Working with Workflows
Valid for: enaio webclient version 8.50 SP1
With the workflow feature, you can create process-oriented data and documents in enaio webclient in a series of work items, with the help of previously-specified workflow models.

Workflows can be started with objects (documents, registers, or folders) or without objects.
- Workflows without objects can be created in the Startable workflows inbox via the context menu of a selected workflow, or by double-clicking.
- You can start workflows with objects in many places in enaio using the context menu of one or more selected objects, such as in hit lists, in folder navigation, in a workflow record, in the resubmission inbox, or on the desktop. The selected objects are inserted into the workflow file on start.
The started work items will be displayed in the My incoming messages inbox, where they can be further edited and forwarded. Depending on the configuration of the workflow model, the first work item of a started workflow can also be displayed in other users' inboxes.
Workflows that you have started are also displayed in the inbox Running workflows because, as workflow initiator, you are automatically responsible for the process. In the inbox Running workflows you can display workflow details or assign work items to other users or roles.

Work items can be opened and edited in the My incoming messages inbox. A selected work item can be opened via the context menu or by double-clicking it.
A work item opened for editing consists of a workflow screen "Data Sheet" and a workflow record. It can also contain additional elements, such as a workflow log or a circulation slip. Using the Arrow icon in the header you can switch between the areas 'Data sheet', 'Record', 'Protocol', etc.

The 'data sheet' shows the workflow form of the opened work item. The screen contains various editable and non-editable fields. Field entries may be limited or predefined. Fields can be indexed using catalogs or add-ons. Scripts can be executed using buttons. Depending on the configuration of the workflow, the appearance of the workflow form can vary from workflow to workflow, and also for each work item.

The record contains objects that were selected when the workflow was started or that were created during a work item or added from other sources. The record can be processed by every participant in every work item. It is divided into a workspace and an info area. Via the context menu, you can move and/or delete objects between the workspace and the info area.

In an opened record, you can add further objects (documents, tabs, and folders) to the record.
- Switch from the open record to a hit list.
-
Copy the required object using the copy command in the context menu.
The selected object is copied to the clipboard.
- Switch back from the hit list to the open record.
- Right-click in the empty area in the workspace or notification area.
- Paste the copied object into the record using the
Paste command in the context menu. Alternatively, you can paste the copied object using the
'Other actions' menu in the workspace or info area.
The copied object is inserted from the clipboard into the work area or the info area of the open record.
For the added object to be finally transferred to the workflow record, the work item must also be saved or forwarded.

You can create new documents and folders in an open record, but not registers.
- Right-click in the empty area in the workspace or notification area.
-
Then click on
New in the context menu and select the desired document type from the selection menu.
Alternatively, you can also use the
'Other actions' menu in the workspace or info area.
In the workspace, an index data form and a dropdown area with a
Plus icon will open.
-
Fill out the index data form.
Documents without pages can be saved after the index form has been filled in.
-
Then click on the
Plus icon and select a file from Windows Explorer using the selection dialog.
Alternatively, files can be dragged and dropped from Windows Explorer to the area with the
Plus icon.
-
Click Save.
The object is inserted into the work area or the info area of the opened record.
For the newly created object to be finally transferred to the workflow record, the work item must also be saved or forwarded.
Documents that were newly created in a workflow record have no location in the system. They are marked with an Workflow tray icon. Although they can be forwarded to other participants in a workflow, they cannot be searched in the system. To make these documents searchable, they must be assigned a location in the system.
Folders that were newly created in a workflow record have a location in the system and can therefore also be searched for.

- In the work area or information area of the open record, select a document that is marked with
Workflow tray icon.
-
Copy the desired object using the
Copy command in the context menu.
The selected object is copied to the clipboard.
-
Switch from the open record to the folder or register in which the document is to be located.
-
Open the context menu by right clicking in the empty space in the content area.
The context menu opens.
-
Click on
Insert as in the context menu.
- If you want to assign a location to a typed document, then click on
Add location.
- If you want to assign a location to a typeless document, then select the required object type.
- If you want to assign a location to a typed document, then click on
The document is inserted at the desired location in the object list in the content area.
The Workflow tray icon of the document in the record is removed.
The document can be searched for.
Objects with which a workflow was started can no longer be removed from the record or moved between the work area and the info area.

Depending on the workflow model, a workflow can also contain a 'log' area. All work items of a workflow are logged visibly for all participants in the log. In addition to the date, time, type of activity, and user responsible for the process, the results of the activities 'Release' and 'Poll' of the individual participants are recorded in the 'Log' column.

Depending on the workflow model, a workflow can also contain a 'circulation slip' area. The 'circulation slip' area contains various activities that you can link to a circulation slip. You can save these circulation slips and reuse them as circulation slip templates. For more information about handling circulation slips, see Standard ad-hoc workflow with circulation slips.

If you want to close an open work item, you have the following options:
- Click Forward if you want to close the work item. The work item will be closed, changes will be saved, and the workflow will be forwarded to the next editor.
- Click Save if you have entered or changed data or objects, but do not want to forward the work item. The changes will be saved, and the work item will be closed and will remain in your inbox.
- Click Cancel if you want to edit the work item again later, for example. Any changes made will not be saved. The work item remains personalized after it is closed.
Depending on the workflow model, completion of a work item may require a notification to simply be confirmed, or a password to be entered.

If you have opened a work item in the inbox My incoming messages for editing, this work item will be personalized and will therefore be locked for other users. Work items can also be personalized and depersonalized manually via the context menu of a selected workflow.
Personalized work items are marked with Personalization icon in the workflow list.
Process owners of a workflow can also cancel the personalization of a work item, for example if you assign a work item to other users or roles.

For an improved overview, you can mark work items in the My incoming messages inbox as read or unread. The features Set as Read and
Set as Unread can be found in the context menu of a selected workflow. Unread work items are highlighted separately on the dashboard of the web client.

As the process owner, you can assign running workflows to other users and roles in the inbox. Current personalizations, also from other users, are removed.

-
Click the
Inbox icon in the main menu.
Navigation with the inboxes will be shown.
-
Click
Running workflows in navigation.
The inbox Running workflows opens.
-
Select the desired workflow and click the
Assign work item command via the context menu. Alternatively, you can also use the command
Assign work item under
Details in the
'Other actions' menu.
The Remove personalization confirmation dialog opens.
-
Confirm the removal of the personalization.
The User selection dialog opens.
On the left side of the dialog you see the
Users and
Roles of the system to which you can assign the work item. The right side of the dialog lists the workflow participants who already see the work item in their inbox.
-
Assign the work item to one or more users or roles or remove one or more users or roles from the participant list and then click Apply.
The list of workflow participants is updated.
You can also display the updated list of workflow participants in the workflow details under The following users see the work item in their inbox.
The work item is displayed or removed for the relevant participants in the My incoming messages inbox.
You cannot assign workflows that are not listed in the Running workflows inbox to other users or roles because you are not a process owner.

Workflows can contain retention and dunning periods.
- Work items with a retention period will only be displayed in the My incoming messages inbox once the retention period has expired. However, you can display the details of the workflow in the Running workflows inbox even during the retention period or assign the workflow to other users or roles.
- Work items for which the dunning period has expired will be marked with an
Exclamation mark icon on the workflow list in the My incoming messages inbox. Depending on the configuration of the workflow model, you or other users can also be notified by e-mail, or the work item can be assigned by process supervisors to other users or roles depending on the presence status or substitution rule.

Workflow details, for example deadlines, process participants, or workflow progress, can be displayed in the Running workflows inbox. To display workflow details, click Details in the context menu of the selected workflow.
Overdue work items are marked with a Exclamation mark icon and personalized work items are marked with a
personalized icon.

Workflows cannot be deleted by users. To delete a workflow, please contact your administrator.
To be able to use workflows, users require the system role Use workflow.
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