Configure Workflow Statuses

Specify what statuses will make up the processing steps in your workflow.

  1. Highlight the Statuses sub-folder from the Explorer.
  2. The properties window changes to display all applicable properties.
  3. Click the down arrow on the  button and select Add New Status from the drop-down list, or right-click on the sub-folder and choose Add New Status from the context menu.
  4. Name your status in the Name field.
  5. Type a brief Description of the status.
  6. For Approved Status, choose a status that will be used to send the document indicating it has been approved.
  7. Determine the processing options you wish to enable for this status:
    1. Select True for Auto-Index if you wish to trigger the auto-index process when documents leave this status
    2. Displays the number of profiles currently assigned to this status in parenthesis. Select the appropriate profile(s) you wish to execute by clicking the ellipsis button to open the Auto-Index Profile Editor window. This button appears when focus is placed on the Auto-Index Profiles field.

      To assign an Auto-Index Profile:

      • Highlight a profile you wish to assign to this workflow move displayed in the Available Profiles list. This list displays all auto-index profiles configured for each document type assigned to this workflow.
      • Click the Add>> button. To select multiple items, hold down the Ctrl key on your keyboard as you select.
      • Click the OK button.
      • All linked profiles will be listed under Assigned Profiles.

      To remove a profile:

      • Highlight a profile under Assigned Profiles. To select multiple items, hold down the Ctrl key on your keyboard as you select.
      • Click the <<Remove button.
      • Click OK to exit the Auto Index Profile Editor.
    3. On the Default Smart Form field, click the drop-down arrow and select the Smart Form (for example, distribution stamp) you wish to see when documents are in this status. The viewer will display this Smart Form only when a document is launched in the viewer from this status.

      Select True for Delete from doc-link if you wish workflow documents to be deleted from the doc-link database when sent to this status.

      Use with caution!  Unlike Remove from Workflow function, this operation will expunge the document entirely from the system.
    4. Choose a Denied Status if you want to send the document to a status indicating it has been denied.
    5. Select True for Hide Status if you wish the contents of this status to be hidden from all workflow users. The contents of hidden statuses can be managed from the Workflow Supervisor.
    6. Select True for Index to allow users the ability to manually index values for documents sent to this status. The indexing tab will open when documents load in the viewer prior to sending to this status.
    7. Select the Mandatory Properties that require a value before documents are set to this status. If a document is missing a mandatory property, an error message is displayed to the user.
    8. Overdue Age refers to the number of hours a document must remain in this status before it becomes overdue. Specify '0' for forever.
    9. Select True for Remove from Workflow if you wish documents to be dropped from workflow when sent to this status. Typically, the last step in your approval process (last status) would have this flag set as true.
    10. Require Document Note necessitates that the user sending the document has added a document note of the selected type (Approved, Denied). If this is set to 'True' and the user tries to manually send to the next status, they will be presented with a warning indicating a note is required.
    11. Select True for Workflow Remove Status if you want to designate this status as the workflow’s remove from workflow status. In Workflow, users can select a document from the workflow grid and click the shortcut Remove from Workflow button to send documents directly to this status. If the Remove from Workflow option above is False, a designated AP supervisor can review all documents in this status from the Workflow Supervisor prior to permanently removing them.
  8. If you have configured your workflow to allow for drill-down, you will see additional options displayed under Workflow Drill Down Support.
    1. Setting the Complete Drill Down Status to True will allow you to process the packet files separately.
    2. Sorting the document types in the drill down workflow can be set to Ascending or Descending.
  9. You can control the order your processing steps appear in workflow by re-sequencing the statuses listed in the Workflow Manager.
    1. Select the item in the Explorer, for example select a status.
    2. Using the and buttons in the Explorer toolbar re-order statuses in the order you wish to present to the workflow user in the Workflow window.

Create a New Workflow

Step 6: Configure Workflow Properties

Step 8: Workflow Designer