Editing Work Items
A workflow model consists of several work items and different activities. Work items can be opened and edited in the My incoming messages inbox. You can open the
My incoming messages inbox via the
Inbox icon in the main menu.
You can open a work item selected in the My incoming messages inbox via the context menu or by double-clicking (enaio® webclient and enaio® webclient as desktop application) or tapping (enaio® mobile) on it.
Right-click (enaio® webclient and enaio® webclient as desktop application) or press and hold (enaio® mobile) to open the context menu of the search form.
The context menu can also be opened on smartphones by clicking the More actions icon found on each line.
If you have opened a work item for editing, this work item will automatically be personalized for you and will therefore be locked for other users (see Personalizing Work Items and Clearing Personalizations).
A work item opened for editing consists of a 'Data sheet' workflow form and a workflow file. It can also contain additional areas, such as a workflow log or a circulation slip. You can toggle between the 'Data sheet', 'File', 'Log' and other areas via the Arrow icon in the header area.

The 'Data sheet' shows the workflow form of the open work item. The form contains various editable and non-editable fields. Field entries may be limited or predefined. Fields can be indexed using catalogs or add-ons. Buttons can be used to run scripts. Depending on the configuration of the workflow, the workflow form may look differently from workflow to workflow and for each individual work item.

The file contains objects (e.g., documents, registers, and folders) that were selected when the workflow was started, that were created during a work item, or that were added from other sources. The file can be edited by any participant in every work item. It is divided into a workspace and an info area. You can use the context menu to move selected objects between the workspace and the info area or to delete them.
The administrator can hide the info area, depending on the workflow model. The function used to move objects between the workspace and info area will then not be available (see Model Properties ).

In an open file, you can add further objects (e.g., documents, registers, and folders) to the file. Depending on the configuration of a workflow model, you may only be able to add certain object types to the file. In this case, only the corresponding object types are available for creation.
If you are using the Outlook Add-In for Drag & Drop, you can drag and drop e-mails from Microsoft Outlook into a workflow file in enaio® webclient and in enaio® webclient as desktop application (enaio® mobile does not support drag-and-drop). Since you will first need to create a new object in the workflow file to do this, this process is described in To create new documents and folders in the file, follow these steps.
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Switch from the open file to an object list (for example, to a hit list, to a filing location, to the favorites area, or to the history).
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Select the desired object from the object list.
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Right-click (enaio® webclient and enaio® webclient as desktop application) or press and hold (enaio® mobile) to open the context menu.
The context menu can also be opened on smartphones by clicking the
More actions icon found on each line.
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Copy it using the
Copy function in the context menu.
The selected object is copied to the clipboard.
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Switch from the object list back to the open file.
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Click or press and hold in the empty area in the workspace or in the info area and open the context menu. Alternatively, you can open the context menu by clicking the
More actions icon in the title bar of the workspace or info area.
Open the 'workspace' or the 'info area' in enaio® mobile by tapping on the Workspace or Info area tab.
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Paste the copied object into the file using the
Paste function found in the context menu.
The copied object is inserted from the clipboard into the workspace or info area of the open file.
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Finish editing the work item with one of the following three functions:
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You can stop editing the work item and abort the process by clicking or tapping on the
Close icon. The changes made in the areas of the work item are not saved. The work item closes, and you return back to the My incoming messages inbox.
All changes made to objects in the file will be saved immediately and cannot be undone by cancelling the work item.
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If you click or tap on the
Save icon, the changes are saved, the work item closes, and you return back to the My incoming messages inbox.
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If you click or tap on the
Forward icon, the changes are saved and the work item is closed and forwarded. The forwarded work item is removed from the list of work items to be processed in the My incoming messages inbox.
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You can create new documents and folders – but not registers – in an open file. Depending on the configuration of a workflow model, you may only be able to create certain object types in the file. In this case, only the corresponding object types are available for creation.
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Open a file.
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Click or press and hold in the empty area in the workspace or in the info area and open the context menu. Alternatively, you can open the context menu by clicking the
More actions icon in the title bar of the workspace or info area.
The following applies if you are using enaio® mobile:
Open the 'workspace' or the 'info area' in enaio® mobile by tapping on the Workspace or Info area tab.
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Click or tap on
New in the context menu.
The selection menu containing the available register and document types opens.
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First choose the cabinet in the selection menu and then the desired object type from the submenu that appears.
The following applies if you are using enaio® mobile on a smartphone:
The selection menu for object types is structured differently on smartphones due to the limited space available on their screens. Once you have selected a cabinet in the selection menu, a list of available object types will open at the bottom of your screen.
In the workspace or info area, the Creation dialog with an index data form and an Add content area with a
Plus icon will open.
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Fill out the index data form in the Creation dialog.
Documents without pages can be saved after the index data form has been completed.
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Add a document to the Add content area. You can choose from the following options:
The following applies if you are using enaio® mobile on a smartphone:
On smartphones, open the Add content area by tapping the
Plus icon in the title bar of the Creation dialog.
Adding files from the local file system
Click or tap in the area with the
Plus icon in the Add content area. Select a file from the local file system in the selection dialog that opens and upload it to the enaio® filing system.
Adding documents from the external tray
You can also add documents from the external tray to the Add content area in the desktop application of enaio® webclient and in enaio® mobile if you previously stored these documents in the external tray. If the external tray contains documents, you can access them by clicking or tapping on the From external tray tab in the Add content area and selecting the document you need from the list of documents.
The From external tray tab is only shown if the external tray contains documents.
You can find information on how to file documents in the external tray in Transferring Documents to the External Tray.
Adding files from the local file system via drag-and-drop
You can easily add documents from the local file system to the Add content area in enaio® webclient and in the desktop application of enaio® webclient via drag-and-drop.
Adding e-mails from Microsoft Outlook via drag-and-drop
You can add e-mails from Microsoft Outlook to the Add content area in enaio® webclient and in enaio® webclient as desktop application via drag-and-drop if you have installed the Outlook Add-In for Drag & Drop.
The add-in can be installed by your administrator and is described in the Outlook Add-In for Drag & Drop MSI package
.
Uploading photos and videos from a camera
In the case of object types that allow images, you can access the camera or local file system in enaio® mobile by:
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tapping on the
Camera or
Folder icon in the Add content area if the device you are using runs on the Android operating system.
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tapping on the Add content area if you are using an iOS device.
Adding files directly from a smartphone or tablet app
You can upload documents directly from your smartphone or tablet app to the Add content area in enaio® mobile. To do this, switch from the Creation dialog to an app on your device. Create or select a document. Use the app’s “Share”/“Send-to” feature and select enaio® mobile as the target app.
The document is uploaded and displayed as a thumbnail preview in the Add content area.
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Click or tap on the
Save icon in the Creation dialog.
The following applies if you are using enaio® mobile on a smartphone:
If you’re using a smartphone, you’ll first need to open the Add content area by tapping on the
Arrow icon in the title bar of the Creation dialog before you can press the
Save icon in the Creation dialog.
The Creation dialog closes.
The document is added to the workspace or info area of the open file.
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Finish editing the work item with one of the following three functions:
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You can stop editing the work item and abort the process by clicking or tapping on the
Close icon. The changes made in the areas of the work item are not saved. The work item closes, and you return back to the My incoming messages inbox.
All changes made to objects in the file will be saved immediately and cannot be undone by cancelling the work item.
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If you click or tap on the
Save icon, the changes are saved, the work item closes, and you return back to the My incoming messages inbox.
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If you click or tap on the
Forward icon, the changes are saved and the work item is closed and forwarded. The forwarded work item is removed from the list of work items to be processed in the My incoming messages inbox.
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Documents that were newly created in a workflow file have no location in the enaio® filing system. They are indicated with a Workflow tray icon in the file. 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 filing location in the system.
Folders that were newly created in a workflow file have a location in the system and can therefore also be searched for.
Once objects from the workflow file have been assigned a filing location in enaio®, only users who have the necessary access rights may access these objects.

Based on the specifications of a filing location and depending on your rights, you may only be able to add certain object types to a location. Your system administrator will provide you with information about this.
All changes made to objects in the file will be saved immediately and cannot be undone by cancelling the work item.
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Open a file.
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In the workspace or info area of the open file, select a document shown with a
Workflow tray icon.
Open the 'workspace' or the 'info area' in enaio® mobile by tapping on the Workspace or Info area tab.
On smartphones, the
Workflow tray icon is not displayed.
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Right-click (enaio® webclient and enaio® webclient as desktop application) or press and hold (enaio® mobile) to open the context menu.
The context menu can also be opened on smartphones by clicking the
More actions icon found on each line.
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Click or tap on the
Copy icon in the context menu.
The selected object is copied to the clipboard.
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Go from the open file to the location where you want to file the document.
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At the new filing location, click or press and hold in the empty space in the content area and open the context menu. Alternatively, you can also select a folder or register in the register tree of the new location and then open the context menu.
The following applies if you are using enaio® mobile on a smartphone:
On smartphones, the navigation and content areas are not placed next to each other due to space constraints. You can switch to the navigation area by tapping the
Register tree icon in the title bar of the filing location. Tap the
Arrow icon to return to the content area.
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Click or tap on the
Paste icon in the context menu.
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If you want to assign a location to a typed document, then click or tap on
Add location in the submenu.
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If you want to assign a location to a typeless document, then also select the required object type.
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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 file is removed.
The document can be searched.
Objects that were used to start a workflow can no longer be removed from the file or moved between the workspace and info area.

Depending on the workflow model, a workflow can also contain a 'Log' area. All work items of a workflow are logged for all participants to see in the log. In addition to the date, time, type of activity, and process owner, the results of the 'Approval' and 'Poll' activities of the individual participants are recorded in the 'Log' column.
The 'Log' area can be customized to meet the specific needs of your company and may therefore differ from the description provided here.

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 using circulation slips, see Ad-hoc workflow.