determned by the result of the prevous actvty. In ths case, the actvtes are dependent upon one another. Tasks Tasks are actvty unts n a work process. Normally, the trggerng agent (employee, group, etc.) as well as temporal factors such as sequence, schedulng, etc. are assgned to a task. A message s a specal knd of task (see the secton enttled "Messages" below). A message does not have to be forwarded because the process flow s not nterrupted; t must only be taken nto consderaton. Normally, messages are sent by lne managers when the process devates from the standard track. You can prevent problems from occurrng n crtcal process phases by actng n a proactve manner. Processor The processor receves a task from the process flow, completes ths task and forwards the workflow accordng to the process model. Ths way, the processor can wrte comments for the task n queston. 6.2 Processor Roles A dstncton s made between the dfferent roles of the processor wthn the workflow process. Employees carry out dfferent processng functons dependng on the role assgned to them. For more nformaton on the dfferent processng optons avalable wth dfferent roles, see secton "Processng the tasks". 59

67 6 Workflow Processor roles Processor Role Descrpton Owner of a busness process You are automatcally desgnated as the owner of all busness processes that you have started. Alternatvely, the ownershp of an nstance can also be transferred to you over the course of a process. The owner of a busness process s authorzed to assgn tasks to other employees (however, the tasks are reassgned to the owner f he or she s not authorzed to assgn tasks wthn the defned process flow). In addton, the owner can stop or delete a busness process. The process dagram, ncludng a hstory of all completed processes, s avalable for the owner to use to montor the busness process. Substtute As the substtute, you receve the new tasks for the employee that you are representng. These are dsplayed drectly n your task lst. The objects can be recognzed by the cons, whch show a stylzed mage of a user. You can process and forward these tasks just as you do wth your own. In addton, you can access the task lst of the employee you represent n the "Substtuton" area. You can take over the tasks from the task lst. Tasks that you have assgned n ths way can also be reassgned to the employee that you are representng as soon as ths person returns. Admnstrator The workflow admnstrator can stop, unlock, and delete a busness process. The admnstrator s authorzed to change the employee assgnment of a partcular task. Group member Group members also have access to the task pool of a group of users. Indvdual users can take over the task and assgn themselves as the processor of the task. The users can also place the task back nto the pool. 6.3 Workflow Inbox The "Tasks" area s the control center for busness process processng. Ths area dsplays all tasks and task pools n lne for processng, regardless of whether the workflow n queston s structured or adhoc. Once the busness process task have been assgned to you, these wll be dsplayed n your workflow nbox. The number of tasks s dsplayed n brackets behnd the folder number n the "My Tasks" area, wth the frst number representng the number of unread tasks, and the second the total number of tasks n the nbox (e.g. 6/6). When you clck a folder, all of the busness processes n that folder appear n the task lst. The "Descrpton" column dsplays a concrete descrpton of the task (e.g. "Process document" or "Release"). Fg. 6 1: Example: workflow nbox 60

68 6.4 Busness Processes Folders of the workflow nbox Folder Descrpton My Tasks Under "My Tasks" you wll fnd all workflow tasks that are assgned to you for processng. Ths folder contans the followng subfolders: Tasks <Group or user name> Remnders: Ths folder contans tasks for whch you have assgned a later due date for processng. Overdue Tasks: Ths folder contans busness processes that you must process mmedately because they have exceeded the specfed tme lmt for processng. Completed Tasks: Ths folder contans completed tasks. Owned Tasks: Ths folder contans busness processes for whch you, as the owner, are responsble. Ths folder contans the folders of the groups or roles of whch you are a member or of users for whom you act as a substtute Busness Processes As mentoned at the begnnng of ths secton, a work process s always based on a document and a process defnton. As long as your scenaro s workflow-enabled, you can start a work process for each component of the scenaro. The work process can be started automatcally (e.g. through an event va API) or manually. Ths depends on the confguraton of the workflow n your work envronment. The manual varants wll be descrbed here. Document-specfc context menus for startng and processng the work process are avalable n the document. A workflow can only be started once the document has been successfully archved Startng a Workflow manually Proceed as follows to start a workflow: Complete a query n your scenaro, go to the results lst, and select the document for whch you would lke to start the work process. Clck rbbon START > group WORKFLOW > command START WORKFLOW. The "Start Process" dalog appears. Alternatvely, you can select the entry "Start Process" n the context menu by clckng the rght mouse button. 3. Select the desred process defnton from the lst of avalable process defntons and clck [OK] to start the process. Dependng on the process defnton, the frst task of a work process s sent to a specfc recpent or you must specfy the recpent. 61

69 6 Workflow Dependng on the confguraton, t s possble to start one or more work processes for a document. 6.5 Substtuton As a SAPERION user, you have the opton to specfy a substtute to take over your workflow tasks n your absence. Tasks that you receve durng your absence are saved drectly n the "Tasks" folder of your substtute and marked wth the approprate con (cog con wth stylzed user) Settng Absence Tmes Proceed as follows to specfy a substtute for your absence: Clck the button [SAPERION] > "Settngs" > Current User..." menu entry. The "Edt current user..." dalog s dsplayed. Clck [Substtute]. The "Organzatonal Structure" dalog s dsplayed. 3. Select the desred substtute by double-clckng the correspondng user name. The name appears n the dalog feld on the rght. 4. To regster yourself as absent, deactvate the "Present" checkbox. 5. If the checkbox "Permt access by substtute to tasks" s actvated your substtute wll have access to your personal "Task" folder f there are any tasks n t. 6. Clck [OK]. 62

70 6.6 Dsplay of the Workflow Process n the Prevew If you select the entry "SAPERION & emal" n the drop-down menu of the communcaton feld or f you select "emal (external)," you receve an e-mal as soon as your workflow task has been transferred. Make sure that you enter the correspondng e-mal address (n feld "emal") Unplanned Substtuton Should you requre a substtute for unexpected reasons, e.g. because you are ll, your group admnstrator can specfy a substtute for you and regster you as absent. Optonally, tasks that are due can also be delegated to another avalable employee so that they can processed on schedule. 6.6 Dsplay of the Workflow Process n the Prevew Whle you are workng on a assgned busness case you have the faclty of dsplayng the complete workflow process n the document prevew. By dong so you wll get a clear overvew of the progress n the past and the n the future, but also nformaton about the overall context. The current state wll be marked by n color. The dsplay s only vald for workflow processes modeled by SIGNAVIO. Addtonally ths functon s an opton your admnstrator has to actvate. To dsplay the workflow process you need to change to the tab "Sgnavo Vew" n the prevew wndow. 6.7 Adhoc Workflow Adhoc Workflow enables you to create a routng slp and forward t to your employees for processng. To do ths, you can use predefned actvtes that help you defne how the necessary process steps are processed and forwarded. The routng slps you have created can be saved for use at a later pont n tme (as personal adhoc templates). The type of system lcense determnes whether you are able to save the checklst for yourself only or for other users as well (publc adhoc templates). When you create an Adhoc Workflow, an assstant helps you make the necessary entres n just a few steps. 63

71 Workflow Creatng a Routng Slp A routng slp s created based on an orgnal document. The Adhoc Workflow Assstant supports you step by step through the creaton of the routng slp. You can then save the routng slp or start t mmedately. In the results lst, select the orgnal document on whch you would lke to base the routng slp. Open the context menu and clck the menu tem "Start Adhoc Process" or clck the correspondng rbbon. The frst dalog of the Adhoc Workflow Assstant appears. The name of the orgnal document s normally lsted n the "Subject" feld. Dependng on the confguraton of your system, you may be able to enter other content n ths dalog. You can also replace or complete the exstng values. 3. Enter a subject for the workflow. If you actvate the "Routng slp s extendable by recpents" checkbox, the recpent wll be able to change the routng slp. Ths way, the user can add new steps or delete steps that have not yet been completed. Clck [Next]. 4. The status of the checkbox cannot be saved n the template. Each tme an adhoc workflow s started, the checkbox may need to be reactvated. The system lsts all actvtes that you can select as tasks from the routng slp. Select a task and clck [Next]. 64

72 6.7 Adhoc Workflow Actvtes avalable Actvty Descrpton Approval The recpent can ether confrm or reject ths release. If the recpent rejects the release, the routng slp s returned to the prevous processor. Revew The recpent has the opton of confrmng the check, rejectng t or sendng t on for correcton. If the recpent rejects the check or sends t on for correcton, the routng slp s returned to the prevous processor. NOTE: If you select a check or release as the frst task and the task s rejected, the routng slp s returned to the employee who started the routng slp. Edt The recpent concludes the edtng process by clckng "Next." Notce (asynchronous) The recpent receves an entry n hs or her "Tasks" folder for nformaton purposes only. The recpent s only able to delete ths entry. Notce The recpent concludes the edtng process by clckng "Next." 5. Select the recpent of the task. You can type the name of the recpent nto the feld or select the recpent usng the button [...] n the user dalog. If a group or role s selected as a recpent, the task s saved n the task pool. Further nformaton on the task Parameter Descrpton Descrpton The name of the actvty s used as the default descrpton for the recpent. You can also enter your own descrpton n order to provde the recpent wth more detaled nstructons for processng. 65

73 6 Parameter Descrpton Complete by You can defne an escalaton date for each task to make sure that tasks do not reman n the routng slp for long perods of tme wthout beng processed n a tmely fashon. The task n the recpent s "Tasks" folder s set to unread as standard. The type of escalaton trggered s dependent upon the default settngs specfed by the admnstrator. If the case s not processed by the date specfed, an escalaton process s ntated. 6. They system ssues a prompt askng whether you would lke to create another task. If you answer yes, perform steps 4 to 5 agan n order to create addtonal tasks n the routng slp. If you answer no, move on to step The system dsplays the complete routng slp wth all tasks. In ths step, you can complete the processng for each ndvdual task. Then clck [Start] to start the routng slp that you have just created. Steps of procedure Opton Descrpton "Step," "Recpent," "Work By clckng these elements of a task, you can Instructons","Deadlne", "T- change the values for these elements. me", "Edt" and "Delete" "Change" /"Delete" Wth the "Change" and "Delete" propertes, you can determne whether the recpent s able to change or delete ndvdual tasks from the routng slp n realtme. "Routng lst extendable" Wth the "Routng slp extendable" property, you can enable recpents of the routng slp to modfy the lst at runtme to nclude addtonal tasks. [New] The user can add a task by clckng [New]. A new task s added after the selected task. [Delete] A selected task can be deleted by clckng [Delete]. [Up]/ [Down] Usng the [Up]/[Down] button, the user can change the sequence of the tasks. 66 Workflow

74 Adhoc Workflow If you have not saved the routng slp that you have created, t wll no longer exst after t has been processed. Make sure to save the routng slp f you want to use t more than once. You can save the routng slp by clckng [Templates]. Dependng on the confguraton (lcense) of the system, you are provded wth dfferent optons for savng the lst. Create a Routng Slp from exstng Templates Often, routng slps are very smlar to one another, meanng that you are often requred to lst the same tasks agan and agan. By usng templates, you can dramatcally reduce the amount of tme requred to create a routng slp. SAPERION offers you dfferent optons for creatng templates: You can create a routng slp as descrbed above and save t as a template. You can then edt ths template and save t agan under another name. Ths method can be used when there are only a few changes requred to turn an exstng template nto a new routng slp. You can also nsert an exstng template nto a routng slp that you are creatng. Create a new routng slp as descrbed above. Select the work step after whch the template s to be nserted. 3. Clck [Templates] to open the "Load Prvate Template" dalog or the "Load Publc Template" dalog. 4. Select the desred template and close the dalog. Ths expanded routng slp can be edted accordng to your needs and then saved as descrbed above Start a saved Adhoc Workflow Lke structured processes, routng slps that have been saved are started va the context menu of an orgnal document. Personal templates are selected and started usng the "Personal Adhoc Templates" context menu. Publc templates are selected and started usng the "Publc Adhoc Templates" context menu. Select the document you would lke to process usng an Adhoc Workflow. 67

75 6 Clck the rght mouse button, select the "Personal Adhoc Templates" or "Publc Adhoc Templates" tem. In both cases, the selecton lst contanng the exstng routng slps s dsplayed. 3. Select a routng slp and close the dalog by clckng [OK]. The routng slp s then loaded n the Assstant and can be started for processng by clckng [Start]. Workflow The system lcense determnes whether you can dsplay publc adhoc templates. 6.8 Processng the Tasks You can process the contents by dsplayng or processng the orgnal document, provded that t s avalable, or by callng up the ndex form of the orgnal document (e.g. as an applcaton form). Only once he or she has fnshed the requred work can the processor forward the busness process. Dependng on the defnton n the process, the processor can forward the busness process usng dfferent entres n the context menu. These wll be descrbed n more detal n the followng secton. Bascally, the processng of the task s completed by usng the correspondng entres n the rbbon or n the context menu. You can enter a comment when forwardng the busness process. If you cannot complete your task for techncal reasons, you normally have the opton of delegatng ths task to another employee. If ths opton s not avalable, you can turn down the task by enterng a reason and sendng the task back to the owner Processng Optons Dependng on the type of actvty and your authorzatons, the context menu of the task entry or the TASKS rbbon provde you wth dfferent functons for workflow processng.! Ths secton descrbes the processng optons for a busness process. The lst contans all processng optons. However, you may not be able to vew all of these optons, because your user profle may not have all of the approprate authorzatons. Processng commands of workflow tasks Command Descrpton Edt The selected base document n the workflow nbox can be opened n the vewer for edtng purposes Vew The selected base document n the workflow nbox can be opened n the vewng mode n the vewer, edtng s not possble. Prnt The selected base document n the workflow nbox can be prnted by means of ths command. For ths purpose the "Prnt" dalog opens where you can defne the requred prntng optons. Save The selected base document n the workflow nbox can be saved n any drectory. 68

76 6.8 Processng the Tasks Command Descrpton Index Snce, n a techncal sense, each workflow s also related to a document, t may be necessary to process the ndex as well. You can also enter comments and a revson number as a new revson of the document has been created. Check out Ths optons allows you to check out the document for whch you have started the workflow. Document ndex Ths opton allows you to edt the ndex values of the document for whch you have started the workflow. Comments Ths opton allows you to vew the exstng comments for a workflow and enter your own comments as needed. Forward Forwardng the workflow concludes the processng of a partcular process step. Ths makes t the most mportant functon n the process flow. Dependng on the defnton used, the forwardng functon may requre you to complete dfferent tasks, see also secton "Forward" below. NOTE: Note that you can enter a custom defnton for the forwardng outboxes. For manual connectons the context menu entry can be named ndvdually. Take notce In addton to the tasks, your tasks folder may also contan messages. These specal "tasks" do not have to be forwarded because they do not nterrupt the process flow. The process step must only be acknowledged by the processor/ recpent. A message s only completed as a task once you have read ths nformaton. Example: The processor of the workflow receves a message that the document was rejected. After the processor acknowledges ths message and executes the command "Take notce", the task s no longer dsplayed n the task lst. Messages can be easly dentfed by the "Mal" con. Delegatng If you cannot process a task for certan reasons, ths gves you the opportunty to transfer ths task to another processor. The user s authorzaton wth regard to delegaton s specfed n the process defnton. A selecton dalog appears, allowng you to specfy the recpent. In the "Select Workflow Recpent" dalog, you can select the user n queston (see secton "Forward"). Not responsble If you receve a workflow for whch you are not responsble, you can use ths opton to return the workflow to the owner or the party n charge of the actvty. Ths person s responsble for decdng how to proceed. Ths person can ether process the workflow or delegate t to another processor. Remnder Whle you are processng a workflow, you may notce that you are mssng mportant nformaton that s expected at a later tme. In ths case, you can mark the task wth a remnder so that t s dsplayed n your tasks lst at a later tme specfed by you. Durng ths tme, you can fnd ths task n the "Remnder" folder. From here, you can change or delete the remnder tasks, see also secton "Remnder" below. Process dagram The "Process Dagram" opton n the menu gves you the opton to dentfy the specfc pont of the process that you are currently n and track whch statons have already been completed. Double-clck an actvty to dsplay all busness processes that contan ths actvty and for whch you are specfed as the owner. If there s no busness process wth the correct status (e.g. start and end actvty), the lst remans empty. Hstory By selectng "Hstory" n the context menu or n the rbbon, you can dsplay the progress of the current workflow n a table. See also secton "Hstory" below. 69

77 6 Workflow Command Descrpton Task descrpton If the text n the "Descrpton" column of the workflow nbox lst s nsuffcent, ths menu can be used to call up a more detaled descrpton of the task Forward In the smplest case, only the "Next" functon appears n the rbbon or context menu. When you select ths functon, the task s complete. In many cases, however, you must specfy the followng process step. In ths case, you may select one of many named forwardng outboxes n the rbbon or context menu (e.g. a forwardng acton may nclude the decson "Reject/ Accept"). To prevent errors, the system often ssues a prompt to secure outboxes that are used nfrequently. Certan process paths requre a documented reason for acton, meanng that you are requred to enter a comment text n a dalog that can be found n the hstory for reference later n the process flow. In ths case, t s not possble to forward the workflow wthout leavng a comment. If you have several workflow tasks whch requre a forwardng n your workflow nbox, you may select frst all respectve tems n the task lst then execute the "Forward" command. A forwardng of several tasks at once s not possble when a process contans a user actvty n whch a valdatng form s embedded. In ths case the menu tem "Forward" s not avalable when more the one work tem s selected. It s also possble that you may be requred to confrm the next processor or next responsble party. The system requres that you enter one or more recpents. The "Workflow User Selecton" dalog s dsplayed. You can make the followng entres here: Select the desred recpents wthn the organzaton structure. To do ths, navgate through the organzaton structure or conduct a search. Add the desred recpents by selectng the recpents and clckng [Add] or by doubleclckng the recpents. The selected recpent s dsplayed n the wndow to the rght. 70

78 Processng the Tasks The "Favortes" area contans a lst of the last 20 selected recpents. Then clck [OK]. The busness process s then forwarded to the selected recpents. Remnder The tme for the remnder s specfed n the "Remnder" dalog: Select the task n the tasks lst for whch you requre a remnder. You can also choose multple tasks by selectng them whle holdng the <Crtl>-key. Clck rbbon START > group TASKS > command REMINDER or select the "Remnder" entry n the context menu. The "Remnder" dalog appears. 3. Select the desred remnder tme and then clck [OK]. You may select one of the followng optons: a fxed pont n tme a relatve pont n tme after a gven number of hours, days, work days, weeks, or months a relatve pont n tme on a specfc day of the week after a specfed number of weeks. 4. Optonally, the remnder can be sent to another recpent smultaneously so that ths recpent can contnue to process the task after the remnder date. You can select the recpent by clckng [To...]. 5. Clck [OK] to save the remnder Hstory Va the menu entry "Hstory" n the context menu or n the rbbon t s possble to open a dalog whch offers a tabular dsplay of the task's hstory. 71

79 6 Workflow Fg. 6 2: "Process Hstory" dalog The table contans the followng nformaton: Process hstory Column Descrpton Incomng Tme at whch the actvty was receved by the user. Outgong Tme at whch the user forwarded the actvty. Recever User to whom the actvty was forwarded. Acton The connecton used to forward the workflow. Task The task that was completed. Executor User who executed the task, f the recpent dd not complete the task. Tme Tme n mnutes n whch the workflow task has remaned n ths workflow step. The tme wll be set after ths step s completed (therefore you wll normally get ths nformaton n your "Completed Tasks" folder). Comment Reasons requred for forwardng are logged here. For securty reasons, your admnstrator can specfy whether or not the name of the processor and/or the tme s to be logged. For ths reason, you may not be able to vew ths nformaton. Optonally, you can dsplay the progress n terms of tme only and not grouped accordng to actvty. To do ths, actvate the "Order by tmestamp" checkbox Processng Tasks as a Substtute As the substtute, you can receve tasks n two dfferent ways: If the tasks to be completed are tasks that the absent party has already receved but not yet completed, these tasks are saved n the "Substtute" folder n the "Tasks" pool. You must actvely move these tasks nto your own "Tasks" folder n order to process them. If the tasks to be completed are tasks that were transferred durng the absence of the absent party, these tasks are saved drectly n your "Tasks" folder for processng. 72

80 6.8 Processng the Tasks Processng commands for workflow tasks of substtutes Command Descrpton Assgn to me Select a task n the task lst of the "Substtute" folder. Select the "Assgn to me" entry n the context menu or n the rbbon. The system ssues a securty prompt. The task s saved n your "Tasks" folder for processng. Reassgn to recever You can return the unprocessed tasks to the orgnal addressee after ther perod of absence has elapsed. NOTE: Ths functon only becomes avalable when the absent party s regstered as "Present" n SAPERION Processng Tasks as an Admnstrator The followng menu tems are specal functons that are only avalable for users wth admnstratve authorzatons. Ths can be the owner of a workflow or a general admnstrator. Processng commands for an admnstrator Command Descrpton Change owner Usng the menu tem "Change Owner" the current owner of ths workflow can specfy another user as the owner (only one person can be entered here). Pause A workflow can be held by the owner. The workflow s now dsplayed wth a stop sgn for the prevous recpent and ths recpent can no longer process the workflow. By dong ths, t s possble to enable the owner to troubleshoot hs or her workflow as necessary. Contnue The "Contnue" menu tem, whch s only dsplayed when the workflow s beng held, contnues the workflow n queston. The busness process s now dsplayed n the nput trays of the prevous recpent (wthout a stop sgn) and he or she s now able to process the busness process agan. Termnate Usng ths menu tem, whch s only vsble when a busness process s beng held, the user s able to end the busness process at a specfed pont n tme. Endng the busness process means ensurng that the end actvty s executed and the work process s recorded n the hstory. Delete Usng ths menu tem, whch s only vsble when the busness process s beng held, the user s able to delete the busness process at a specfed pont n tme. The deleted busness process does not appear n the hstory. Unlock document If the base document on whch a workflow busness has been started s defned as "locked", the admnstrator s able to unlock locked documents. Test mode Ths mode enables exclusvely the admnstrator to test process models Processng Tasks as a Group Member! Tasks n a group folder cannot be processed mmedately. They must frst be transferred to the personal "Tasks" folder of a member of the group. 73

81 6 Workflow Processng commands for group members Command Descrpton Take over If you would lke to process a task from the group folder, you must frst actvely transfer ths task. Select the desred task, then clck the menu tem "Take over". Ths wll transfer the task from the group folder nto your personal "Tasks" folder. It can no longer be processed by other group members. Ths prevents the task from beng processed by two group members at the same tme. NOTE: If you have not refreshed your task pool and you attempt to transfer a task from the pool, the system may ssue an error message. In ths case, the task n queston has been taken over by another member of the group snce the last tme you refreshed your dsplay. Put back If, at a later tme, you notce that you are unable to process a task that you have accepted, you have the opton of returnng ths task to the group folder. The con ndcates whch tasks have been removed from the group folder (see cons below n the workflow nbox). Select the task that you have accepted, then select the menu entry "Put Back". Ths moves the task back to the group folder so that t can be accepted and processed by another group member Processng an Adhoc Workflow Task The Adhoc tasks n a routng slp are lsted for processng n the task lst of the recpent. These tasks are processed lke a normal user actvty. Dependng on the setup of the routng slp, the recpent has the opton of changng or deletng tasks that have not yet been processed. The recpent can also be provded wth the authorzaton to expand the routng slp at runtme to nclude addtonal tasks. The followng menu tems are exclusvely avalable for processng an adhoc workflow task. Fg. 6 3: Example: Context menu of an adhoc workflow task Processng commands for adhoc workflow tasks Commands Descrpton OK The"OK" command s avalable for the "Process" and "Revew" actvtes. When executed, the adhoc workflow task wll be forwarded to the next defned actvty. 74

82 6.8 Processng the Tasks Commands Descrpton Forward Wth the "Forward" command the "Process" actvty wll be forwarded to the next actvty. By means of ths command the also the "Notce" and "Notce (asynchronous)" actvtes are forwarded. Reject The "Reject" command s avalable for the "Process" and "Revew" actvtes. When executed the task wll be sent back to the prevous processor of the adhoc workflow routng slp. NOTE: In cases the frst actvty s rejected the busness case owner wll receve ths actvty. He has then the possblty to modfy the routng slp or the actvty and may restart the adhoc workflow. For correcton Wth the "For correcton" command a "Revew" actvty can be sent back to the prevous processor. Edt adhoc process In some cases recpents of an adhoc workflow task are allowed to modfy the routng slp by deletng or changng upcomng actvtes. For ths purpose the "Edt adhoc process" command s provded n order to open the adhoc workflow assstant. NOTE: A modfcaton s only possble when the opton "Routng slp can be modfed" s actvated when defnng or startng the adhoc workflow process Commands for Workflow-enabled Documents The followng s a lst of specfc workflow commands n the context menu of a workflow-enabled document together wth a descrpton of ther functons: Fg. 6 4: Example: Context menu of orgnal document Commands for workflow-enabled documents Command Descrpton Start process You can use ths menu to start a busness process. When you clck ths entry, the system dsplays the last process that you used for other documents. If you do not fnd a sutable entry, clck "Select" to select a process from all exstng predefned processes. Start Adhoc Process Usng ths menu, you can create and start a routng slps (for more nformaton see the secton enttled "Adhoc Workflow"). Prvate Adhoc Templates Usng ths menu, you can load, edt, and start your own saved routng slps (for more nformaton see the secton enttled "Adhoc Workflow"). Publc Adhoc Templates Usng ths menu, you can load, edt and start publcly saved routng slps (for more nformaton see the secton enttled "Adhoc Workflow"). 75

83 6 Workflow The followng entres are only dsplayed once a busness process has been started for the document n queston: Commands of documents on whch workflow has been started Command Descrpton Tasks A lst of all current busness processes for ths document s dsplayed. Hstory Usng ths menu, you can dsplay a lst of all current and fnshed busness processes that are actve or fnshed for ths document. Comments Usng ths menu, the user can see all comments that are made durng a busness process. 6.9 Icons and Color Markngs of the Workflow Inbox In the results lst, dfferent cons and color markngs are used to reflect a partcular status of the busness process. The cons are dsplayed at the begnnng of each row of the results lst. Recognzng messages (e-mal con). The establshed cons for checked-out documents and annotatons are avalable as addtonal nformaton. In addton, the followng color nformaton helps you to classfy the task quckly (see followng secton). Icons n the Workflow Inbox Icon Descrpton Standard workflow con: A busness process has been started for the document. Ths con s dsplayed n the results lst of the orgnal document when at least one busness process s actve for the document n queston. If the busness process s currently beng processed va the server, e.g., mmedately after beng forwarded, no addtonal processng functons are avalable. After the results lst s refreshed, the busness process becomes actve for the next recpent or for the processor. Tasks that are overdue or tasks wth remnders. Tasks that you have receved as a substtute for another user or tasks that you have taken over from group pools. The actvty n queston s a message/ for nformaton. The busness process was held and s now n the possesson of the owner, who s responsble for decdng whch procedure to carry out next. Ths s the case f the owner has held the document or the recpent has been regstered as "not responsble." A notce con dsplayed wthout an exclamaton pont alerts the user to the presence of a comment. A notce con dsplayed wth an exclamaton pont shows that the last processor added a comment. Shows that the recpent s not present. At the same tme, the busness process s hghlghted n orange. Workflow error, revew by the admnstrator s requred Colors n the Inbox Workflow Colors ndcate the status of a busness process. 76

84 7.1 Introducton Colors n the Workflow Inbox Color Descrpton Bold Tasks for whch the contents have not yet been vewed are marked as bold. To mark the task as read, open the contents or the ndex of the task. Gray A task that you have forwarded s normally dsplayed as gray n your task area untl the next tme you refresh the results lst (F5). Green You have receved the task whle actng as a substtute for another employee. Orange You receved the task whle ths employee was regstered as absent. Blue The task s past the set due date and an escalaton takes place accordng to the process defnton. Red The task s locked because the process has been stopped due to techncal reasons or because of a system error. Note that the colors may vary, as they can be customzed by the admnstrator. 7 efle - Electronc Fle 7.1 Introducton SAPERION 7.1 now provdes the opton to create electronc fles. Electronc fles (efle) provde a central pont for busness nformaton. In one sngle applcaton employees are suppled wth all necessary structured and unstructured nformaton for makng a decson. Wth the SAPERION efle functonalty, you can archve n a legally secure manner. In addton, the complete DMS functonaltes lke check-n/check-out and the ntegraton and synchronzaton of master data are avalable to you. Contrary to paper fles, the access can be dfferentated: by assgnng ACLs to certan senstve data, you can control access to (parts of) a document. 7.1 Fles A fle generally contans documents that functonally and organzatonally belong together. It represents a defned vew of a part of a document storage. For the user, the fle s a herarchcal representaton of the fle content, structured by regsters. A fle contans the followng elements: Fle Cover The fle cover defnes the contents of the fle. For example, a department project fle mght lst the project number, customer name, descrpton, name of employee responsble, etc. Fle Plan 77

85 7 efle - Electronc Fle A fle plan s bascally a template contanng regsters: by usng a pre-confgured fle plan, you ensure that each new fle s created wth the dentcal fle structure. Ths way, documents are consstently stored n the same structure and can easly be retreved. Documents defned n a fle plan can also be coped to a new fle. You can also create fle plans yourself, f ths feature s enabled for you by means of ACLs. Please keep n mnd that the maxmum number of regsters appled n parallel on one level s The fle plan s an optonal feature that your admnstrator must actvate. Fle Documents You can collect documents as requred n a fle, e.g. a leasng fle contans the leasng contract, documents about the leased product, leasng condtons etc. 7.2 Electronc Fle Structure In many companes and departments, fles are stll n paper format. Searchng for these fles, managng and mantanng them s - contrary to the efle - very elaborate. Also, the access cannot be reasonably controlled. Wth the SAPERION efle functonalty, you can admnster dfferent document formats (mages, MS Offce, etc) wthn the fle. Fles - ncludng ther regster structures - can be mported and sent, whle documents can be coped nto dfferent fles. Usng an example of departmental fles, we would lke to ntroduce you to efles and how to create and manage such fles. 7.1 Project Fle Example To create an electronc fle applcaton, you need tables and forms whch you or your admnstrator have to create. Dependng on the sze of your company and ts structures, varous formats are possble. These are descrbed n detal n the "Forms Desgn" chapter n the Admnstrator manual. It s only possble to create efle applcatons n the Rch Clent. The followng screenshot shows how a project fle can be structured wth regsters: Fg. 7 1: Example Fle Structure wth Regsters 78

86 7.3 Fle Plan Wth an electronc fle, t s possble to ntate repettve or automatc processes, such as: Creatng a new project for a customer Managng purchase orders HR processes such as staff apprasals Legal processes such as managng contracts wth vendors These processes can be modelled by the admnstrator, usng the process desgner as a template. The person responsble for the project or fle can trgger ad hoc processes usng routng slps (see the Workflow chapter n ths manual for more nformaton). The man advantages of an electronc fle are that senstve data can be archved safely, and found quckly and easly. Fg. 7 2: Sample Fle wth Documents When the desred tables and forms are avalable to you and a fle applcaton has been created for you, you can create a fle plan, create new and delete exstng fles and regsters, fle documents, and more. These ponts are explaned n the followng sectons. 7.3 Fle Plan The fle plan conssts of a fle whch has exactly the name of the folder class whch wll be used for the new fles. Clck the FOLDERS rbbon > EDIT group > CLASSES command to dsplay the name of the class. Rght-clck the class and choose Edt... from the context menu to see how the class s defned. The class defnton contans the name of the fle and document DDCs, as well as whch workflow (f any) s assocated wth the folder class. 79

87 7 efle - Electronc Fle To learn how to set up a fle plan or mport/export t, see the "Fle Plan Converter" Best Practce manual. 7.4 Creatng a New Fle To create a new fle n your fle applcaton: In the navgaton area, rght-clck your fle applcaton. Select "Create Fle" from the context menu. The dalog "Project Folder Propertes" s opened. Fg. 7 3: "Project Folder Propertes" Dalog Enter the desred ndex data. You have to enter a descrpton as ths s a mandatory feld n ths example. You can enter nformaton n the other felds f desred; these are optonal. 4. Clck [OK] to create the fle. Fle and Folder Operatons You can search for fles, edt or delete them, add and delete folders, change the access settngs and save fles or folders for access outsde of SAPERION. These operatons can easly be accessed va the context menu when your project s lsted n the navgaton bar. Fg. 7 4: efle Navgaton The same operatons are also avalable n the rbbons Searchng for Fles To search for efles: 80

88 7.5 Fle and Folder Operatons Clck your fle applcaton n the Workspace to brng up the fle query form. Fg. 7 5: Query Dalog Enter any search parameters n the query text felds and clck [Result] to start the search. To search for all fles n a fle applcaton, leave the felds blank and smply clck [Result]. 3. The fles found are lsted n the result wndow. Fg. 7 6: Search Result Fles To see the propertes of a partcular fle, clck t. To open the fle, double clck t. The documents belongng to the fle wll be lsted n a separate wndow. You can now search for partcular documents, and edt them as descrbed elsewhere n the End User manual. You can also carry out a superordnate search n electronc fles. For example, you mght want to search across all employees n your company for any ncome tax forms stll outstandng. Ths search opton s descrbed further n the "Forms" chapter n the Admnstraton manual. The fle wll also be lsted n the navgaton bar to the left, where you can now access the context menu for the commands descrbed n the followng sectons Creatng a Folder To create or add a folder (also called regster) to your fle: Clck your fle and choose "Create Folder" from the context menu. The "New Regster Property" dalog s opened. Enter the name for your new regster n the "Regster Name" text feld and clck [OK]. The new folder s lsted n the navgaton bar under the fle. 81