Editing Work Items

enaio® webclient 11.0

To use workflows, users require the system role Use workflow.

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 a desktop application) or tapping (enaio® mobile) on it.

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 file

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 workflow participant in every work item.

The Workspace and Info Area

The workflow file is divided into a workspace and an info area. You can use the context menu to move marked objects between the workspace and the info area or to delete them.

Objects that were used to start a workflow can no longer be removed from the file or moved between the workspace and info area.

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 External link icon ).

Adding Objects or Creating New Objects

In an open file, you can add further objects (e.g., documents, registers, and folders) to the file. You can create new documents and folders in the file; however, you cannot create registers.

Depending on the configuration of a workflow model, you may only be able to add certain object types to the file or create new ones. In this case, only the corresponding object types are available.

If you are using the Outlook Add-In for drag and drop, you can drag and drop e-mails from Microsoft Outlook into a workflow file in enaio® webclient and in enaio® webclient as a 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.

To add objects to the file, follow these steps

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).
Select the desired object from the object list.
Open the context menu.
Copy it using the Copy function in the context menu.

The selected object is copied to the clipboard.
Switch from the object list back to the open file.
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.
Paste the copied object into the file using the Insert function found in the context menu.

The copied object is inserted from the clipboard into the workspace or info area of the open file.
Finish editing the work item with one of the following three functions:
1. You can save the added object in the file by clicking or tapping on the Save icon. The work item closes, and you return back to the My incoming messages inbox.
2. You can save the added object in the file by clicking or tapping on the Forward icon. The work item closes and will be forwarded. The forwarded work item is removed from the list of work items to be processed in the My incoming messages inbox.
3. You can stop editing the work item and abort the process by clicking or tapping on the Back icon. The added object in the file is not saved. The work item closes, and you return back to the My incoming messages inbox.

To create new documents and folders in the file, follow these steps

Open a file.
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.
Click or tap on the New icon in the context menu.

The selection menu containing the available register and document types opens.
First choose the cabinet in the selection menu and then the desired object type from the submenu that appears.

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.
Complete the index data form in the Creation dialog.

Documents without pages can be saved after the index data form has been completed.
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 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 a desktop application via drag-and-drop if you have installed the Outlook Add-In for drag and drop.

The add-in can be installed by your administrator (see MSI Package enaio® Outlook Add-In NG ).

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 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.
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:
1. tapping on the Camera or Folder icon in the Add content area if the device you are using runs on the Android operating system.
2. tapping on the Add content area if you are using an iOS device.
The document is uploaded and displayed as a thumbnail preview in the Add content area.
Click or tap on the Save icon in the Creation dialog.

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.
Finish editing the work item with one of the following three functions:
1. You can save the newly created object in the file by clicking or tapping on the Save icon. The work item closes, and you return back to the My incoming messages inbox.
2. You can save the newly created object in the file by clicking or tapping on the Forward icon. The work item closes and will be forwarded. The forwarded work item is removed from the list of work items to be processed in the My incoming messages inbox.
3. You can stop editing the work item and abort the process by clicking or tapping on the Back icon. The newly created object in the file is not saved. The work item closes, and you return back to the My incoming messages inbox.

Typeless Documents

You have the option of creating typeless documents when creating new documents. This document type is useful when the filing location and document type are still unclear or when documents are to be made available only at workflow runtime. You do not have to maintain index data with typeless documents and the documents are automatically removed from the system at the end of the workflow. However, you or other participants in the workflow also have the option of assigning a final object type and filing location to typeless documents. These documents then remain in the system after completion of the workflow and they can be searched.

To create new a typeless document in the file, follow these steps

Open a file.
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.
Click or tap on the New icon in the context menu.

The selection menu containing the available register and document types opens.
Select the / without type object type in the selection menu.

A submenu with the main types available for selection appears.
Select a main type and determine which module is to be used for creating the document.

The Edit content dialog and an Add content area will appear.
Add a document to the Add content area. You can choose from the following options:

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 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 a desktop application via drag-and-drop if you have installed the Outlook Add-In for drag and drop.

The add-in can be installed by your administrator and is described in MSI Package enaio® Outlook Add-In NG .

Adding documents from the external tray

You can also add documents from the external storage tray to the Add content area in 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 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.
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:
1. tapping on the Camera or Folder icon in the Add content area if the device you are using runs on the Android operating system.
2. tapping on the Add content area if you are using an iOS device.
The document is uploaded and displayed as a thumbnail preview in the Add content area.
In the Edit content dialog, click or tap on Save.

The Edit content dialog is closed.

The typeless document is added to the workspace or info area of the open file.
Finish editing the work item with one of the following three functions:
1. You can save the newly created typeless document in the file by clicking or tapping on the Save icon. The work item closes, and you return back to the My incoming messages inbox.
2. You can save the newly created typeless document in the file by clicking or tapping on the Forward icon. The work item closes and will be forwarded. The forwarded work item is removed from the list of work items to be processed in the My incoming messages inbox.
3. You can stop editing the work item and abort the process by clicking or tapping on the Back icon. The newly created typeless document in the file is not saved. The work item closes, and you return back to the My incoming messages inbox.

Typeless documents have some special features and can be recognized in the file by the following characteristics:

You must assign typeless documents a final object type and filing location to ensure that they are not lost at the end of a workflow.

To assign an object type and a filing location to typeless documents, follow these steps

Mark a typeless document in the workflow file.

Typeless documents are indicated in the Workflow tray column by the Workflow tray icon.
Open the context menu.
Click or tap on the Copy icon in the context menu.

The selected object is copied to the clipboard.
Go to the filing location where you want to file the typeless document.
At the new filing location, right-click, or press and hold in enaio® mobile, 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 by right-clicking or pressing and holding the entry in enaio® mobile.

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.
Click or tap on the Insert as icon in the context menu.

The selection menu with the available document types will open.

Depending on the object relations of the selected folder or tab as well as your rights, you can choose between different object types.
Select an object type suitable for the typeless document.

The Creation dialog with an index data form of the selected object type and an Add content area with the document file of the typeless document will appear in the workspace.
Complete the index data form in the Creation dialog.
Click or tap on the Save icon in the Creation dialog.

The typeless document is filed and shown in the content area of the filing location.

The Workflow tray icon of the document in the file is removed.

The document formerly shown as typeless now has a final object type and filing location.

The document can be searched.

Documents Without Filing Locations

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. 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.

Folders that were newly created in a workflow file have a location in the system and can therefore also be searched for.

To assign a location to newly created documents in the file, follow these steps

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.

Open a file.
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. However, you can also identify a document without a filing location by the fact that the Open location function is not available in the context menu.
Open the context menu.
Click or tap on the Copy icon in the context menu.

The selected object is copied to the clipboard.
Go from the open file to the location where you want to file the document.
At the new filing location, right-click, or press and hold in enaio® mobile, 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 by right-clicking or pressing and holding the entry in enaio® mobile.

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.
Click or tap on the Insert icon in the context menu.
1. If you want to assign a location to a typed document, then click or tap on Add location in the submenu.
2. If you want to assign a typeless document to a filing location, then
  - select the final object type,
  - fill out the index data form, and
  - conclude by clicking or tapping the Save button to close the index data form.

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.

Documents without filing locations will be lost when the last work item is forwarded.

Removing or Deleting Documents from the File

What happens to a document you remove from the file depends on the type of document:

Saving or Discarding Changes

If you want to save changes to a work item after editing it, you have to distinguish between changes in the workflow areas (data sheet, file, and circulation slip) and changes to objects in the enaio® filing system:

Data sheet workflow area

All data entries or changes in the workflow forms of the Data sheet area are undone when you press the Back button, or they are saved when you close the work item by closing Save or Forward.
Circulation slip workflow area

The same applies if you compile your own ad-hoc workflow in the Circulation slip workflow area or adapt or edit an existing circulation slip. Clicking or tapping on the Back button undoes the changes, whereas the Forward and Save buttons save the changes.
File workflow area

You need to distinguish between changes in the workflow area and changes to objects in the enaio® filing system when making changes to objects in the File workflow area.
- Changes in the file
  
  If you create a new document in a file, move objects between the workspace and info area, or remove documents from the file, these changes must be saved when you close the work item if you want to keep them. The changes will also be applied if you forward the work item when closing it. The changes will be discarded only if you press the Back button.
  
  If you remove an object in the file, you only remove the object's link to the file. The object itself remains in the filing system.
- Changes in the enaio® filing system
  
  If you change the index data of an object in a file, for example, you need to determine whether or not to save the changes when you close the index data form and not when you close the work item. The same applies, for example, when you edit the content of documents in a file, subscribe to objects, or mark them for follow-up. If you assign an object type or a filing location to a document without type or without a filing location in the file, this is done in the enaio® filing system and cannot be undone when you Back the work item.