Using Standard Ad Hoc Workflows with Circulation Slips
Valid for: enaio webclient version 8.50 SP1
Unlike structured workflows, the standard ad hoc workflow has freely combinable, coordinated activities. With their help you can spontaneously and easily model workflows for different purposes. For example, for releases, for reconciliations, or for task distribution. To use this function, start a standard ad hoc workflow, switch to the 'My inbox' inbox and open the first work item of the workflow, the 'Initialization'.
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. It contains several editable fields:
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Subject
The 'Subject' field must be filled in the first time the 'Initialization' work item is processed. It flags all work items in the inbox.
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Comment
The 'Comment' field is displayed in all work items. Entries are also transferred to the 'Annotation history'.
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Poll
The 'Poll' field is used to specify options for a poll. The poll options entered here will be listed in the 'Poll' work item in a list catalog from which participants can select the requested option. The poll result will be displayed in the work item 'Notice' on the 'Poll result' tab.
The 'Circulation slip remark' field shows the comment for this activity entered in the circulation slip.
The 'Annotation history' tab is displayed in all work items and contains information such as the workflow initiator, the start time of the workflow and what participant forwarded which work item and when. In addition, the annotation history lists the messages that the participants have entered in the various work items.
Depending on the activity, the data sheet can have additional fields or tabs.

The record contains the objects that were selected when the workflow was started or that were added during a work item. Further information on workflow record can be found under Working with workflows.

In the log, all work items of the task flow are logged visibly for all participants. In addition to the date, time, type of activity and user responsible for the process, the results of the activities 'Approval', 'Check', and 'Notice' of the individual participants are recorded in the 'Log' column.

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.

You have two options for adding activities:
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Add activities individually
Create the first activity by clicking on the framed
Plus icon. A group with an activity is added. You can add more activities to this group by clicking on the blue
Plus icon. Create the next group with an activity by clicking on the framed
Plus icon again.
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Adding circulation slip templates
Circulation slip templates are saved circulation slips. They are made available via the template selection area.
Open the template selection area by clicking on the
'More actions'icon. The template selection area offers public circulation slip templates that are available to all participants and private circulation slip templates that only you can use.
The activities are listed in a list, combined into groups. You can arbitrarily combine these activities and run them more than once. Several activities in a group are performed in parallel, i.e. they appear simultaneously in the inboxes of the participants. Once all work items of a group have been completed, the work items of the next group are started. Activities can be moved to other groups using drag & drop or deleted by clicking on Remove. Empty groups are deleted automatically. The order of groups can also be changed using drag & drop.

Once you have inserted the activities, you can configure them.
You can use User add-on to select the participants for the activity that is to receive the relevant work item. Except for the activity 'Logging', participants must be determined for all activities.
Using the Lists add-on in the 'Escalation' column, you can define various escalation measures. In the 'Due on' column you can adjust the time for the escalation.
In the columns with the icons Edit and
Remove you specify whether other participants can edit or delete an activity. As process owner, you can continue to edit the activities you have created in the following work items. Other participants can only edit or delete activities for which they have been authorized by you or which they have added themselves. If other participants add their own activities, they can allow or deny you processing for these activities.
Entries in the 'Comment' field will be entered into the annotation history and are visible in all subsequent work items.

An escalation can be assigned to every activity in a circulation slip. The following escalations are possible:
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reminder e-mail
If a work item has arrived in a participant's inbox and is not forwarded within a time period, the participant will receive an e-mail with a note. The preset time period of two days can be changed in the column "Due on."
This is subject to the e-mail address being specified in the workflow user administration.
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Automatic forwarding
If a work item has arrived in a participant's inbox and is not forwarded within a period of time, the work item is skipped and the following activity is provided. Both personalized and not personalized steps will be forwarded. The preset time period of two days can be changed in the column "Due on."
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Sending to substitute
If a work item has arrived in a participant's inbox and is not forwarded within a period of time, the work item is automatically assigned to the substitute. The preset time period of two days can be changed in the column "Due on."
This is on condition that a substitute is set up.

Circulation slip templates are saved circulation slips. You create them by clicking on the 'More actions' icon in the header of the 'Circulation slips' area and then on the
'Save circulation slip template' icon.
The circulation slip templates are available in the template selection area. You open the template selection area by clicking on the 'More actions'icon in the header of the 'Circulation slips' area and then on the
'Load circulation slip template' icon.
The template selection area offers 'Public templates', which are available to all participants, and 'Private templates', which only you can use. By double-clicking on the selected template or using the context menu, you can add circulation slip templates to the circulation slip. Using the context menu, you can personalize or publish circulation slip templates and thus convert 'private templates' into 'public templates' or 'public templates' into 'private templates'. You can also delete circulation slip templates using the context menu.
The template selection area also allows you to display and use incompatible templates. Incompatible templates are circulation slip templates from other ad hoc workflows. The incompatible areas of these templates are highlighted in red as soon as you have adopted them and must be adjusted so that the circulation slips can be used.
To use circulation slip templates, users require the system roles Manage and delete templates for private circulation slips and Manage and delete templates for public circulation slips.

The first work item of a started workflow is always 'Initialization'. When opening the 'Initialization' work item for the first time, the 'Subject' field on the data sheet must be filled in. Further adjustments to the workflow, such as adding comments or activities, can be made.
By inserting another 'Initialization' activity, other participants are given the opportunity to edit the subject and the comment on the data sheet again. In addition, upon re-initialization, the workflow initiator and the storage location of the log file are re-determined.

The 'Revise' activity gives participants the opportunity to edit poll options, among other things. Already existing poll results will be deleted and can be accessed only if they were saved during a preceding logging step.

The 'Poll' activity displays the polling options specified in the 'Initialization' or 'Revise' activities as a drop-down list on the data sheet and must be completed before forwarding.
The 'Poll' activity can be executed by more than one participant at the same time. The poll will be finished automatically if either all participants cast their votes or if the votes for a specific option exceed a percentage specified on the data sheet. If the group of participants is defined via roles, it is sufficient for one participant to forward the activity 'Poll'.
The poll result will be displayed in the work item 'Notice' on the 'Poll result' tab. In addition, the voting options selected by each participant are logged and can be viewed in the log in the following work items.
Polling options can be changed in a subsequent work item 'Initialization' or 'Revise.' Already existing poll results will be deleted and can be accessed only if they were saved during a preceding logging step.

With the 'Notice' activity, participants can be informed about the results of a poll, among other things.
The 'Notice' activity can be executed by more than one participant at the same time. The next activity is provided when the last participant has forwarded the 'Notice' activity. If the group of participants is defined by roles, it is sufficient for a participant to forward the 'Notice' activity.

With the 'Release' activity, participants can choose between the options 'Open', 'No release' or 'Release' in the 'Decision' section of the data sheet.
The selected option will be logged and can be viewed during all subsequent work items in the log.
If a further 'Release' work item follows, the option selected before will be preset.

With the activity 'Collaboration/follow-up inquiry' you allow other participants to enter an answer on the data sheet, which is visible for the following participants in the annotation history.
The activity 'Collaboration/follow-up inquiry' can be executed by multiple participants simultaneously. The next activity is made available when the last participant has forwarded the activity 'Collaboration/follow-up inquiry'. If the group of participants is defined by roles, it is sufficient for a participant to forward the activity 'Collaboration/follow-up inquiry'.

The 'Log' activity has no participants. It is not started by any participant but performed automatically. When the work item is included in the circulation slip, a log file containing the data of all steps performed so far is generated and filed in the workflow record. This log file can be viewed, sent and exported in the following work items.
If the 'Log' activity is at the end of a workflow, a log file is created that is placed in the enaio client folder of the participant who initiated the workflow.
If you forward a workflow without activities, the workflow is terminated and removed from all inboxes.
To create circulation slips, users require the system role Edit workflow circulation slip.
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