Starting Work Items
You can find the work items that you can execute in the My incoming messages inbox or in the inboxes you have set up (see ''Inboxes' Area').
You will find the following information on the tabs:
- active work items which you can execute
- personalized
work items which you have started but not yet completed
- work items personalized by others
but assigned to you because a dunning period has expired.
Work items whose dunning period has expired are flagged with a red exclamation mark.
To start work items which have been personalized by another user, first remove the personalization by selecting the matching option in the context menu.
You can select multiple work items and start them by selecting Edit in the context menu. The work items are opened one after the other.
When you start a work item, the step is personalized and the workflow window opens.
The workflow window contains the workflow form and a record. The record can be used to create objects within a workflow or to add and maintain existing objects for information purposes. Work items of an ad-hoc activity also have a circulation slip register. You can specify the follow-up steps there.
The window may also contain a logging register containing various information.
An individual workflow form and a separate record can be assigned to each individual work item.
Press Close to cancel a work item on the workflow form. You will be given the chance to decide whether you want the changes to be saved in the workflow form. If you cancel a work item, it will still be personalized and can only be accessed by you. If you register as absent, however, other users can still execute the process step.
Press Reset on the WORK ITEM ribbon tab to discard all changes that you have made in the fields of the workflow form. The workflow form remains open after it has been reset.
If you select Cancel from the context menu, changes to the workflow form are not saved and the personalization is removed.
All changes to objects in the file will be saved immediately and cannot be undone by canceling the work item.

Every work item has a workflow form. Every step in a workflow can be assigned its own form, or all steps can be carried out using the same form.
A workflow form corresponds to an index data form (see 'Index Data Forms'). It contains various fields. Field entries may be limited or predefined. Fields can be indexed using catalogs or add-ons. The form contains buttons to run scripts, create data, or start work items that generate data.
You will find detailed information on workflows and work items in which you are participating at your workstation.
Unlike on index data forms, leading and trailing spaces as well as line breaks are always removed when inserting data into the text fields of workflow forms.

A record is assigned to a work item. The record can be used to create objects within a workflow or to add and maintain existing objects for information purposes.
When you start a work item, the workflow window will contain a File tab that shows the contents of the record.
The record contains an area for objects that are edited and an info area for objects that can be attached for information purposes. The workflow model defines for the two areas whether and how objects can be edited and which objects can be added. Objects that started a workflow cannot be removed from the record.
The Info area can be disabled.
Add objects to the file by dragging them to the workspace or info area. In the same way, you can drag objects to the file from the file system or from your e-mail program.
Like in hit lists, objects in the record are flagged with their type-specific icons, while documents are also flagged with archiving and status icons. In the properties of an object, you can view the workflow processes that objects are part of, regardless of the file in which it is located.
Documents and registers which do not yet have a location in the archive are found in the workflow tray and are marked with a special flag. Every user who is allowed to view the workflow file has access to these documents and registers from the workflow tray.
If you want to assign a location to these objects, use the mouse to drag the document to an open folder or register window. Once objects from the workflow file have been assigned a location in enaio®, only users who have the necessary access rights may view these objects.
If a document is a typeless document, select Index data in the context menu to assign it a type and index the document with the type-specific index data form. It is then possible to specify the location.
All changes to objects in the file will be saved immediately and cannot be undone by canceling the work item.
The workflow model defines whether and how objects can be edited and which objects can be created or added.
Editing features are accessed via the ribbon and context menu, just as they are in hit lists and folder windows.
On the FILE ribbon tab, you will find the same features for editing business objects that you would on the ribbon tabs of hit lists and folders (see 'Folder Hit List').
You can use the mouse to drag objects from hit lists, folders, and your filing tray onto the workspace or the info area. A reference to the object will be added to the file. You can also use the mouse to move objects from one area to another within the workflow file.
Typeless objects cannot be added to the workflow file from the filing tray. Objects with a type are always moved from the filing tray to the file.
If you drag an object from the file into a folder or register, you can assign a different location to the document. The document retains the document type and the content data. You can specify whether the remaining locations are kept or deleted. If the other locations are retained, the document will have several locations in the future.
You can define a default setting for this action and disable the dialog. It is possible to reactivate the dialog in your settings (see ''Confirm' Area').

Only work items of an ad-hoc activity offer the Circulation slip tab.
For these work items, potential follow-up activities are defined in the workflow model. Which follow-up activities are executed and the order in which they are run are defined on the Circulation slip tab.
To do so, the user of the first step of an ad-hoc activity selects one or more follow-up activities. The user specifies which users are allowed to execute the activities and also defines whether or not to modify individual activities or edit the entire circulation slip.

A circulation slip consists of a sequence of activities which are set up in the workflow model. Activities can be grouped. If all activities of a group are completed, all activities of the next group will be made available for editing.
Activities have multiple properties. You can specify if the properties can be modified by the users and if activities can be deleted from the circulation slip. You can specify for the entire circulation slip if it can be extended, i.e., whether additional activities can be added.
Select Add activity in the context menu to create an activity.
Then a new group is created with the standard activity.
If you select the standard activity, you can select an activity from the corresponding list of available activities. The activity name is used as the name of the group. Optionally, you can enter information for the user in the Task and Comment columns.
The Users column contains a list of all workflow users. You can select one or multiple users.
If dunning periods are configured for ad-hoc activities in the workflow model, you can select a dunning period in the Escalation column. The corresponding data is entered in the Due on and at columns.
If you select the Edit column, a user can edit this circulation slip entry. If you select the
Delete column, a user can delete this entry.
Select Circulation slip extendable in the context menu to specify whether or not new activities can be added to the circulation slip.
Go to Delete selection in the context menu to delete the selected activities.
An activity is automatically created in its own group. Use the arrow buttons at the top area of the workflow form to move an activity up or down to a different group. Empty groups are removed automatically. Select Begin group item in the context menu to create a new group.

A circulation slip can be saved as a circulation slip template. Circulation slip templates are user-specific configurations that are published in the Circulation slip template area of the 'Settings' dialog, making them available to all users.
Save the circulation slip as a circulation slip template and load circulation slip templates via the context menu of the tab.
If you added activities and loaded a circulation slip template, activities will be attached from the circulation slip template.

Workflows can be started from Microsoft Outlook during the transfer of e-mail data.
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If this function is set up, the Workflow button is included on the E-mail archiving ribbon tab in Microsoft Outlook; if you click on it, an assignment dialog will open. |
A configuration defines:
- which startable workflows can be launched from Microsoft Outlook
- which data from an e-mail will be transferred to the first work item.
If you select an e-mail in Microsoft Outlook and then click the Workflow button, an assignment dialog will open.
Workflows which can be started from Microsoft Outlook are shown in a list.
In the Variables area, the variables of the first work item of the selected workflow are listed and can be populated with data. In the configuration, variables can be assigned to a Microsoft Outlook field or a value.
Variables are assigned to the fields on the workflow form. Field names and variable names can, but do not have to be, the same.
The Documents area lists documents that can be added to the workflow file. Depending on the configuration, these may be e-mail attachments and/or the e-mail message itself.
To start a workflow, select it and then press the Execute button.