WORKFLOW GUIDE. Content Management Solutions. Copyright 2014 Data Management Internationale'

Transcription

1 WORKFLOW GUIDE Copyright 2014 Data Management Internationale'

2 Table of f Contents Getting Started...6 What is a Workflow Process?... 7 What is possible with workflow?...8 Where can workflow be used?...9 Workflow Licensing...10 How can I manually route a document into a workflow process? How can I have the system automatically route a document when uploaded?...17 Planning a Workflow Process How does WebDocs use Workflow? How to plan a workflow process? Working with Workflow Processes How do I add a Workflow Process?...27 How do I configure custom Workflow message? How do I delete a workflow process? How do I edit a workflow process? What is a Workflow Version?...48 What is a Minor version of a Workflow Process? What is a Major version of a Workflow Process? How do I export a workflow process? How do I import a workflow process?...57 What is included when a process is exported?... 63

3 Working with the Workflow Designer What is the Workflow Designer? How do I open the workflow Process Designer? What are the components of the workflow designer? How do I save a workflow process?...73 How do I publish a workflow process? How do I check a workflow process?...84 How do I add a stencil to the diagram? How do I remove a stencil from the diagram? How do I copy a stencil? How do I paste a stencil? How do I print the diagram? How do I align stencils? How do I group stencils? How do I ungroup stencils? How do I make a stencil appear on top of another stencil? How do I make a stencil appear below another stencil? How do I undo my last action? How do I redo an undo action? What are the different types of stencils? Setting Basic Step Stencil Properties How do I name a workflow step? How do I add description for a step? How do I set a Due Date for a step?...166

4 How do I specify a status flag for a step? How do I require a user to enter a password to take action on a step? How do I send an notification to a user assigned to a step? How do I prompt a user to enter notes when they take action on a step? What are the common user assignments for all step types? How do I customize the notification message sent to a user of a step? What are the message variables? What is a task button? How do I add a task button to a step? What is a button action for a task? How do I set the icon for a task button? How do I edit a task? How do I view a list of tasks for a step? How do I reorder the list of task buttons? How do I delete a task? How do I assign a step to a user? How do I remove a user from a step? How do I assign a step to a group? How do I remove a group from a step? How do I lock a document when it is assigned to a user? How do I unlock a document when a user takes action on a step? What is a step checklist? How do I add a step checklist? How do I make a step checklist required?

5 How do I edit a step checklist? How do I delete a step checklist? Where do I see the step Checklist Item Description? Workflow Configuration Examples Working with PowerShell Introduction What are the Context Properties? What are Extended Properties? Where can I enter PowerShell script? How do I add a line item to the currently routing File? How do I copy a file to a different project? How do I search for a file by other criteria? How do I find a file in a different project and update it? How do I copy a file to a different project and create a Text Document? How do I copy a file and associated line items to a different project? How do I start a document down a process using PowerShell? How do I create an e-form using PowerShell?...349

6 Getting Started Page 6

7 What t is a Workfloow Process? This lesson provides information about workflow process in WebDocs. Workflow in WebDocs is the mechanism to send a document to a user or group of users for approval through a predefined set of steps called a process. Documents can enter a workflow either as a result of scanning or importing of documents as well as when an e-form is generated. When using Office Automation, a scheduled workflow process can also automatically start a document into a workflow process. Workflow can be created and configured by a System Administrator or a Project Administrator only. A workflow process usually consists of one or more process steps and tasks associated with process steps. You must have at least one process step in the workflow. Including a task for a process step in a workflow is not mandatory. When a document is sent to a user or a group of users through a workflow process for approval, a user is able to take any of the possible actions on the document that has been setup by the creator of the workflow process. Depending on the action taken by the user, the document is routed to a predefined process step in the workflow. Workflow provides accountability of documents and can speed up standard processes in any business. Various workflow processes can be combined with each other to provide a robust document routing solution. Page 7

8 What t is possible with workfloow? This lesson provides information about some example tasks that can be performed using workflow. WebDocs workflow provides many different opportunities to automate processes as well as standardize a repeatable process that a document, or type of documents, must always be processed by. Workflow processes can be as simple as just a couple of basic standard user steps or as complex as to involve multiple process that are linked using child processes and other project linking look-ups within the processes. Listed below are a few of the common tasks that can be performed using workflow: Assign a document to a predefined user. Update index or document values. Assign the document to a user based on a condition, conditions could be a department name, dollar amount, and so on. Send notification to a user that a document has been assigned to them. Place a document in a queue to be worked by a group of users. Generate an e-form. Notify managers based on predetermined criteria. Escalate documents based on a due date to a different user and send notifications. Page 8

9 Where e can workfloow be used? Workflow can be used for several types of business processes, which include Vendor Invoice processing, HR hiring processes, Medical Transcription approvals, Lab Results routing, Remote Coding applications, and Loan Approval processes. Workflow can provide solutions for the following requirements: Need to update multiple index fields Need notifications Need to generate e-forms automatically Need to look up values from another project Make some decision based on if a document exists Make decision based on the number of documents in file Need to send documents to different groups based on a condition Notify one user that another user was assigned a document If a condition exists start a new process Page 9

10 Workfloow Licensing Workfloow and Office Automation Workflow is a component of a system licensed for Office Automation. Applying a license for Office Automation will also license all of the workflow functionality for a system. Using workflow with a Office Automation system will also allow the use of scheduled workflow processes. Scheduled workflow processes allow the system to search and find content that meets conditions to be started into a workflow process. Workfloow on Non-Workfloow Licensed Systems System and project administrators will still have access to the Workdlow node in the WebDocs Central Administration window. WebDocs administrators can create new workflow processes or edit processes that they have created in the WebDocs Central Administration window. They can also publish these processes. Once published, users will not be able to route documents as the workflow feature is not licensed yet. The Workflow node is available for administrators to have an idea of what is possible with workflow and to experiment with creating workflow processes. This allows WebDocs administrators to see the benefit that workflow could provide their organization. Page 10

11 How can I manually route a document t into a workfloow process? Most commonly, WebDocs projects are configured to automatically route documents that are uploaded into the system. The VieViewwerer also provides the functionality to allow users to route documents from within the viewer. Users or groups needs to have appropriate rights to be able to perform the routing operation. This lesson shows you how to manually route a document into a workflow process. 1. Search for the File Click the search icon in the Navigation Panel. The Project Search page opens. Page 11

12 2. Enter the Search Criteria 1. Select a project name from the Project list. 2. Specify the information that helps in getting a search result that includes the required files, and then click Search. The Search Result page is displays the files that matches the search criteria. Page 12

13 3. Open Viewerer 1. Select the files you want to open in the Viewer. 2. Click the viewer icon adjacent to the files selected, to open the file in the Viewer. Or, 3. Click View from the toolbar. The selected files are opened in the Viewer. Page 13

14 4. Route the Document WebDocs 1. Click the route document button on the toolbar. A menu is displayed with route options. 2. Select the Route to predefined workfloow route option from the menu. Or, Press F3 shortcut key. A list of predefined workflow routes is displayed in a dialog box. Note: If you have selected more than one document then a confirmation message prompts you to confirm that you want to route multiple documents. Page 14

15 5. Select a Workfloow Route 1. Select a workflow route from the list. 2. Click OK to confirm. A dialog box opens where you can specify a note for the workflow route. The note will be available to the user assigned to the first step in the selected workflow route. Page 15

16 6. Specify a Note (Optional) 1. Specify the note, and then click OK to continue. You will be prompted that the document is routed successfully. 2. Click OK to complete the operation. Page 16

17 How can I have the system automatically route a document t when uploaded? 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 17

18 2. Expand the Project Tree Structure WebDocs 1. Expand the Projects tree structure. Page 18

19 3. Open the Project Dialog Box WebDocs Or, Or, 1. Select the project you want to edit. 2. Click Edit on the toolbar in the WebDocs Central Administration window. You can double-click the selected project. 1. Right-click the selected project. 2. Select Edit from the menu. The Project dialog box opens. Page 19

20 4. Enable Workfloow Routing 1. Click the Workfloow tab. 2. Select a workflow process from the Enable Document t Routing list to automatically route the documents to the workflow process when uploaded. Page 20

21 5. Specify a Route Action Select an option from the Route Doc Action list to specify how the documents will be routed down a workflow process. The following options are available: Every Document: Routes the first page of all documents added to a file. First t Document t in File: Routes only the first uploaded page added to a file. Every Page: Routes every page that is uploaded to a file. Page 21

22 6. Select Allow Workfloow Queue Selection Check Box (Optional) 1. You can select the Allow Workfloow Queue Selection check box to provide user with an additional tab on the Global Assignments page. This tab displays a list that allows users to select a workflow process step that require processing from a queue. 2. Click OK to confirm. Note: This is necessary only if the user is assigned to multiple workflow steps designated as queue steps. Page 22

23 Planning a Workfloow Process Page 23

24 How does WebDocs use Workflflow? This lesson provides information about how workflow in WebDocs works. The following steps outline how workflow in WebDocs works: 1. The System Administrator plans how the workflow process needs to be implemented based on the requirement. This plan may include the steps and tasks that are required, steps to be assigned to specific users, whether the document will be assigned to users manually or automatically, and so on. 2. The System Administrator makes necessary configurations using the WebDocs Central Administrationtion on the basis of how the workflow process will be implemented. This includes configurations both for the project and any groups that might be involved processing documents in the workflow process. 3. The System Administrator creates a workflow process using the Process Designer and publishes the process. If a workflow process needs to be run automatically for a project once the process is published, the project properties can be set to automatically route new documents into the process. 4. The System Administrator or users in a group having sufficient rights can initiate routing of a document into a published process using Web Viewerer or Windows Viewer. 5. WebDocs users can see the documents, which are routed to them and waiting for their action on their Global Assignments page or process specific Assignments page. Page 24

25 How to plan a workfloow process? This lesson provides information about how to plan for a workflow process. The first step in creating and setting up a workflow process involves a discovery process. This process includes, identifying all possible steps that a document would go through during the process that is being created using workflow. The discovery process can also identify all the users that would be assigned to the steps of the workflow process. Once all of the steps are identified, the steps can be laid out in a flowchart, noting all the possibilities of where the document would be routed if the step is accepted, rejected, or moved to other steps. Users responsible for performing each step can be listed for each step on the flowchart. This flowchart can be used while setting up a workflow process. Page 25

26 Working with Workfloow Processes Page 26

27 How do I add a Workfloow Process? The System Administrator or a Project Administrator can add a workflow process for a project. Note: You must set workflow rights for the group that participates in the workflow by setting the appropriate rights for the group. You can also set workflow rights for the project that will use the workflow process. This lesson shows you how to add a workflow process. 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 27

28 2. Expand the Project Tree Structure WebDocs 1. Expand the Projects tree structure. 2. Expand the tree structure of a project. Page 28

29 3. Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 29

30 4. Open the Process Dialog Box WebDocs Right-click the Workfloow Processes icon from the left pane, and then click Add Process from the menu. Or, Click Add Process on the toolbar. The Process dialog box opens. Page 30

31 5. Specify Workfloow Details 1. Specify the name of the workflow process in the Process Name box. Note: WebDocs automatically assigns a unique ID to each workflow process when OK is clicked. 2. Select the Use Business Days During Due Date Calculations check box to exclude weekends from the due date calculations. 3. Select name of a user from the Exception User list, to automatically assign documents to the user if an error or exception occurs for any step. 4. Click OK to complete the operation. Page 31

32 How do I configurre custom Workfloow message? The workflow messages are sent to a user when documents arrive on the different steps of the workflow process. If the Notify users s via option is enabled for the step, then users will receive an message alerting them that a new document has been assigned to the workflow step. The custom message that is configured within this tab will be used for any workflow step in the process that has the Notify users via option enabled for the step. If the custom message is not enabled, then WebDocs will use the default message that is generated by the system for any necessary workflow notification messages. This lesson shows you how to configure custom workflow message. Page 32

33 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 33

34 2. Expand the Project Tree Structure WebDocs 1. Expand the Projects tree structure. 2. Expand the tree structure of a project. Page 34

35 3. Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 35

36 4. Open the Process Dialog Box WebDocs Or, Or, 1. Select the process you want to edit. 2. Click Edit on the toolbar in the WebDocs Central Administration window. You can double-click the selected process. 1. Right-click the selected process. 2. Select Edit from the menu. The Process dialog box opens. Page 36

37 5. Configurre the Custom Workfloow 1. Click the Custom Workfloow tab. 2. Select the Enable Custom WF check box, to configure customized workflow messages. 3. Enter the text that will be used as the subject of the in the Subject box. 4. Enter the text that will be used for the body of the in the Body Prefix box. 5. Select the check boxes within the Included Items that will be added to the bottom of the message. The following options are available: Index Fields: A separate check box is available for each index field that is configured for the project. Routed Date: The date the document was routed to the step. Routed By: The user that routed the document to the step. URL Link to File: The hyperlink to the file that the document is contained in. URL Link to Document: The hyperlink to the document in WebDocs. Clicking the link will open the document in the Viewer. Document t Divider: The divider name that the document is contained in. Document t Separator: The separator name that the document is contained in. Page 37

38 Routed Item Due Date: The date that the workflow step needs to be completed by. Routed Documents as Attachments: Select the check box to include the routed document as attachment with the notification. Workfloow Comments: Select the check box to include the comments entered when a document is assigned to a workflow step. Page 38

39 How do I delete e a workfloow process? This lesson shows you how to delete a workflow process. 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 39

40 2. Expand the Project Tree Structure WebDocs 1. Expand the Projects tree structure. 2. Expand the tree structure of a project. Page 40

41 3. Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 41

42 4. Delete e a Workfloow Process WebDocs Or, 1. Select a workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Click Delete from the toolbar in the right pane. 1. Select the workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Right-click to select Delete from the menu. The workflow process is deleted after confirmation. Page 42

43 How do I edit a workfloow process? This lesson shows you how to edit a workflow process. 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 43

44 2. Expand the Project Tree Structure WebDocs 1. Expand the Projects tree structure. 2. Expand the tree structure of a project. Page 44

45 3. Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 45

46 4. Open the Process Dialog Box WebDocs Or, 1. Select a workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Click Edit from the toolbar in the right pane. 1. Select the workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Right-click to select Edit from the menu. The Process dialog box opens. Page 46

47 5. Edit the Workfloow Process Details You can edit the workflow process details by clicking the appropriate tabs. Page 47

48 What t is a Workfloow Version? This lesson provides information about the versions of a workflow process. A workflow process has two different types of versions, minor and major. Every time that a process is saved or published, a new version is created. You can think of each version as being it's own workflow process. When a document is started in a workflow process, it is started in the latest version of the process. There are also ways in which a document can be started into an earlier version of a process. Once a document starts in a version of the process it will stay in that version until it is completed. If a new version of process is created while there are documents in the current version of a process. Those documents will remain in the current version of the process and are not automatically moved to the newly published version of the process. Page 48

49 What t is a Minor version of f a Workfloow Process? When an administrator saves an existing workflow process in the Process Designer, and then closes the Process Designer window, a minor version of the workflow process is created. A minor version of a workflow process is not created each time the Save button is clicked in the Process Designer window. This allows an administrator to save the work within the designer without creating a minor version every time the Save button is clicked. A minor version is only created when the Process Designer window is closed after saving the workflow process. The version number of a workflow process is displayed in the WebDocs Central Administration window. When a minor version is created, the version number of the workflow process is in a format X.Y. The X is the major version number and Y is the minor version number. The minor version number is incremented by 1 each time a minor version is created. For example, if the current minor version number is 1.1, the next major version number will be 1.2, and the next will be 1.3, and so on. For more information about the major version, click here to know more. Page 49

50 What t is a Major version of f a Workfloow Process? This lesson provides information about the major version of a workflow process. When an administrator publishes a workflow process from within the Process Designer, a major version of the workflow process is created. A user can identify a major version from its version number. The version number of a workflow process is displayed in the WebDocs Central Administration window. When a major version is created, the version number of the workflow process is in a format X.0. The X is a number that is incremented by 1 each time a major version is created. For example, if the current major version number is 1.0, the next major version number will be 2.0. Page 50

51 How do I export t a workfloow process? The export feature provides a mechanism to reuse a workflow process from other projects, or as a way to make a copy of the existing workflow process. You can export a workflow process from a project and save it. The exported process will be saved as a file with.fbwp6 extension. Then the exported workflow process file can be imported to one or more projects in the same or other installations of WebDocs. For more information about importing a workflow process, click here to know more. This lesson shows you how to export a workflow process. 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 51

52 2. Expand the Project Tree Structure WebDocs 1. Expand the Projects tree structure. 2. Expand the tree structure of a project. Page 52

53 3. Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 53

54 4. Open the Process Designer Window WebDocs 1. Select a workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Click Process Designer from the toolbar in the right pane. Or, 1. Select the workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Right-click to select Process Designer from the menu. The Process Designer dialog box opens. Page 54

55 5. Export t the Workfloow Process Click Export on the toolbar. The Save As dialog box opens. Page 55

56 6. Save the Workfloow Process Select the location you want to export the workflow process, and then click Save. A message prompts informing you about the result of the operation. Page 56

57 How do I import t a workfloow process? The import feature provides the ability to add a previously exported workflow process to the currently opened workflow process. This lesson shows you how to import a workflow process. 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 57

58 2. Expand the Project Tree Structure WebDocs 1. Expand the Projects tree structure. 2. Expand the tree structure of a project. Page 58

59 3. Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 59

60 4. Open the Process Designer Window WebDocs 1. Select a workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Click Process Designer from the toolbar in the right pane. Or, 1. Select the workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Right-click to select Process Designer from the menu. The Process Designer dialog box opens. Page 60

61 5. Import t the Workfloow Process 1. Click Import on the toolbar. The Overwrite e Notice dialog box opens asking for your confirmation to overwrite the existing process. 2. Click Yes to continue. The Open dialog box opens. Page 61

62 6. Select the Workfloow Process Select the workflow process to be imported, and then click Open. A message prompts informing you about the result of the operation. Page 62

63 What t is included when a process is exported? This lesson provides information about the items that are included when a workflow process is exported. Following are the items that are included when a workflow process is exported: E-forms that are used within the process E-form processes that are used within the process Other projects that are used by a project lookup Other workflow processes that are used for child processes Automation Server Groups used by escalations Users that are involved in the process Groups that are involved in the process Index fields of the project Page 63

64 Working with the Workfloow Designer Page 64

65 What t is the Workfloow Designer? This lesson provides information about the workflow Process Designer. The Process Designer is a graphical user interface that can be used to create new or edit existing Workflow Processes. The Process Designer allows administrators the ability to use 'drag and drop' functions to add different steps into the workflow layout and then configure the properties for each step. Once the workflow layout configuration is complete the layout can be saved and the workflow designer can be closed. The Process Designer is comprised of the following areas: Toolbar Steps Panel Flow Control Panel Actions Panel Diagram Pane NNoottee: It is advisable to plan and outline the steps and tasks required for the workflow process on paper before sitting out to create the workflow process within WebDocs. Users and groups responsible for processing the workflow steps should be identified also. Page 65

66 How do I open the workfloow Process Designer? This lesson shows you how to open the workflow Process Designer. 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 66

67 2. Expand the Project Tree Structure WebDocs 1. Expand the Projects tree structure. 2. Expand the tree structure of a project. Page 67

68 3. Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 68

69 4. Open the Process Designer Window WebDocs 1. Select a workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Click Process Designer from the toolbar in the right pane. Or, 1. Select the workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Right-click to select Process Designer from the menu. The Process Designer dialog box opens. Page 69

70 What t are the components of f the workfloow designer? This lesson provides information about the components of the workflow Process Designer. Page 70

71 Workfloow Process Designer Following are the components of the workflow Process Designer: 1. Toolbar 2. Steps panel 3. Flow Control panel 4. Actions panel 5. Text and Shapes panel 6. Diagram pane Page 71

72 The Diagram pane provides a work area to create the workflow process. You can organize and connect workflow steps and configure tasks using 'drag and drop' feature. You can drag several types of steps from the Steps panel into the Diagram pane. You can drag flow control types from the Flow Control panel into the Diagram pane. Similarly, you can drag actions and 'text and shapes' from respective panels. The connecter arrows display, from what direction steps will accept and allow documents to be assigned to the workflow step. You can also set properties of the connectors to configure how the workflow assignments are presented to the users on the Assignments page. Page 72

73 How do I save a workfloow process? This lesson shows you how to save a workflow process. 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 73

74 2. Expand the Project Tree Structure WebDocs 1. Expand the Projects tree structure. 2. Expand the tree structure of a project. Page 74

75 3. Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 75

76 4. Open the Process Designer Window WebDocs 1. Select a workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Click Process Designer from the toolbar in the right pane. Or, 1. Select the workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Right-click to select Process Designer from the menu. The Process Designer dialog box opens. Page 76

77 5. Save the Workfloow Process Click Save on the toolbar, to save the workflow process. Page 77

78 How do I publish a workfloow process? This lesson shows you how to publish a workflow process. 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 78

79 2. Expand the Project Tree Structure WebDocs 1. Expand the Projects tree structure. 2. Expand the tree structure of a project. Page 79

80 3. Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 80

81 4. Open the Process Designer Window WebDocs 1. Select a workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Click Process Designer from the toolbar in the right pane. Or, 1. Select the workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Right-click to select Process Designer from the menu. The Process Designer dialog box opens. Page 81

82 5. Publish the Workfloow Process Click Publish on the toolbar, to publish the workflow process. The Publish Process dialog box opens. Page 82

83 5.11 Specify the Display Name 1. Specify the display name for the process in the Display Name box. 2. Select Hide all previously published versions check box, to hide the previously published versions of the process. 3. Click Publish to complete the operation. Page 83

84 How do I check a workfloow process? Process Designer allows you to check the validity of the workflow process. This lesson shows you how to check the validity of a workflow process. 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 84

85 2. Expand the Project Tree Structure WebDocs 1. Expand the Projects tree structure. 2. Expand the tree structure of a project. Page 85

86 3. Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 86

87 4. Open the Process Designer Window WebDocs 1. Select a workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Click Process Designer from the toolbar in the right pane. Or, 1. Select the workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Right-click to select Process Designer from the menu. The Process Designer dialog box opens. Page 87

88 5. Check the Workfloow Process Click Check on the toolbar, to start the validation process. If the validation process encounters and error, an error message is displayed. Else, check completion message is displayed. Page 88

89 How do I add a stencil to the diagram? All stencils are listed within the left panels of the Process Designer. This lesson shows you how to add a stencil to the diagram. 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 89

90 2. Expand the Project Tree Structure WebDocs 1. Expand the Projects tree structure. 2. Expand the tree structure of a project. Page 90

91 3. Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 91

92 4. Open the Process Designer Window WebDocs 1. Select a workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Click Process Designer from the toolbar in the right pane. Or, 1. Select the workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Right-click to select Process Designer from the menu. The Process Designer dialog box opens. Page 92

93 5. Add a Stencil Click and drag a stencil icon from the left panel to the Diagram pane, and then release the mouse button. The stencil is added to the Diagram pane. Page 93

94 How do I remove e a stencil from the diagram? This article shows you how to remove a stencil form the Diagram pane. 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 94

95 2. Expand the Project Tree Structure WebDocs 1. Expand the Projects tree structure. 2. Expand the tree structure of a project. Page 95

96 3. Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 96

97 4. Open the Process Designer Window WebDocs 1. Select a workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Click Process Designer from the toolbar in the right pane. Or, 1. Select the workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Right-click to select Process Designer from the menu. The Process Designer dialog box opens. Page 97

98 5. Remove e a Stencil 1. Select a stencil from the Diagram pane in the Process Designer window. 2. Click Delete on the toolbar. Or, 1. Select a stencil from the Diagram pane in the Process Designer window. 2. Right-click to select Delete from the menu. The stencil is removed after confirmation. Page 98

99 How do I copy a stencil? This lesson shows you how to copy a stencil. 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 99

100 2. Expand the Project Tree Structure WebDocs 1. Expand the Projects tree structure. 2. Expand the tree structure of a project. Page 100

101 3. Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 101

102 4. Open the Process Dialog Box WebDocs Or, 1. Select a workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Click Edit from the toolbar in the right pane. 1. Select the workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Right-click to select Edit from the menu. The Process dialog box opens. Page 102

103 5. Copy the Stencil 1. Select the stencil from the Diagram pane of the Process Designer window. 2. Click Copy form the toolbar. Or, 1. Select the stencil from the Diagram pane of the Process Designer window. 2. Right-click to select Copy from the menu. Page 103

104 How do I paste a stencil? This lesson shows you how to paste a stencil. 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 104

105 2. Expand the Project Tree Structure WebDocs 1. Expand the Projects tree structure. 2. Expand the tree structure of a project. Page 105

106 3. Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 106

107 4. Open the Process Designer Window WebDocs 1. Select a workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Click Process Designer from the toolbar in the right pane. Or, 1. Select the workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Right-click to select Process Designer from the menu. The Process Designer dialog box opens. Page 107

108 5. Paste the Stencil Click Paste on the toolbar of the Process Designer. Or, Right-click within the Diagram pane, and then select Paste from the menu. Page 108

109 How do I print t the diagram? This lesson shows you how to print the diagram. 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 109

110 2. Expand the Project Tree Structure WebDocs 1. Expand the Projects tree structure. 2. Expand the tree structure of a project. Page 110

111 3. Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 111

112 4. Open the Process Designer Window WebDocs 1. Select a workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Click Process Designer from the toolbar in the right pane. Or, 1. Select the workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Right-click to select Process Designer from the menu. The Process Designer dialog box opens. Page 112

113 5. Print t the Diagram 1. Click Print on the toolbar, to print the diagram. The Print dialog box opens. 2. Select a printer from the Select Printer section, and then click Print. Page 113

114 How do I align stencils? This lesson shows you how to align stencils. 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 114

115 2. Expand the Project Tree Structure WebDocs 1. Click to expand the Projects tree structure. 2. Click to expand the tree structure of a project. Page 115

116 3. Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 116

117 4. Open the Process Designer Window WebDocs 1. Select a workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Click Process Designer from the toolbar in the right pane. Or, 1. Select the workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Right-click to select Process Designer from the menu. The Process Designer dialog box opens. Page 117

118 5. Align the Stencils 1. Hold down the Ctrl key and select two or more stencils you want to align. 2. Click the appropriate option within the Alignment section on the toolbar. The following options are available: Align Left: Aligns left, horizontally Align Right: Aligns right, horizontally Align Top: Aligns to the top, vertically Align Bottom: Aligns to the bottom, vertically Align Middle: Aligns to center, horizontally Align Center: Aligns to center, vertically Page 118

119 Distribute Horizontally: Aligns and distributed horizontally Distribute Vertically: Aligns and distributed vertically Page 119

120 How do I group stencils? This lesson shows you how to group stencils. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 120

121 Expand the Project Tree Structure WebDocs 1. Click to expand the Projects tree structure. 2. Click to expand the tree structure of a project. Page 121

122 Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 122

123 Open the Process Designer Window WebDocs 1. Select a workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Click Process Designer from the toolbar in the right pane. Or, 1. Select the workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Right-click to select Process Designer from the menu. The Process Designer dialog box opens. Page 123

124 Group the Stencil 1. Hold down the Ctrl key and select the stencils you want to group together. 2. Click Group within the Arrange section on the toolbar. Note: Once stencils are grouped together, you will not be able to configure the grouped stencils. Page 124

125 How do I ungroup stencils? This lesson shows you how to ungroup stencils. 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 125

126 2. Expand the Project Tree Structure WebDocs 1. Click to expand the Projects tree structure. 2. Click to expand the tree structure of a project. Page 126

127 3. Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 127

128 4. Open the Process Designer Window WebDocs 1. Select a workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Click Process Designer from the toolbar in the right pane. Or, 1. Select the workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Right-click to select Process Designer from the menu. The Process Designer dialog box opens. Page 128

129 5. Ungroup the Stencils 1. Select the stencil group you want to ungroup. 2. Click Ungroup within the Arrange section on the toolbar.. Page 129

130 How do I make a stencil appear r on top of another stencil? You can make a stencil appear on top of the current stencil or all stencils. This lesson shows you how to make a stencil appear on top of another stencil. 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 130

131 2. Expand the Project Tree Structure WebDocs 1. Click to expand the Projects tree structure. 2. Click to expand the tree structure of a project. Page 131

132 3. Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 132

133 4. Open the Process Designer Window WebDocs 1. Select a workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Click Process Designer from the toolbar in the right pane. Or, 1. Select the workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Right-click to select Process Designer from the menu. The Process Designer dialog box opens. Page 133

134 5. Place the Stencil on Top 1. Select the stencil you want to place on top of another stencil. 2. Click Forward to place the stencil on top of the current stencil. Or, Click To Front to place the stencil on top of all the stencil. Page 134

135 How do I make a stencil appear r below another stencil? This article shows you how to make a stencil appear below another stencil. 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 135

136 2. Expand the Project Tree Structure WebDocs 1. Click to expand the Projects tree structure. 2. Click to expand the tree structure of a project. Page 136

137 3. Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 137

138 4. Open the Process Designer Window WebDocs 1. Select a workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Click Process Designer from the toolbar in the right pane. Or, 1. Select the workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Right-click to select Process Designer from the menu. The Process Designer dialog box opens. Page 138

139 5. Place the Stencil Backward 1. Select the stencil you want to place at the bottom of another stencil. 2. Click Backward to place the stencil at the bottom of the current stencil. Or, Click To Back to place the stencil at the bottom of all the stencil. Page 139

140 How do I undo my last t action? You can undo all the actions performed after opening the Process Designer. This lesson shows you how to undo actions. 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 140

141 2. Expand the Project Tree Structure WebDocs 1. Click to expand the Projects tree structure. 2. Click to expand the tree structure of a project. Page 141

142 3. Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 142

143 4. Open the Process Designer Window WebDocs 1. Select a workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Click Process Designer from the toolbar in the right pane. Or, 1. Select the workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Right-click to select Process Designer from the menu. The Process Designer dialog box opens. Page 143

144 5. Undo the Last t Action Click Undo on the toolbar, to undo the actions performed. Page 144

145 How do I redo an undo action? This lesson shows you how to redo the undo actions in the Process Designer. 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 145

146 2. Expand the Project Tree Structure WebDocs 1. Click to expand the Projects tree structure. 2. Click to expand the tree structure of a project. Page 146

147 3. Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 147

148 4. Open the Process Designer Window WebDocs 1. Select a workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Click Process Designer from the toolbar in the right pane. Or, 1. Select the workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Right-click to select Process Designer from the menu. The Process Designer dialog box opens. Page 148

149 5. Redo the Undo Actions Click Redo on the toolbar, to redo the undo actions. Page 149

150 What t are the different t types of f stencils? Stencils are used to build the workflow process. With the use of stencils you specify where the document stops, who is responsible for the step and what actions need to happen when a document passes through the stencil. You use the connections between the stencils to determine the path a document will take between the different stencils that are on the diagram. This lesson provides information about the different types of stencils available in the Process Designer. Steps Workflow steps are used when a document needs to stop and be assigned to a user, or group of users. There are five different types of step functionality. There is a sixth step type, Assignable, that can be configured to function like a Standard, Multi-All, or Multi-Load type of step. Steps are the main component of a workflow process. When you think about what needs to happen within a workflow process it is the steps that are most generally thought about. There are many options that are available when configuring a step to provide the functionality that is needed for a user to properly complete the step. Page 150

151 Flow Control Flow Control stencils are used to direct where a document should be routed within a workflow process. There are five different stencils available to evaluate different conditions and determine a direction for the document to take. Each different Flow Control stencil has it's own unique options for leaving the stencil. What connection is used is based on the conditions that are configured within the stencil. Actions Action steps are used to indicate to the system that something needs to be done without a user interaction to start it. Updates and sending of messages are the most common type of actions that are included within a workflow process. Page 151

152 Text and Shapes Text and Shape stencils are used to help organize information that is displayed on the workflow diagram. These stencils do not have any function with a published workflow process. By using these stencils you are able to provide visual organization to the stencils that are displayed on a diagram. Administrators can use these stencils to describe the function of a stencil or why it is being used. Page 152

153 Setting Basic Step Stencil Properties Page 153

154 How do I name a workfloow step? The name of a step describes the location of a document in a user's Assignments page or any workflow report. It is recommended that the name of the step should represent what action, or activity, needs to take place, or is taking place while the document is on that step. This lesson shows you how to specify a name for a workflow step. 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 154

155 2. Expand the Project Tree Structure WebDocs 1. Click to expand the Projects tree structure. 2. Click to expand the tree structure of a project. Page 155

156 3. Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 156

157 4. Open the Process Designer Window WebDocs 1. Select a workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Click Process Designer from the toolbar in the right pane. Or, 1. Select the workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Right-click to select Process Designer from the menu. The Process Designer dialog box opens. Page 157

158 5. Open the Step Dialog Box 1. Select a step from the Diagram pane within the Process Designer window. 2. Right-click to select Properties from the menu. Or, 1. Select a step from the Diagram pane within the Process Designer window. 2. Double-click to open the step dialog box. Or, Page 158

159 Select a step from the Diagram pane within the Process Designer window, and then press F4 shortcut keys. The step dialog box opens. 6. Specify a Name Specify the name for the workflow step in the Step Name box. WebDocs assigns an ID to the process step when OK is clicked. Page 159

160 How do I add description for a step? The step description is displayed in two different places. First, on the stencil within the workflow diagram and in the body of the message that is sent to a user when a document is assigned to the step. Note: The description will only show in the message if the default message is used and a custom message has not been configured for the step or for the workflow process. This lesson shows you how to add a description for a step. 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 160

161 2. Expand the Project Tree Structure WebDocs 1. Click to expand the Projects tree structure. 2. Click to expand the tree structure of a project. Page 161

162 3. Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 162

163 4. Open the Process Designer Window WebDocs 1. Select a workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Click Process Designer from the toolbar in the right pane. Or, 1. Select the workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Right-click to select Process Designer from the menu. The Process Designer dialog box opens. Page 163

164 5. Open the Step Dialog Box 1. Select a step from the Diagram pane within the Process Designer window. 2. Right-click to select Properties from the menu. Or, 1. Select a step from the Diagram pane within the Process Designer window. 2. Double-click to open the step dialog box. Or, Page 164

165 Select a step from the Diagram pane within the Process Designer window, and then press F4 shortcut keys. The step dialog box opens. 6. Add Description Add description for the step in the Description box. Page 165

166 How do I set t a Due Date for a step? You can set a due date for a step, to specify the amount of time that is allowed for the user assigned to the step to perform the required activities. You can specify the due date in number of days or number of hours, or combination of both. You can also use a date that is contained in an index field of the file that the assigned document belongs to. If an index filed for the project is configured as a date field that field appears in the Field Value list. 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 166

167 2. Expand the Project Tree Structure WebDocs 1. Click to expand the Projects tree structure. 2. Click to expand the tree structure of a project. Page 167

168 3. Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 168

169 4. Open the Process Designer Window WebDocs 1. Select a workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Click Process Designer from the toolbar in the right pane. Or, 1. Select the workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Right-click to select Process Designer from the menu. The Process Designer dialog box opens. Page 169

170 5. Open the Step Dialog Box 1. Select a step from the Diagram pane within the Process Designer window. 2. Right-click to select Properties from the menu. Or, 1. Select a step from the Diagram pane within the Process Designer window. 2. Double-click to open the step dialog box. Or, Page 170

171 Select a step from the Diagram pane within the Process Designer window, and then press F4 shortcut keys. The step dialog box opens. 6. Specify a Due Date Specify a number of days in the Days box and the number of hours in the Hours box for Due Within, to set duration in days and hours for when the step must be completed. You can specify values for both days and hours. Note: The start of a given time duration is based on the time when the previous step was completed. If the step is not completed by the duration specified, then the step appears in a red color on the user's Assignments page. The step also appears in workflow report for overdue tasks. Page 171

172 Or, Select an index field from the Filed Value list. Note: Select an option from the Field Value list overrides the Days and Hours settings. Page 172

173 How do I specify a status tus flag for a step? Status flag provides a visual clue to the users on their Assignments page when there are several pending tasks or steps listed. This lesson shows you how to specify a status flag for a step. 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 173

174 2. Expand the Project Tree Structure WebDocs 1. Click to expand the Projects tree structure. 2. Click to expand the tree structure of a project. Page 174

175 3. Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 175

176 4. Open the Process Designer Window WebDocs 1. Select a workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Click Process Designer from the toolbar in the right pane. Or, 1. Select the workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Right-click to select Process Designer from the menu. The Process Designer dialog box opens. Page 176

177 5. Open the Step Dialog Box 1. Select a step from the Diagram pane within the Process Designer window. 2. Right-click to select Properties from the menu. Or, 1. Select a step from the Diagram pane within the Process Designer window. 2. Double-click to open the step dialog box. Or, Page 177

178 Select a step from the Diagram pane within the Process Designer window, and then press F4 shortcut keys. The step dialog box opens. 6. Specify a Flag Select a color from the Status tus Flag list to associate the color with the step. Note: Colors that have 'Pulse' in front of them will fade from the color to white and back to the color again creating a 'Pulsing' effect. Page 178

179 How do I require e a user to enter er a password to take action on a step? Some workflow steps have a need to verify that the person that was assigned to the step is the person that actually completes the step. In such cases, password authentication is required to allow the user to be able to complete the step. This article shows you how to configure a step that requires a user to enter their password to take action on a step. 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 179

180 2. Expand the Project Tree Structure WebDocs 1. Click to expand the Projects tree structure. 2. Click to expand the tree structure of a project. Page 180

181 3. Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 181

182 4. Open the Process Designer Window WebDocs 1. Select a workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Click Process Designer from the toolbar in the right pane. Or, 1. Select the workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Right-click to select Process Designer from the menu. The Process Designer dialog box opens. Page 182

183 5. Open the Step Dialog Box 1. Select a step from the Diagram pane within the Process Designer window. 2. Right-click to select Properties from the menu. Or, 1. Select a step from the Diagram pane within the Process Designer window. 2. Double-click to open the step dialog box. Or, Page 183

184 Select a step from the Diagram pane within the Process Designer window, and then press F4 shortcut keys. The step dialog box opens. 6. Select Prompt t For Password Authenticationtion Select the Prompt For Password Authentication check box, to prompt the user to provide the WebDocs logon password to be able to complete the step. Page 184

185 How do I send an notificcation tion to a user assigned to a step? notifications are sent to users when a document is assigned to a step that they are responsible for. It notifies the user about the documents that are routed to them without having to log into WebDocs. This lesson shows you how to send an notification to a user assigned to a step. 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 185

186 2. Expand the Project Tree Structure WebDocs 1. Click to expand the Projects tree structure. 2. Click to expand the tree structure of a project. Page 186

187 3. Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 187

188 4. Open the Process Designer Window WebDocs 1. Select a workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Click Process Designer from the toolbar in the right pane. Or, 1. Select the workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Right-click to select Process Designer from the menu. The Process Designer dialog box opens. Page 188

189 5. Open the Step Dialog Box 1. Select a step from the Diagram pane within the Process Designer window. 2. Right-click to select Properties from the menu. Or, 1. Select a step from the Diagram pane within the Process Designer window. 2. Double-click to open the step dialog box. Or, Page 189

190 Select a step from the Diagram pane within the Process Designer window, and then press F4 shortcut keys. The step dialog box opens. 6. Select Notify users s via Select the Notify users s via check box to send to users, notifying them about the task for the step. The users must have an address specified within their user preferences. Page 190

191 How do I prompt t a user to enter er notes when they take action on a step? You can prompt users to enter notes when they take an action on a document. User can enter comments within the comment box about the action they are taking or a message to be displayed in the next workflow step. It is not mandatory for a user to enter comments. The notes are stored with the processing information for the step that includes the user that completed the step, the date and time of completion of the step, and the user who assigned the document to the step. This lesson shows you how to prompt a user to enter notes when they take action on a step. Page 191

192 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 192

193 2. Expand the Project Tree Structure WebDocs 1. Click to expand the Projects tree structure. 2. Click to expand the tree structure of a project. Page 193

194 3. Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 194

195 4. Open the Process Designer Window WebDocs 1. Select a workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Click Process Designer from the toolbar in the right pane. Or, 1. Select the workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Right-click to select Process Designer from the menu. The Process Designer dialog box opens. Page 195

196 5. Open the Step Dialog Box 1. Select a step from the Diagram pane within the Process Designer window. 2. Right-click to select Properties from the menu. Or, 1. Select a step from the Diagram pane within the Process Designer window. 2. Double-click to open the step dialog box. Or, Page 196

197 Select a step from the Diagram pane within the Process Designer window, and then press F4 shortcut keys. The step dialog box opens. 6. Select Prompt t Users s for Notes Select Prompt t Users s for Notes check box to allow users to enter remarks or notes on the step. Also users can see all the notes from the previous steps. Page 197

198 What t are the common user assignments for all step types? Page 198

199 How do I customize the notificcation tion message sent t to a user of f a step? The customize notification messages are sent when a step is enabled to notify users that a new document has been assigned to the workflow step. If the custom workflow messages are not enabled WebDocs will use the default message that is generated by the system. This lesson shows you how to customize the notification message sent to a user of a step. 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 199

200 2. Expand the Project Tree Structure WebDocs 1. Click to expand the Projects tree structure. 2. Click to expand the tree structure of a project. Page 200

201 3. Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 201

202 4. Open the Process Designer Window WebDocs 1. Select a workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Click Process Designer from the toolbar in the right pane. Or, 1. Select the workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Right-click to select Process Designer from the menu. The Process Designer dialog box opens. Page 202

203 5. Open the Step Dialog Box 1. Select a step from the Diagram pane within the Process Designer window. 2. Right-click to select Properties from the menu. Or, 1. Select a step from the Diagram pane within the Process Designer window. 2. Double-click to open the step dialog box. Or, Page 203

204 Select a step from the Diagram pane within the Process Designer window, and then press F4 shortcut keys. The step dialog box opens. 6. Configurre the Custom Workfloow 1. Click the Custom Workfloow tab. 2. Select the Enable Custom WF check box, to configure customized workflow messages. 3. Type the text that will be used as the subject of the in the Subject box. 4. Type the text that will be used for the body of the in the Body Prefix box. 5. Select the check boxes within the Included Items that will be added to the bottom of the message. The following options are available: Page 204

205 Index Fields: A separate check box is available for each index field that is configured for the project. Routed Date: The date the document was routed to the step. Routed By: The user that routed the document to the step. URL Link to File: The hyperlink to the file that the document is contained in. URL Link to Document: The hyperlink to the document in WebDocs. Clicking the link will open the document in the Viewer. Document t Divider: The divider name that the document is contained in. Document t Separator: The separator name that the document is contained in. Routed Item Due Date: The date that the workflow step needs to be completed by. Routed Documents as Attachments: Select the check box to include the routed document as attachment with the notification. Workfloow Comments: Select the check box to include the comments entered when a document is assigned to a workflow step. Note: Enabling a custom workflow message for a step overrides the custom message configured for the workflow process. Page 205

206 What t are the message variables? This lesson provides information about the message variables that can be included in the subject and the body prefix of custom workflow message. Variables: $$Archive$$: Displays the name of the archive that the routed document is assigned to. $$Div$$ or $$Divider$$: Displays the name of the divider that the document is stored within the WebDocs. $$DocLink$$: Displays the link to the routed document. $$DocumentID$$: Displays the document ID of the routed document. $$Field1$$ or $$F1$$: Displays the value stored for Index Field 1. $$Field2$$ or $$F2$$: Displays the value stored for Index Field 2. $$Field3$$ or $$F3$$: Displays the value stored for Index Field 3. $$Field4$$ or $$F4$$ 4$$: Displays the value stored for Index Field 4. $$Field5$$ or $$F5$$: Displays the value stored for Index Field 5. $$Field6$$ or $$F6$$: Displays the value stored for Index Field 6. $$Field7$$ or $$F7$$: Displays the value stored for Index Field 7. $$Field8$$ or $$F8$$: Displays the value stored for Index Field 8. $$Field9$$ or $$F9$$: Displays the value stored for Index Field 9. $$Field10$$ or $$F10$$ 10$$: Displays the value stored for Index Field 10. $$Field11$$ or $$F11$$ 11$$: Displays the value stored for Index Field 11. $$Field12$$ or $$F12$$ 12$$: Displays the value stored for Index Field 12. Page 206

207 $$Field13$$ or $$F13$$ 13$$: Displays the value stored for Index Field 13. $$Field14$$ or $$F14$$ 14$$: Displays the value stored for Index Field 14. $$Field15$$ or $$F15$$ 15$$: Displays the value stored for Index Field 15. $$Field16$$ or $$F16$$ 16$$: Displays the value stored for Index Field 16. $$Field17$$ or $$F17$$: Displays the value stored for Index Field 17. $$Field18$$ or $$F18$$: Displays the value stored for Index Field 18. $$Field19$$ or $$F19$$: Displays the value stored for Index Field 19. $$Field20$$ or $$F20$$: Displays the value stored for Index Field 20. $$FileID$$: Displays the file ID. $$FileLink$$: Displays the link to the file that the routed document is associated with. $$ProjectID$$: Displays the project ID. $$RoutedItemDueDate$$: Displays the Due Date for the routed item. $$RoutedItemID$$: Displays the Document ID of the routed item. $$RoutedID$$: Displays the Workflow Process ID that the is being sent from. $$RoutedStepID$$: Displays the Workflow Process Step ID that the is being sent from. $$RouteStepName$$ or $$StepName$$: Displays the Workflow Process step name that the is being sent from. $$SEP$$ or $$Separator$$: Displays the name of the separator that the document is stored within WebDocs. $$ServerURL$$: Displays the URL of the server that contains the routed document. $$StepNumber$$: Displays the number of the step that the routed item is on. $$UserDisplayName$$: Displays the full name of the current user, if available. $$UserID$$: Displays the ID of the user. Page 207

208 $$UserName$$ me$$: Displays the name of the current user. Page 208

209 What t is a task button? This lesson provides information about the task button. A workflow task button provides the user with the ability to perform many different actions. The available actions that can be configured are: Initiate a WebDocs Plug-in Displaying a Checklist Print the document Reassign to a Different User A workflow process step can contain one or more tasks. You can have an unlimited number of tasks for a process step, however tasks are not mandatory for a workflow process. When a task is created to perform a particular action, a button needs to be associated with it. This button is displayed in the Workfloow Tasks dialog box within the Viewerer window, when the document is opened in the Viewer. The user can click the task button to perform the action associated with that task button. For example, the task button action can be printing the document, or moving the document to another process step in the workflow, or moving the document to another workflow process. Adding and editing tasks can be done at any time. An administrator will need to be aware of any documents that are assigned to a step that might have a task that is edited or added. If the edit affects what happens when a document is assigned to a step, for example the user or users that are assigned to perform the step, the edit will not affect the currently assigned documents. If the edit affects what happens when the step is completed, for example a field update that is performed when the step is completed, this change will be in effect for any document(s) that are currently assigned to the step. Page 209

210 How do I add a task button to a step? This lesson shows you how to add a task button to a step. 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 210

211 2. Expand the Project Tree Structure WebDocs 1. Click to expand the Projects tree structure. 2. Click to expand the tree structure of a project. Page 211

212 3. Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 212

213 4. Open the Process Designer Window WebDocs 1. Select a workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Click Process Designer from the toolbar in the right pane. Or, 1. Select the workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Right-click to select Process Designer from the menu. The Process Designer dialog box opens. Page 213

214 5. Open the Step Dialog Box 1. Select a step from the Diagram pane within the Process Designer window. 2. Right-click to select Properties from the menu. Or, 1. Select a step from the Diagram pane within the Process Designer window. 2. Double-click to open the step dialog box. Or, Page 214

215 Select a step from the Diagram pane within the Process Designer window, and then press F4 shortcut keys. The step dialog box opens. 6. Open the Step Task Dialog Box 1. Click the Tasks tab. 2. Click the add button. The Step Task dialog box opens. Page 215

216 7.. Specify Task Information 1. Specify a name for the task in the Task Name box. WebDocs assigns an Id to the task when OK is clicked. 2. Specify a caption for the task button in the Button Caption box. Page 216

217 8. Set t a Button Action 1. Click the Button Action tab. 2. Select the button action for the task. Page 217

218 9.. Set t a Button Icon 1. Click the Button Icon tab. 2. Select a suitable icon option for the task button from the list of icons. Note: You can select 'None' option to display the task button without any icon. Page 218

219 What t is a button action for a task? This lesson provides information about the button actions for a task. Button Actions: Following are the button actions available: No Action: Displays the name of the task, no action required from the user. Print: Opens the document in the Viewerer that allows the user to print the document. Plug-in: Opens the plug-in selected from the list. Show Checklist: Displays the checklist created for the workflow process. Reassign to Different t User: Allows the user to reassign the document to a different user. Page 219

220 How do I set t the icon for a task button? This lesson shows you how to set the icon for a task button. 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 220

221 2. Expand the Project Tree Structure WebDocs 1. Click to expand the Projects tree structure. 2. Click to expand the tree structure of a project. Page 221

222 3. Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 222

223 4. Open the Process Designer Window WebDocs 1. Select a workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Click Process Designer from the toolbar in the right pane. Or, 1. Select the workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Right-click to select Process Designer from the menu. The Process Designer dialog box opens. Page 223

224 5. Open the Step Dialog Box 1. Select a step from the Diagram pane within the Process Designer window. 2. Right-click to select Properties from the menu. Or, 1. Select a step from the Diagram pane within the Process Designer window. 2. Double-click to open the step dialog box. Or, Page 224

225 Select a step from the Diagram pane within the Process Designer window, and then press the F4 shortcut key. The step dialog box opens. 6. Open the Step Task Dialog Box 1. Click the Tasks tab. 2. Select the task from the list of tasks. 3. Click the edit button. The Step Task dialog box opens. Page 225

226 7.. Set t a Button Icon 1. Click the Button Icon tab. 2. Select a suitable icon option for the task button from the list of icons. Note: You can select 'None' option to display the task button without any icon. Page 226

227 How do I edit a task? This lesson shows you how to edit a task. 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 227

228 2. Expand the Project Tree Structure WebDocs 1. Click to expand the Projects tree structure. 2. Click to expand the tree structure of a project. Page 228

229 3. Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 229

230 4. Open the Process Designer Window WebDocs 1. Select a workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Click Process Designer from the toolbar in the right pane. Or, 1. Select the workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Right-click to select Process Designer from the menu. The Process Designer dialog box opens. Page 230

231 5. Open the Step Dialog Box 1. Select a step from the Diagram pane within the Process Designer window. 2. Right-click to select Properties from the menu. Or, 1. Select a step from the Diagram pane within the Process Designer window. 2. Double-click to open the step dialog box. Or, Page 231

232 Select a step from the Diagram pane within the Process Designer window, and then press the F4 shortcut key. The step dialog box opens. 6. Open the Step Task Dialog Box 1. Click the Tasks tab. 2. Select a task you want to edit from the list of tasks. 3. Click the edit button. The Step Task dialog box opens. Page 232

233 7.. Edit the Task You can edit the task by clicking the appropriate tabs. Page 233

234 How do I view a list t of f tasks s for a step? This lesson shows you how to view a list of tasks for a step. 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 234

235 2. Expand the Project Tree Structure WebDocs 1. Click to expand the Projects tree structure. 2. Click to expand the tree structure of a project. Page 235

236 3. Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 236

237 4. Open the Process Designer Window WebDocs 1. Select a workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Click Process Designer from the toolbar in the right pane. Or, 1. Select the workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Right-click to select Process Designer from the menu. The Process Designer dialog box opens. Page 237

238 5. Open the Step Dialog Box 1. Select a step from the Diagram pane within the Process Designer window. 2. Right-click to select Properties from the menu. Or, 1. Select a step from the Diagram pane within the Process Designer window. 2. Double-click to open the step dialog box. Or, Page 238

239 Select a step from the Diagram pane within the Process Designer window, and then press the F4 shortcut key. The step dialog box opens. 6. Click the Tasks s Tab Click the Tasks tab, to view the list of tasks for the step. Page 239

240 How do I reorder the list t of f task buttons? This lesson shows you how to reorder the list of task buttons. 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 240

241 2. Expand the Project Tree Structure WebDocs 1. Click to expand the Projects tree structure. 2. Click to expand the tree structure of a project. Page 241

242 3. Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 242

243 4. Open the Process Designer Window WebDocs 1. Select a workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Click Process Designer from the toolbar in the right pane. Or, 1. Select the workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Right-click to select Process Designer from the menu. The Process Designer dialog box opens. Page 243

244 5. Open the Step Dialog Box 1. Select a step from the Diagram pane within the Process Designer window. 2. Right-click to select Properties from the menu. Or, 1. Select a step from the Diagram pane within the Process Designer window. 2. Double-click to open the step dialog box. Or, Page 244

245 Select a step from the Diagram pane within the Process Designer window, and then press the F4 shortcut key. The step dialog box opens. 6. Reorder the Task Buttons 1. Click the Tasks tab, to view the list of tasks for the step. 2. Select a task from the list. 3. Use the up and down arrow buttons to reorder the tasks. Page 245

246 How do I delete e a task? This lesson shows you how to delete a task. 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 246

247 2. Expand the Project Tree Structure WebDocs 1. Click to expand the Projects tree structure. 2. Click to expand the tree structure of a project. Page 247

248 3. Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 248

249 4. Open the Process Designer Window WebDocs 1. Select a workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Click Process Designer from the toolbar in the right pane. Or, 1. Select the workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Right-click to select Process Designer from the menu. The Process Designer dialog box opens. Page 249

250 5. Open the Step Dialog Box 1. Select a step from the Diagram pane within the Process Designer window. 2. Right-click to select Properties from the menu. Or, 1. Select a step from the Diagram pane within the Process Designer window. 2. Double-click to open the step dialog box. Or, Page 250

251 Select a step from the Diagram pane within the Process Designer window, and then press the F4 shortcut key. The step dialog box opens. 6. Delete e a Task 1. Click the Tasks tab. 2. Select a task you want to delete from the list of tasks. 3. Click the delete button. The task is deleted after confirmation. Page 251

252 How do I assign a step to a user? You can specify which user or group will perform the action on a workflow step. This lesson shows you how to assign a step to a user. 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 252

253 2. Expand the Project Tree Structure WebDocs 1. Click to expand the Projects tree structure. 2. Click to expand the tree structure of a project. Page 253

254 3. Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 254

255 4. Open the Process Designer Window WebDocs 1. Select a workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Click Process Designer from the toolbar in the right pane. Or, 1. Select the workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Right-click to select Process Designer from the menu. The Process Designer dialog box opens. Page 255

256 5. Open the Step Dialog Box 1. Select a step from the Diagram pane within the Process Designer window. 2. Right-click to select Properties from the menu. Or, 1. Select a step from the Diagram pane within the Process Designer window. 2. Double-click to open the step dialog box. Or, Page 256

257 Select a step from the Diagram pane within the Process Designer window, and then press the F4 shortcut key. The step dialog box opens. 6. Assign the Step to a User 1. Click the Assign to User( ser(s) tab. 2. Click the add button in the Perform by Users section. The Selector dialog box opens. Page 257

258 6.11 Select a User 1. Select a user from the list. Note: You can assign multiple users at once by selecting multiple users from the Selector dialog box. To select multiple users, hold down Ctrl or Shift keys while selecting. 2. Click OK in the Selector dialog box to confirm assignment of the step to the user. Page 258

259 How do I remove e a user from a step? This lesson shows you how to remove a user from a step. 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 259

260 2. Expand the Project Tree Structure WebDocs 1. Click to expand the Projects tree structure. 2. Click to expand the tree structure of a project. Page 260

261 3. Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 261

262 4. Open the Process Designer Window WebDocs 1. Select a workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Click Process Designer from the toolbar in the right pane. Or, 1. Select the workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Right-click to select Process Designer from the menu. The Process Designer dialog box opens. Page 262

263 5. Open the Step Dialog Box 1. Select a step from the Diagram pane within the Process Designer window. 2. Right-click to select Properties from the menu. Or, 1. Select a step from the Diagram pane within the Process Designer window. 2. Double-click to open the step dialog box. Or, Page 263

264 Select a step from the Diagram pane within the Process Designer window, and then press the F4 shortcut key. The step dialog box opens. 6. Delete e a User 1. Click the Assign to User( ser(s) tab. 2. Select the user you want to delete from the Perform by Users section. Note: You can delete multiple users at the same time by selecting multiple users. To select multiple users, hold down Ctrl or Shift keys while selecting. 3. Click the delete button to remove the selected users from the step. Note: When you delete a user, the deleted user is not removed from the step in the current version of the workflow process. Deletion of the user will be reflected in the next major version Page 264

265 when the workflow process is published. This behavior is to prevent the effect of the deleted user on current activities of the workflow process. For more information on major version, click here to know more. Page 265

266 How do I assign a step to a group? This lesson shows you how to assign a step to group. 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 266

267 2. Expand the Project Tree Structure WebDocs 1. Click to expand the Projects tree structure. 2. Click to expand the tree structure of a project. Page 267

268 3. Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 268

269 4. Open the Process Designer Window WebDocs 1. Select a workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Click Process Designer from the toolbar in the right pane. Or, 1. Select the workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Right-click to select Process Designer from the menu. The Process Designer dialog box opens. Page 269

270 5. Open the Step Dialog Box 1. Select a step from the Diagram pane within the Process Designer window. 2. Right-click to select Properties from the menu. Or, 1. Select a step from the Diagram pane within the Process Designer window. 2. Double-click to open the step dialog box. Or, Page 270

271 Select a step from the Diagram pane within the Process Designer window, and then press the F4 shortcut key. The step dialog box opens. 6. Assign the Step to a Group 1. Click the Assign to User( ser(s) tab. 2. Click the add button in the Perform by Groups section. The Selector dialog box opens. Page 271

272 6.11 Select a Group 1. Select a group from the list. Note: You can assign multiple groups at once by selecting multiple groups from the Selector dialog box. To select multiple groups, hold down Ctrl or Shift keys while selecting. 2. Click OK in the Selector dialog box to confirm the assignment of the step to the group. Page 272

273 How do I remove e a group from a step? This lesson shows you how to remove a group from a step. 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 273

274 2. Expand the Project Tree Structure WebDocs 1. Click to expand the Projects tree structure. 2. Click to expand the tree structure of a project. Page 274

275 3. Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 275

276 4. Open the Process Designer Window WebDocs 1. Select a workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Click Process Designer from the toolbar in the right pane. Or, 1. Select the workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Right-click to select Process Designer from the menu. The Process Designer dialog box opens. Page 276

277 5. Open the Step Dialog Box 1. Select a step from the Diagram pane within the Process Designer window. 2. Right-click to select Properties from the menu. Or, 1. Select a step from the Diagram pane within the Process Designer window. 2. Double-click to open the step dialog box. Or, Page 277

278 Select a step from the Diagram pane within the Process Designer window, and then press the F4 shortcut key. The step dialog box opens. 6. Delete e a Group 1. Click the Assign to User( ser(s) tab. 2. Select the group you want to delete from the Perform by Groups section. Note: You can delete multiple groups at the same time by selecting multiple groups. To select multiple groups, hold down Ctrl or Shift keys while selecting. 3. Click the delete button to remove the selected groups from the step. Note: When you delete a group, the deleted group is not removed from the step in the current version of the workflow process. Deletion of the group will be reflected in the next major version Page 278

279 when the workflow process is published. This behavior is to prevent the effect of the deleted group on current activities of the workflow process. For more information on major version, click here to know more Page 279

280 How do I lock a document t when it is assigned to a user? This lesson shows you how to lock a document when it is assigned to a user. 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 280

281 2. Expand the Project Tree Structure WebDocs 1. Click to expand the Projects tree structure. 2. Click to expand the tree structure of a project. Page 281

282 3. Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 282

283 4. Open the Process Designer Window WebDocs 1. Select a workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Click Process Designer from the toolbar in the right pane. Or, 1. Select the workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Right-click to select Process Designer from the menu. The Process Designer dialog box opens. Page 283

284 5. Open the Step Dialog Box 1. Select a step from the Diagram pane within the Process Designer window. 2. Right-click to select Properties from the menu. Or, 1. Select a step from the Diagram pane within the Process Designer window. 2. Double-click to open the step dialog box. Or, Page 284

285 Select a step from the Diagram pane within the Process Designer window, and then press the F4 shortcut key. The step dialog box opens. 6. Select the Lock Document t to Assigned User Check Box 1. Click the Assign to User( ser(s) tab. 2. Select the Lock Document t to Assigned User check box. Page 285

286 How do I unlock a document t when a user takes action on a step? This lesson shows you how to unlock a document when a user takes action on a step. 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 286

287 2. Expand the Project Tree Structure WebDocs 1. Click to expand the Projects tree structure. 2. Click to expand the tree structure of a project. Page 287

288 3. Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 288

289 4. Open the Process Designer Window WebDocs 1. Select a workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Click Process Designer from the toolbar in the right pane. Or, 1. Select the workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Right-click to select Process Designer from the menu. The Process Designer dialog box opens. Page 289

290 5. Open the Step Dialog Box 1. Select a step from the Diagram pane within the Process Designer window. 2. Right-click to select Properties from the menu. Or, 1. Select a step from the Diagram pane within the Process Designer window. 2. Double-click to open the step dialog box. Or, Page 290

291 Select a step from the Diagram pane within the Process Designer window, and then press the F4 shortcut key. The step dialog box opens. 6. Select the Unlock Document t after Completion Check Box 1. Click the Assign to User( ser(s) tab. 2. Select the Unlock Document t after Completion check box. Note: The Unlock Document t after Completion check box is available only when, the Lock Document t to Assigned User check box is selected. Page 291

292 What t is a step checklist? This lesson provides information about checklist in a step. You can create checklist for a workflow process that help users understand the step in the process and take action based on the checklist items. You can make a checklist item mandatory that requires a user to take appropriate action to be able to proceed further. Page 292

293 How do I add a step checklist? This lesson shows you how to add a step checklistl. 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 293

294 2. Expand the Project Tree Structure WebDocs 1. Click to expand the Projects tree structure. 2. Click to expand the tree structure of a project. Page 294

295 3. Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 295

296 4. Open the Process Designer Window WebDocs 1. Select a workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Click Process Designer from the toolbar in the right pane. Or, 1. Select the workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Right-click to select Process Designer from the menu. The Process Designer dialog box opens. Page 296

297 5. Open the Step Dialog Box 1. Select a step from the Diagram pane within the Process Designer window. 2. Right-click to select Properties from the menu. Or, 1. Select a step from the Diagram pane within the Process Designer window. 2. Double-click to open the step dialog box. Or, Page 297

298 Select a step from the Diagram pane within the Process Designer window, and then press the F4 shortcut key. The step dialog box opens. 6. Add a Checklist 1. Click the Checklist tab. 2. Click the add button. The RouteStepChecklist dialog box opens. Page 298

299 6.11 Specify Checklist t Details 1. Specify the checklist item name in the Checklist t Item Name box. 2. Specify the checklist item description in the Checklist t Item Description box. 3. Select the Requireded check box if you want to make this item mandatory. 4. Click OK to save the checklist item. Page 299

300 How do I make a step checklist t required? ed? This lesson shows you how to make a step checklist mandatory. 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 300

301 2. Expand the Project Tree Structure WebDocs 1. Click to expand the Projects tree structure. 2. Click to expand the tree structure of a project. Page 301

302 3. Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 302

303 4. Open the Process Designer Window WebDocs 1. Select a workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Click Process Designer from the toolbar in the right pane. Or, 1. Select the workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Right-click to select Process Designer from the menu. The Process Designer dialog box opens. Page 303

304 5. Open the Step Dialog Box 1. Select a step from the Diagram pane within the Process Designer window. 2. Right-click to select Properties from the menu. Or, 1. Select a step from the Diagram pane within the Process Designer window. 2. Double-click to open the step dialog box. Or, Page 304

305 Select a step from the Diagram pane within the Process Designer window, and then press the F4 shortcut key. The step dialog box opens. 6. Open the RouteStepChecklist t Dialog Box 1. Click the Checklist tab. 2. Select the checklist item you want to make mandatory. 3. Click the edit button. The RouteStepChecklist dialog box opens. Page 305

306 7.. Select the Required ed Check Box 1. Select the Requireded check box if you want to make this item mandatory. 2. Click OK to save the checklist item. Page 306

307 How do I edit a step checklist? This lesson shows you how to edit a step checklist. 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 307

308 2. Expand the Project Tree Structure WebDocs 1. Click to expand the Projects tree structure. 2. Click to expand the tree structure of a project. Page 308

309 3. Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 309

310 4. Open the Process Designer Window WebDocs 1. Select a workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Click Process Designer from the toolbar in the right pane. Or, 1. Select the workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Right-click to select Process Designer from the menu. The Process Designer dialog box opens. Page 310

311 5. Open the Step Dialog Box 1. Select a step from the Diagram pane within the Process Designer window. 2. Right-click to select Properties from the menu. Or, 1. Select a step from the Diagram pane within the Process Designer window. 2. Double-click to open the step dialog box. Or, Page 311

312 Select a step from the Diagram pane within the Process Designer window, and then press the F4 shortcut key. The step dialog box opens. 6. Open the RouteStepChecklist t Dialog Box 1. Click the Checklist tab. 2. Select the checklist item you want to edit from the checklist item list. 3. Click the edit button. The RouteStepChecklist dialog box opens. Page 312

313 7.. Edit the Checklist t Item 1. Make necessary changes to the checklist item. 2. Click OK to save the checklist item. Page 313

314 How do I delete e a step checklist? This lesson shows you how to delete a step checklist. 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 314

315 2. Expand the Project Tree Structure WebDocs 1. Click to expand the Projects tree structure. 2. Click to expand the tree structure of a project. Page 315

316 3. Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 316

317 4. Open the Process Designer Window WebDocs 1. Select a workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Click Process Designer from the toolbar in the right pane. Or, 1. Select the workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Right-click to select Process Designer from the menu. The Process Designer dialog box opens. Page 317

318 5. Open the Step Dialog Box 1. Select a step from the Diagram pane within the Process Designer window. 2. Right-click to select Properties from the menu. Or, 1. Select a step from the Diagram pane within the Process Designer window. 2. Double-click to open the step dialog box. Or, Page 318

319 Select a step from the Diagram pane within the Process Designer window, and then press the F4 shortcut key. The step dialog box opens. 6. Delete e a Step Checklist 1. Click the Checklist tab. 2. Select the checklist item you want to delete from the checklist items list. 3. Click the delete button. The checklist item is deleted after confirmation. Page 319

320 Where e do I see the step Checklist t Item Description? This lesson provides information about the area in WebDocs where you can see the description of a checklist item. 1. Click the Central Administration tion Button Click the Central Administration button at the bottom-left of the WebDocs window. The Central Administration window opens. Page 320

321 2. Expand the Project Tree Structure WebDocs 1. Click to expand the Projects tree structure. 2. Click to expand the tree structure of a project. Page 321

322 3. Click the Workfloow Processes Icon WebDocs Click the Workfloow Processes icon. The right pane displays the workflow processes created for the selected project. Page 322

323 4. Open the Process Designer Window WebDocs 1. Select a workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Click Process Designer from the toolbar in the right pane. Or, 1. Select the workflow process from the workflow processes list in the right pane of the WebDocs Central Administration window. 2. Right-click to select Process Designer from the menu. The Process Designer dialog box opens. Page 323

324 5. Open the Step Dialog Box 1. Select a step from the Diagram pane within the Process Designer window. 2. Right-click to select Properties from the menu. Or, 1. Select a step from the Diagram pane within the Process Designer window. 2. Double-click to open the step dialog box. Or, Page 324

325 Select a step from the Diagram pane within the Process Designer window, and then press the F4 shortcut key. The step dialog box opens. 6. Open the RouteStepChecklist t Dialog Box 1. Click the Checklist tab. 2. Select the checklist item from the checklist item list. 3. Click the edit button. The RouteStepChecklist dialog box opens. Page 325

326 7.. View the Description of f the Checklist t Item You can view the description of the checklist list item in the Checklist t Item Description box. Page 326

327 Workfloow Configurration Examples Page 327

328 Working with PowerShell Page 328

329 Introduction The PowerShell in WebDocs gives the workflow designer unrivaled power and flexibility. The purpose of this chapter is to provide a small reference and some real world examples of the scripts in use. This chapter can be thought of as a companion to the WebDocs API documentation. PowerShell is based on.net, so it can accomplish almost everything that is possible in.net coded Custom Workflow Actions. It does not have an interface however so Custom Actions will still be required if you need the user to interact with the WF Designer. One other thing to note is that PowerShell syntax is completely case Insensitive. The case of any of the variables or calls will not matter. This chapter is not an attempt to be a complete PowerShell reference so if you see some strange syntax, you may be required to do some self study on PowerShell using other references provided by other sources. Page 329

330 What t are the Context Properties? The Context object is the root object in WebDocs PowerShell. It is always preceded by $ denoting it as a PowerShell variable. The following section is a list of the properties it contains and then a helpful reference of the most often used Properties and Methods of each. $Context.Business This object contains the main logic for WebDocs object, security, processes, etc. In PowerShell setting it is mainly used to facilitate communication between objects you create and the WebDocs Object Model & database. $Context.Project The Project of the currently routing Document. Main properties you might check are: ProjectID Name KeyField A number indicating which Field number is the Key field KeyVisualField A number indicating which Field number is the Key Visual field Dividers Filled by calling $Context.Project.Dividers.Fill() Examine/Add/Edit the configured Dividers in the Project Separators Filled by calling $Context.Project.Separators.Fill() Examine/Add/Edit the configured Separators in the Project Eforms Filled by calling $Context.Project.Eforms.Fill() Examine/Add/Edit the configured Eforms in the Project Page 330

331 Fields Filled by calling $Context.Project.Fields.Fill() Examine/Add/Edit the configured Fields in the Project. (see example) $Context.Document The currently routing Document. Properties: DocumentID FileID Separator Divider DateCreated UserCreated UserNameCreated This is the User Fullname/Displayname of the User that created this object. It s here to save you having to look it up if you want to use the display version. DateFiled The last time this Document has changed UserField The last user to change this Document UserNameFiled This is the User Fullname/Displayname of the User that last changed this object. It s here to save you having to look it up if you want to use the display version. Extension SortOrder FullText The OCRed text of this document LastView Date of last view Notes EFormID Page 331

332 Examine /Edit the Eform this Document participates in Name BinaryData This will potentially be null until retrieved with $Context.Document.PopulateDocument() EFormData Filled by calling $Context.Document.EFormData.Fill() Examine/Add/Edit EFormData on this Document (see example) $Context.File The currently routing File. Properties: FileID ProjectID Field Index into this array to read the Field values All fields are stored as strings so they must be converted if you want to perform numeric/date operations on them Field is a 0-based array but $Context.File.Field[0] is left blank. This simplifies your thinking since it allows the array index to be the same ordinal number as the Field Number. $Context.File.Field[1] = Field 1, $Context.File.Field[2] = Field 2, etc. Notes DateStarted Create date DateChanged ChangedBy Last User (by UserID) to change File SaveStyle This specifies operations for the object model to perform when the File is saved. Options: (Set the number in PowerShell, i.e. $Context.File.SaveStyle = 1) MergeFirst = 0 (default) This merges to the first File found with all matching indexes Page 332

333 NewFile = 1 Always create a new File even if another exists with the same indexes KeyFieldMerge = 2 Match and merge only on the KeyField index Documents Filled by calling $Context.File.Documents.Fill() Examine /Add/Edit the Documents of the File LineItems Filled by calling $Context.File.LineItems.Fill() Examine /Add/Edit the LineItems of the File LineItems are File objects Page 333

334 $Context.Route The currently executing Process NNootte:e: The name Route is for compatibility with previous versions of WebDocs workflows which are all collectively called Routes Properties: RouteID ProjectID Name ParentRouteID & ParentRouteName These are the top-level Process ID and Name. The currently executing Process will be a Published Process from a Revision created in the WF Designer. The Top-Level Process is the higher level process in the Admin that contains all the revisions. $Context.RoutedItem The current RoutedItem. A RoutedItem is a record of a Document landing on a Step. These are what you see in Workflow history. Properties: RoutedItemID RouteID RoutedObjectID This will be the DocumentID UserID Page 334

335 ID of the User assigned to this Step Could be 0 meaning this is an unassigned Document in a Queue step. The UserID will be set to >0 when the Queue item is taken by a User -999 for non-user steps UserName Name of User assigned to this Step ByUserID ID of User who completed previous Step ByUserName Name of User who completed previous Step StartDate DueDate Completed Date this RoutedItem completed Will only be set on historical RoutedItems, not the current one OriginatorID The UserID of the User who started this Process StepNumber StepName $Context.RouteStepep The Step of the current RoutedItem Properties: You usually don t want t to change this information in code. Use the WF Designer. RouteStepID Name StepNumber UserID The User assigned to this Step Page 335

336 UserName The Name of the User assigned to this step. Description StatusFlag IDCode This is a unique code you can use to identify a certain Step. When a Process is published you get all new RouteStepIDs so this property becomes handy since it stays the same across publishes as long as the stencil for it is not destroyed and recreated. Also you don t need to rely on the name of the Step to identify it. Access this code by highlighting a revision, pressing Ctrl-E, edit the desired Step, bottom of the Miscellaneous tab. $Context.RoutePathth A uniqueid tracking the path of a Document down a particular Process. This number can be used to distinguish multiple trips of a Document down the same process since the RoutePathID number will differ with each trip. Properties: RoutePathID CreatedDate Page 336

337 What t are Extended Properties? Each object on the Context has ExtendedProperties. These can be set on the Project and Route objects. Using ExtendedProperties you can create settings that PowerShell scripts can use. See the ExtendedProperties example below for how to read this setting. Example ExtendedProperty 1. Select the Process Name Page 337

338 2. Press Ctrl-E 3. Enter the Property information Page 338

339 Where e can I enter er PowerShell script? While it is possible to type one line PowerShell statements into the Script action s text box, it is usually much simpler to put these scripts in Functions on the Global Functions tab. by right clicking an empty area of the Process (or right-click the Start Stencil) and choose Properties, then go to the PowerShell Global Functions tab. An added benefit of using this tab is the syntax highlighting that helps you check your scripts syntax while you type them. Page 339

340 1. Open the Global Scripting Window Double-click the Start stencil on the workflow diagram, or right-click on the workflow diagram and select Properties. The Global Functions Window will open. Page 340

341 2. Enter PowerShell Global Function 1. Select the PowerShell Global Functions tab 2. Enter function that will be used Note: Remember the name of the function, this will be used within the Scripting Term in a stencil to call the function. 3. Click OK Page 341