Workflow Editor in v5.0

Building Lifecycle Applications for v5.0


The Workflow Editor is the application used for developing workflow applications as part of the document lifecycle.

Using the Workflow Editor for the First Time

The Workflow Editor is located in the DocuNECT > Workflow Editor. On using the editor for the first time you will be prompted to enter the database connection information.

WorkflowEditorLogin.png

System Login

  • User Name - The DocuNECT username. This user must be in the administrators role.
  • Password - The password of the DocuNECT username.

Database Server

  • Server Name - This the name of the Microsoft SQL Server where the database is hosted.
  • Database - The database username.
  • Database Username - The database username. It is recommended to use the target database owner as the login.
  • Database Password - The password of the database username.

Navigating the Editor

Once logged in you will be prompted with the main editor screen as shown below:

EditorMainView.png

The tree on the left displays the different components of the workflow process:

1) System Actions - System actions provide a mechanism to allow users to select non-document related actions. This can be used in conjunction with a custom connector to implement custom functionality.
2) Document Actions - DocuNECT already has built in document actions. In addition, custom actions can be added to provide specific document functionality.
3) Batch Status - This display the batch status and allows for custom batch status values to be added to extend the lifecycle process.
4) Processes - Processes allow workflow rules to be implemented.

System Actions

System actions provide a customization hook for developers to add non-document specific functionality into DocuNECT. System actions can be assigned to specific roles and create a request per user that can then be processed by a custom connector.

Document Actions

Document action provide a customization hook for developers to add document specific functionality into DocuNECT. In addition, custom document actions can be used to trigger workflow instances.

DocumentAction.png

The following table details the document action fields.

Field Description
ID The ID of the custom Document Action. Note, custom document action IDs start at 1000.
Name The name of the custom Document Action.
Description The description of the custom Document Action.
Role The document action can be limited to specific roles and/or all roles.
Cabinet The document action can be limited to specific cabinet that the selected role has permissions to.
Sequence No This determines the order in which the document action is displayed in the More Actions link in the search results context menu.
Request Type

This determines whether a document action request is generated when the document action is selected. This stores an entry in the documentactionrequests object in the SDK which can then be access by custom connector to implement the required functionality. The request process is also used by the workflow process as a trigger to start a workflow if configured. DocuNECT also has the following pre-defined document actions that can also have a Submit Document Request added. This allows custom functionality to be added when these actions are triggered:

  • Create Document - Create a document
  • Edit Indexes - Edit the document's index values.
  • Checkout - Checkout the document.
  • Checkin - Checkin a new document version.
  • Undo Checkout - Undo checkout.
  • Delete Version Delete a document version.
  • Email Document - Send the document by email.
  • Email Document Link - Send the document link by email.
  • Escalate Document - Escalate the document.
  • Move Document - Move the document to another batch.
  • Verify Document - Verify the document's index values.
  • Request Action - Request a custom action for document.
  • Delete Document - Delete the document.
  • Approve Task - Approve a document related task.
  • Reject Task - Reject a document related task.
  • Complete Notification - Confirm the receipt of a document related notification.
  • Confirm Signature - Confirm the signature on the document.
  • Index Document - Index the document.
  • Change Cabinet - Move the document to another cabinet.
  • Open Document - Open the document.
  • Download Document - Download the document.
  • Add Comment - Add document comment.

Batch Status

Batch status determines the current stage within the capture lifecycle. In addition, to the pre-defined batch status, custom batch status can be created. Note, view the Lifecycle Batch Status page for more information on how batch status are processed.

BatchStatus.png

The following table details the batch status fields.

Field Description
ID The ID of the custom batch status//. Note, custom document action IDs start at 1000.
Name The name of the custom batch status.
Description The description of the custom batch status.
Custom The indicates whether the status is custom or pre-defined.
Process Type

In order to implement a batch process there are three process types that need to be implemented.

  • Starting Status - Indicates the start of the process.
  • Processing Status - Indicates that the batch is being processed.
  • Ending Status - Indicates that the batch processing has been completed.
Module URL If the custom batch process requires a custom UI that this allows the URL of the module to be added.

Processes

Processes allow business rules to be defined to generate a document workflow process. There are two parts to the process:

1) Instance Definition - The high-level information about the process, such as how its started, the cabinets the process is associated with.
2) Task Definition - The section allows the individual tasks to be defined for the process.

Instance Definition

The following screenshot shows the process definition screen:

Process.png

The following tables provides an overview of the process definition fields:

Field Description
ID Unique ID for the workflow process.
Name The name of the workflow process.
Description The description of the workflow process.
Cabinets The cabinet associated with the workflow process.
Document Action This allows a workflow process to be triggered by a document action. Note, the document action must have the setting Submit Document Request enabled in the Document Actions setting. The actions list both pre-defined and custom document actions.
Indexing Criteria This allows a workflow process to be triggered when specific indexing criteria is found. For example, if a users changes the status of a document to Document Review in the Indexes screens then this could trigger a workflow by using the following syntax:
{Status} = 'Document Review'
Batch Status Start and Batch Status End This allows a workflow process to be triggered from a starting batch status. This is used when a workflow process needs to be inserted in a capture lifecycle application. When reached, all documents in the batch are sent on the workflow and when all documents within the workflow are complete the batch status is updated to the Batch Status End value.

Task Definition

The section defines the tasks definition fields:

Process Task - Info

The following screenshot show the fields for the Info tab of the Task screen:

ProcessTaskInfo.png

The following table defines the fields for the Info tab.

Field Description
ID Unique ID for the workflow process task.
Sequence The sequence of the task is displayed.
Name The name of the workflow process task, which is displayed in the user/role inbox.
Group The field is for organization purposes and allows tasks to be logically grouped together.
Instruction This is the instruction that is displayed in the task when presented to the user/role.
Mode A workflow instance must have a Process Start task (indicated in green) and a Process End task (indicated in red). The modes for all other tasks can be set to Process Task.
User Task Type

This indicates the type of user task:

  • Task - A task requires either Approval or Rejection.
  • Notification - A notification just requires acceptance.
  • Signature - A signature task requires Approval or Rejection and a signature action that requires the user to enter their username and password, a reason for signing and also an acceptance that this is an electronic representation of their signature.
  • None - This indicates that there is no user involvement and can be used for system related activities.
Priority

This indicates the priority of the task that is displayed to the user/role:

  • Low - The task is of low priority.
  • Medium - A task is of medium priority.
  • High - The task is high priority and is colored red in the inbox.
Assigned User and Assigned Role The Assigned User pick-list allows the task to be assigned to a specific user. The Assigned Role pick-list allows a task to be sent a role and allows any user within that role to assign the task to their inbox for processing.
Email Template Email templates can be assigned to the task and are store in the System Templates cabinet. Index values can be assigned in the email template and will get populated before the email is sent.

Process Task - Next Steps

The following screenshot show the fields for the Next Steps tab of the Task screen:

ProcessTaskNextSteps.png

This informs the workflow of the next steps in the process when an action is taken. For Task and Signature tasks enter both the If Task is Approved and If Task is Rejected steps. If the task is a Notification or None (a non-user task) then you only need to configure the If Task is Approved step.

Process Task - Connections

The following screenshot show the fields for the Connections tab of the Task screen:

ProcessTaskConnections.png

This informs the workflow what to do on the connection to the next task. For Task and Signature tasks enter both the Connecting Success Tasks and Connecting Fail Tasks steps. If the task is a Notification then you only new to configure the Connecting Success Tasks step. In the None task you can setup both depending on whether the task requires fail step or not. For example, if you are using DocScript to determine whether a Invoice Amount is greater than a certain value then this would generate a success and failure output.

As the workflow instance can support parallel tasks there are two options on the connecting tasks:
- All Connecting Tasks Complete - The workflow will wait until all connecting tasks have completed.
- One Connecting Task Complete - The workflow will continue when one of the connecting tasks is complete.

Process Task - Comments

The following screenshot show the fields for the Comments tab of the Task screen:

ProcessTaskComments.png

This allows comments to be added to the workflow history depending on whether the task was approved or rejected. For Task and Signature tasks enter both the Comment if Task Approved and Comment if Task Rejected fields. If the task is a Notification then you only new to configure the Comment if Task Approved step. In the None task you can enter both depending on the output of the system task.

Process Task - Business Rules

The following screenshot show the fields for the Business Rules tab of the Task screen:

ProcessTaskBusinessRules.png

This allows DocScript to be added to additional logic. Examples, of DocScript use within a task definition:
1) Setting Index Values - Index values can be set at different stages of the workflow instance.
2) External System Integration - Information can be read from/updated to external databases.
3) Conditional Logic - DocScript can be used to implement a conditional node re-route the workflow instance based on a condition.