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Workflow

Version 12
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Attribute Detail

Document Name Workflow

Department/Group Documentation

Revision Number 12

Part Number WFRM-12- -OB


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EXPOSURE
Overview .........................................................................................................1
Applications .....................................................................................................1
Medical Insurance Payment Processing ........................................................................ 1
Accounts Payable...................................................................................................... 1
Proof of Delivery Audit............................................................................................... 2
Loan Processing........................................................................................................ 2
Electronic Forms ....................................................................................................... 3
Licensing .........................................................................................................3
Workflow Licensing ................................................................................................... 3
Combined Workflow/WorkView Licensing ..................................................................... 4
How Combined Licensing Works ............................................................................ 4
Register the Workstation ........................................................................................... 5
Clearing Excess Registrations ............................................................................... 7
Workstation Cleanup ................................................................................................. 8
View Current Users ................................................................................................... 8
Clean Up ........................................................................................................... 9
Workstation Registration............................................................................................ 9

USAGE
OnBase Client ................................................................................................11
Workflow Document Security.................................................................................... 11
Workflow Inbox Windows ......................................................................................... 12
Workflow Client Life Cycle View .......................................................................... 14
Tree View ................................................................................................... 15
Graphic View ............................................................................................... 15
Workflow Client Documents Window .................................................................... 16
Display Columns in Single Queues .................................................................. 19
Show Combined View ................................................................................... 19
Workflow Client User Interaction Window ............................................................. 20
Workflow Client Work Folder Window ................................................................... 20
Workflow Client Document Viewer ....................................................................... 23
Terminal Session .............................................................................................. 23
Client Menu for Workflow Application ................................................................... 24
Changing the Default Rotation of Pages ............................................................... 24
Restoring the Default Layout .............................................................................. 25
Using the Client Toolbar in Workflow ................................................................... 25
Classic User Interface.............................................................................................. 25
Changing the Layout of the Inbox Windows .......................................................... 25
Right-Click Menu .......................................................................................... 26
Click and Drag Window Positioning ................................................................. 27
Document Count Displayed ................................................................................ 28
Core-Based User Interface ....................................................................................... 28


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Changing the Layout of the Inbox Windows .......................................................... 29


Right-Click Menu .......................................................................................... 29
Click and Drag Window Positioning ................................................................. 30
Pinning ....................................................................................................... 30
Viewing Document Results ................................................................................. 31
Work Folder Sorting .......................................................................................... 31
Filters in Combined View .................................................................................... 31
Shortcut Keys ........................................................................................................ 32
Workflow Toolbar.................................................................................................... 33
Processing Documents............................................................................................. 35
System Work ................................................................................................... 36
User Work ............................................................................................................. 36
Timer Work............................................................................................................ 36
Automatic Timer Execution ............................................................................ 36
Manual Timer Execution ................................................................................ 36
Ad hoc Task Work ................................................................................................... 36
Executing Ad hoc Tasks on Related Documents ..................................................... 37
Tasks Bar .............................................................................................................. 37
Locating Documents in a Life Cycle ........................................................................... 37
Document Search Results List ............................................................................. 37
List Contents Report .......................................................................................... 38
Viewing Other Users Documents in a Load Balancing Queue......................................... 38
Moving Documents within a Load Balancing Queue ...................................................... 39
Reassigning Documents for Match Keyword to User Name Queues ........................... 41
Entering Documents into a Workflow ......................................................................... 43
Input Processors ............................................................................................... 43
Importing Documents ........................................................................................ 44
Creating New Documents ................................................................................... 44
Manual Entry .................................................................................................... 45
Forms Processing .............................................................................................. 46
Document Retention ......................................................................................... 46
Host Emulation ................................................................................................. 47
Remote Entry/Internet ...................................................................................... 47
Notifications ................................................................................................ 47
Supporting Documents in Workflow ..................................................................... 47
Re-Indexing Documents in Workflow ................................................................... 47
Interaction with E-Forms in Workflow ........................................................................ 47
Keyword Validation in OnBase ............................................................................ 48
Workflow Document History ..................................................................................... 48
Workflow Queues .............................................................................................. 48
Workflow Transactions ....................................................................................... 48
Filtering Workflow Tabs ..................................................................................... 49
Generating a Document History Report ................................................................ 50
Workstation Options for Workflow ............................................................................. 50
Workflow Display Options .................................................................................. 50


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Workflow Server Queues .................................................................................... 53


Workflow System Monitor ........................................................................................ 54
Workflow Log ......................................................................................................... 55
Purge .............................................................................................................. 55
Restricted Purge ............................................................................................... 55

DESKTOP WORKFLOW
Workflow Document Security ........................................................................57
Opening Workflow Using the Desktop............................................................57
Workflow Windows........................................................................................58
Arranging Windows ................................................................................................. 58
Click and Drag Window Positioning ...................................................................... 58
Pinning ............................................................................................................ 58
Life Cycle View Window ........................................................................................... 59
Documents Window ................................................................................................ 60
Work Folder Window ............................................................................................... 61
User Interaction Window.......................................................................................... 61
Tasks Window ........................................................................................................ 62
Status Bar ............................................................................................................. 62
Opening Queues ............................................................................................62
Filtering the Documents Window ...................................................................62
Selecting Filters...................................................................................................... 63
Persistent Filter ...................................................................................................... 63
Display Columns in Single Queues............................................................................. 63
Viewing Other Users Documents in Load-Balanced Queues ..........................64
Show All Documents ......................................................................................64
Using Filters with Show All Documents ................................................................. 65
Load Balancing Administration ......................................................................65
Refreshing Windows ......................................................................................68
Documents and Work Folder Windows Toolbar ..............................................68
Determining What Queues a Document Is In.................................................69
Combined View Settings ................................................................................69
Filters in Combined View.......................................................................................... 70
Beginning User Work .....................................................................................71
Entering Documents into a Workflow.............................................................71
Importing Documents.............................................................................................. 72
Creating New Documents......................................................................................... 72
Re-Indexing Documents .......................................................................................... 72
Interaction with E-Forms in Workflow ........................................................................ 72
Keyword Validation in OnBase ............................................................................ 73
Workflow Options ..........................................................................................73
Document Workflow History ..........................................................................74
Workflow Queues.................................................................................................... 75


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Workflow Transactions ............................................................................................ 75


Filtering Workflow Tabs ........................................................................................... 75
Entering Documents into a Workflow.............................................................76
Closing Workflow...........................................................................................76

WEB WORKFLOW
Workflow Document Security ........................................................................77
Accessing the Workflow Screen .....................................................................77
Opening Workflow From Documents..............................................................78
Defining the Layout .......................................................................................79
Resizing and Pinning the Workflow Window ..................................................79
Restoring the Workflow Window to the Default Settings ...............................79
Adding Documents to Workflow.....................................................................80
Life Cycle View Tab ........................................................................................80
Filtering .........................................................................................................81
Refreshing Queue Counts ..............................................................................83
Graphical View...............................................................................................83
Documents Tab ..............................................................................................84
Show All Documents ......................................................................................86
Combined View Settings ................................................................................87
Show Combined View ....................................................................................88
Filters in Combined View.......................................................................................... 88
Create List Report..........................................................................................89
Create List Report Options ................................................................................. 90
Workflow History...........................................................................................91
Workflow Queues.................................................................................................... 91
Workflow Transactions ............................................................................................ 91
Work Folder Tab ............................................................................................93
Document Viewer ..........................................................................................94
User Interaction Tab......................................................................................95
Performing Ad Hoc Tasks...............................................................................95
Performing Ad Hoc Tasks on Related Documents ......................................................... 96
Entering Documents into a Workflow.............................................................96
Importing Documents.............................................................................................. 97
Creating New Documents......................................................................................... 97
Re-Indexing Documents .......................................................................................... 97
Running System Tasks...................................................................................97
Viewing Other Users Documents in Load Balanced Queues...........................98
Load Balancing Administration ......................................................................99
Understanding Auto-Feed Locks ..................................................................103
Allowing Users to Override the Auto-Feed Documents Setting ......................................104
Closing the Application While a Task is Executing........................................104


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Closing the Workflow Window..................................................................................104


Closing the Web Client ...........................................................................................104
E-Form Interaction ......................................................................................104
Interaction with E-Forms in Workflow .......................................................................104
Keyword Validation in OnBase ...........................................................................105

JAVA CLIENT WORKFLOW


Workflow Document Security ......................................................................107
Opening the Workflow Interface..................................................................108
The Workflow Interface ...............................................................................108
Life Cycle View ......................................................................................................108
Documents Inbox ..................................................................................................108
Specifying Results Per Page ...............................................................................109
Filtering the Inbox ...........................................................................................110
Work Folder ..........................................................................................................111
User Interaction ....................................................................................................112
Performing Ad Hoc Tasks.............................................................................112
Workflow History.........................................................................................113
Workflow Queues...................................................................................................114
Workflow Transactions ...........................................................................................114
Locating Documents in a Life Cycle ..........................................................................114

UNITY WORKFLOW
Workflow Security .......................................................................................117
Opening the Unity Workflow Interface ........................................................117
Life Cycles Pane ....................................................................................................118
Inbox Views Pane ............................................................................................119
All Life Cycles Pane ..........................................................................................119
Process Flow ...................................................................................................121
Inbox Pane ...........................................................................................................122
Filtering the Inbox Pane ....................................................................................125
Display Columns in Single Queues .................................................................125
Related Items Pane................................................................................................126
Portfolios ........................................................................................................127
User Interaction Pane.............................................................................................127
Workflow Tab ..............................................................................................128
Changing the Workflow Layout ....................................................................132
Arranging Panes ....................................................................................................133
Click and Drag Pane Positioning .........................................................................134
Pinning ...........................................................................................................135
Primary Viewer and Secondary Viewer Tabs ........................................................136
Managing User Group Layouts .................................................................................136


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Workflow User Options ................................................................................139


Queue Administration ..................................................................................141
Filtering Load Balanced Members .............................................................................147
Queue Administration Tab.......................................................................................149
Viewing Another Users Inbox in Load-Balanced Queues .............................150
Determining What Queues an Item Is In .....................................................151
Combined View Settings ..............................................................................152
Filters in Combined View.........................................................................................154
Interaction with E-Forms in Workflow .......................................................................155
Document Workflow History ........................................................................155
Workflow Queues Tab.............................................................................................156
Workflow Transactions Tab .....................................................................................156
Performing Tasks and Accessing Related Items Outside of Workflow..........157
Entering Items into a Workflow ...................................................................159
Running System Tasks.................................................................................161
Developer Tab .............................................................................................161

CONFIGURATION MODULE CONFIGURATION


Configuration...............................................................................................163
Getting Started in Workflow ....................................................................................163
Pre-Plan .........................................................................................................163
Life Cycle and Queues ......................................................................................163
Configuring Work, Tasks, and Timers ..................................................................164
Graphic Layout ................................................................................................164
Document Types, Keywords and Folders .............................................................164
Assign Rights ..................................................................................................164
Test Your Workflow ..........................................................................................165
Flow Control Options ..............................................................................................165
Conditional Branching .......................................................................................165
Looping ..........................................................................................................165
Breaking Execution ..........................................................................................165
Design Concepts....................................................................................................165
Queues that Create Output Files ........................................................................166
A --> B --> C .............................................................................................166
Queues That Feed an External System ................................................................166
A --> B --> C .............................................................................................166
A --> Wait Queue --> B --> C ......................................................................167
Queue Recoverability ........................................................................................167
Performance Concepts............................................................................................167
Keyword Type Group ........................................................................................167
Performing Sub Functions Using Function Call Life Cycles ......................................167
Providing Constant Movement of Documents .......................................................167
Consolidating Work Loads .................................................................................168


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Setting Related Document Keyword Values ..........................................................168


Alternatives for Modifying Keywords ...................................................................168
Using E-Forms.......................................................................................................169
Workflow Document Security...................................................................................169
Workflow Configuration Overview.............................................................................170
Definitions ............................................................................................................171
Actions ...........................................................................................................171
Action Types ...................................................................................................171
Ad Hoc User Task ............................................................................................171
Items .............................................................................................................171
Life Cycle ........................................................................................................171
Notification .....................................................................................................172
Queue ............................................................................................................172
Rules .............................................................................................................172
Rule Type .......................................................................................................172
Task List .........................................................................................................172
System Work .............................................................................................172
User Work .................................................................................................173
Ad Hoc User Tasks ......................................................................................173
Web/API Tasks ...........................................................................................173
Timer Work ................................................................................................173
System Task ..............................................................................................174
On Abort Task Lists .....................................................................................174
Timers ...........................................................................................................174
Transitions ......................................................................................................174
User Form ......................................................................................................174
User Work ......................................................................................................175
Web/API Task .................................................................................................175
Special Considerations for Java-Based Workflow Configuration .....................................175
Understanding Configuration Windows ......................................................................176
Tree Configuration Window ...............................................................................176
Graphic Layout Configuration Window .................................................................177
Position the Queues ....................................................................................178
Create a New Transition ...............................................................................178
Life Cycles ............................................................................................................179
Adding ...........................................................................................................179
Deleting .........................................................................................................180
Configuring .....................................................................................................180
Configuring Related Documents .........................................................................181
Relating Documents by Document Handle with Folders .....................................182
Configuring Life Cycle Versions ..........................................................................183
Life Cycle Right-Click Menu ...............................................................................185
Queues ................................................................................................................186
Adding and Deleting a Queue ............................................................................186
In the Tree Configuration Window .................................................................186


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Adding ..................................................................................................186
Deleting ................................................................................................186
In the Graphic Configuration Window .............................................................187
Adding ..................................................................................................187
Deleting ................................................................................................187
Configuring Queues................................................................................................187
Standard Tab ..................................................................................................187
Allowing Users to Override the Auto-Feed Documents Setting ...........................193
Understanding Auto-Feed Locks .........................................................................193
Advanced Tab .................................................................................................194
Queue Types ..............................................................................................194
Allocated Percentage Configuration ...........................................................195
By Priority..............................................................................................195
In Order Configuration.............................................................................196
Keyword Based Configuration ...................................................................196
Match Keyword to User Name Configuration ...............................................197
Rule Based Configuration .........................................................................197
Shortest Queue Configuration ...................................................................198
Configure Members .....................................................................................198
Configuring Role Selection........................................................................200
Removing Members.................................................................................201
Removing Users from a User Group Who are Members.................................201
Load Balancing Considerations for Institutional Databases ................................202
Work Folder ...............................................................................................202
Default Template ........................................................................................203
VB Script to Execute on Selected Document ...................................................203
Inbox Refresh Rate .....................................................................................203
Sort Options ...............................................................................................204
Window Titles .............................................................................................204
User Task Order .........................................................................................204
User Privileges ...........................................................................................205
Filters Tab ......................................................................................................207
Use Only Selected Filters .............................................................................207
Assigned Filters ..........................................................................................208
Available Filters ..........................................................................................208
Default Filter ..............................................................................................208
Display Filtered Document Count ..................................................................209
Coverage Tab ..................................................................................................209
Monitoring Tab ................................................................................................209
Queue Watermarks .....................................................................................209
Icon Tab .........................................................................................................210
Workflow Queue Right-Click Menu ......................................................................212
Transitions............................................................................................................212
Transitions in the Graphic Layout .......................................................................212
Adding ......................................................................................................212


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Deleting ....................................................................................................213
Configuring .....................................................................................................213
Transitions in the Tree View ..............................................................................213
Adding ......................................................................................................213
Deleting ....................................................................................................213
Attaching Work to Transitions ............................................................................213
Create a transition task list ..........................................................................214
Rules ...................................................................................................................214
Adding ...........................................................................................................214
Deleting .........................................................................................................215
Configuring .....................................................................................................215
Copy and Paste Rules ..................................................................................216
Rule Right-Click Menu ......................................................................................216
Actions.................................................................................................................217
Adding ...........................................................................................................217
Deleting .........................................................................................................217
Configuring .....................................................................................................217
Copy and Paste Actions ....................................................................................218
Workflow Action Right-Click Menu ......................................................................219
Forms ..................................................................................................................219
Adding ...........................................................................................................219
Configuring .....................................................................................................219
User Forms and the Workflow Property Bag ....................................................220
User Forms in the Core-Based Workflow .........................................................220
Configure...............................................................................................220
Deleting .........................................................................................................221
Notifications..........................................................................................................221
Adding ...........................................................................................................222
Deleting .........................................................................................................222
Configuring .....................................................................................................222
Sending Notifications via System Tasks ...............................................................227
Assign User Rights ..................................................................................227
Assign Document Types ...........................................................................228
Task Lists .............................................................................................................228
Break On ...................................................................................................229
Icon ..........................................................................................................230
Help Text ...................................................................................................230
Assigned Tasks ...........................................................................................231
Adding Load Balancing Work .............................................................................231
Deleting Load Balancing Work ...........................................................................231
Configuring Load Balancing Work .......................................................................231
Adding System Work ........................................................................................231
Deleting Tasks from System Work ......................................................................232
Configuring System Work .................................................................................232
Break On ...................................................................................................232


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Icon ..........................................................................................................234
Help Text ...................................................................................................234
Assigned Tasks ...........................................................................................234
Adding User Work ............................................................................................234
Deleting Tasks from User Work ..........................................................................235
Configuring User Work ......................................................................................235
Break On ...................................................................................................235
Icon ..........................................................................................................237
Help Text ...................................................................................................237
Assigned Tasks ...........................................................................................237
Create Ad Hoc Tasks ........................................................................................237
Adding an Ad Hoc Task List ...............................................................................237
Adding a Task to the Ad Hoc Task List ................................................................237
Deleting an Ad Hoc Task List .............................................................................238
Deleting a Task from an Ad Hoc Task List ............................................................238
Configuring Ad Hoc Task Lists ............................................................................238
Break On ...................................................................................................238
Icon ..........................................................................................................240
Help Text ...................................................................................................240
Assigned Tasks ...........................................................................................240
Password Protection ....................................................................................240
Creating Shortcuts ......................................................................................241
Workflow Ad Hoc Task Right-Click Menu ..............................................................241
Copy and Paste Task List ..................................................................................242
On Abort Task Lists ..........................................................................................242
Adding On Abort Task Lists ...............................................................................243
Configuring On Abort Task Lists .........................................................................243
Break On ...................................................................................................243
Icon ..........................................................................................................245
Help Text ...................................................................................................245
Assigned Tasks ...........................................................................................245
Adding a Web/API Task ....................................................................................245
Deleting a Web/API Task ..................................................................................246
Configuring Web/API Tasks ...............................................................................246
Break On ...................................................................................................246
Icon ..........................................................................................................248
Help Text ...................................................................................................248
Assigned Tasks ...........................................................................................248
Adding a System Task ......................................................................................249
Deleting a System Task ....................................................................................249
Configuring System Tasks .................................................................................249
Break On ...................................................................................................249
Icon ..........................................................................................................251
Help Text ...................................................................................................251
Assigned Tasks ...........................................................................................251


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Assigning System Tasks to User Groups .........................................................252


Assigning System Tasks to Document Types ...................................................252
Configuring Timers.................................................................................................252
Adding ...........................................................................................................252
Deleting .........................................................................................................253
Configuring .....................................................................................................253
Configuring Execution Windows .........................................................................255
Workflow Configuration Shortcut Keys ......................................................................256
Custom Queries.....................................................................................................257
Apply the Custom Query as a Filter ....................................................................258
Remove the Filter ............................................................................................258
Removing Documents from a Life Cycle ....................................................................258
Locks ...................................................................................................................258
Lock Configuration ...........................................................................................259
Adding and Removing a Document Type in a Workflow ...............................................260
Adding ...........................................................................................................260
Verification Reports .....................................................................................261
Removing a Document Type ..............................................................................261
User Group Configuration for Workflow .....................................................................261
Copying Workflow Settings for User Groups .........................................................262
Service Accounts .............................................................................................263
Configure Life Cycles ........................................................................................263
Assign Product Rights ..................................................................................263
Assign Workflow Configuration Rights ............................................................263
Granting Rights to the Workflow Menu in the Configuration Module ................263
Granting a User Rights to Configure All Life Cycles ......................................263
Granting User Groups Rights to Individual Life Cycles ..................................264
Configure custom queries, VB scripts, folder and notes .........................................264
Assign or revoke rights to Custom Queries .....................................................264
Gain access to the Workflow inbox and workstation options ..............................264
To gain access to the Workflow inbox, but deny the right to the Execute Workflow right-
click menu outside of Workflow ..........................................................................265
Change viewing privileges to life cycles and queues in the Workflow inbox ...............265
Assign or revoke life Cycle privileges .............................................................265
Change privileges to Ad Hoc Tasks, Web/API Tasks and System Tasks ....................265
Assign or revoke privileges to Ad hoc Tasks ....................................................266
Assign Web/API Tasks to a User Group: .........................................................266
Assign or revoke privileges to System Tasks ...................................................266
Assign/revoke System Tasks to/from Document Types .....................................266
Grant Administrative Processing Privileges ..........................................................267
Granting Workflow Log Purging Privileges ............................................................267
Configuration Rights...............................................................................................267
Configuring Web Services .......................................................................................268
Exporting Life Cycles ..............................................................................................269
Importing Life Cycles .............................................................................................274


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Importing New Data .........................................................................................275


Resuming Saved Session ..................................................................................276
Conflict Resolution ...........................................................................................277
Understanding Conflicts ...............................................................................279
Life Cycle Conflicts ...........................................................................................279
Queue Conflicts ...............................................................................................280
Naming Conflicts Dialog Box ..............................................................................282
Resolving Document Type Conflicts ....................................................................283
Resolving User Form Conflicts ............................................................................284
Resolving Other Conflicts ..................................................................................285
Retesting Conflicts ...........................................................................................289
Custom Query Resolution ..................................................................................289
Creating Reports ..............................................................................................290
Saving Sessions ..............................................................................................290
Resolutions from File ........................................................................................290
Orphaned Documents .......................................................................................291
Post Import Activities .......................................................................................292
Specifying the OnBase Client Interface Type..............................................................293
Configuring the Server for Use with the Core-Based OnBase Client Interface ............293
Setting Workflow to Initiate Upon Import ..................................................................294
Setting Workflow to Initiate Upon Re-indexing ...........................................................295
Workflow Execute Script Support in Core Services......................................................295
Sub Main(Session , Document ) .........................................................................295
Example .........................................................................................................296
Administration .............................................................................................296
Managing Timers ...................................................................................................296
Keyword Locking in Workflow ..................................................................................296
Workflow Search ...................................................................................................297
Workflow Replay....................................................................................................300
Dynamically Adjusting the Time Interval Tracked for Display .................................301
Setting a Specific Time Interval for Replay ..........................................................301
Tracking a Single Document through the Workflow ...............................................301
Workflow Doctor ....................................................................................................301
Report Issues ..................................................................................................302
Fix Configuration Errors ....................................................................................305
Fix System Errors ............................................................................................307
System Interaction ......................................................................................308
Database ..............................................................................................................308
Security ...............................................................................................................308
EDM Services ........................................................................................................309
Integration for Microsoft Outlook 2007 and Integration for Microsoft Outlook 2010 .........309
Office Business Application for 2007 and Office Business Application for 2010 ................310
OnBase Mobile Modules ..........................................................................................310
Virtual Print Driver .................................................................................................310


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WORKFLOW INSTALLATION
Requirements ..............................................................................................311
Client Module Supported Operating Systems .............................................................311
Operating System Requirements ........................................................................312
Client Retrieval Workstation Hardware Requirements..................................................312
Desktop Supported Operating Systems .....................................................................312
Desktop Requirements ...........................................................................................313
Local Mode Desktop Support ...................................................................................314
Databases Supported .............................................................................................314
Microsoft SQL Server ........................................................................................314
Oracle ............................................................................................................315
Sybase SQL Anywhere ......................................................................................315
Database Client / Server Version Compatibility ..........................................................315
Database/File Servers ......................................................................................316
Third-Party Software Support ..................................................................................316
About Virtual Environments.....................................................................................316
64-Bit Support Statement .......................................................................................317
Windows User Account Control Statement .................................................................317
Modifying Configuration Files .............................................................................318
Licensing ..............................................................................................................318
Pre-Installation ...........................................................................................318
Installation ..................................................................................................318
Sending Notifications using Outlook 2003..................................................................318
Sending Notifications Using the Hyland Distribution Service .........................................318
Sending Notifications Using the Workflow Service.......................................................319
Using the Core-Based OnBase Client Interface ...........................................................319
Application Server Overview....................................................................................319
Defining the Application Server ..........................................................................319
Workflow Web.config Settings .................................................................................320
Viewer Vars ....................................................................................................321
Workflow for the Java Client and the Web.config File ............................................321
Workflow Unity Client Configuration File Settings .......................................322
Command Line Switches and .ini Settings....................................................323
Command Line Switches .........................................................................................323
INI File.................................................................................................................323
Previous File Location/File Name ........................................................................324
Location .........................................................................................................324
INI Considerations in a Citrix and Microsoft Windows Remote Desktop Environment ..325
Editing the INI File ...........................................................................................325
INI File Settings ....................................................................................................326
Backup/Recovery ........................................................................................332
Backup.................................................................................................................332
Configuration ..................................................................................................332
Registry Settings .............................................................................................332


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External Files ..................................................................................................332


Recovery ..............................................................................................................332
Configuration ..................................................................................................332
External Files ..................................................................................................332
Module related .INI Options ...............................................................................332
Web.config .....................................................................................................332
Troubleshooting ..........................................................................................332
Debug Breakpoints ................................................................................................333
Step Debug, Trace Window, and Trace to File ............................................................333
Queue Logging ......................................................................................................333
Purge .............................................................................................................333
Restricted Purge ..............................................................................................334
Disable Rules and Actions .......................................................................................334
Generate Reports ..................................................................................................335
Configuration Report ........................................................................................335
List Contents Report .........................................................................................335
Timers .................................................................................................................336
Unavailable Application Server.................................................................................337
User Interaction Window.........................................................................................337
Diagnostics Console ...............................................................................................337
Firefox and the Separate Viewer Layout ....................................................................338
Contacting Support ......................................................................................338

CONFIGURATION MODULE ACTIONS DESCRIPTIONS


Actions Not Supported in Configuration.....................................................................340
Doc - Add Document to Other Life Cycle ......................................................340
Doc - Add Related Document to Content Source ..........................................341
Doc - Add Related Document to Life Cycle ...................................................344
Doc - Add This Document to Content Source................................................347
Doc - Assign Related Document to Reading Group .......................................347
Doc - Assign This Document to Reading Group ............................................351
Doc - Auto-Folder Related Document ...........................................................352
Doc - Auto-Folder This Document ................................................................355
Doc - Check In Current Document................................................................356
Doc - Check In Related Document................................................................356
Doc - Check Out Current Document .............................................................359
Doc - Check Out Related Document .............................................................359
Doc - Copy Document ..................................................................................362
Doc - Create Note on Related Document ......................................................363
Doc - Create Note on this Document ............................................................369
Doc - Create PDF/TIFF for This Document ...................................................373
Doc - Create SAP Work Item ........................................................................375
Doc - Create WorkView Object From This Document....................................375


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Doc - Delete Note From Related Document ..................................................376


Doc - Delete Note from this Document.........................................................379
Doc - Delete Related Document ...................................................................379
Doc - Delete This Document.........................................................................382
Doc - Display Folder for Document ..............................................................382
Doc - Display Related Document ..................................................................382
Doc - Display This Document .......................................................................386
Doc - Print Batch .........................................................................................386
Doc - Print Related Document......................................................................388
Doc - Print This Document ...........................................................................392
Doc - Push Document into Cache .................................................................394
Doc - Push Related Document into Cache ....................................................395
Doc - Queue Related Document for OCR ......................................................398
Doc - Queue This Document for OCR ............................................................401
Doc - Re-Index Document............................................................................402
Doc - Reload Keywords ................................................................................405
Doc - Reload This Document ........................................................................405
Doc - Remove Related Document from All Life Cycles ..................................405
Doc - Remove Related Document from Reading Group ................................408
Doc - Remove Related Document from This Life Cycle .................................410
Doc - Remove This Document from All Life Cycles .......................................413
Doc - Remove This Document from Reading Group ......................................413
Doc - Remove This Document from This Life Cycle.......................................414
Doc - Set Document Type.............................................................................414
Doc - Set Document Type on Related Document ..........................................415
Doc - Set Priority on Related Document .......................................................419
Doc - Set Priority on This Document ............................................................422
Doc - Set Related Documents Priority to This Documents Priority..............422
Doc - Sign Current Document ......................................................................425
Doc - Split Document ...................................................................................426
Doc - Stamp Version ....................................................................................426
Doc - Transition Related Document..............................................................427
Doc - Transition This Document ...................................................................431
Doc - Update Document Name .....................................................................431
Doc - Update WorkView Object From This Document...................................431
Form - Create New Form..............................................................................432
Interaction with E-Forms in Workflow .......................................................................437
Keyword Validation in OnBase ...........................................................................437
Form - Create Unity Form ............................................................................437
Form - Display E-form for Input...................................................................440
Form - Display HTML Form for Related Document ........................................441
Configure...............................................................................................446


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Using Multi-Instance Keyword Type Groups .........................................................447


Form - Display HTML Form for This Document .............................................447
Configure...............................................................................................449
Using Multi-Instance Keyword Type Groups .........................................................450
Form - Display Unity Form for Input ............................................................451
Key - Add Keyword to Document .................................................................451
Key - Add Keyword to Related Document.....................................................452
Key - Autofill Keyword Set on This Document ..............................................455
Key - Begin Keyword Record........................................................................459
Key - Copy Keyword.....................................................................................460
Key - Copy Keyword from Related Document...............................................460
Key - Copy Keyword Records from Related Document .................................464
Key - Copy Keyword Records to Related Document .....................................467
Key - Copy Keyword to Related Document ...................................................470
Key - Copy Keywords from Related Document .............................................473
Key - Copy Keywords to Related Document .................................................477
Key - Decrement Keyword on Related Document .........................................481
Key - Decrement Keyword on This Document ..............................................485
Key - Delete All Keywords of Certain Type on Related Document.................485
Key - Delete All Keywords of Certain Type on This Document ......................488
Key - Delete Keyword on Related Document ................................................488
Key - Delete Keyword on This Document .....................................................491
Key - End Keyword Record...........................................................................491
Key - Increment Keyword on Related Document..........................................492
Key - Increment Keyword on This Document ...............................................495
Key - Replace Keyword on Related Document..............................................495
Key - Replace Keyword on This Document ...................................................498
Key - Set Entry to Queue Date Same as Keyword.........................................499
Key - Set Keyword to Entry to Queue Date...................................................499
Key - Set Keyword to User Name .................................................................499
Key - Set Keyword to User Name on Related Documents .............................499
Key - Set Related Document's Keyword Equal to This Document's Keyword 502
Key - Set This Document's Keyword Equal to Related Document's Keyword 505
Key - Store Related Document Count in Keyword ........................................508
KeySet - Create Autofill Record....................................................................510
KeySet - Create Autofill Record From Related Document .............................511
KeySet - Delete AutoFill Record ...................................................................514
KeySet - Set Autofill Value ...........................................................................514
KeySet - Set Autofill Value From Keyword ...................................................515
KeySet - Set Entry to Queue Date Equal to Autofill Value.............................516
KeySet - Set Keyword Value from Autofill Value ..........................................516
Med - Create Physician Signature Note ........................................................517


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Med - Display ChartPop................................................................................517


MED - Send HL7 Message .............................................................................518
Notify - Display Message Box.......................................................................521
Notify - Send Notification ............................................................................523
Notify - Send Notification with Batch ...........................................................524
Notify - Send Notification with Related Document .......................................526
Notify - Send Notification with This Document ............................................529
Prop - Copy E-Form Field to Property...........................................................530
Prop - Copy Property ...................................................................................530
Prop - Copy Property to E-Form Field...........................................................530
Prop - Copy Property to XML Node...............................................................531
Prop - Copy Property to/from Unity Form Field ...........................................531
Prop - Copy XML Value to Property ..............................................................532
Prop - Increment/Decrement Property Value ..............................................533
Prop - Set Entry to Queue Date Same As Property Value .............................533
Prop - Set Keyword from Property Value .....................................................533
Prop - Set Property to Expression ................................................................534
Prop - Set Property to User Name ................................................................534
Prop - Set Property Value ............................................................................534
Prop - Store Related Document Count in Property .......................................538
SPS - Create SharePoint Site .......................................................................541
SYS - Assign Related Document to User.......................................................543
SYS - Assign to User ....................................................................................548
SYS - Break Batch Processing ......................................................................551
SYS - Break Processing ................................................................................551
SYS - Call Web Service.................................................................................553
SYS - Call Web Service using MS SOAP Toolkit.............................................562
SYS - Compose Document ............................................................................566
SYS - Compose Image Document.................................................................568
SYS - Create Batch.......................................................................................569
SYS - Create Collaboration Workspace.........................................................569
SYS - Create or Update Agenda Item from Document ..................................570
SYS - Custom Log Entry ...............................................................................574
SYS - Display URL ........................................................................................576
SYS - DLL Exit Call .......................................................................................577
SYS - Exclude from Document Retention .....................................................577
SYS - Execute Program ................................................................................577
SYS - Import Document ...............................................................................578
SYS - Place Hold on Managed Folder ............................................................580
SYS - Post Event on Managed Folder............................................................580
SYS - Promote Disk Group ...........................................................................581
SYS - Purge Cache .......................................................................................581


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SYS - Purge Document .................................................................................582


SYS - Rebalance Document ..........................................................................582
SYS - Refresh Display ..................................................................................583
SYS - Remove All User Assignments ............................................................583
SYS - Remove All User Assignments from Related Document ......................583
SYS - Remove Exclusion from Document Retention .....................................586
SYS - Remove Hold on Managed Folder........................................................586
SYS - Remove User Assignment ...................................................................586
SYS - Remove User Assignment from Related Document .............................587
SYS - Run Script...........................................................................................590
SYS - Run Script without document .............................................................591
SYS - Run Unity Script .................................................................................592
SYS - Run Unity Script on Related Document ...............................................593
SYS - Send Document Event ........................................................................595
SYS - Send Web Request..............................................................................595
Protocols ..............................................................................................................602
SYS - Set Folder and Template.....................................................................603
SYS - Update Document Retention Status ....................................................603
Last Execution Result Behavior for Related Document Actions ....................604
Records Managements Effect on the Last Execution Result.........................604

CONFIGURATION MODULE RULES DESCRIPTIONS


Rules Not Supported in Configuration .......................................................................607
Doc - Check Document Type ........................................................................607
Doc - Check Document Type Group ..............................................................607
Doc - Check Priority on Related Document...................................................608
Doc - Check Priority on This Document ........................................................610
Doc - Document Assigned to Reading Group ................................................611
Doc - Document Was Signed by the User .....................................................611
Doc - Is First or Last Document ...................................................................611
Doc - Note Does Not Exist ............................................................................612
Doc - Note Exists .........................................................................................612
Doc - Related Document Does Not Exist.......................................................612
Doc - Related Document Exists ....................................................................615
Doc - Related Document Has Been in Particular Life Cycle ...........................617
Doc - Related Document Has Been in Particular Queue ................................620
Doc - Related Document in Particular Life Cycle ..........................................623
Doc - Related Document in Particular Queue ...............................................626
Doc - Related Document in Workflow ..........................................................629
Doc - Related Folder Contains Documents ...................................................631
Doc - Rendition Exists..................................................................................632


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Doc - Signature Is Valid on Document .........................................................632


Doc - This Document Has Been in Particular Life Cycle ................................632
Doc - This Document Has Been in Particular Queue .....................................632
Doc - This Document in Particular Life Cycle................................................633
Doc - This Document in Particular Queue.....................................................633
Doc - This Document in Workflow ................................................................633
Doc - WorkView Object Exists......................................................................633
Key - Check Date Keyword on Related Document ........................................634
Key - Check Date Keyword on This Document..............................................639
Key - Check Keyword Value on Related Document .......................................641
Key - Check Keyword Value on This Document ............................................644
Key - Compare Keyword Values for This and Related Document ..................645
Key - Compare Two Keywords .....................................................................648
Key - Keyword Value Does Not Exist on This Document ...............................648
Key - Keyword Value Exists on Related Document .......................................648
Key - Keyword Value Exists on This Document ............................................651
KeySet - Autofill Row Exists.........................................................................651
KeySet - Check Autofill Value.......................................................................652
KeySet - Check Date Autofill Value ..............................................................653
Med - Check Chart Data on This Chart..........................................................655
Med - Check Date Data on This Chart ...........................................................656
Med - Document Type Exists on This Chart ..................................................658
Prop - Check Date Property Value................................................................658
Prop - Check Property Value ........................................................................660
Prop - Compare Two Properties ...................................................................661
Prop - Property Exists..................................................................................661
SYS - Audit/Sample .....................................................................................661
SYS - Check Document Count for Queue ......................................................662
SYS - Check Last Execution Result ...............................................................662
SYS - DLL Exit Call .......................................................................................663
SYS - Document Assigned to User................................................................663
SYS - Executed In ........................................................................................664
SYS - Prompt User with Question Box..........................................................664
Symbols Used ............................................................................................664
SYS - Related Document Assigned to User ...................................................667
SYS - Run Script...........................................................................................670
SYS - Run Unity Script .................................................................................670
Last Execution Result Behavior for Related Document Rules .......................671

USING MULTI-INSTANCE GROUPS WITH BEGIN/END KEY-


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WORD RECORD
Limitations and Requirements .....................................................................673
Procedures for Configuration .......................................................................673
Example ...............................................................................................................673
Example ...............................................................................................................675
Example ...............................................................................................................678

ORG CHARTS AND CALENDARS


Org Chart Concepts................................................................................................679
Product Rights.......................................................................................................680
Configuring an Org Chart ........................................................................................680
Creating Roles .................................................................................................685
Assigning a Role to an Employee ........................................................................686
Calendar Concepts .................................................................................................687
Business Calendars ..........................................................................................687
Shift Calendars ................................................................................................687
Coverage Queue ..............................................................................................687
Business Days .................................................................................................688
Configuring Calendars ............................................................................................688
Configuring the Business Calendar .....................................................................688
Configuring Holidays ........................................................................................690
Configuring User Calendars ...............................................................................691
Configuring Users to Modify Calendars ................................................................694
Copying Calendars .................................................................................................694
Org Charts and Calendars in Workflow Configuration ..................................................695
Assigning an Org Chart .....................................................................................695
Assigning Queue Coverage ................................................................................697
Configuring Calendars and Org Charts in Institutional Databases ............................698
Calendar Usage in the Client ...................................................................................699

WORKFLOW STUDIO CONFIGURATION


Overview .....................................................................................................701
Definitions ............................................................................................................701
Actions ...........................................................................................................701
Action Types ...................................................................................................701
Ad Hoc User Task ............................................................................................701
Items .............................................................................................................702
Life Cycle ........................................................................................................702
Notification .....................................................................................................702
Queue ............................................................................................................702
Rules .............................................................................................................702
Rule Type .......................................................................................................702


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Task List .........................................................................................................702


System Work .............................................................................................703
User Work .................................................................................................703
Ad Hoc User Tasks ......................................................................................703
Web/API Tasks ...........................................................................................704
Timer Work ................................................................................................704
System Task ..............................................................................................704
On Abort Task Lists .....................................................................................704
Timers ...........................................................................................................704
Transitions ......................................................................................................705
User Form ......................................................................................................705
User Work ......................................................................................................705
Web/API Task .................................................................................................705
Workflow Document Security...................................................................................705
WorkView Security with Workflow ..............................................................706
Launching Workflow Studio .........................................................................707
Creating Repositories ..................................................................................707
Add a Server Repository .........................................................................................709
Editing a Server Repositorys Connection Settings ......................................................713
Editing a Server Repositorys Application Pool Settings................................................714
Refreshing Repositories ..........................................................................................715
Using Repositories in Workflow Studio ........................................................715
Configuring Portfolios Types........................................................................715
Configuring Portfolio Relations .................................................................................716
Wizard Options ................................................................................................717
Relating Documents to Documents ................................................................718
Relating Documents to Entity Items ..............................................................721
Relating Documents to WorkView Objects ......................................................723
Custom Keyword Type Mapping ....................................................................727
Relating Entity Item to Documents ................................................................728
Relating WorkView Objects to Documents ......................................................732
Relating WorkView Objects to WorkView Objects .............................................735
Creating Portfolio Types..........................................................................................740
Life Cycle Folder ..........................................................................................741
Cancelling Item Creation.........................................................................................741
Creating a Life Cycle ....................................................................................741
Types of Life Cycles ...............................................................................................741
Creating a Life Cycle for Documents .........................................................................742
Creating a Life Cycle for Agenda Items, Meetings, or Plan Review Projects.....................745
Creating a Life Cycle for Managed Folders .................................................................748
Creating a Life Cycle for WorkView Objects ...............................................................751
Checking Life Cycles In and Out...............................................................................754
Checking In ....................................................................................................754
Checking Out ..................................................................................................754


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Life Cycle General Options ......................................................................................754


Configuring Life Cycles to Support Ownership ............................................................756
Ownership and Coverage ..................................................................................756
Ownership and Load Balancing ..........................................................................757
Assigning User Groups to a Life Cycle .......................................................................757
Assigning Document Types to a Life Cycle .................................................................757
Assigning Managed Folder Types to a Life Cycle .........................................................757
Assigning Application Class to a Life Cycle .................................................................758
Configuring a Life Cycle Icon ...................................................................................758
Password Protecting Life Cycle Configuration .............................................................759
Copying Life Cycles ................................................................................................760
Creating Queues ..........................................................................................760
Configuring Queues................................................................................................761
Allowing Users to Override the Auto-Feed Setting .................................................765
Understanding Auto-Feed Locks .........................................................................766
Assigning User Groups to a Queue ...........................................................................766
Assigning an Icon to a Queue ..................................................................................766
Advanced Options ..................................................................................................766
Work Folder ....................................................................................................767
Portfolio Type ..................................................................................................767
Default Template .............................................................................................767
VB Script to Execute on Selected Document ........................................................768
Inbox Refresh Rate (seconds) ............................................................................768
Sort Documents By ..........................................................................................769
User Privileges ................................................................................................769
Queue Monitoring .......................................................................................770
Configuring Filter Options for a Queue ......................................................................771
Use Only Selected Filters ..................................................................................772
Available Filters ...............................................................................................772
Default Filter ...................................................................................................772
Display Filtered Document Count .......................................................................773
Coverage Tab...............................................................................................773
Configuring a Load Balancing Queue ...........................................................774
Configuring Members .............................................................................................775
Configuring Users as Members ...........................................................................775
Configuring User Groups as Members .................................................................776
Configuring Roles as Members ...........................................................................776
Load Balancing Queue Options ................................................................................776
Allocated Percentage ........................................................................................776
By Priority ......................................................................................................777
In Order .........................................................................................................778
Keyword Based ................................................................................................778
Match Keyword to User Name ............................................................................780
Rules Based ....................................................................................................780
Load Balancing Work ...................................................................................781


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Shortest Queue ...............................................................................................781


Load Balancing Considerations for Institutional Databases .....................................781
Creating Transitions ...............................................................................................782
Creating Actions ....................................................................................................782
Adding ...........................................................................................................782
Configuring .....................................................................................................782
Copy and Paste Actions ....................................................................................783
Creating Rules.......................................................................................................784
Adding ...........................................................................................................784
Configuring .....................................................................................................784
Copy and Paste Rules .......................................................................................784
Reverting Changes to Actions and Rules ...................................................................785
Creating System Tasks ................................................................................785
Creating Ad Hoc Tasks .................................................................................788
Using an Existing Ad Hoc Task .................................................................................790
Configuring Ad Hoc Task Lists..................................................................................791
Additional Task List Options ..............................................................................792
Password Protection .........................................................................................792
Icon ...............................................................................................................793
Copying and Pasting Ad Hoc Tasks ...........................................................................793
Defining Filter Rules for Ad Hoc Tasks.......................................................................794
Adding a Task to the Ad Hoc Task List ......................................................................794
Web/API Task Folder ..............................................................................................794
Creating Task Lists ......................................................................................795
Adding a Task to the Task List .................................................................................796
Copying and Pasting Task Lists ................................................................................796
On Abort Task Lists................................................................................................796
Creating On Abort Tasks .........................................................................................797
Configuring On Abort Task Lists ...............................................................................797
Task Options .........................................................................................................797
Help Text ........................................................................................................798
Break On ........................................................................................................798
Continue Execution After Transition ....................................................................798
Additional Options ............................................................................................798
Creating Shortcuts .................................................................................................799
Deleting Actions, Rules, Task Lists or Timers .............................................................799
Linked Actions, Rules, Task Lists, Tasks, and Timers...................................................799
Configuring Roles ........................................................................................800
Documentation Tab................................................................................................801
Generating Documentation for Life Cycles ...................................................802
Creating Custom Templates for Documentation Generation.........................805
Configuration Overview ..........................................................................................805
Understanding Required Files ............................................................................806
Understanding Tags .........................................................................................806


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Understanding Fragments .................................................................................807


Configuring Templates in Microsoft Word ..................................................................807
Configuring Table Fields ....................................................................................808
Accessing Tag Information in Workflow Studio ...........................................................809
Configuring the Required XML File ............................................................................809
Installing the Template...........................................................................................811
Life Cycle Graphical Layout ..........................................................................811
Creating Queues in the Design Layout ......................................................................811
Aligning Shapes in Design View ...............................................................................814
Formatting Connectors .....................................................................................815
Formatting Line Thickness .................................................................................815
Creating an Snapshot of the Designer Layout ......................................................816
Deleting and Renaming .....................................................................................816
Timers .........................................................................................................817
Configuring Timers.................................................................................................817
Configuring Execution Windows ...............................................................................818
Managing Timers ...................................................................................................818
User Forms ..................................................................................................819
User Forms and the Workflow Property Bag ...............................................................819
User Forms in the Core-Based Workflow ...................................................................820
Modify and Deleting User Forms ..............................................................................820
Notifications ................................................................................................821
Creating New Notifications ......................................................................................821
Insert Button Options .......................................................................................825
Finding References ......................................................................................827
Managing Locks ...........................................................................................827
Configuring Web Services ............................................................................827
User Group Rights........................................................................................829
User Group Configuration for Workflow .....................................................................829
Copying Workflow Settings for User Groups .........................................................830
Service Accounts .............................................................................................831
Configure Life Cycles ........................................................................................831
Assign Product Rights ..................................................................................831
Assign Workflow Configuration Rights ............................................................831
Granting Rights to the Workflow Menu in the Configuration Module ................831
Granting a User Rights to Configure All Life Cycles ......................................831
Granting User Groups Rights to Individual Life Cycles ..................................832
Configure custom queries, VB scripts, folder and notes .........................................832
Assign or revoke rights to Custom Queries .....................................................832
Gain access to the Workflow inbox and workstation options ..............................832
To gain access to the Workflow inbox, but deny the right to the Execute Workflow right-
click menu outside of Workflow ..........................................................................833
Change viewing privileges to life cycles and queues in the Workflow inbox ...............833
Assign or revoke life Cycle privileges .............................................................833


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Change privileges to Ad Hoc Tasks, Web/API Tasks and System Tasks ....................833
Assign or revoke privileges to Ad hoc Tasks ....................................................834
Assign Web/API Tasks to a User Group: .........................................................834
Assign or revoke privileges to System Tasks ...................................................834
Assign/revoke System Tasks to/from Document Types .....................................834
Grant Administrative Processing Privileges ..........................................................835
Granting Workflow Log Purging Privileges ............................................................835
Workflow Studio Options .............................................................................835
General ................................................................................................................835
Doctor..................................................................................................................837
Action/Rule Categories ...........................................................................................839
Script Editors ........................................................................................................839
BPMN Color Schemes .............................................................................................840
Customizing Color Schemes ..............................................................................840
Renaming a Customized Scheme .......................................................................841
Deleting a Customized Scheme ..........................................................................841
Exporting a Customized Scheme ........................................................................842
Importing a Customized Theme .........................................................................842
About...................................................................................................................842
Unity Projects ..............................................................................................842
Creating Unity Projects ...........................................................................................843
Unity Project Properties ....................................................................................845
Reference Tab ............................................................................................846
Version Tab ................................................................................................846
Permissions Tab .........................................................................................846
Workflow Search .........................................................................................846
Finding Items in Workflow Studio.............................................................................846
Search Options ................................................................................................847
Workflow Doctor..........................................................................................849
Defining Doctor Options..........................................................................................849
Doctor Results.......................................................................................................849
Exporting Doctor Results ........................................................................................851
Output Tab ..................................................................................................851
Shortcuts .....................................................................................................852
Enabling the Recycle AppPool Button ..........................................................852
Exporting .....................................................................................................852
Exporting Life Cycles ..............................................................................................855
Importing ....................................................................................................859
Resolving Conflicts .................................................................................................862
Using Auto Resolve ................................................................................................866
Saving Resolutions.................................................................................................866
Using the Verification Report ...................................................................................867


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WORKFLOW STUDIO ACTIONS


Finding Actions ............................................................................................869
Agenda Manager Category ...........................................................................869
Set Property from Field...........................................................................................869
Set Value .............................................................................................................870
Document Category .....................................................................................872
Add Document to Gateway Caching Server................................................................872
Add Document to Content Source ............................................................................872
Assign Document to Reading Group..........................................................................873
Auto-Folder Document............................................................................................874
Check In Document ...............................................................................................875
Check Out Document .............................................................................................875
Compose Document ...............................................................................................876
Compose Image Document .....................................................................................877
Copy Document.....................................................................................................878
Create Discussion Thread........................................................................................879
Create New Form...................................................................................................879
Interaction with E-Forms in Workflow .......................................................................884
Keyword Validation in OnBase ...........................................................................884
Create Note ..........................................................................................................884
Create or Update Agenda Item From Document .........................................................888
Create PDF/TIFF File ..............................................................................................890
Create Physician Signature Note ..............................................................................892
Create SAP Work Item............................................................................................892
Create Subsite ......................................................................................................893
Create Unity Form .................................................................................................895
Create WorkView Object from this Document.............................................................898
Delete Document ...................................................................................................899
Delete Note ..........................................................................................................899
Display Document..................................................................................................900
Display E-Form for Input ........................................................................................901
Display Folder for Document ...................................................................................902
Display Medical Record Chart Pop ............................................................................902
Display Unity Form for Input ...................................................................................902
Exclude from Document Retention ...........................................................................903
Import Document ..................................................................................................903
Place Hold on Managed Folder .................................................................................906
Post Event on Managed Folder .................................................................................906
Print Batch............................................................................................................907
Print Document .....................................................................................................909
Purge Document....................................................................................................911
Push Document into Cache......................................................................................911
Queue Document for OCR .......................................................................................912
Re-Index Document ...............................................................................................913


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Reload Document ..................................................................................................916


Reload Keywords ...................................................................................................916
Remove Document from Reading Group....................................................................916
Remove Exclusion from Document Retention .............................................................916
Remove Hold on Managed Folder .............................................................................917
Render Statement .................................................................................................917
Run Script ............................................................................................................918
Send Document Event ............................................................................................918
Send HL7 Message.................................................................................................919
Set Document Type ...............................................................................................920
Set Folder and Template.........................................................................................921
Set Related Documents Priority to This Documents Priority ........................................922
Sign Document......................................................................................................922
Split Document .....................................................................................................923
Stamp Version ......................................................................................................924
Update Document Name .........................................................................................925
Update Document Retention Status ..........................................................................925
Update WorkView Object ........................................................................................925
Electronic Plan Review Category..................................................................926
Set Property from Field...........................................................................................926
Set Value .............................................................................................................927
Foldering Category ......................................................................................928
Transition to Final Disposition ..................................................................................928
Keyword Category .......................................................................................928
Add Keyword ........................................................................................................928
Autofill Keyword Set...............................................................................................929
Copy Keyword .......................................................................................................933
Copy Keyword from Related Item.............................................................................934
Copy Keyword Records from Related Item.................................................................935
Copy Keyword Records to Related Item ....................................................................935
Copy Keyword to Related Item ................................................................................936
Copy Keywords from/to Related Item .......................................................................936
Create Autofill Record.............................................................................................938
Delete All Keywords of Certain Type .........................................................................939
Delete Autofill Record ............................................................................................939
Delete Keyword .....................................................................................................940
Increment/Decrement Keyword ...............................................................................940
Keyword Record - Begin .........................................................................................941
Keyword Record - End ............................................................................................942
Replace Keyword ...................................................................................................943
Set Autofill Value ...................................................................................................943
Set Autofill Value From Keyword ..............................................................................944
Set Entry to Queue Date Equal to Autofill Value .........................................................945
Set Entry to Queue Date Same as Keyword ...............................................................945
Set Keyword to Entry to Queue Date ........................................................................945


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Set Keyword to User Name .....................................................................................946


Set Keyword Value from Autofill Value ......................................................................946
Set Related Documents Keyword Equal to This Documents Keyword............................947
Set This Documents Keyword Equal to Related Documents Keyword............................947
Store Related Document Count in Keyword ...............................................................947
Property Category .......................................................................................948
Copy Property .......................................................................................................948
Copy Property to/from Unity Form Field ....................................................................949
Increment/Decrement Property Value.......................................................................950
Set Entry to Queue Date Same As Property Value ......................................................950
Set Keyword from Property Value ............................................................................950
Set Property to Expression ......................................................................................951
Supported Operators ........................................................................................951
Functions ........................................................................................................951
Set Property Value .................................................................................................957
Store Related Item Count in Property .......................................................................961
System Category..........................................................................................961
Add Item to Other Life Cycle ...................................................................................961
Assign Ownership ..................................................................................................962
Assign to User .......................................................................................................962
Break Processing ...................................................................................................966
Call Web Service ...................................................................................................967
Create Collaboration Workspace ..............................................................................976
Custom Log Entry ..................................................................................................976
Display HTML Form ................................................................................................978
Using Multi-Instance Keyword Type Groups .........................................................979
Display Message Box..............................................................................................979
Display URL ..........................................................................................................982
DLL Exit Call .........................................................................................................983
Enable/Disable Workflow Trace ................................................................................983
Execute Program ...................................................................................................983
Promote Disk Group ...............................................................................................984
Purge Cache .........................................................................................................984
Rebalance Item .....................................................................................................984
Refresh Display .....................................................................................................985
Remove Item from All Life Cycles.............................................................................985
Remove Item from Life Cycle ..................................................................................985
Remove Ownership ................................................................................................986
Remove User Assignment .......................................................................................986
Run Unity Script ....................................................................................................988
Send Web Request.................................................................................................989
Protocols ........................................................................................................996
Send Notification ...................................................................................................997
Set Priority on Item ...............................................................................................998
Transition Item......................................................................................................999


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Workflow Table of Contents

WorkView Category ...................................................................................1000


Add to Display Message ........................................................................................ 1000
Create New Object ............................................................................................... 1001
Create Object Association ..................................................................................... 1002
Delete Object ...................................................................................................... 1002
Display WorkView Object ...................................................................................... 1003
Log Event on Object............................................................................................. 1003
Field value ............................................................................................... 1003
Related Filters .......................................................................................... 1003
System date/time ..................................................................................... 1003
Current user ............................................................................................ 1003
Workflow property .................................................................................... 1003
Modify Object Class.............................................................................................. 1004
Send WorkView Notification................................................................................... 1004
Custom/Dynamic Notification Options ............................................................... 1004
Field value ............................................................................................... 1004
Related Filters .......................................................................................... 1005
System date/time ..................................................................................... 1005
Current user ............................................................................................ 1005
Workflow property .................................................................................... 1005
Set Attribute Value(s) .......................................................................................... 1005
Set Filter Options................................................................................................. 1005
Set Property From Attribute .................................................................................. 1006
Field value ............................................................................................... 1007
Related Filters .......................................................................................... 1007
System date/time ..................................................................................... 1007
Current user ............................................................................................ 1007
Workflow property .................................................................................... 1007
Suppress Screen Action ........................................................................................ 1007
Related Tab ...............................................................................................1007
Related Tab for Unity Life Cycles............................................................................ 1007
Related Tab for Standard Life Cycles ...................................................................... 1008
Last Execution Result Behavior for Related Items .....................................1011
Records Managements Effect on the Last Execution Result....................... 1011
Document Category ....................................................................................... 1011
Keyword Category ......................................................................................... 1012
Property Category .......................................................................................... 1012
System Category ........................................................................................... 1012
Document Category ....................................................................................... 1012
Keyword Category ......................................................................................... 1013
Configuring Life Cycles Compatible with versions 11.0 and Earlier ............ 1013

WORKFLOW STUDIO RULES


Finding Rules .............................................................................................1015


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Agenda Manager Category .........................................................................1015


Check Field Value ................................................................................................ 1015
Related Entity Exists ............................................................................................ 1018
Document Category ...................................................................................1020
Check Chart Data on This Chart ............................................................................. 1020
Check Date Data on This Chart .............................................................................. 1022
Check Document Type.......................................................................................... 1024
Check Document Type Group ................................................................................ 1024
Check Priority on Item.......................................................................................... 1024
Document Assigned to Reading Group .................................................................... 1025
Document Type Exists on This Chart ...................................................................... 1025
Document Was Signed by the User......................................................................... 1025
Executed In ........................................................................................................ 1025
Is First or Last Document...................................................................................... 1026
Note Exists ......................................................................................................... 1026
Related Folder Contains Documents ....................................................................... 1026
Rendition Exists................................................................................................... 1026
Run Script .......................................................................................................... 1027
Signature Is Valid on Document............................................................................. 1027
WorkView Object Exists ........................................................................................ 1027
Electronic Plan Review Category................................................................1028
Check Field Value ................................................................................................ 1028
Related Entity Exists ............................................................................................ 1029
Keyword Category .....................................................................................1030
Autofill Row Exists ............................................................................................... 1030
Check Autofill Value ............................................................................................. 1031
Check Date Autofill Value...................................................................................... 1032
Check Date Keyword ............................................................................................ 1034
Check Keyword Value ........................................................................................... 1035
Compare Keyword Values for This and Related Document ......................................... 1037
Compare Two Keywords ....................................................................................... 1037
Keyword Value Exists ........................................................................................... 1037
Property Category .....................................................................................1038
Check Date Property Value.................................................................................... 1038
Compare Property Value ....................................................................................... 1040
Property Exists .................................................................................................... 1041
System Category........................................................................................ 1041
Audit Sample ...................................................................................................... 1041
Check Content Type ............................................................................................. 1041
Check Item Count for Queue ................................................................................. 1041
Check Last Execution Result .................................................................................. 1042
Check Ownership ................................................................................................. 1042
DLL Exit Call ....................................................................................................... 1043
Item Assigned to User .......................................................................................... 1043


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Workflow Table of Contents

Item has been in Life Cycle ................................................................................... 1044


Item has been in Queue ....................................................................................... 1044
Item in Particular Life Cycle .................................................................................. 1044
Item in Particular Queue ....................................................................................... 1045
Item in Workflow ................................................................................................. 1045
Is User in User Group ........................................................................................... 1046
Item Has Been Owned Longer Than........................................................................ 1046
Prompt User with Question Box ............................................................................. 1046
Symbols Used .......................................................................................... 1047
Related Item Does Not Exist.................................................................................. 1049
Related Item Exists .............................................................................................. 1050
Run Unity Script .................................................................................................. 1050
WorkView Category ...................................................................................1051
Check Attribute Value........................................................................................... 1051
Check Object Class .............................................................................................. 1051
Dataset Contains ................................................................................................. 1052
Object Is New ..................................................................................................... 1053
Related Tab ...............................................................................................1053
Related Tab for Unity Life Cycles............................................................................ 1053
Related Tab for Standard Life Cycles ...................................................................... 1053
Configuring Life Cycles Compatible with versions 11.0 and Earlier ............ 1056

WORKFLOW BEST PRACTICES


General Design .......................................................................................... 1057
General Performance ................................................................................. 1060
Related Documents....................................................................................1061
Filters ........................................................................................................1061
Keywords and Properties...........................................................................1062
Scripting .................................................................................................... 1063
Timers .......................................................................................................1063
E-Forms and User Forms............................................................................1065
Servers ......................................................................................................1065
Load Balancing .......................................................................................... 1066
Working with the Document Transfer Module ............................................1067

WORKFLOW STUDIO INSTALLATION


Requirements ............................................................................................1069
Unity Hardware and Browser Requirements ............................................................. 1069
.NET Framework .................................................................................................. 1070
Databases Supported ........................................................................................... 1070
Microsoft SQL Server ...................................................................................... 1070
Oracle .......................................................................................................... 1071


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Sybase SQL Anywhere .................................................................................... 1071


Database Client / Server Version Compatibility ........................................................ 1071
Hyland Software - MS Service Pack Statement......................................................... 1072
Third-Party Software Support ................................................................................ 1072
About Virtual Environments................................................................................... 1073
64-Bit Support Statement ..................................................................................... 1073
Windows User Account Control Statement ............................................................... 1073
Modifying Configuration Files ........................................................................... 1074
Pre-Installation ......................................................................................... 1074
Installation ................................................................................................1074
Overview ............................................................................................................ 1074
Installing Workflow Studio .................................................................................... 1075
Change, Repair, or Remove an Installation .............................................................. 1078
Running the Installer From the Command Line ........................................................ 1079
Feature Names .............................................................................................. 1079
Properties ..................................................................................................... 1080
Troubleshooting ........................................................................................ 1080
Enabling Diagnostics Console Logging..................................................................... 1080
Language Support ............................................................................................... 1081
Contacting Support ....................................................................................1082

CONFIGURING THE DISTRIBUTION SERVICE


Overview ................................................................................................... 1083
Installation ................................................................................................1084
Installing the Distribution Service Manually ............................................................. 1084
Uninstalling the Distribution Service ....................................................................... 1086
Running a Command ...................................................................................... 1087
Stopping the Service and Removing Files .......................................................... 1087
Configuration.............................................................................................1087
Configuring a Service Account ............................................................................... 1087
Enabling the Distribution Service ........................................................................... 1090
Users Configuration Requirements ......................................................................... 1090
Encrypting the Service Account's Credentials ........................................................... 1091
Changing Configuration File Settings ...................................................................... 1092
Adding Support for Multiple Data Sources ............................................................... 1092
Sending Notifications to Global Distribution Lists ...................................................... 1093
Displaying the User Who Triggered the Notification as the Sender .............................. 1093
Supporting Non-ASCII Characters in Attachment File Names ..................................... 1094
Configuring the Distribution Service to Save Notifications as Text Files........................ 1094
Sending Unity Forms ............................................................................................ 1094
Troubleshooting ........................................................................................ 1094
Logging Information to the Diagnostics Console ....................................................... 1094
Access to the path...is denied ................................................................................ 1095


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Error Loading Document: Attachments Are Not Sent................................................. 1096


Messages Are Not Sent......................................................................................... 1096
Workstation Registration Not Found ................................................................. 1096
Cannot Create a Session Pool .......................................................................... 1097
"No Count" Is On ........................................................................................... 1097
Version Mismatch .......................................................................................... 1097
Message Content and Attachments Are Reversed ..................................................... 1097
Unity Forms Limitations ........................................................................................ 1098
Windows User Account Control Statement ............................................................... 1098

LICENSING FOR CUSTOMERS PREVIOUS TO 2007


Workflow Licensing .............................................................................................. 1099
Combined Workflow/WorkView Licensing ................................................................ 1099
How Combined Licensing Works ....................................................................... 1099


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EXPOSURE

Overview
The Workflow module is an electronic document routing system that processes work more
efficiently, quickly and accurately than traditional paper processing. Workflow streamlines
business processes and is designed to accommodate change quickly. Documents can enter
Workflow in a variety of ways, including input processors like COLD, DIP, Document Imaging,
and PCL. Documents may also be imported into a Workflow process manually or via an
electronic form completed over the Internet. Configurable rules and actions ensure that
documents are distributed in a standard, controlled manner and that business rules and
practices are followed.
Workflow has the ability to prompt users for input or automatically process documents based
on information such as a keyword, document handle (a unique OnBase ID), or Document
Type. Assigning specific users with rights to modify a documents movement on an ad hoc
basis accommodates exceptions to the configured model. Timers can be employed on queues
to make sure documents continue through the process efficiently. Troubleshooting and queue-
logging tools allow for error-free, secure configurations. Configured workflows can be
exported to disk for backup and recovery purposes or for distribution to another OnBase
system. Workflow is accessible via the Internet when the OnBase Web Server is purchased.

Applications
Medical Insurance Payment Processing
The process begins with a fax, an image, or a text report. Claims documents enter the
Workflow and initiate the process. An initial claim review queue in Workflow checks for
duplicate claims and checks to see what related documents currently exist. Timers trigger
notifications and check on documents that are missing. The claims are then load-balanced as
they are assigned to an adjuster.
The adjuster reviews all the available information, making notes on the document. A fax or e-
mail may be sent to the provider requesting more information. Ultimately, the claim is either
accepted or rejected. Accepted claims then go to the accounts payable queue to be paid and
the rejected claims go to the rejected claims queue where a letter is generated explaining to
the provider the reason the claim has been rejected.

Accounts Payable
It can be cumbersome ensuring that vendors get paid promptly and accurately with a high
volume of invoices flowing into a company daily. An accounts payable clerk needs to find and
review all of the related documentation for an invoice. This may include an initial requisition,
a purchase order, and packing slips. The issue is complicated when a supplier sends you a
billing statement for several purchase orders. Some may contain full shipments and others
partial shipments. All of which make it very difficult to organize and track. A Workflow solution
can streamline and organize the process.


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As invoices and statements enter Workflow, system work checks for related documents. The
requisitions, purchase orders, and packing slips are matched as supporting documentation.
The accounts payable clerk has all the necessary documentation to make a payment decision.
The clerk is alerted to documentation that is incomplete or missing. A task can be executed to
pay the invoice in full or issue a partial payment. A full payment decision can be designed to
trigger payment from the companys accounting system. If a partial payment is issued, a
notification can be sent to the vendor. The notification tells the vendor that a partial payment
is in order and invites them to login to the companys Web Server. Vendors can then
participate in Workflow. They have access to areas and documents that you allow them
access. They can review all the documentation and dispute or approve the partial pay. By
Exposure

involving the vendor directly in the payment process resolution, you can eliminate the need to
send information back and forth.
The resolution and payment of invoices is both quick and accurate for you and your vendors.

Proof of Delivery Audit


In the transportation industry, proof of delivery is essential. The faster a company can provide
this documentation, the faster they get paid. OnBase Workflow and E-Forms can be used to
expedite this process.
As transportation orders come in via fax, phone, the company website or e-mail they enter
Workflow. The orders are then routed to dispatch where they get assigned to freight routes.
Drivers then download these orders into handheld computers aboard delivery trucks. As
deliveries are made, drivers transmit the complete bills of lading to OnBase. Once received,
the bill of lading triggers invoice generation. The invoices can be transmitted or mailed to the
client for payment.
When the payments are received, Workflow matches them with the invoices sent. For overdue
invoices, a timer automatically sends reminders to your clients.

Loan Processing
Workflow can be used to monitor the status of loan files and automatically route them to the
appropriate person(s) based upon pre-defined rules and process flows. In addition to
automated routing, users can route documents on an ad hoc basis. Workflow allows
management to analyze the loan production process, plan and test changes to the work
process.
Workflow provides an environment where the tools and documents required to process a loan
are readily available on the desktop. In some cases, Workflow identifies which task the user is
performing and automatically opens documents appropriate for that task.
When a new loan file arrives, it is assigned to an underwriter. The underwriter selects the loan
file and Workflow executes the user work specified for underwriters. For example, a form may
be displayed in which the underwriter enters comments and then selects the appropriate
button, cancel, approve or deny. A rule then tests to determine the underwriters response
and initiates the appropriate transition; to cancel, deny, or to route to the account manager. It
may be necessary to route the document to multiple underwriters for approval before
submission to the account manager. If the underwriter is out that day, a timer, (a monitoring
process running on the Workflow server) automatically reassigns the loan file to another
underwriter.


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When the loan file makes the transition to the account manager queue, the system work for
the account manager queue initiates and automatically faxes the approval to the broker. The
loan file rests in the queue until the account manager selects it and begins the user work.
When the account manager completes their work, Workflow checks to see if any outstanding
funding conditions remain. If there are no further conditions, Workflow automatically routes
the appropriate documents to funding. Otherwise, the loan file remains in the account
manager queue until all conditions are fulfilled.
Typically, queues are shared by groups of individuals. Many workers can share the same
queue, but each would see only the document files assigned to him or her using a load
balancing queue.

Exposure
Electronic Forms
Workflow is often used in conjunction with Electronic Forms (E-Forms), which can be used for
request processes that require one or more levels of verification. For example, a Human
Resources departments vacation request process may require that one or more managers
sign a vacation request before it is approved. The OnBase Digital Signature module can be
used in conjunction with Workflow and E-Forms to provide a means for electronically signing
documents.
Example applications for E-Forms include:
Requests for Purchase Orders
Departmental work requests. For example, an Information Systems Request can
be filled out by a user who needs assistance from the organizations IS department.
When the E-Form is submitted, an employee is notified. The request can be assigned
a status, enabling the originator to check on the progress of the request at any time.
Office supplies
Software bugs and enhancements
Online questionnaires. Answers are standardized and tabulating the results is a
more streamlined process.
Shipping requests

Licensing
Workflow Licensing
A Workflow license is required to configure life cycles as well as to perform Workflow activity.
Effective January 1, 2007, one of the following licenses is required:
Workflow Concurrent Client SL
Workflow Workstation Client SL
Workflow Named User Client SL

Note: Each of these licenses includes the E-Forms module.

In addition to one of these licenses, a valid Client license is required.


If Workflow was purchased previous to January 1, 2007, see Licensing for Customers previous
to 2007 on page 1099.


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Combined Workflow/WorkView Licensing


If you are running both Workflow and WorkView, combined licenses can grant access to both
of the modules.
Workflow/WorkView Concurrent Client SL
Workflow/WorkView Workstation Client SL (only applicable to OnBase Client)
Workflow/WorkView Named User Client SL

Note: Each of these licenses includes the E-Forms module.


Exposure

How Combined Licensing Works


Combined licenses are only consumed by users that have been assigned to use combined
licenses in the User Settings dialog box. When a user is assigned to use combined licenses, he
or she will not be able to use a license for Workflow or WorkView that is not combined. If non-
combined licenses are available for consumption, access to the modules are not granted until
a combined license becomes available.
If a user that is assigned to use a combined license who is working on a workstation
registered for the use of one of the two products licensed by the combined license, only the
product registered will be available for use.
If a user is not assigned to use combined licenses, the user will only be able to consume non-
combined licenses and will not consume combined licenses even when non-combined licenses
are not available.
To access the User Settings dialog box and configure a user for combined licensing:

1. From the Configuration module, select Users | User Names/Passwords.


2. Select the User Name and click Settings.
3. Select the Combined Workflow / WorkView License check box.
4. Click Save.
Once a combined license has been consumed, the license is not released until the Client is
restarted. If a combined license is revoked, it will still be consumed until the Client is
restarted. If the license is switched from a combined concurrent license to a concurrent
license for one of the products, it will still consume the combined concurrent until the Client is
restarted.

Check your current licensing status by selecting Utils | Product Licenses from the Configuration
module.


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Register the Workstation


To register the workstation:

1. From the OnBase Client, click Admin | User Management | Workstation Registration. The
Products Registered for Workstation dialog box is displayed.

Exposure
The right side displays all products registered on the selected workstation.
The left side of the screen displays a list of the workstations that have, at any time,
been logged on to OnBase. The current workstation is shown at the top of the list and
marked with an asterisk (*). The columns are as follows:

Column Name Description

License(s) Displays the symbols of the products registered for that workstation. The legend
for the symbols is located below the list of workstations.

Registered Displays the name of each workstation that has ever been logged in to OnBase.

Last Logon Displays the date that the workstation was last logged on.

Description Displays a short description of the individual workstation.


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2. Make sure that the current workstation, denoted by an asterisk (*), is selected. Select
the proper Workstation License from the Products Registered drop-down list.
If you are properly licensed for the Workstation License and it is not available from the
drop-down list, it may be registered on another workstation. Select each workstation
that is marked with a + (which indicates that the workstation is registered for the
Workstation License or another product) until the Workstation License is found. To
revoke registration from the workstation, select the Workstation license on the right
side and click the Revoke button. Then, select the current workstation and register it.
If the Workstation License is not displayed in the drop-down and it is not registered to
any other workstation, it is possible that the module may not be licensed.
Exposure

Tip: It is considered a best practice to register a processing workstation as a Named Client


rather than a Concurrent Client. This ensures that the processing workstation always has
access to the processing module; a workstation registered as a Concurrent Client cannot
access the processing module if another workstation is currently registered for it.

Note: If a registered workstation needs to be re-registered, the old workstation can be deleted
by selecting it in the workstation list and clicking Delete. All product rights held by the
workstation will be returned to the list of available licenses found in the Products Registered
drop-down. This forces the user logging on from that workstation to register the workstation
the next time they attempt to log on.

3. When you have finished registering the workstation, click Exit.


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OnBase 12 Workflow

4. Verify registrationSelect Window | System Status from the menu bar to display the
System Status dialog box. At the bottom of the window is a list of all products
registered on the workstation and a status message for each.

Clearing Excess Registrations Exposure


The number of workstations you can register for a given module is dependent upon the
number of licenses you have purchased for that module. If you attempt to register a specific
module on more workstations than you have licenses for, the excess workstations will be
unable to use the module. When a user logs on to a workstation with one or more excess
product registrations, a warning will be displayed to inform them what modules will not work
on that workstation.
You can remove excess product registrations the same way you would remove a functional
product registration. From the Workstation Registration dialog box, select the workstation that
has excess product registrations.


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Any products that are registered in excess of the licensing limit will contain the [Excess
Registration] string. Select the necessary products and click Revoke to remove the excess
registration from the workstation.

Workstation Cleanup
At some point, it may be necessary to delete workstations from the list in the Products
Registered for Workstation dialog box. This may be necessary if there are many workstations
on the list that are no longer accessing OnBase. One method of cleanup is to delete all of
them and allow the list to regenerate as workstations are logged back on to OnBase.
Exposure

Alternatively, you can select the desired workstations and delete them in groups. If
workstations are deleted inadvertently, they will be added back when the workstation is
logged onto OnBase. If the current workstation is selected, an error message is displayed and
it is not removed from the list.
To delete a workstation from the Products Registered for Workstation:

1. From the OnBase Client, click Admin | User Management | Workstation Registration. The
Products Registered for Workstation dialog box is displayed.
2. The left side of the dialog box contains four sortable columns. The Last Logon column
allows the user to delete all workstations that have not been logged on to OnBase
during a specified period of time.
3. Select the desired workstations and click the Delete button.
4. Select Exit when finished.

View Current Users


View Current Users allows a user to view information about other OnBase users, including the
time a user logged onto the system and the type of license being consumed by that users
workstation.
To view current user information, select Admin | User Management | View Current Users. The
Users Currently Logged In dialog box is displayed.


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OnBase 12 Workflow

Clean Up
User entries can be removed, or cleaned up, from the Users Currently Logged In dialog box
provided that the user is not trying to remove his or her own session and the session being
cleaned up is not displaying an Active status.

Workstation Registration
The workstation must be registered for any of the workstation licenses issued (Workflow User
- Concurrent or Workflow User- Named).

Exposure


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Exposure


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USAGE

OnBase Client
Workflow Document Security
Access to documents via Workflow is accomplished by a combination of assignments made at
the Document Type, life cycle, and work queue level. Specifically:
Document Types must be configured for use in a specific life cycle.
In the Configuration module, select Document | Document Types, then select the
desired Document Type and select Life Cycles. Assign the desired life cycles at the
Life Cycles for <document type> dialog box.
Users must be granted rights to a specific life cycle, as well as each queue within
that life cycle, in order to view documents within those queues.
In the Configuration module, select Users | User Groups/Rights. Select the desired
user group and select Workflow. Assign the desired life cycles and queues at the
Assigning Workflow for <user group> dialog box.
In all Workflow interfaces except the Unity Workflow interface, users must be
granted the Retrieve/View privilege, either as a user group privilege or as an
override privilege. If this privilege is not granted (or in the case of override
privileges, overridden), users will not be able to view documents in Workflow. For
more information on configuring user group rights, please see the System
Administration module reference guide or help files.

Caution: The ability to view documents in a life cycle is controlled at the queue level. If users
have rights to a Workflow queue, they will also have rights to view all the documents in that
queue by default, regardless of their security rights (i.e. Document Type rights). This includes
related documents.

Caution: The ability to modify a document in a life cycle is controlled at the queue level. If users
have rights to a Workflow queue, they will also have rights to modify all documents in that queue
by default, regardless of their Modify privilege setting, including related documents.
Administrators should be aware that Workflow automatically grants the Modify privilege to users
for any documents that are in their queue. As a result, care should be taken to only present
documents which users should be allowed to modify.

Note: To view or change Keyword Values or to re-index a document via the right-click menu,
you must have appropriate rights for modifying keywords or re-indexing. The re-index option
is not present in the Java Workflow interface.


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Workflow OnBase 12

Workflow Inbox Windows


There are two options for opening the Workflow Inbox in the OnBase Client:
Click the Workflow Inbox toolbar icon, or
Select User | Workflow.
Usage


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The Workflow Inbox displays several main interaction windows. The initial appearance of the
screen varies, depending on how it was set up the last time it was used.

Window Name Description

Life Cycle View Displays all life cycles and queues to which the user has access. Depending
on your systems configuration, a number may appear in square brackets
next to a queue. This indicates the number of documents currently in that
queue.

Note: This window is also called the Workflow window in the Workstation

Usage
Options dialog box.

Documents Window Lists the documents that are in the queue selected in the life cycle window.
If there are no documents in the queue, this window will be empty.

Note: This window is also called the Inbox window in the Workstation
Options dialog box.

User Interaction Displays the specific work that must be performed by the user in order to
Window process the selected document. This window displays information only if
user questions, life cycle or queue help text, message boxes, or HTML forms
have been configured.

Note: This window is also called the User Interface window in the
Workstation Options dialog box.

Work Folder Displays all documents in OnBase that are related to the selected inbox
Window document, based on the criteria configured for the folder type.

Note: This window is also called the Folder window in the Workstation
Options dialog box.

Note: A document must be selected in order for the context menu to display
in the Work Folder tab.

Document Viewer Displays the selected document.

Tasks Bar Contains icons for the tasks that the user can select to perform on the
document. Tasks also appear on the Workflow drop-down list to allow for
more space on the desktop.

Note: Specific display options can be set for this window using the options available on the
Workflow Display Options tab of the Workstation Options dialog box. Specifically, the size of this
window is controlled by the Percent Workflow parameter.

Note: When a filter is applied to the inbox and columns are resized, column widths are
retained. The next time the filter is applied to the inbox, the set column widths will be


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reflected.

Workflow Client Life Cycle View


The Life Cycle View, or window, in the Client module displays those life cycles and queues to
which your user group has been granted rights.
By default, the life cycle window displays in tree view when Workflow is opened, but can be
displayed in graphic view by pressing the Change View toolbar button.
Right-clicking the life cycle name gives the following options:
Usage

Options Description

Refresh Enables you to refresh the life cycle without transitioning the document out of the
queue.

Workflow Enables users with Administrative Processing Privileges to view the status of the
Replay life cycle at any given time as well as track a document's progress through the
system.

Note: Currently only available in the Classic User Interface.

Create List Creates a report of all documents in that life cycle. The Document Type is SYS List
Report Contents Report.
For a user with administration rights, the user can select to create the report on
either Assigned Documents or All Documents in the selected life cycle. The report will
list each queue and the appropriate list of documents based on the user's rights.
When this right-click option is selected, a dialog box will display prompting you to
select to generate a report based on All Documents or Assigned Documents Only.
Click the appropriate button.
If a user does not have administration rights for all queues, the All Documents
option will only be applicable to queues for which the user has administration rights.
For a user that has no administration rights, only assigned documents in each queue
will be displayed.

When you right-click on a queue, the following options are available:

Option Description

Refresh Enables you to refresh the queue.

Create List Creates a report of all documents in that life cycle. The Document Type is SYS List
Report Contents Report.
For a user with administration rights in a load balancing queue, the user can select
to create the report on either Assigned Documents Only or All Documents in the
selected queue.
If the user does not have administration rights, the report will only list assigned
documents.


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Option Description

Perform Initiates system work configured for the queue to begin.


System Work

Execute Executes the timer work associated with the selected timer.
Timer Work

Auto-Work This option opens the next available document in the queue. Any documents that
are opened by other users will be skipped over to access a document that can be
worked on. This option is disabled if the queue is using auto-feed functionality. If a
queue is configured for auto-feed, this option is only available after Show All

Usage
Documents is selected.

Note: This option is only available when Exclusive Document Viewing is engaged
on the queue.

Show All This option is only available for queue configured with the auto-feed option and
Documents appropriate rights are granted. This option overrides the auto-feed setting and
displays all documents within the queue.

Tree View
When you select User | Workflow, a tree view of the configured life cycles displays in the
upper left window. Click the plus sign preceding the selected life cycle to view the queues
within.
If documents are present in the queue, a numeric label (counter) may appear in the tree view
that indicates the actual document count. In tree view, the count is updated when Refresh is
selected at the queue level, or when documents are manually transitioned in/out of a queue.

Note: As documents are processed in/out of the queue, the counter may need to be refreshed
for an accurate document count.

Select any life cycle. If a description of the life cycle was entered in the Life Cycle Help Text box
during the configuration phase, the text displays in the user interaction window. Right-click to
obtain the life cycle right-click menu.

Graphic View
To display the graphic view, select the life cycle and click the Change View toolbar button. The
graphic view displays in the same window that contained the tree view.
In graphic view, the count is updated whenever documents are processed in/out or
transitioned in/out of the queue.

Turn the background grid on and off by clicking the Grid toolbar button.

Use the Zoom In and Zoom Out buttons to adjust the display.
Select any life cycle. If a description of the life cycle was entered in the Life Cycle Help Text box
during the configuration phase, the text displays in the user interaction window. Right-click to
obtain the life cycle right-click menu.


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Workflow Client Documents Window


The Document window displays a list of all the documents in the selected queue. The name of
the document, as well as when it arrived in the queue is noted in the window. The format of
the arrival time reflects the operating system format, and can be modified via the operating
system.
You can define the length of each displayed column by clicking and dragging the column
heading end border. Once columns are sized appropriately, if you close the Workflow window,
the column settings will be saved for the current workstation.
The information reflected at the bottom of the window consists of:
The currently selected Queue (Queue:)
Usage

The user currently logged in (User:)


The total number of documents in the queue (Count:)
The name of the currently applied filter (No Filter displays if a filter is not applied).

If you select a document in this window, it appears in the Document Viewer.

Note: If you received an error stating Access Denied. User 'username' is already working with this
document., a user already has the document open in a Workflow queue.

Right-clicking on a document displays a menu with processing options. The options presented
vary slightly depending on whether the document is an image or text file format.
Multiple documents can be selected by holding down the Ctrl key and selecting the desired
documents with the mouse. In the same manner, the Shift key can be used to select a range
of documents.

Note: In the Classic Client interface, you cannot deselect documents with the Ctrl key held
down. In order to deselect documents, release the Ctrl key and click on a document. All
documents will be deselected except the document that you clicked on.

Note: In the Classic Client interface, if you click a link in an E-Form, the link will open in the
Document window.

Note: If you select Send To | Create New Document from the Document Viewer's right-click
menu, the new document created will reside in the same queue as the document that is
displayed in the Document Viewer at that time.

Note: If a keyword in an Auto-Name string is changed via the user interface in a Core-based
workflow, such as when performing an ad hoc task, the Auto-Name string in the Documents
window will automatically update to reflect the change. There are instances, however, when
the Auto-Name string will not refresh automatically. If scripts are being used in a task to
update keywords, the Auto-Name string will not refresh when the keyword is updated. For
more information, please contact your system administrator.


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Right-clicking on a document in the Document window displays the following options:

Option Description

Keywords Opens the Add / Modify Keywords dialog box to view or modify the document
Keyword Values.

Re-Index Opens the Re-Index Document dialog box to re-index the open document.

Note: If a document is awaiting user interaction, this option is not enabled.

Usage
Note: This option is not functional for documents that are signed E-Forms.

History Opens the Document History dialog box, which lists the past actions performed on
the document. By default, the entries are sorted in descending order, with recent
actions listed first.

Cross- Select the appropriate Document Type from this menu option to display the cross-
References references related to the selected document.

Note: Only the Document Types that the current user has appropriate rights to will
be available for selection.

View All Opens the Defined Cross-References dialog box, which lists the cross-references
Cross- that are configured for the selected document.
References

Send To | When properly configured, the system will create a blank e-mail message with the
Mail specified document attached.
Recipient

Send To | Sends selected document(s) to the defined user's internal mailbox. Opens the Send
Internal Mail dialog box.
User

Send To | You will be prompted to enter a page range and whether you want to send the file in
Advanced native format. When properly configured, the system will create a blank e-mail
Mail message with the specified document attached.

Clear Deselects the selected document in the Document window.


Selected

Refresh Reloads the document in the viewer with updated information.

Show All Removes the filter and displays a list of all documents.

Show Toggles the combined view on and off. See Show Combined View on page 19 for
Combined more information.
View

Begin User Available when user work has been configured within a queue. When selected, the
Work User Interaction window displays question boxes, message boxes, and HTML forms.


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Option Description

Route Allows you to move a document to any queue connected to the current queue by a
Document transition. This activity bypasses user work associated with the document. This
option is only available to users that are administrators, have the Workflow
Administrative Processing privilege, or have the Ad Hoc Routing user privilege at the
queue level.

Note: When using the Classic Client interface, this option is only available in an auto-
feed queue after a document has been double-clicked.
Usage

Note: This option is only enabled if all of the selected documents are in the same
queue, and the queue has at least one transition.

Workflow Displays the queues that the selected document exists in. A document can only exist
Queues in one queue within a life cycle, but can exist in multiple life cycles.
If multiple documents are selected at once, this option is disabled.

Filter Inbox Allows you to select a pre-configured custom query to apply to the Document
window.

Change Switches the focus of the Document window to the queue specified. The menu
Queue presents a list of queues to which you have rights.

Priority Displays the current document's priority number.

Create List
Report Note: This option is only available if you have been given appropriate rights.

Creates a report of all documents in that queue. The Document Type is SYS List
Contents Report.
This option allows you to report on either the selected document or all documents
listed.
When using the Auto-Feed Documents configuration option, documents will be listed
in the report, even if they are not currently displayed in the inbox.
Upon selection of this option, you will be prompted on whether you want to create
the report for only the selected item. Click Yes to generate the report for the
selected document. Click No to generate the report for all documents. By clicking
Cancel, the report will not be generated.

Note: A List Content Report generated from a Workflow life cycle automatically has a
header and summary information included. If a Filter has been applied to the Inbox,
the Filter name will appear in the title, also. You do not have the option to change
these features, nor can you include a report summary in the report.

Properties The properties of a document display in the Document Information dialog box.

Note: You may have more options available depending on user rights and licensing. You may
also not have all of these options depending on granted user rights.


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Display Columns in Single Queues

When applying a filter to a single queue, the following is true concerning the display columns
for the filter:
If no display columns have been configured on the filter, the Document Name column
will display.
If display columns have been configured, all configured columns will display.

Show Combined View

Usage
The Document window can display the contents of a combination of life cycles and queues. In
order to show the contents of multiple life cycle queues, life cycles and/or queues must be
selected for display. To enable a combined view:

1. Select User | User Options.


2. Select the Workflow Combined View tab.

3. Select the check box next to a life cycle to include in the combined view. You can
expand a life cycle by clicking the corresponding plus sign.
4. If you want to include only specific queues from a life cycle, expand the life cycle and
clear the check box(es) next to the queue(s) you do not want to include in the
combined view. If all queues within a life cycle are selected to be shown in the
combined view, the check box for the life cycle is white. If only some of the queues
within a life cycles are selected, the life cycles check box is shaded.
5. Repeat steps 3 and 4 until all of the appropriate life cycles and/or queues are selected.


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6. If you want the default display to show the combined life cycles and/or queues, select
the Show Combined View at Startup check box.
7. Click OK.

Once a combined view has been enabled, it can be toggled on and off at any time. Right-click
on the Document window and select Show Combined View at Startup to toggle the view on or
off. When the view is on, the documents that exist in the life cycles and queues that were
selected in the Workflow Combined View tab will be displayed. The Workflow Queue column will
display the queue in which the listed document resides.

Workflow Client User Interaction Window


Usage

The User Interaction window displays any work that the user must perform while the
document is in the selected queue. To begin user work, select a document in the queue, and
click the Begin User Work button on the Workflow toolbar, right-click the document and select
Begin User Work, or click an ad hoc task on the Tasks Bar or from the Workflow menu.

Note: The Begin User Work button is only enabled if all of the selected documents are in
queues that contain user work.

The User Interaction window appears differently, depending on how the work was configured.
User questions, message boxes and HTML forms are all possible options. Notice that the user
has customized the window sizes and that an HTML form is displayed in the User Interaction
window. The user must complete the user work by typing responses into the appropriate
boxes on the HTML form and then clicking Submit.

Note: If the windows are docked on top of the User Interaction window when user work is
initiated, the focus will automatically switch to the User Interaction and wait for input before
you can continue.

Workflow Client Work Folder Window


The Work Folder window contains all documents that are related to the main document
selected. If the main document has multiple values for a Keyword Type that is assigned to the
working folder, all documents that have either of the values assigned to it will be pulled into
the working folder as a related document. Upon selection, the related document displays.

Note: Selecting multiple documents and executing a task will refresh the contents of the Work
Folder for each primary document that is selected. The Work Folder is not updated in real
time. If documents are added to the Work Folder after the primary document has been
displayed in the viewer, but before the task list is resumed, those documents will not be
displayed in the Work Folder, but the newly added documents will be acted upon by the
Workflow logic when the task is executed.

Note: When a Keyword Type that is determining the contents of the Work Folder has a value
that contains an asterisk (*) or question mark (?), the characters are treated as wildcards and
all documents that meet the criteria are returned as related documents.


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You can perform an Ad Hoc Task on a related document by dragging the document from this
window onto the icon in the Tasks Bar. Ad Hoc tasks are also available from the Workflow
menu.

Note: Use folders to group documents related to the current document, called supporting
documents. These documents may or may not exist in the Workflow and may be of a different
Document Type than the current document in the Workflow.

Caution: User group right restrictions on Document Types do not apply to Document Types
included in the Work Folder window.

Usage


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The following right-click options are available in the Work Folder window:

Option Description

Template Allows you to select a template to apply to filter the work folder.

Note: If a template is applied to the Work Folder window, each Document Type
within the folder is represented with one item listing. The display will not reflect the
number of documents that match the keyword criteria, but rather, will serve as a
reference as to what Document Types are represented in the folder.
Usage

Keywords Opens the Add / Modify Keywords dialog box to view or modify the document
Keyword Values.

Re-Index Opens the Re-Index Document dialog box to re-index the open document.

Note: This option is not available for documents that are signed E-Forms.

History Opens the Document History dialog box, which lists the past actions performed on
the document. By default, the entries are sorted in descending order, with recent
actions listed first.

Display in When selected, the related document will open in the top level window. If multiple
Top-Level documents are selected, the first document in the list is opened in the top-level
Window window.

Note: There is only one top-level window. If a related document is displayed in the
top-level window and another related document is selected to display in the top-level
window, only the last related document selected is displayed.

Send To | When properly configured, the system will create a blank e-mail message with the
Mail specified document attached.
Recipient

Send To | Sends selected document(s) to the defined user's internal mailbox. Opens the Send
Internal Mail dialog box.
User

Send To | You will be prompted to enter a page range and whether you want to send the file in
Advanced native format. When properly configured, the system will create a blank e-mail
Mail message with the specified document attached.

Workflow Displays the queues that the selected document exists in. A document can only exist
Queues in one queue within a life cycle, but can exist in multiple life cycles.

Note: If multiple documents are selected at once, this option is disabled.

Properties The properties of a Document display in the Document Information dialog box.

Note: You may have more options available depending on user rights and licensing. You may


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also not have any of these options depending on granted user rights.

Workflow Client Document Viewer


The Document Viewer window allows you to view applications as well as documents. When
viewing a document, you can double-click to cross-reference to corresponding documents.
You can also zoom images, use thumbnails, and create notes and highlights.

Note: When you exit a PDF document in the Document Viewer window, an instance of Adobe
Acrobat will still be running in the Task Manager.

Usage
You can also set defaults for the zoom level and page number to which image documents
open in the viewer. This setting is effective across all life cycles. The option is set by right-
clicking the Workflow toolbar, selecting Defaults | Set Default Page or Set Default Zoom. You
can clear these settings by right-clicking the Workflow toolbar and selecting Defaults | Clear
Default Page or Clear Default Zoom.
You can open any number of viewer windows to facilitate viewing and comparing of multiple
documents. With custom programming, Workflow can be enabled to present the
organizations host system through the Document Viewer window for viewing documents and
data entry. This requires a minimal amount of custom programming to interact with an
organization's unique host system.
When a document is open in the viewer, the status bar displays whether or not the document
is read-only or whether the current user has it checked out. If you hover over the document
status (Read-Only or Checked Out) the name of the user that has the document checked out
currently is displayed.

Terminal Session
The Terminal window is a Reflections emulation window accessing a host system. If your
OnBase system has been configured to interact with a host system, follow these steps to
make a connection:

1. Click the Terminal Session button . The terminal window displays.

Note: The Terminal Session button may not be available depending on your configuration.

2. Click the connection icon .


3. Enter a valid login name and password to connect.


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If a host system (i.e. mainframe) has been configured to interact with OnBase, you may also
see a terminal window like the one pictured below:
Usage

Client Menu for Workflow Application


The options available vary depending on whether the Workflow application is active.
If Workflow is initiated (the main Workflow Inbox window is displayed), the Workflow menu
displays a drop-down list of ad hoc user tasks applicable to the currently selected queue.
In addition, ad hoc tasks are available in the Tasks bar.
In addition, if you have one or more documents selected in a hit list that are assigned to the
same system task, that system task will be available to run on the documents from the hit
list.

Note: If the Workflow application is not active, the Tasks bar is used to display System Tasks
that are currently configured and assigned to certain Document Types. System Tasks can be
used in any client application, but will only appear in the Tasks bar when a Document Type
has been assigned System Tasks during configuration.

Changing the Default Rotation of Pages


In addition to changing the default rotation of the page displayed by default, you can set the
default rotation for specific pages within documents. To set a default rotation for a page,
select the page and select the appropriate rotation. From the document right-click menu,
select Process | Save Rotation as Default for Page. Every document will have the same default
rotation for the page. For example, if you set the default page rotation to 90 degrees on page
2 of a document. All documents will display page 2 rotated 90 degrees. To cancel the default
rotation for all pages, right-click on a document and select Process | Reset Default Rotation.


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Restoring the Default Layout


To restore the default layout of the Workflow Inbox windows, right-click on the toolbar, the
status bar, or the Workflow Inbox and select Display | Restore Default Display.
Restore Default Display is also used to enforce new window settings that have been configured
via Workstation Options | Workflow Display Options. The window display sizes will not be
affected by the newly configured settings until they are both saved as Workstation Options
and refreshed in Workflow with Restore Default Display.
In addition, all top level, secondary windows that have been placed on the secondary monitor
will be restored back to the primary monitor upon selecting Restore Default Display.

Usage
Using the Client Toolbar in Workflow
When using the Client toolbar in Workflow, document-based actions that are initiated by
toolbar buttons, including running a VBScript, are performed on the document displayed in
the Workflow viewer, regardless of how many documents are selected in the Workflow Inbox.

Classic User Interface


The Classic OnBase Client interface is the same interface that was available prior to OnBase
version 6.2.0. The following is an example of the Classic OnBase Client interface:

Changing the Layout of the Inbox Windows


The appearance of the Workflow Inbox is customized using the right-click menu, or by
dragging windows into position.


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Right-Click Menu
Right-click the Workflow toolbar to display menu options. If an option is activated, a check
mark appears in front of the menu item. Restore Default Display is the only item that does not
display a check mark because it performs a function as soon as it is clicked.

Menu Options Description

Life Cycle Displays the life cycle view.


View

Document Displays the Document Inbox window.


Usage

User Displays the User Interaction window.


Interaction

Work Folder Displays the Work Folder window.

Tools Displays the Workflow toolbar.

Display Show Grippers Displays the window grippers and causes the
Toggle Grippers icon to appear active on
the Workflow toolbar.

Lock Window Positions Locks the current window positions. The lock
icon on the Workflow toolbar appears active.
While locked, the Restore Default Display
option is not available.

Restore Default Display Selecting this option causes a confirmation


message box to appear. Select Yes to
restore the Workflow Inbox to its default
display. Select No to close the message box
without making any changes.

Show Second Pane Opens a second window that displays items


from the Workflow Work Folder window and
is the target for Doc Display This/Related
Document actions. If the second window is
already opened, the option will be disabled.

Close Second Pane Closes the second window that displays


items from the Workflow Work Folder
window and is the target for Doc Display
This/Related Document actions. If the
second window is already closed, the option
will be disabled.


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Menu Options Description

Defaults The following options are available when viewing an image file:
If you have the second pane displayed, each of these options will be available for
the Primary Pane and Secondary Pane respectively.

Set Default Page Allows you to open multi-page image files to


the same page each time an image displays
in the viewer. Navigate to the page to
display, right-click the inbox toolbar, select
Defaults | Set Default Page.

Usage
Clear Default Page Clears the default page settings. All images
now open to the first page.

Set Default Zoom Allows you to set a zoom level that remains
constant across documents in a queue.
Zoom an image to a desired setting, right-
click the inbox toolbar and select Defaults |
Set Default Zoom.

Clear Default Zoom Clears the default zoom settings. Images


open to their actual size.

Set Default Rotation Sets the rotation of the page displayed by


default. You must set the Set Default Page
option to the page you want to be auto-
rotated by default. When a page in the
document has had a rotation saved for it
(via Process | Save Rotation), the default
rotation will not be applied.
Default rotation is reset when a Workflow
session ends.
Any rotation set via the Set Default
Rotation option overrides any rotations set
via the Save Rotation as Default for Page
option.

Clear Default Rotation Clears the current default rotation setting.

Note: For toolbar button identification and descriptions, see Workflow Toolbar on page 33.

Click and Drag Window Positioning


Another method of customizing the inbox display is to move the windows manually.
To display the window grippers, right-click and select Display | Show Grippers or click
the Toggle Grippers icon.
To move a window, click the mouse over the gripper and drag the window to a new
location.
You can move the window outside of the OnBase desktop in order to arrange
Workflow windows and other application windows effectively. When a window is
outside of the OnBase desktop, it is considered undocked.


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You can also share the docking position of multiple windows in the undocked state
by dragging a window on top of an undocked window.
If the Life Cycle view, Document, Work Folder, or User Interaction windows are
dragged on top of one another, a pop-up box displays, asking if you want to share
docking position.
If you click Yes, the window being moved lies on top and all windows sharing the
same pane are labeled with a tab.
If you click No, the window restores itself to its previous position.

Tip: You can drag Workflow windows outside of the Client module onto your Windows desktop.
Usage

This can be useful, especially if you are using a dual monitor setup. You can double-click on a
window to remove it from the confines of the Client module. You can double-click on it to
restore its position in the Client module.

The layout of the windows is saved automatically upon exiting the system.

Document Count Displayed


When there are more than 100 documents in the document inbox, the count displayed is
>100.

Core-Based User Interface


The Core-based user interface relies on a web service. In order to use this interface, a web
service must be configured by the System Administrator and the interface must be set to
Core-based in the Configuration module.
The following is an example of the Core-based interface:


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Changing the Layout of the Inbox Windows


The appearance of the Workflow Inbox is customized by dragging windows into position and
pinning.

Right-Click Menu
Right-click the Workflow toolbar to display menu options. If an option is activated, a check
mark appears in front of the menu item. Restore Default Display is the only item that does not
display a check mark because it performs a function as soon as it is clicked.

Menu Options Description

Usage
Life Cycle View Displays the Life Cycle view.

Document Displays the Document Inbox window.

User Interaction Displays the User Interaction window.

Work Folder Displays the Work Folder window.

Tools Displays the Workflow toolbar.

Display | Restore Default Selecting this option causes a confirmation message box to appear.
Display Select Yes to restore the Workflow Inbox to its default display.
Select No to close the message box without making any changes.

Display | Show Second Pane Opens a second window that displays items from the Workflow
Work Folder window and is the target for Doc Display This/
Related Document actions. If the second window is already
opened, the option will be disabled.

Display | Close Second Pane Closes the second window that displays items from the Workflow
Work Folder window and is the target for Doc Display This/
Related Document actions. If the second window is already
closed, the option will be disabled.

Defaults These options are available when viewing an image file.

Note: If you have the second pane displayed, each of these options
will be available in the Primary Pane and Secondary Pane
respectively.

Defaults | Set Default Page Allows you to open multi-page image files to the same page each
time an image displays in the viewer. Navigate to the page to
display, right-click the inbox toolbar, and select Defaults | Set
Default Page.

Defaults | Clear Default Clears the default page settings. All images now open to the first
Page page.

Defaults | Set Default Zoom Allows you to set a zoom level that remains constant across
documents in a queue. Zoom an image to a desired setting, right-
click the inbox toolbar and select Defaults | Set Default Zoom.

Defaults | Clear Default Clears the default zoom settings. Images open to their actual size.
Zoom


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Menu Options Description

Defaults | Set Default Sets the rotation of the page displayed by default. You must set the
Rotation Set Default Page option to the page you want to be auto-rotated
by default. When a page in the document has had a rotation saved
for it (via the Process | Save Rotation) menu, the default rotation
should not be applied.
Default rotation is reset when a Workflow session ends.
Any rotation set via the Set Default Rotation will override any
rotations set via the Save Rotation as Default for Page option.
Usage

Defaults | Clear Default Clears the current default rotation setting.


Rotation

Click and Drag Window Positioning

Windows can be arranged in many ways. Click and drag the window you want to move and
release the mouse button when the window is positioned appropriately. A gray outline of
where the window will be placed is shown while dragging the window.
You can also stack windows on top of each other to create combined windows that will be
displayed in a tabular format. If you drag one windows title bar on top of the other windows
title bar, they will combine into one window. Tabs will display at the bottom of the combined
window for each window that can be accessed within the combined window.

Note: When windows are stacked in tabular form, clicking on the x button in the upper right
hand corner will close the displayed tab.

Pinning

Windows can be pinned to a specific place or hidden when not in use. If you want to always
see a window, pin it. To pin it, click the pin button in the title bar. If a pin button is not
present, the window cannot be pinned or hidden. The window will always display in the
current position, even if it is obstructing another window. Rearrange the window to the outer
edge of the screen to find a position where the window can be pinned.
When a window is not pinned, the window will be hidden when not in use. In order to access
a hidden window, hover over the tab that corresponds to the appropriate window. The tab
label will correspond to the title displayed in the windows title bar. The window will be
displayed. Window tabs are displayed on the left or right edges of the screen.


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Viewing Document Results


In the Document window, you can access the Options dialog box by clicking the Options
button.

Usage
You can specify the number of documents you want returned at a time in the Results Per Page
field. Only numbers greater than 0 can be entered.
You can also specify if you want the Previous Results and Next Results buttons to display with
or without text labels. If you want the labels to be displayed on the button, select Show Text
Labels. Otherwise, select No Text Labels.
You can navigate through the document results list using the Previous Results and Next Results
buttons.

Work Folder Sorting


Work Folder results can be sorted by clicking on column headers within the Work Folder
window. If a document has revisions, the revision number is displayed at the beginning of the
documents name.

Filters in Combined View


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When a filter is applied while using Combined View, the following is true concerning the
display columns. The columns display from left to right.
If no display columns have been configured on the filter:
Icon

Note: The Icon column is only available in the Unity interface.

Document Name
Workflow Life Cycle
Workflow Queue
Usage

Entry Date
If display columns have been configured on the filter:
All configured columns in user-configured order
Workflow Queue
Queues will be sorted by Entry Date by default. Queues can also be sorted by a defined filter
sort or by clicking a display column to sort by.

Note: If Workflow Queue has been configured as a display column, it will not be added again.

Note: If no filter has been applied, the display columns will be: Document Name, Workflow
Queue, Entry Date.

Note: If a keyword in an Auto-Name string is changed via the user interface in a Core-based
workflow, such as when performing an ad hoc task, the Auto-Name string in the Documents
window will automatically update to reflect the change. There are instances, however, when
the Auto-Name string will not refresh automatically. If scripts are being used in a task to
update keywords, the Auto-Name string will not refresh when the keyword is updated. For
more information, please contact your system administrator.

Shortcut Keys
In some instances, the same keyboard shortcut key may be configured to initiate multiple
actions. When this occurs, shortcut keys are processed in the following order:
task lists
If no matching task list is found, then accelerators configured in Workstation Options
are processed.
If none of the above conditions are met, other areas of the software, such as file
menus, are processed.

Note: In some cases, shortcut keys for Internet Explorer and the OnBase Client may override
the configured Accelerator Key when the Accelerator Key uses the same shortcut key
configuration.


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The following shortcuts are available by default:

Shortcut Description

F9 Opens the Workflow window.

F10 Executes Workflow Ad Hoc Task #1.

F11 Executes Workflow Ad Hoc Task #2.

F12 Executes Workflow Ad Hoc Task #3.

Usage
Workflow Toolbar
Workflow toolbar icons are active and available for use based on the active window within the
Workflow Inbox that you are using. A description of each icon follows:

Button Description

The Begin User Work button is available if there is user work associated with the
selected document. Select this option to begin processing the document.

Note: This button is only enabled if all of the selected documents are in queues that
contain user work.

The Route Document button displays the Possible Transitions dialog box, which lists
other queues to which the document can be routed.

Note: This button is only enabled if all of the selected documents are in the same queue,
and the queue has at least one transition.

The Show Document button displays the document.

The Save button saves changes made to a document that is opened with another
application, such as Microsoft Word or Excel.

The Filter Inbox button is used to apply a custom query to the Inbox. Filters are
designed during the configuration process, and override the sort columns of the Inbox.

Note: If a Keyword Type that is used as a display column has more than one value for a
document, the document will be listed for each Keyword Value.

Note: This button is disabled if no filters are configured, or if the user currently logged in
does not have rights to the configured filters.

The Change View button can be used to toggle between the life cycle graphic layout and
life cycle tree view.


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Button Description

The Zoom In button enlarges the graphic layout view.

The Zoom Out button minimizes the graphic layout view until the default size is
restored.

The Grid button displays a grid pattern in the graphic layout view. The grid appears
beneath the queues and transitions to assist in lining up the icons.
Usage

The Toggle Grippers button displays or hides the window grippers. Grippers are used for
rearranging windows.

Note: This button is functional for the Classic Client interface only.

The Lock Windows button prevents the windows from being moved or resized, except
for the split window handle on the document viewer. The Restore Default Display right-
click menu option is unavailable when the windows are locked in position.

Note: This button is functional for the Classic Client interface only.

The Terminal Session button opens a session with a host system if one is configured.
This works only with WRQ Reflection terminal emulator.

Note: The Terminal Session button may not be available depending on your
configuration.

The Display in Separate Window button is provided for use with documents in the Work
Folder. If a Work Folder has been configured for use, enabling allows the selected
document from the Work Folder to be opened in its own viewer, without affecting the
display of the currently selected document in the Inbox. When the button is disabled,
selecting a document from the Work Folder overwrites the currently selected document
in the Inbox (unless the Display Second Pane option has been enabled for the Inbox).

The following buttons are visible when the -WFTRACE command line switch is added to the Client
module command line:


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Button Description

Classic Interface:
The Trace Window button opens a window that displays a text description of each step
that takes place during the execution of the Workflow. This is useful for troubleshooting
Workflow configurations. Set onbase32.ini file parameter WriteTimeStamp=1 to include
the time the step executes.
In addition, any actions/rules/task lists that have the Enable Debug Breakpoint check
box selected in the Configuration module will cause a message box to display giving
details of the breakpoint.

Usage
Core-based Interface:
When the Trace button is depressed, tracing is activated on the Application Server and
all messages from that client will be logged to the Diagnostic Console. All messages from
all clients logging trace messages to the Application Server will be displayed in the
Diagnostic Console. Thus, if two clients are logging trace messages (have the Trace
button depressed), any Diagnostic Console connected to that Application Server will
display messages from both clients simultaneously.

Note: The Diagnostics Console must be configured to log Workflow trace messages. For
information about configuring the Diagnostics Console, see the Diagnostics Console Help
files.

The Trace to File button enables logging of the activities during execution of a Workflow.
This differs from the Trace Window in that it writes to the WFDEBUG.TXT file, in the
program temp directory specified in Workstation Options.

Note: Currently only supported in the Classic Client interface.

The Breakpoint Debug button enables break point debugging. Any actions/rules/task
lists that have the Enable Debug Breakpoint check box selected in the Configuration
module will cause a message box to display giving details of the breakpoint.

Note: This button is only available for the Core-based interface. The functionality this
button provides is built into the Trace Window buttons functionality in the Classic Client
interface.

The Step Debug button displays a message box after each rule, action or task
completes. If Enable Debug Breakpoint option is selected during configuration, the
message box displays before the rule, action or task executes. Used for determining the
location of logic problems in a Workflow configuration.

Processing Documents
Documents are processed through a life cycle in several ways, either by the system or the
user. Tasks can be configured to occur manually or automatically.


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System Work
If a queue is configured with system work, that work is automatically executed as soon as the
document enters that queue. This work takes precedence over all other types of configured
work. Rules and actions composing system work are performed by the workstation that
placed the document in the queue. If workflow is taking place on documents as they are being
processed, that workstation is also executing the Workflow activities. If documents are
initiated into Workflow during a commit, then the machine that commits the documents
performs the Workflow activity.

Note: When using the Core-based interface during any import process, documents must be
added to Workflow only during commit. Executing system work on uncommitted documents is
Usage

not supported when using the Core-based interface.

User Work
Right-clicking a document in the Document window and selecting Begin User Work initiates
user work that has been configured for a queue. This work steps a user through one or more
actions. The remaining right-click options are described in Workflow Client Documents
Window on page 16.

Timer Work
Timer work is configured to initiate tasks at a certain point in time by defining exactly when
and how often the work will execute on the documents in the queue. A client workstation
running with the WFSRVR command line switch to convert it into a Workflow server can be
configured to monitor and execute timers automatically. An administrative user may trigger
timers manually.

Automatic Timer Execution


1. Select User | Workstation Options.
2. Select the Workflow Server Queues tab. See Workflow Server Queues on page 53 for
more information.

Manual Timer Execution


1. If you have Administrative Processing Privileges for Workflow, right-click a queue that
has a timer and point to Execute Timer Work.
2. Click on the name of the timer you want to execute.

Ad hoc Task Work


An ad hoc user task is a task that the user can select from the Tasks bar to perform on an as-
needed basis. This is different from regular user work in that the user can select the action
initiated. Ad hoc tasks are initiated by double-clicking the representative icon in the Tasks bar.

Note: Tasks can be executed on multiple documents at the same time. To select consecutive
documents in the Document window, click the first document, hold the Shift key and click the
last document. To select non-consecutive documents in the Document window, hold the Ctrl
key while clicking the documents. The tasks you execute apply to the selected documents.


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Executing Ad hoc Tasks on Related Documents


If you want to execute an ad hoc task on one or more related document within the Work
Folder window, right-click on the related document(s) and drag the document(s) to the ad hoc
task in the Tasks bar, releasing the mouse button over the ad hoc task.

Tasks Bar
The Tasks bar displays ad hoc tasks to which you have been granted user group rights. The
functionality available is dependent on the content of the active Workflow window.
To display/hide the Tasks bar, select Window | Tasks Bar.

Usage
Note: Ad hoc tasks are also available from the Workflow menu.

Tip: Depending on the Windows color scheme you are using on the workstation, you may have
difficulty reading the text of the ad hoc tasks.

Note: If the combined view is used and multiple documents are selected, ad hoc tasks are only
displayed if all of the selected documents are in the same queue.

In addition, the Tasks bar displays System Tasks when the document selected from a
Document Search Results list belongs to a Document Type that is assigned to the System
Task, and the currently logged in user has been granted rights to the System Task. System
Tasks are also available from within processing queues for those documents that have been
indexed.

Locating Documents in a Life Cycle


Once documents have entered a life cycle, there are several means of locating them.

Document Search Results List


To locate documents from a hit list:

1. Right-click on the document.


2. Select Workflow Queues. If the document is located in one or more life cycles, the
Workflow Queues- [document name] dialog box displays.

Note: If multiple documents are selected at once, this option is disabled.

3. If you want to open the document within a queue, select the appropriate queue and
click Open Queue. The queue will open with the document displayed.

The Workflow Queues dialog box will also list who a document is assigned to if the document is
within a load-balanced queue within the Assigned to Users column. <Restricted> will be
displayed for queues and lifecycles that you do not have the rights and/or privileges to view.


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List Contents Report


List reports are generated at the life cycle or queue level.

1. Right-click on the life cycle or queue and select Create List Report.
2. The Create Report dialog box flashes on the screen during processing.
3. The report then displays on the screen. This report is stored in OnBase as a SYS List
Contents Report Document Type.

Note: Typically, not all users have rights to this Document Type. However, this does not
prevent users from creating reports. Once created, the report opens in the viewer. After the
Usage

report is closed, only users with rights to the SYS List Contents Report Document Type can
view the report.

Viewing Other Users Documents in a Load Balancing Queue


Unless you have been assigned documents in a load balancing queue, you will not be able to
view documents, by default. In order to view another users documents:

1. Right-click on the queue and select See Other Users Documents. The View Other Users
Documents dialog box displays.

2. Select the appropriate user or role from the Select User list.

Note: If you want to view all of the users documents, select <All>. If you have selected the
Show Assigned To column for LB Queue option, an Assigned To column is displayed showing
who each document is currently assigned to.


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Note: If <Unassigned> is selected, only documents that are not assigned to a user are
displayed. This option is not supported for the Match Keyword to User Name assignment type.

3. Click OK. The documents display in the Workflow Document window.

Note: When the Administrator opens a queue, all documents are displayed. In order to see
only their own documents, select See Other User's Documents and choose Administrator from
the View Other Users Documents dialog box.

Usage
Note: When a load balanced queue is configured as Match Keyword to User Name, the View
Other Users Documents list only includes the names of members assigned to the selected load
balanced queue. The Load Balance Administration dialog box includes all users that have
documents assigned to them, regardless of whether they are members assigned to the
selected load balanced queue.

Moving Documents within a Load Balancing Queue


Load Balancing Queues assign documents to specified users, user groups, or roles.
Assignments can be based on percentages, order of arrival, keywords, or size of existing
workload.
If keywords are edited that affect load balancing assignments, when the document is selected
and Rebalance is selected from the right-click menu, the document will be adjusted to the
appropriate user(s).
To move documents:

1. Right-click over a queue name that is a load balancing queue type.


2. Select Load Balancing Administration.


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3. The Load Balancing Administration dialog box displays. The name of the queue and the
time the document entered the queue is also displayed in the title bar of the dialog
box. Expand the users/groups/roles by double-clicking them to view their contents.
Users/user groups/roles are sorted alphabetically. A <Unassigned> group will always
be displayed. This group will contain any documents that have not been assigned to a
valid user. Logged in users are in bold type.

Note: Users or roles that are configured as members for load balancing queues and have no
documents currently assigned to them will appear in Load Balancing Administration.
Usage

Note: Documents may be assigned to more than one user. Because of this, the total number of
documents in a queue and the sum total number of documents assigned to specific users may
not be equal.

To reassign documents to another user/group/role, click the document name, drag the
document to another user/group, and release the mouse button. The selected
documents are transferred to the intended user/group/role.
To reassign all documents from one user/group/role to another, select the user/group
that is assigned the documents and drag the user/group/role icon over the intended
user/group/role icon and release the mouse button. All documents are transferred
from the originally-assigned user/group/role to the intended user/group/role.
If you are in a queue that is configured as a Match Keyword to User Name queue type,
using this method will remove the current assignment from the user, from which the
document was dragged, and add the new user assignment for the dragged document.
If you want to assign multiple users to a document, press CTRL, click and drag the
document to the new user assignment. When this method is used, the old assignments
are retained and the new assignment is added.


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Note: Any assignment made in a load balanced queue is not recorded in a documents history.
Keyword changes made in Load Balancing Administration are recorded in a documents
history.

Reassigning Documents for Match Keyword to User Name Queues


When a load balancing queue is configured to match a keyword to a user, a few options are
available in the Reassigning Document dialog box that can specify how assignments should be
completed. This dialog box is opened by right-clicking in the Load Balancing Administration
dialog box and selecting Reassign Documents.

Usage
Select the user affected by the reassignment.

Note: In order to select multiple users to perform the reassign task upon, you must press the
Ctrl or Shift keyboard keys while selecting the user.

The following options are available for reassignment:


Select Unassign From Current User to remove the current assignment from the
currently selected document(s) assignment in the Load Balancing Administration
dialog box and add the new assignment.
Select Remove All Existing Assignments to remove all existing assignments for the
currently selected document(s) and add the new assignment.
Select Keep All Existing Assignments to keep all existing assignments for the currently
selected document(s) and add the new assignment.


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A right-click menu is also accessible at both the queue, user group, and document levels in
the Load Balancing Administration dialog box.

Option Description

Create List Report The information included in the List Report is dependent on the level of
detail selected in the queue. If a queue is selected, the report contains all
documents in that queue. If a user is selected, the report will only include
documents assigned to that user. (Create List Report is disabled when
one or more documents are selected.) The report is saved into the SYS
List Contents Report Document Type.
Usage

Reassign Documents Displays the Reassigning Documents dialog box, allowing the selected
documents to be moved to another user/user group or role in Load
Balancing Administration.

Rebalance Queue level: When Rebalance is initiated at the queue level, the
distribution of documents is equalized across all users/user groups.
User/User Group or role level: When Rebalance is initiated at the user/
user group level, the documents currently assigned to the selected user/
user group or role are redistributed within the queue, according to the
rebalance parameters configured.

Note: This option is not available for Match Keyword to User Name load
balancing queues or if the queue is load balanced by rules and there is no
load balancing work task list on the queue. In addition, if you are using
the Core-based interface, this option is not available when the queue is
load balanced by rules and the load balancing work task list does not
contain any actions, rules or sub task lists.

Note: When the rebalance function is initiated, existing assignments are


cleared and new assignments are made based on the load-balancing
queues configuration.

Refresh Refreshes the display of documents in the queue, without transitioning


documents out of the queue.


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Additional options are only available at the document level:

Option Description

View Selected Opens the selected document.

Keywords Displays the Add/Modify Keyword dialog box, and allows you to add or
modify document Keyword Values.

Properties Displays the Document Information for Document Handle: <nnn>


window. This window displays certain attributes stored for the document,
some of these values reflect data stored in the database tables for that

Usage
document.

Note: You may have more options available depending on user rights and licensing. You may
also not have any of these options depending on granted user rights.

Entering Documents into a Workflow


There are several methods for entering documents into life cycles. All methods assume that
the document type associated with the document has been configured for use with a life
cycle.
The type of method used to enter a document into a life cycle is dependent on the manner in
which the document is processed into OnBase. These methods include:
Input Processors. See Input Processors on page 43.
Importing Document. See Importing Documents on page 44.
Creating New Documents. See Creating New Documents on page 44.
Manual Entry. See Manual Entry on page 45.
Forms Processing. See Forms Processing on page 46.
Document Retention. See Document Retention on page 46.
Host Emulation. See Host Emulation on page 47.
Remote Entry/Internet See Remote Entry/Internet on page 47.
Supporting Documents in Workflow. See Supporting Documents in Workflow on page
47.
Re-Indexing. See Re-Indexing Documents in Workflow on page 47.

Note: When a document is added to OnBase, the engine (Core-based or Classic) that is
selected will be used to add the document to Workflow.

Input Processors
If input processors are configured to initiate Workflow, documents will automatically be
entered into life cycles upon processing.


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Importing Documents
Upon importing documents, you can select the Initiate Workflow option to add imported
documents into the life cycle(s) assigned to the Document Type to which the document was
imported. Depending on your configuration, the Initiate Workflow option may not be available
and upon import under this condition, Workflow will automatically be initiated.

Caution: If you are using the Core-based interface, the Application Server must be appropriately
installed and configured in order for the document to be added to Workflow. If the Application
Server is not running, the following message is displayed: The application server is not available.
The document will not be added to workflow. Would you like to continue? Clicking OK imports the
document, but does not add the document to Workflow. Clicking Cancel cancels the import.
Usage

Notify your system administrator if you encounter this message.

Creating New Documents


Upon creating a new document from an existing document through Send To | Create New
Document, you can select Initiate Workflow in the Create new document from existing dialog
box to add created documents into the life cycle(s) assigned to the Document Type to which
the document was created.

Note: When you select this option in the Awaiting Index scan queue, the document will not be
added to a Workflow queue regardless of whether or not the Initiate Workflow option was
selected.


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Manual Entry
To feed a document into a life cycle from a Document Search Results list:

1. Right-click on the document and select Workflow | Execute Workflow.


2. If the document is configured for one life cycle, Workflow launches automatically. If
the associated Document Type is configured for multiple life cycles, the Choose Life
Cycle - [document type name] window displays. In this window, the life cycles and initial
queues of those life cycles are listed. Select the appropriate life cycle and click OK.

Note: If a document has been removed from the life cycle by system work, Execute Workflow
will not open Workflow or display an error message.

Usage
If you have user rights to the life cycle chosen above, the queue containing the
document is selected in the Workflow Inbox and the document is listed in the Workflow
Document window. The document added to the life cycle is shown in the Workflow
Inbox.
If a document or group of documents does not have an associated life cycle, the Add
Document to Workflow dialog box is displayed. If you want all the selected documents
to be added to the same life cycle, select the Apply to All check box. Click Yes to add
the document(s). Click No if you do not want to add the document(s) to the life cycle.


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Usage

Note: If you add a document to a Workflow life cycle for which you do not have rights to the
initial queue, the Unable to open Workflow dialog box is displayed, stating The requested Queue
does not exist or you do not have rights to open it.

If the selected document(s) is/are not assigned to a life cycle, the Cannot Add Document to
Workflow dialog box is displayed. Click Cancel This Document to cancel the Workflow execution
for the current document listed in the dialog box. If multiple documents were selected, you
can cancel the Workflow execution for all the documents by clicking Cancel All Documents.
To import a file from disk into a life cycle:

1. Select File | Import to open the Import Document dialog box.


2. Browse to the location of the file and enter the remaining information on the Import
Document dialog box.
3. The document enters the initial queue(s) of the life cycle(s) to which its document type
is assigned.

Note: You do not need user rights to the life cycle to put a document into it; you only need
rights to the life cycle to see the document.

Forms Processing
E-Forms can be opened and completed from the Client module or the Internet (Web Server).
OnBase can also interact with forms software to launch a life cycle when the forms are
completed electronically.

Note: E-Forms enter a Workflow life cycle once, when they are initially submitted as a new
document. Resubmitting or revising a form will not cause the form to re-enter its associated
life cycle. For more information about re-entering document revisions into Workflow, see the
EDM Services documentation.

Document Retention
Documents can be fed into a life cycle through an evaluation process set up in the Document
Retention module.


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Host Emulation
Documents can enter a Workflow life cycle from a host system using custom programming.
This allows users to enter data as they normally would on a host screen from their data entry
activity. The system captures the information as an indexed document to launch Workflow.

Remote Entry/Internet
Workflow can be initiated from activities conducted over the Internet, including completion of
an electronic form, manual importing of a document, or launching a document from within an
e-mail.

Notifications

Usage
If your system configuration supports this option, Workflow can be accessed through
automated e-mail notifications. When a notification is received, click the link in the
notification to display a logon screen. Logging in will automatically display the appropriate
combination of document, queue, and life cycle that the notification was configured for.
Exiting the Workflow window will log the user out of the system.

Note: The user attempting to access Workflow via e-mail notification must be licensed for
Workflow, with appropriate privileges.

Supporting Documents in Workflow


Certain documents exist for no other reason than to support a primary document. These
documents usually enter the life cycle at a separate stand-alone queue where they remain
until no longer needed. Such supporting documents are visible in the Related Documents
window through dynamic foldering.

Re-Indexing Documents in Workflow


When re-indexing is done and only keywords are modified, the re-indexing functions the
same as if done at the Add/Modify Keyword dialog box. System work is not performed.
Depending on your configuration, when re-indexing is done and the new Document Type is
assigned to a life cycle, the document may be added to that life cycle and system work will be
performed accordingly automatically. If your system is not configured to automatically add
documents into life cycles, you must select the Initiate Workflow check box in the Re-Index
Document dialog box.
When re-indexing is done with a document currently in a life cycle and with the re-indexed
Document Type assigned to another life cycle, the document will remain in the current life
cycle and be added to the life cycle assigned to the new Document Type, if Workflow was
initiated automatically or manually, as described above. System work will be performed
accordingly for the re-indexed Document Type in the new life cycle.

Interaction with E-Forms in Workflow


Existing E-Forms can be viewed in Workflow. New E-Forms can be created by executing an ad
hoc task. Depending on the method of viewing, E-Forms behave differently.
When an already-existing E-Form is viewed, clicking Cancel will close the form without saving
any changes. The form itself will still be stored in the database.


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When a new E-Form is created via an ad hoc task, the E-Form may be created before any
Keyword Values are added to the E-Form by the user. Depending on configuration options,
one of two things will occur:
After the E-Form is created in the system, it will be displayed in the User Interaction
window. Clicking Cancel will close the E-Form without saving any changes made to
the E-Form.
Clicking Cancel will close the E-Form and not create it in the system.
When a submit button is configured on an E-Form and it is not configured using OBBtn_
syntax, the button will function as a cancel button.
Usage

Keyword Validation in OnBase


In either of the above cases, clicking the Submit button with valid Keyword Values entered will
store the form in the database with the new Keyword Values. If the Keyword Values are not
valid (e.g., a date Keyword Value where an alphanumeric one should be), the user will be
prompted to fix the error and the form will stay open.

Note: Keyword validation does not apply to currency keywords in the Core. The user must be
familiar with the format used for currency in order to ensure accuracy.

Workflow Document History

From an open document or the Document Search Results list, right-click and select History.
The Document History dialog box displays the Workflow related actions in the Workflow Queues
and Workflow Transactions tabs.

Note: If a user does not have the Document History product right, this option will not be
available. Workflow history is only available when appropriately licensed and registered for
Workflow.

Workflow Queues

The logged actions display in the following categories:


Life Cycle - specifies the life cycle the document was/is in.
Queue - specifies the queue the document was/is in.
Entry Date - specifies the date and time the document entered the queue.
Exit Date - specifies the date and time the document exited the queue. If a
document is still in the specified queue, it will not have an Exit Date.
Entry User Name - specifies the user responsible for entering the document into the
listed queue.
Exit User Name - specifies the user responsible for moving the document out of the
listed queue. If the document is still in the specified queue, this field is blank.

Workflow Transactions


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The Workflow Transactions tab displays information created by either the SYS - Custom Log
Entry action or by actions, rules, or task list configured with the Log Execution setting. The
following information is available on this tab:
Log Date - date the information was logged.
Log Time - time the information was logged.
Life Cycle - life cycle the transaction occurred in.
Queue - queue the transaction occurred in.
User Name - user responsible for the transaction.
Type - can be action, rule, task list or custom entry.

Usage
Name - name of the action, rule or task list that made the entry.
Message - when the entry was caused by the SYS - Custom Log Entry action, this will
be the message that was specified in the action. If an action, rule, or task list is
disabled, a message displays stating that the item is disabled.

Filtering Workflow Tabs


You can filter the information displayed in the Workflow-related tabs by right-clicking in either
tab and selecting Filter Items. The Select Items to View dialog box displays.

In this dialog box, you can select the Life Cycle, Queue, User name, and Log Date for which you
want entries displayed. You also have the option to select <ALL> from the Life Cycle, Queue,
and User name drop-down lists.

Note: To clear the filter and view all the information in the Workflow related tabs, select <ALL>
from the drop-down lists in the Select Items to View dialog box, clear the Log Date check box,
and click OK.


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Generating a Document History Report


To generate a document history report, right-click in the Document History dialog box and
select Generate Report. The new report is generated and displayed.
This report is stored in the SYS - User Reports Document Type and can be retrieved using this
Document Type as a search criterion.

Workstation Options for Workflow


In the Workstation Options dialog box, you can select two different tabs pertaining to the
Workflow module:
Usage

The Workflow Display Options tab allows you to customize the appearance of the
Workflow Inbox.
The Workflow Server Queues tab allows you to select timer queues to monitor.

Note: These tabs are visible only if your user group has been granted privileges to the Client
User/Workstation Options.

Workflow Display Options


1. Select User | Workstation Options. The Workstation Options dialog box displays.
2. Click the Workflow Display Options tab:


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3. Specify the following options:

Options Description

Percent Allows you to change the default size of the Workflow windows. The cumulative
allocated percent of all windows must total 100.

Note: This option is disabled when using the Core-based interface.

Restore Updates the onbase32.ini file with the currently configured Percent settings. (This
Default does not affect the currently displayed Percent values.)

Usage
Display
Note: After changing Percent settings, the windows must also be refreshed in
Workflow, by selecting Display | Restore Default Display from the Workflow
toolbar right-click menu.

Note: This option is disabled when using the Core-based interface.

Initial Pertains to the default size of the life cycle graphic layout that displays in the life
Graphic cycle view. The higher the number, the larger the graphic layout appears.
Zoom

Graphic Indicates the speed at which the visual update of transitions occurs. The higher the
Update number, the faster the graphic transitions display. The lower the number, the slower
the transition displays.

Refresh tree When selected, the document counter for a queue will be refreshed based on the
counters Refresh Rate configured under User Options. If this option is not selected, the
queue counts will only be refreshed when a user manually refreshes the counts or if
an action that refreshes the queue count, such as a transition, is processed.

Caution: To achieve optimal performance, it is recommended that this option not be


used with the Core-based interface. Using this option with the Core-based interface
consumes a greater share of network, database, and application server resources.

Display When selected, the document viewer is divided into two sections. You can specify
second pane whether you want the pane to be split vertically or horizontally by selecting Vertical
split or Horizontal split, respectively.

Note: Vertical split and Horizontal split are disabled when using the Core-based
interface.


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Options Description

Inbox Status This section configures the Workflow Inbox status bar, displayed directly below the
Pane Order Inbox window. Four pane options are available: Queue Name, User Name,
Document Count, and Filter. You can choose any combination and arrangement of
panes. Use the Up and Down buttons to arrange the selected panes. Panes will be
displayed as they are listed (top to bottom) from left to right on the screen. Panes
can be removed or added. To remove a pane, select the pane in the box and click
Remove. To add a pane, select it from the drop-down list and click Add. If no panes
are available for addition, the drop-down list will be disabled. Changes made in this
section will be reflected in the following onbase32.ini setting: StatusPaneOrder.
The size of the panes can be specified in the onbase32.ini settings.
Usage

Auto-Open Select the queue to open automatically upon opening the Workflow Inbox. The
Queue queue names are prefaced with the life cycles to which they belong. If you cannot
read the entire text, hover over the drop-down list and a tooltip will display the
name of the life cycle and queue that is selected.

Use If enabled, this option causes the Workflow filter to remain in effect, when switching
Persistent queues, until the user removes it. If disabled, Workflow filters are removed when
Filters the user changes queues.
If there is not a selected filter or the selected filter cannot be applied to the queue,
the configured default filter is applied, if applicable. Otherwise, the persistent filter
overrides the default filter.

Note: If a queue has the Use only selected filters option selected, and the current
persistent filter is not explicitly configured for the queue, the persistent filter is not
applied to the queue.

Show When selected, the Workflow menu displays in the Client menu bar.
Workflow
Menu

Show When this option is selected, an Assigned To column is added to the inbox when
Assigned To you select See Other Users Documents for a load balancing queue and view
Column for <ALL>. This column displays what user is assigned to the document currently.
LB Queue
Note: If a filter is applied to the inbox, the columns are determined by the columns
configured for the filter and this column will not display.

Note: This setting does not apply to queues configured as Match Keyword to User
Name load balancing type.

Reuse Top- This option relates to the Doc - Display Related Document and Doc - Display This
level Window Document actions. It is used in conjunction with the Use Top Level Window option.
for When this option is enabled with the Use Top Level Window, only one window will
Displaying be used to display documents. If multiple documents are displayed, only the last
Document document will be displayed in the window. When this option is not selected, a new
window is displayed for each document.


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Options Description

Accelerators Allows you to assign shortcut keys to assist in performing repetitive actions.

Note: The Answer Yes, Answer No, and Answer Cancel accelerators are only
supported for use with the SYS - Prompt User with Question Box action.

Note: The Answer Yes accelerator is also supported for use with the Notify -
Display Message Box action.

Usage
Switch to Life Cycle Window, Switch to Document Window, Switch to User
Interaction Window, Switch to Folder Window, Switch to Document Window,
and Switch to Related Document Viewer allows you to configure shortcut keys to
switch the focus to various windows within the Workflow interface.
Once you have configured accelerators, you must close Workflow and restart it for
accelerators to be available for use.

Action A list of common responses and actions for mapping keystrokes.

Accelerator Displays the keystroke combination for the selected Action.


Key

Configure Displays the Accelerator Key dialog box for mapping the Ctrl, Alt, or Shift keys for
keyboard short cuts.

User
Interface Note: Depending on your configuration, this option may not be enabled.

Allows you to specify what Workflow client interface to use. Selecting Default will
adhere to the interface specified in the Configuration module. Selecting Classic will
use the Classic Client interface. Selecting Core-based uses the Core-based
interface.

Note: This setting overrides the setting configured in the Configuration module.

Workflow Server Queues

Note: This tab is only available if you are licensed for Workflow, have the Workflow
Administrative Processing Privileges product right, and the -WFSRVR or the -WFSRVR,C switch
applied to the Client modules shortcut. -WFSRVR,C can only be used to configure and does
not execute timers.

The Workflow Server Queues tab in the Workstation Options dialog box is used for indicating
the queues that need to be monitored for timer work by the Workflow server. Timer work is
not performed automatically until the server is asked to monitor the queue. To open the
Workflow Server Queues tab:

1. Select User | Workstation Options.


2. Click the Workflow Server Queues tab.


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The first list is titled Workflow Servers. This is a list of Workflow servers. All queues monitored
by the selected Workflow server are listed in the Assigned Queues list.

Note: Queue names are prefaced with the life cycle to which they belong, displayed in
brackets.

The second list is titled Available Workstations. It contains all workstations that have logged on
to the database at least once. When a workstation is selected, the available timer queues are
listed in the Available Queues list. Select any queue that you want to assign for monitoring and
click Assign Queue. You can select multiple queues at one time by holding down either the Ctrl
or Shift keyboard keys. The selected queue(s) will move to the Assigned Queues list and the
Usage

workstation that was selected will become a Workflow Server and will be moved to the
Workflow Servers list. You can unassign a queue at any time by selecting it from the Assigned
Queues list and clicking Remove Queue. When all queues from a Workflow Server are
unassigned, the Workflow Server workstation will be removed from the Workflow Servers list
and will be placed in the Available Workstations list.
Timer work may also be executed manually by users with Administrative Processing Privileges
for Workflow. In this case, the timer does not need to be added to the Workflow Server
Queues. See Timer Work on page 36 for details.

Note: Tasks are suspended while the Workflow Server Queues tab is open. Upon closing this
tab, tasks resume.

Workflow System Monitor


The Workflow System Monitor allows you to review the status of timers that have been
configured to trigger work on documents. To view this monitor, you must use the WFSRVR
switch on the Client modules command line.

This monitor supplies the name of the timer(s) and a countdown to the next inspection, which
is updated every 5 seconds. When the timer is evaluated, the actions, rules and other task
lists are executed.


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Workflow Log
The Workflow log is a report of the activities in Workflow. The information is contained in
database tables that tracks changes made to documents within Workflow. Privileges to view
this log are limited to the system administrator; however, users may be given authority to
purge all, or a selection, of the log file. Logging can be disabled at the queue level.

Note: The Workflow Log menu option is visible only if your user group has been granted
appropriate rights.

Usage
Note: The time shown on all logs reflects the database server time; not the processing
workstations time.

Purge
Users with permission to purge the entire Workflow log can do so by selecting Admin |
Workflow Log | Purge All Entries. A Confirmation dialog box is displayed. To proceed with the
purge, click Yes. Click No to close the message box and cancel the purge.

Caution: Once you delete information from the Workflow log it is permanently removed from the
database.

A Purged Workflow Log action entry is made in the Transaction Log any time a Purge All Entries
is performed. The log is also automatically saved in the SYS Workflow Logs Document Type.
When the Workflow log is purged, information is also removed from the Workflow Transaction
tab within Document History.

Restricted Purge
A restricted purge enables you to focus purging entries based on one or more specific life
cycles and/or queues, or a document handle or a range of entry dates. To open the Workflow
Log Restricted Purge dialog box, select Admin | Workflow Log | Restricted Purge.
Select the desired settings according to the entries to be purged. When complete, click Purge.

Caution: Once you delete information from the Workflow log it is permanently removed from the
database.

A Confirmation dialog box is displayed. To proceed with the purge, click Yes. Click No to close
the message box and cancel the purge.
A detail entry is made in the Transaction Log that describes what restrictions were placed on
the purge. The log is also automatically saved in the SYS Workflow Logs Document Type.
When the Workflow log is purged, information is also removed from the Workflow Transaction
tab within Document History.


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Usage


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Workflow Document Security


Access to documents via Workflow is accomplished by a combination of assignments made at
the Document Type, life cycle, and work queue level. Specifically:
Document Types must be configured for use in a specific life cycle.
In the Configuration module, select Document | Document Types, then select the
desired Document Type and select Life Cycles. Assign the desired life cycles at the
Life Cycles for <document type> dialog box.
Users must be granted rights to a specific life cycle, as well as each queue within
that life cycle, in order to view documents within those queues.
In the Configuration module, select Users | User Groups/Rights. Select the desired
user group and select Workflow. Assign the desired life cycles and queues at the
Assigning Workflow for <user group> dialog box.
In all Workflow interfaces except the Unity Workflow interface, users must be
granted the Retrieve/View privilege, either as a user group privilege or as an
override privilege. If this privilege is not granted (or in the case of override
privileges, overridden), users will not be able to view documents in Workflow. For
more information on configuring user group rights, please see the System
Administration module reference guide or help files.

Caution: The ability to view documents in a life cycle is controlled at the queue level. If users
have rights to a Workflow queue, they will also have rights to view all the documents in that
queue by default, regardless of their security rights (i.e. Document Type rights). This includes
related documents.

Caution: The ability to modify a document in a life cycle is controlled at the queue level. If users
have rights to a Workflow queue, they will also have rights to modify all documents in that queue
by default, regardless of their Modify privilege setting, including related documents.
Administrators should be aware that Workflow automatically grants the Modify privilege to users
for any documents that are in their queue. As a result, care should be taken to only present
documents which users should be allowed to modify.

Note: To view or change Keyword Values or to re-index a document via the right-click menu,
you must have appropriate rights for modifying keywords or re-indexing. The re-index option
is not present in the Java Workflow interface.

Opening Workflow Using the Desktop


Workflow can be opened using the Desktop through the Desktop task bar icon.


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On the Desktop task bar icon, right-click and select Workflow. If Workflow is selected from the
Quick Launch drop-down list in the Desktop Options dialog box, double-click the Desktop task
bar icon.
When Workflow is opened, the queue displayed is determined by the following:
If the combined view is set to show by default, the combined view will be shown.
If an auto open queue has be configured, that queue will be selected.
If the last queue accessed was recorded, it will open.
Desktop Workflow

If none of these are true, the first life cycle in the list is selected.

Workflow Windows
Workflow in the Desktop is comprised of windows. Each window has its own specific function.
There are 6 major windows that make up a Workflow interface. These windows are:
Life Cycle View
Documents
Work Folder
Document Viewer
User Interaction
Tasks

Arranging Windows
Click and Drag Window Positioning
Windows can be arranged in many ways. Click and drag the window you want to move and
release the mouse button when the window is positioned appropriately. A gray outline of
where the window will be placed is shown while dragging the window.
You can also stack windows on top of each other to create combined windows that will be
displayed in a tabular format. If you drag one windows title bar on top of the other windows
title bar, they will combine into one window. Tabs will display at the bottom of the combined
window for each window that can be accessed within the combined window.

Pinning

Windows can be pinned to a specific place or hidden when not in use. If you want to always
see a window, pin it. To pin it, click the pin button in the title bar. If a pin button is not
present, the window cannot be pinned or hidden. The window will always display in the
current position, even if it is obstructing another window. Rearrange the window to the outer
edge of the screen to find a position where the window can be pinned.
When a window is not pinned, the window will be hidden when not in use. In order to access
a hidden window, hover over the tab that corresponds to the appropriate window. The tab
label will correspond to the title displayed in the windows title bar. The window will be
displayed. Window tabs are displayed on the left or right edges of the screen.


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Windows can also be opened or hidden by right-clicking on any dark gray background area or
the status bar and selecting the appropriate window. Likewise, you can restore the default
arrangement of windows by right-clicking on any dark gray background area or the status bar
and selecting Restore Default Display.

Life Cycle View Window


The Life Cycle View window contains all the life cycles and queues to which a user has rights.

Desktop Workflow
To view queues, expand a life cycle by clicking on the corresponding plus sign. Clicking on a
queue will open its contents in the Documents window.


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The Life Cycle View window has two different views: Tree View and Graphical View. The
window defaults to the Tree View. To view a life cycle in Graphical View:

1. Select the appropriate life cycle.


2. Right-click and select Graphical View.
Desktop Workflow

3. To select a queue in the Graphical View, click on it.


4. To switch back to the Tree View, right-click in the window and select Tree View.

Note: The view you are in when you close Workflow will be the view displayed the next time
you open Workflow. When displaying the combined view by default, the Tree View will be
displayed regardless of the last view you were in.

Documents Window
The Documents window contains all of the documents in the currently selected queue or in the
combined view. When a document is selected, it will open in the viewer. If the document is
opened using an external viewer, a message stating The document is displayed in an external
viewer. is displayed in the Documents window. The following types of files are opened in an
external viewer: .msg, .avi, .wav, and .mov.


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Multiple documents can be selected at once by holding the Ctrl key down while making
selections. You can select a consecutive group by selecting the first document in the group,
holding down the Shift key, and selecting the last document in the group. You can perform
user work and ad hoc tasks on multiple documents by selecting multiple documents before
performing the action. The right-click menu that is available is described in the Desktop
documentation.
You can perform an ad hoc task on one or multiple documents by right-clicking and dragging
the document(s) from this window onto the icon in the Tasks window.

Desktop Workflow
Any documents that are related to the document(s) selected in the Documents window are
displayed in the Work Folder window.

Note: Cross-references are not available for OLE documents.

Work Folder Window


The Work Folder window contains the documents that are related to the selected document in
the Documents window. Related documents can be opened by double-clicking on the
documents. Depending on how the Open Related Document in Separate Window option is set in
the Workflow Options dialog box, related documents may or may not open in a new window.
Multiple documents can be selected at once by holding the Ctrl key down while making
selections. You can select a consecutive group by selecting the first document in the group,
holding down the Shift key, and selecting the last document in the group. The right-click menu
that is available is described in the Desktop documentation.
You can perform an ad hoc task on one or multiple documents by right-clicking and dragging
the document(s) from this window onto the icon in the Tasks window.

Note: When a Keyword Type that is determining the contents of the Work Folder has a value
that contains an asterisk (*) or question mark (?), the characters are treated as wildcards and
all documents that meet the criteria are returned as related documents.

User Interaction Window


The User Interaction window displays information and items that require user interaction. The
following are displayed in this window:
Help text for life cycles and queues
Filter forms
E-Forms
Question boxes
Combined view settings

If the User Interaction window is closed or not pinned, the window will open when a task is
initiated that requires the user interaction to display in the User Interaction window.


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Tasks Window
The Tasks window contains all ad hoc tasks that are available for a queue. Click the tasks icon
to initiate the ad hoc task. If your configuration allows, you can also initiate user work from
this window.

Status Bar
Desktop Workflow

The Status Bar is located at the bottom of the Desktop Workflow window. It contains
information pertinent to the current Workflow selections. The following information is
displayed in the Status Bar:
Current Queue
User Name of the logged-in user OR the name of the user whose documents are
being displayed in a load-balanced queue
Filter selected
The documents currently being viewed

If any of the names are too long to display completely, you can view the name by hovering
over it in the status bar. A tooltip displays the name in its entirety.
Additionally, a right-click menu is available from the Status Bar that allows you to open and
close windows and restore the default display layout.

Opening Queues
Queues can be opened in one of two ways:
In the Life Cycle View window, expand the appropriate life cycle and select the
appropriate queue.
In the Documents window, right-click and select Change Queue | <life cycle name> |
<queue name>.

Filtering the Documents Window


The contents of the Documents window can be filtered to only display the documents that
meet certain search requirements.


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Selecting Filters
In order to use a filter, you must select the appropriate filter to apply to the Documents
window. To select a filter to apply, right-click in the Documents window and select Filter Inbox
| <name of filter>. If you are using a filter form, the filter form will display in the User
Interaction window. Enter the filter's requirements and submit the form. The documents
matching the filter's requirements are displayed in the Documents window. If a Could not load
filter E-Form message is displayed, the selected filter is unavailable.

Desktop Workflow
Note: Depending on the queues configuration, you may not have the option to filter a queue.

Note: A filter form will only display if the filter has been configured to use a form. Not all filters
need forms.

If Filter Inbox | <No Filter> is selected, a filter is not currently applied to the window.

Note: If a Keyword Type that is used as a display column has more than one value for a
document, the document will be listed for each Keyword Value.

Persistent Filter
If you want to apply the same filter and search requirements when moving from queue to
queue, right-click on the Documents window and select Filter Inbox | Use Persistent Filters. The
Use Persistent Filters option will become enabled. If enabled, this option causes the selected
Workflow filter to remain in effect, when switching queues, until the user disables it. If
disabled, Workflow filters are removed when the user changes queues. To disable the User
Persistent Filters option, right-click on the Current Queue window and select Filter Inbox | Use
Persistent Filters. This option is also accessible by right-clicking in the Life Cycle View window
and selecting Workflow Options.

Note: The default filter overrides any persistent filter.

Display Columns in Single Queues


When applying a filter to a single queue, the following is true concerning the display columns
for the filter:
If no display columns have been configured on the filter, the Document Name column
will display.
If display columns have been configured, all configured columns will display.


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Viewing Other Users Documents in Load-Balanced Queues


You can view other users documents in a load-balanced queue by right-clicking on the queue
name and selecting See Other Users Documents.

Note: If See Other Users Documents is not available, you do not have rights to this
functionality. Contact your system administrator for further information.
Desktop Workflow

Selecting this option displays a screen from which you can choose to view another users
documents. All users who are load-balancing members display.

You can select to view the documents of a particular user, all documents, or documents not
currently assigned to a user. In the case of a Coverage queue, the See Other Users Documents
options will not reflect coverage documents.
When a load balanced queue is configured as Match Keyword to User Name, the View Other
Users Documents list only includes the names of members assigned to the selected load
balanced queue. The Load Balance Administration dialog box includes all users that have
documents assigned to them, regardless of whether they are members assigned to the
selected load balanced queue.

Show All Documents


Note: Show All Documents is only available in queues that have been configured as Auto-Feed
queues. It is not available when in Combined View.

Some users may have rights to override the Auto-Feed setting and view all documents within
the queue. When this right is granted, the user can right-click the queue in the tree view and
select Show All Documents. All documents within the queue will be listed, and a check mark
will display next to the right-click menu option. To turn this off, select Show All Documents
option from the right-click menu again, or select another queue. The check mark will no
longer display. The option must be manually turned on each time it is used, for each queue it
is used with.


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Using Filters with Show All Documents


Filters can be used with Show All Documents selected. When Show All Documents is turned off,
the filter (including any persistent filters) will be turned off as well.

Note: If a queue has filters assigned to it, additional filters cannot be placed on the queue
after Show All Documents has been selected. The additional filter must be in place before the
option is used.

Desktop Workflow
Load Balancing Administration
You can perform load balancing administration tasks by selecting the appropriate queue,
right-clicking, and selecting Load Balance Administration.

Note: This option is only available if the selected queue is configured as a load-balanced queue
and the logged-in user has appropriate administrative privileges.

Load Balance Administration is displayed in the Life Cycle View window. This dialog box allows
you to perform load balancing.

Note: Logged in users are displayed in bold face font.

Note: To return to the original view of the Life Cycle View window, right-click and select Close.

A right-click menu is available at the queue, user/user group, and document levels.


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These options are only available at the document level:

Option Description

View Selected Displays the selected document.

Keywords Displays the Add/Modify Keyword dialog box, and allows you to add or modify
document Keyword Values.
Desktop Workflow

Properties Displays the Document Information for Document Handle <nnn> window. This
window displays certain attributes stored for the document, some of which reflect
data stored in the database tables for that document.

Note: You may have more options available depending on user rights and licensing. You may
also not have any of these options depending on granted user rights.

Note: When modifying Keyword Values with the right-click menu, the documents Auto-Name
string will not update.


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These options are available at the queue, user/user group, and document levels:

Option Description

Reassign Displays the Reassign Documents dialog box, allowing the selected documents to
Documents be assigned to another User/User Group or role in Load Balance Administration.

Desktop Workflow
You can also reassign documents by clicking and dragging the document under the
appropriate user/User Group.
In the Desktop, you can reassign all documents from one user/User Group or role to
another. Select the user/User Group or role that is assigned the documents, drag
the user/User Group or role icon over the intended user/User Group or role icon,
and release the mouse button.

Note: To reassign multiple documents in a queue configured as Match Keyword to


User Name, select the documents, right-click, and select Reassign.

Note: To unassign documents, select and drag the documents to Unassigned.


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Option Description

Rebalance Queue level: When Rebalance is initiated at the queue level, the documents are re-
distributed according to the load-balancing logic.
User/User Group or role level: When Rebalance is initiated at the user/user group
or role level, the documents currently assigned to the selected user/user group or
role are redistributed within the queue, according to the load balancing parameters
configured.
Desktop Workflow

If no items are selected, or the root item is selected then the whole queue is
rebalanced.
To see the results of a rebalance, refresh the screen.
You can initiate rebalancing of documents by dragging one or more documents to
the root of the queue.

Note: When the rebalance function is initiated, existing assignments are cleared and
new assignments are made based on the load-balancing queues configuration.

Refresh Refreshes the display of documents in the queue, without transitioning documents
out of the queue.

Close Closes Load Balancing Administration and returns the window to the life cycles view.

Refreshing Windows
The information displayed in the Life Cycle View, Documents, and Work Folder windows can be
updated by right-clicking in the window and selecting Refresh.

Documents and Work Folder Windows Toolbar


The Documents and Work Folder windows contain the following toolbar:

Previous Results - If the entire search results list cannot be viewed in the window, clicking
Previous Results displays the prior set of documents from the search results list.
Next Results - If the entire search results list cannot be viewed in the window, clicking Next
Results displays subsequent documents in the list.


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Options - Opens the Options dialog box, which controls aspects of the search results list.

Desktop Workflow
Results Per Page determines the maximum number of documents displayed in the search
results list. The new setting takes effect the next time the list is loaded. Enable or disable the
text labels for toolbar options by selecting Show Text Labels or No Text Labels from the drop-
down select list.

Determining What Queues a Document Is In


In some instances it may be helpful to know all the queues that a document currently resides
in. You can determine a documents queues in the Documents and Work Folder windows. This
can also be accomplished from the Document Search Results list.

To view a documents queues, select a document, right-click, and select Workflow | Workflow
Queues. The Workflow Locations dialog box is displayed. All of the life cycles, queues that the
document belongs to, and users/user groups or roles assigned to the document are listed.
<Restricted> will be displayed for queues and life cycles that you do not have the rights and/
or privileges to view.

Depending on your installation, a Workflow Queues button may be available in OLE


documents. Clicking this button opens the Workflow Locations dialog box.

Combined View Settings


Instead of displaying the currently selected queue's contents, the Documents window can
display the contents of a combination of life cycles and queues. In order to show the contents
of multiple life cycle queues, queues must be selected for display.


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To select multiple life cycles and queues for display:

1. In the Life Cycle View window, right-click and select Combined View Settings. The
Combined View Settings dialog box is displayed.
Desktop Workflow

2. Select the check boxes that correspond with the appropriate life cycles or queues.
Expand a life cycle by clicking on the plus sign in order to access queues for selection.
3. If you want the combined view to be displayed by default the next time Workflow is
accessed from the Desktop, select the Show Combined View check box.

Once queues have been selected for the combined view, you can select to view the combined
queues by right-clicking in the Documents window and selecting Show Combined View. When
the combined view is enabled, a check mark is placed next to this right-click option. To turn
off this view, right-click on the Documents window and select Show Combined View. The
queues included in the view are listed in the User Interaction window.

Note: A count of the documents in the queue will not be shown in the status bar when using
the Combined View.

Filters in Combined View


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When a filter is applied while using Combined View, the following is true concerning the
display columns. The columns display from left to right.
If no display columns have been configured on the filter:
Icon

Note: The Icon column is only available in the Unity interface.

Document Name

Desktop Workflow
Workflow Life Cycle
Workflow Queue
Entry Date
If display columns have been configured on the filter:
All configured columns in user-configured order
Workflow Queue
Queues will be sorted by Entry Date by default. Queues can also be sorted by a defined filter
sort or by clicking a display column to sort by.

Note: If Workflow Queue has been configured as a display column, it will not be added again.

Note: If no filter has been applied, the display columns will be: Document Name, Workflow
Queue, Entry Date.

Beginning User Work


User work must be initiated manually. User work can be initiated from a right-click menu or
from the Tasks window. If and where this option is available is determined by the User Work
Style specified in the Workflow Options dialog box. When user work is initiated, user
interaction actions are displayed in the User Interaction window.
To initiate user work from the Tasks window, click the Begin User Work task button.
To initiate user work from the Documents window, right-click and select Begin User Work.

Entering Documents into a Workflow


There are several methods for entering documents into a workflow. All methods assume that
the Document Type associated with the document has been configured for use with a life
cycle.
The type of methods used to enter a document into a workflow include:
Importing Documents. See Importing Documents on page 72.
Creating New Documents. See Creating New Documents on page 72.
Re-Indexing. See Re-Indexing Documents on page 72.


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Importing Documents
Upon importing documents, you can select the Initiate Workflow check box to add imported
documents into the life cycle(s) assigned to the Document Type to which the document was
imported. Depending on your configuration, the Initiate Workflow check box may not be
available. Upon importing documents, Workflow will automatically be initiated.

Creating New Documents


Desktop Workflow

Upon creating a new document from an existing document through Send To | Create New
Document, you can select Add To Workflow in the Archive Documents dialog box to add created
documents into the life cycle(s) assigned to the Document Type to which the document was
created. Depending on your configuration, the Add To Workflow check box may not be
available. Upon creating a new document, Workflow will automatically be initiated.

Re-Indexing Documents
Upon re-indexing documents, you can select the Add To Workflow check box to add the
documents into the life cycle(s) assigned to the Document Type to which the document was
re-indexed.
Depending on your configuration, the Add To Workflow check box may not be available. Upon
re-indexing documents, Workflow will automatically be initiated regardless of whether you
modified the documents Keyword Values or Document Type. When Workflow is automatically
initiated, its behavior is dependent upon how you re-index the document:
If you only modify Keyword Values, system work is not performed.
If you modify the Document Type and the new Document Type is assigned to a life
cycle, the document is added to that life cycle and system work is performed.
If you modify the Document Type of a document currently in a life cycle and the new
Document Type is assigned to a different life cycle, the document remains in the
current life cycle and is added to the life cycle assigned to the new Document Type.
System work is performed for the re-indexed Document Type in the new life cycle.

Interaction with E-Forms in Workflow


Existing E-Forms can be viewed in Workflow. New E-Forms can be created by executing an ad
hoc task. Depending on the method of viewing, E-Forms behave differently.
When an already-existing E-Form is viewed, clicking Cancel will close the form without saving
any changes. The form itself will still be stored in the database.
When a new E-Form is created via an ad hoc task, the E-Form may be created before any
Keyword Values are added to the E-Form by the user. Depending on configuration options,
one of two things will occur:
After the E-Form is created in the system, it will be displayed in the User Interaction
window. Clicking Cancel will close the E-Form without saving any changes made to
the E-Form.
Clicking Cancel will close the E-Form and not create it in the system.
When a submit button is configured on an E-Form and it is not configured using OBBtn_
syntax, the button will function as a cancel button.


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Keyword Validation in OnBase


In either of the above cases, clicking the Submit button with valid Keyword Values entered will
store the form in the database with the new Keyword Values. If the Keyword Values are not
valid (e.g., a date Keyword Value where an alphanumeric one should be), the user will be
prompted to fix the error and the form will stay open.

Note: Keyword validation does not apply to currency keywords in the Core. The user must be
familiar with the format used for currency in order to ensure accuracy.

Desktop Workflow
Workflow Options
Workflow options can be configured in the Workflow Options dialog box.

To open Workflow Options from the Life Cycle View window, right-click and select Workflow
Options. The following options are available:

Option Description

Auto-Open Queue When Workflow is opened, the queue selected


from the drop-down list will automatically be
selected.

Use Persistent Filters If enabled, this option causes the Workflow filter
to remain in effect, when switching queues, until
the user removes it. If disabled, Workflow filters
are removed when the user changes queues.


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Option Description

Open Related Documents in Separate When this option is selected, a new viewer
Window window is opened for accessed related
documents. If this option is not selected, related
documents will be opened in the viewer, taking
the place of the primary document.

Show Queue Counts When this option is selected, the number of


Desktop Workflow

documents in a queue is displayed in parentheses


next to the queue name.

Note: If the Combined View is used, the queue


count may not be representative of all of the
documents within the view.

Note: When documents transition from one


queue to another, the queue count is updated for
all affected queues, with the exception of load
balancing queues. Load balancing queue counts
are not updated when transitioning documents.

User Work Style - Task Button When this option is selected, a Begin User Work
button is displayed in the Tasks window that
initiates user work when it is clicked.

User Work Style - Menu Option When this option is selected, a Begin User Work
right-click option is available in the Documents
window that initiates user work when it is
selected.

User Work Style - Both When this option is selected, both the Begin User
Work button and right-click option are available.

Filter Inbox Style - Queue Inbox Pane When this option is selected, the Filter Inbox
right-click option is available in the Documents
window.

Filter Inbox Style - Lifecycle Pane When this option is selected, the Filter Inbox
right-click option is available in the Life Cycle
View window.

Filter Inbox Style - Both Panes When this option is selected, the Filter Inbox
right-click option is available in both the
Documents and Life Cycle View windows.

Filter Inbox Style - Hidden When this option is selected, the Filter Inbox
right-click option is not available in any window.

Document Workflow History


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From an open document or the Document Search Results list, right-click and select History.
The Document History dialog box displays the Workflow related actions in the Workflow Queues
and Workflow Transactions tabs.

Note: If a user does not have the Document History product right, this option will not be
available. Workflow history is only available when appropriately licensed and registered for
Workflow.

Desktop Workflow
Workflow Queues

The logged actions display in the following categories:


Life Cycle - specifies the life cycle the document was/is in.
Queue - specifies the queue the document was/is in.
Entry Date - specifies the date and time the document entered the queue.
Exit Date - specifies the date and time the document exited the queue. If a
document is still in the specified queue, it will not have an Exit Date.
Entry User Name - specifies the user responsible for entering the document into the
listed queue.
Exit User Name - specifies the user responsible for moving the document out of the
listed queue. If the document is still in the specified queue, this field is blank.

Workflow Transactions
The Workflow Transactions tab displays information created by either the SYS - Custom Log
Entry action or by actions, rules, or task list configured with the Log Execution setting. The
following information is available on this tab:
Log Date and Time - date and time the information was logged.
Life cycle - life cycle transaction occurred in.
Queue - queue transaction occurred in.
User Name - user responsible for the transaction.
Type - can be Action, Rule, Task List or Custom Entry.
Name - name of the action, rule or task list that made the entry.
Message - when the entry was caused by the SYS Custom Log Entry action, this
will be the message that was specified in the action. If an action, rule, or task list is
disabled, a message displays stating that the item is disabled.

Filtering Workflow Tabs


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You can filter the information displayed in the Workflow-related tabs by right-clicking in either
tab and selecting Filter Items. The Select Items to View dialog box displays.
Desktop Workflow

In this dialog box, you can select the Life Cycle, Queue, User name, and Log Date for which you
want entries displayed. You also have the option to select <ALL> from the Life Cycle, Queue,
and User name drop-down lists.

Note: To clear the filter and view all the information in the Workflow related tabs, select
<ALL> from the drop-down lists in the Select Items to View dialog box, clear the Log Date
check box, and click OK.

Entering Documents into a Workflow


If the Document Type associated with a document has been configured for use with a life
cycle, you can manually enter a document into a life cycle from the Document Search Results
list or from an open image or text document:

1.Right-click on the document and select Workflow | Execute Workflow.


2.If the associated Document Type is configured for one life cycle, Workflow automatically
enters the document into that life cycle.
If the associated Document Type is configured for multiple life cycles, the Choose Life
Cycle window displays. Select the appropriate life cycle and click OK.
If the associated Document Type is not configured for any life cycles, a message
stating Document Type <name> is not assigned to any Life Cycles. is displayed.

Closing Workflow
To close Workflow, click the X button in the top right-hand corner of the screen or press ALT +
F4 on the keyboard.


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Workflow Document Security


Access to documents via Workflow is accomplished by a combination of assignments made at
the Document Type, life cycle, and work queue level. Specifically:
Document Types must be configured for use in a specific life cycle.
In the Configuration module, select Document | Document Types, then select the
desired Document Type and select Life Cycles. Assign the desired life cycles at the
Life Cycles for <document type> dialog box.
Users must be granted rights to a specific life cycle, as well as each queue within
that life cycle, in order to view documents within those queues.
In the Configuration module, select Users | User Groups/Rights. Select the desired
user group and select Workflow. Assign the desired life cycles and queues at the
Assigning Workflow for <user group> dialog box.
In all Workflow interfaces except the Unity Workflow interface, users must be
granted the Retrieve/View privilege, either as a user group privilege or as an
override privilege. If this privilege is not granted (or in the case of override
privileges, overridden), users will not be able to view documents in Workflow. For
more information on configuring user group rights, please see the System
Administration module reference guide or help files.

Caution: The ability to view documents in a life cycle is controlled at the queue level. If users
have rights to a Workflow queue, they will also have rights to view all the documents in that
queue by default, regardless of their security rights (i.e. Document Type rights). This includes
related documents.

Caution: The ability to modify a document in a life cycle is controlled at the queue level. If users
have rights to a Workflow queue, they will also have rights to modify all documents in that queue
by default, regardless of their Modify privilege setting, including related documents.
Administrators should be aware that Workflow automatically grants the Modify privilege to users
for any documents that are in their queue. As a result, care should be taken to only present
documents which users should be allowed to modify.

Note: To view or change Keyword Values or to re-index a document via the right-click menu,
you must have appropriate rights for modifying keywords or re-indexing. The re-index option
is not present in the Java Workflow interface.

Accessing the Workflow Screen


To open the Workflow window, select Workflow from the Context drop-down select list in the
Web Client.


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If the Workflow button is not displayed on your Web Server, you do not have access to
Workflow. Contact your System Administrator for further information.
The Workflow interface can also be directly accessed. To directly access Workflow:

1. Open a browser and enter the path to the WFLogin.aspx page. In a typical installation,
the path will be http://[machinename]/AppNet/Workflow/WFLogin.aspx, where
[machinename] is the name of the server.
2. Type your OnBase user name and password.
3. Click Login. The Workflow interface is displayed upon successful login.
Web Workflow

Opening Workflow From Documents


Workflow options are available from an open document or by right-clicking documents in the
Document Search Results list. Workflow can also be opened via a folders right-click menu.
To open Workflow:

1. From an open document, the Document Search Results list, or a folder, right-click the
document and select Workflow | Open Workflow. The Workflow screen with the queue
containing the open or selected document displays. If the document does not exist in a
life cycle, the option is disabled. If an instance of Workflow is already open, the current
Workflow screen will display the selected document.

Note: When viewing an OLE document or PDF document that has been assigned to a life cycle,
Workflow can be opened by selecting Process | Workflow | Open Workflow.

2. If the associated Document Type is configured for multiple life cycles, you are
prompted to select a life cycle. After you select a life cycle, the queue containing the
open or selected document displays. If an instance of Workflow is already open, the
current Workflow screen will display the selected document.

If Workflow is currently executing a task that has not completed and the Open Workflow
option is selected, the following message is displayed:
ATTENTION: You are currently executing a Workflow task that has not completed. Press CANCEL to
complete your Workflow task. Failure to do so will cause the task to terminate before completed.
Press OK to continue, or Cancel to stay on the current page.

Note: Open Workflow is not available when right-clicking an image document in the Document
Search Results list.

Note: When viewing an OLE document or PDF document that has been assigned to a life cycle,
Workflow can be executed on the document by selecting Process | Workflow | Execute
Workflow.

Additionally, the Workflow Queues option is available from the Documents tab in Workflow.

To view a documents queues, select a document, right-click, and select Workflow | Workflow
Queues. The Workflow Locations dialog box is displayed. All of the life cycles, queues that the
document belongs to, and users/user groups or roles assigned to the document are listed.
<Restricted> will be displayed for queues and life cycles that you do not have the rights and/
or privileges to view.


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Defining the Layout


Depending on your configuration, you may be able to specify the way Workflows layout.
When this is available, the Workflow Layout Options buttons is displayed.

Web Workflow
When the Workflow Layout Options button is clicked, these options are available: Horizontal
Layout, Vertical Layout, or Separate Viewer Layout.
When the Horizontal Layout option is selected, the layout displays the document viewer
horizontally spanning the Workflow interface.
When the Vertical Layout option is selected, the layout displays the document viewer vertically
spanning the Workflow interface.
When the Separate Viewer Layout option is selected, the layout displays the document viewer
in a separate window from the Workflow interface.

Resizing and Pinning the Workflow Window


When you resize the Workflow window or change the height or width of the Life Cycle Tree,
these settings are saved. If you are using the layout where the document is displayed in a
separate window, the height and width of this window is also saved.
You can also pin the Workflow window in a position on the screen using the Pin Window
Location button.

When the window is pinned, the window will open in the same location on the screen.
Likewise, you can unpin the window by clicking Unpin Window Location.

These settings are saved on a per user, per workstation basis.


If you are using the layout where the document is displayed in a separate window, you can
also pin and unpin this window.

Restoring the Workflow Window to the Default Settings


In some instances, you may want to clear all changes to the Workflow window and, if you are
viewing the document in a separate window, the document viewer window, such as the layout
selection and window size. To restore the Workflow to the default settings:

1. Select User from the context drop-down select list.


2. Select Client Settings from the mode drop-down select list.


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3. Select the Workflow User Interface option.

Note: Any time the Workflow window settings are changed, the Workflow User Interface option
is available.

4. Click Reset Selected Settings.

Adding Documents to Workflow


Web Workflow

If the Document Type assigned to the open or selected document has been configured for
Workflow, you can add the document to the initial queue of the configured Workflow.

1. From an open document or the Document Search Results list, right-click the document
and select Workflow | Execute Workflow.
2. If the document is configured for one life cycle, Workflow launches automatically.
If the associated Document Type is configured for multiple life cycles, you are
prompted to select a life cycle and click OK. A message stating Document was
successfully assigned to life cycle name is displayed.

Life Cycle View Tab


The Life Cycle View tab displays the life cycles to which the logged in user has viewing rights.

All life cycles and their queues, to which the currently logged in user has rights, are displayed
in this tab. Single-click a life cycle to select it; double-click it to select and expand it. Use the
+ (plus) and - (minus) buttons to expand or collapse a life cycle without actually selecting it.
Once you have selected a queue, it will open in the Documents tab and the documents within
the queue are listed.


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The following options are available when right-clicking on a queue in the Life Cycle View Tab:
Refresh - Will refresh the selected queues document count. Only available when
queue counts are turned on.
Generate List Report - For more information, see Create List Report on page 89.
Perform System Work - Initiates system work configured for the queue to begin.
Execute Timer Work - Executes the timer work associated with the selected timer.
Auto-Work - Selecting Auto-Work will display the next available document in a
queue. Users can still select a document from a queue manually.

Web Workflow
Note: Auto-Work is only available on Exclusive Viewing queues that have not been configured
for Auto-Feed.

When a life cycle or queue is selected, the Graphical View button is available for selection.

For more information, see Graphical View on page 83.

Filtering
Depending on your configuration, you may be able to filter queues to display a specific subset
of documents within the selected queue.
To filter a queue:

1. Select a queue in the Life Cycle View tab.


2. Click the Filter button.


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3. The Filter Select dialog box is displayed.


Web Workflow

4. Select the appropriate filter. The Documents tab will display the documents that match
the filter criteria within the selected queue. In some instances, an HTML form will
display in the User Interaction tab when a filter is initiated. Enter your filter criteria and
submit the form to filter the queue. Only one filter may be used at a time.

Note: If the number of characters entered in a field within an HTML form filter exceeds the
allowed number of characters for a keyword value, an error will be returned and no
documents will be displayed in the inbox.

Note: The filtered number of documents will only be displayed if the Display Filtered Document
Count setting is checked on the queues Filter tab. Otherwise, the unfiltered number will be
displayed, even if the queue is currently being filtered.

Note: If a Keyword Type that is used as a display column has more than one value for a
document, the document will be listed for each Keyword Value.

To cancel a filter view of a queue:

1. Click Filter Inbox.


2. The Filter Select dialog box is displayed.
3. Select <none>.

When a filter is applied, you can size columns and the column sizing settings are retained for
the next time you access the queue with the same filter applied.


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Refreshing Queue Counts


If queue counts are enabled, you may need to refresh the queue counts in order to view an
accurate representation of the number of documents within queues. To refresh queues, click
the Refresh Queue Count button.

The queue counts will be updated to reflect changes within OnBase.

Web Workflow
Note: This button is not available if queue counts are not enabled.

Note: Refreshing queue counts will also refresh the Inbox.

Graphical View
Note: Graphical View is not supported in the standard Non-ActiveX Web Client.

The Graphical View button allows you to view the configured graphical layout for the selected
life cycle.

Note: Graphical View is not enabled until a life cycle or queue is selected.


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When clicked, the configured graphical layout opens in a new window. The window displays
the queues, icons, and transitions configured for the selected life cycle. Example:
Web Workflow

If you select a queue in the graphical view, it will highlight in red and the documents within
the queue will display in the Documents tab. To update this view after performing work, right-
click in the window and select Refresh. You can magnify or shrink the view by right-clicking
and selecting Zoom In or Zoom Out. You can restore the view back to its original size by right-
clicking and selecting Actual Size.

Documents Tab
Documents within the selected queue are displayed in the Documents tab.


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You can click a document to select it and display a list of its related documents or perform an
ad hoc task on a document. The Documents tab displays the life cycle and queue (up to 95
characters) in which the documents reside. If the names of the life cycle and queue exceed 95
characters, the queue name is displayed.

Note: If Exclusive Document Viewing has been enabled, attempting to open a document
another user has opened will result in a Access Denied--[User Name]--is already working with
this document message.

Web Workflow
The following right-click options are available when a document is selected in the Documents
tab and the appropriate rights have been granted:
Keywords: Opens the Add / Modify Keywords dialog box to view or modify the
document Keyword Values.
History: Opens the Document History dialog box, which lists the past actions
performed on the document. By default, the entries are sorted in descending order,
with recent actions listed first.
Print: Displays the Print dialog box and sends the selected document(s) to a user-
specified print queue.
Send To | Mail Recipient: When properly configured, the system will create a blank e-
mail message with the specified document attached.
Send To | File: Saves selected document(s) as a TIFF file in a user-specified
directory.
Send To | Create New Document: Select to create a new document from the current
one, specifying Page Range, Document Type, Document Date, and Keywords as
needed. Available for indexed documents only.
Send To | Internal User: Sends selected document(s) to the defined user's internal
mailbox. Opens the Send Mail dialog box.
Send To| Folder: Adds the selected document(s) to a static folder.
Workflow | Workflow Queues: Displays the queues that the selected document exists
in. A document can only exist in one queue within a life cycle, but can exist in
multiple life cycles.

Note: If multiple documents are selected at once, this option is disabled.

Properties: The properties of a document display in the Document Information dialog


box.
Delete: Allows you to delete the selected document.
Route Document: Allows you to move a document to any queue connected to the
current queue by a transition. This activity bypasses user work associated with the
document. This option is only available to users that are administrators, have the
Workflow Administrative Processing privilege, or have the Ad Hoc Routing user
privilege at the queue level.

Note: You may have more options available depending on user rights and licensing. You may
also not have any of these options depending on granted user rights.

The following options are available whether a document is selected or not:


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Combined View Settings - See Combined View Settings on page 87.


Show Combined View - See Show Combined View on page 88.
Create List Report - See Create List Report on page 89.

Note: This option is only available if you have been given appropriate rights.

The Documents tab has the following toolbar:


Web Workflow

Previous Results - If entire search results list cannot be viewed in the window, clicking Previous
Results displays the prior set of documents from the search results list.
Next Results - If the entire search results list cannot be viewed in the window, clicking Next
Results displays subsequent documents in the list.
Options - Click to open the Options dialog box, which controls aspects of the search results
list.

Results Per Page determines the maximum number of documents displayed in the search
results list. The new setting takes effect the next time the list is loaded. Enable or disable the
text labels for toolbar options by selecting Show Text Labels or No Text Labels from the drop-
down list.

Show All Documents


Note: Show All Documents is only available in queues that have been configured as Auto-Feed
queues.

Some users may have rights to override the auto-feed setting and view all documents within
the queue. When this right is granted, the user can right-click the Documents tab and select
Show All Documents. All documents within the queue will be listed.


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Combined View Settings


The Documents tab can display the contents of a combination of life cycles and queues. In
order to show the contents of multiple life cycle queues, life cycles and/or queues must be
selected for display. To select life cycles and queues for display:

1. Right-click in the Documents tab and select Combined View Settings. The Workflow -
Combined View Settings dialog box is displayed.

Web Workflow

2. Select the appropriate life cycle or queue and click Add.


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3. Repeat step 2 until all appropriate life cycles and queues are added.
4. Click OK.

Show Combined View


Once you have configured Combined View Settings, you can choose to display Combined View
by right-clicking in the Documents tab and selecting Show Combined View. The contents of the
life cycles and queues selected in the Combined View Settings is displayed. To disable the
combined view after displaying it, right-click in the Documents tab and select Show Combined
Web Workflow

View again.

Note: Applying a filter to combined view windows will filter documents in the entire view.

Note: If Show Combined View is selected and no queues have been configured for combined
view, the filter inbox icon will be disabled.

Filters in Combined View

When a filter is applied while using Combined View, the following is true concerning the
display columns. The columns display from left to right.
If no display columns have been configured on the filter:
Icon

Note: The Icon column is only available in the Unity interface.

Document Name
Workflow Life Cycle
Workflow Queue
Entry Date
If display columns have been configured on the filter:
All configured columns in user-configured order
Workflow Queue
Queues will be sorted by Entry Date by default. Queues can also be sorted by a defined filter
sort or by clicking a display column to sort by.

Note: If Workflow Queue has been configured as a display column, it will not be added again.

Note: If no filter has been applied, the display columns will be: Document Name, Workflow
Queue, Entry Date.


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Create List Report


List reports contain document information. The reports can be generated for queues or
selected documents within a queue.

Note: This option is only available if you have been given appropriate rights.

To customize a list report for documents:

Web Workflow
1. In the Documents tab, right-click and select Create List Report. The List Report Options
dialog box is displayed.

2. Select the appropriate options.


3. Click Create.


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To create a list report for a queue:

1. Right-click on the queue and select Generate List Report. The List Report Options dialog
box is displayed.
Web Workflow

2. Select the appropriate options.


3. Click Create.

Create List Report Options

Option Description

All Items Creates a report of all items in the queue.

Selected Items Creates a report of the selected item(s) in the queue.

Display on Screen Displays the report on the screen.

Store as Document Stores the report as a document in OnBase.

Export to Excel Creates an Microsoft Excel document containing the report


information.

Generate Page Headers Includes the date and time of the report and the user that created
the report.

Generate Summary Info Includes the number of documents in the report and the time it
took to process the report.


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Option Description

Report Summary This fields allows you to enter information that will be included in
the report.

Reports generated are stored in the SYS List Contents Report Document Type.

Workflow History

Web Workflow
From an open document or the Document Search Results list, right-click and select History.
The Document History dialog box displays the Workflow related actions in the Workflow Queues
and Workflow Transactions tabs.

Note: If a user does not have the Document History product right, this option will not be
available. Workflow history is only available when appropriately licensed and registered for
Workflow.

Workflow Queues

The logged actions display in the following categories:


Life Cycle - specifies the life cycle the document was/is in.
Queue - specifies the queue the document was/is in.
Entry Date - specifies the date and time the document entered the queue.
Exit Date - specifies the date and time the document exited the queue. If a
document is still in the specified queue, it will not have an Exit Date.
Entry User Name - specifies the user responsible for entering the document into the
listed queue.
Exit User Name - specifies the user responsible for moving the document out of the
listed queue. If the document is still in the specified queue, this field is blank.

Workflow Transactions
The Workflow Transactions tab displays information created by either the SYS - Custom Log
Entry action or by actions, rules, or task lists configured with the Log Execution setting. This
tab also displays information related to ownership.
The following information is available on this tab:
Log Date and Log Time: date and time the information was logged.
Life Cycle: life cycle the transaction occurred in.
Queue: queue the transaction occurred in.
User Name: user responsible for the transaction.
Type: can be action, rule, task list, custom entry, or ownership.
Name: name of the action, rule, task list, or ownership change that made the entry.


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Message: when the entry was caused by the SYS - Custom Log Entry action, this will
be the message that was specified in the action. If an action, rule, or task list is
disabled, a message displays stating that the item is disabled. Ownership change
information is also displayed in this column.
Filtering Workflow Tabs

You can filter the information displayed in the Workflow-related tabs by right-clicking in either
tab and selecting Filter Items. The Select Items to View dialog box displays.
Web Workflow

In this dialog box, you can select the Life Cycle, Queue, User name, and Log Date for which you
want entries displayed. You also have the option to select <ALL> from the Life Cycle, Queue,
and User name drop-down lists.

Note: To clear the filter and view all the information in the Workflow related tabs, select
<ALL> from the drop-down lists in the Select Items to View dialog box, clear the Log Date
check box, and click OK.


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Work Folder Tab


The Work Folder tab displays a list of all of the documents that are related to the main
document selected. If the main document has multiple values for a keyword type that is
assigned to the working folder, all documents that have either of the values assigned to it will
be pulled into the working folder as a related document.

Web Workflow
To open a related document, click on it. It will open in the Document Viewer

Note: A document must be selected in order for the context menu to display in the Work
Folder tab.

When the Work Folder tab is selected, the Display in Separate Window button and the Show
Second Panel/Close Second Panel button are available for selection in the toolbar.
Display in Separate Window Button

Deselected

Selected

Show Second Panel/Close Second Panel Button

Show Second Panel

Close Second Panel


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When the Display in Separate Window button is selected, related documents will open in a
separate window, leaving the original document in the Document Viewer window.

Note: If a ZIP file is opened when this option is selected, an additional blank window will be
displayed in addition to the ZIP file window. This is Windows functionality.

When the Show Second Panel button is selected, the document viewing area is divided into two
panels. The left panel displays the selected document and the right panel displays the
selected related document. If you don't want to use the two panel display, click the Close
Web Workflow

Second Panel button.


If both the Display in Separate Window and Show Second Panel buttons are selected, the Display
in Separate Window functionality overrides the two panel display setting. If neither is
selected, related documents will replace the original document in the Document Viewer.

Note: If the Display in Separate Window button is selected and a related document is displayed
in the second window, when the primary document leaves the queue (or primary viewer), the
related document remains displayed in the second window.

Note: When a Keyword Type that is determining the contents of the Work Folder has a value
that contains an asterisk (*) or question mark (?), the characters are treated as wildcards and
all documents that meet the criteria are returned as related documents.

The following right-click options are available from the Work Folder tab when a document is
selected:
View Keywords
Properties

Note: You may have more options available depending on user rights and licensing. You may
also not have any of these options depending on granted user rights.

Document Viewer
The Viewer is the large window on the bottom of the page or in a separate window, depending
on the options you have selected. This window displays the selected document. For more
information about viewing documents, see the Web Client documentation.


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User Interaction Tab


The User Interaction tab displays tasks that require user interactions. Forms and questions
that require user entry are displayed in this tab. The following is an example of a form
displayed in the User Interaction tab:

Web Workflow
When the User Interaction tab is active, you will be unable to select the Documents, Life Cycle
View, or Work Folder tabs. Once the tasks that require user interaction are completed, the
Documents tab will become enabled again and you will not be able to select the User
Interaction tab.

Note: The User Interaction tab will only display when an task requiring user interaction (e.g.,
an ad hoc task) is executed. When the task is completed, the tab will no longer be displayed.

Performing Ad Hoc Tasks


When a queue has ad hoc tasks configured, they will display directly below the Documents
tab. When you hover over an ad hoc task, descriptive text will display in a tool tip.

To initiate an ad hoc task, select the appropriate document and click on the appropriate ad
hoc task icon.


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To perform an ad hoc task on a batch of documents, select multiple documents using one of
the following methods:
Pressing CTRL and clicking each document.
Pressing SHIFT and clicking on the first and last documents of a desired range of
documents.

After selecting the desired number of documents, click on the appropriate ad hoc task icon.
If there are more ad hoc tasks than can be displayed on the screen, a drop-down menu is
displayed, allowing you to access all of the ad hoc tasks available by clicking on the arrow
Web Workflow

drop-down button. The following is an example of an ad hoc task pane with a drop-down
menu:

Only one ad hoc task may be performed at a time. If an ad hoc task requires processing time,
such as importing a document or stamping a version, a message will display notifying the
user of this. During this time, other ad hoc task icons will not be visible. Any task requiring
user interaction will display the message as well.

Note: If the documents selected are in different queues, such as when in Combined View, the
ad hoc task list will clear.

Note: When a task requiring user interaction is being carried out, the Documents tab will be
grayed-out and not selectable.

Performing Ad Hoc Tasks on Related Documents


Any document contained in the Work Folder tab can be dragged to an ad hoc task icon to
execute the task. To perform an ad hoc task on a related document:

1. Open the Work Folder tab.


2. Click on the selected related document to display it in the document viewer.
3. Right-click and drag the related document onto an ad hoc task.

Note: Documents in the Inbox cannot be dragged and dropped onto ad hoc user task icons.
This action is limited to the documents contained in the Work Folder tab.

Note: The active document will remain in view and selected after performing any ad hoc user
task that does not remove that document from the queue.

Entering Documents into a Workflow


There are several methods for entering documents into a workflow. All methods assume that
the Document Type associated with the document has been configured for use with a life
cycle.


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The type of methods used to enter a document into a workflow include:


Importing Documents. See Importing Documents on page 97.
Creating New Documents. See Creating New Documents on page 97.
Re-Indexing. See Re-Indexing Documents on page 97.

Importing Documents
Upon importing documents, you can select the Initiate Workflow check box to add imported

Web Workflow
documents into the life cycle(s) assigned to the Document Type to which the document was
imported. Depending on your configuration, the Initiate Workflow check box may not be
available. Upon importing documents, Workflow will automatically be initiated.

Creating New Documents


Upon creating a new document from an existing document through Send To | Create New
Document, you can select Add To Workflow in the Archive Documents dialog box to add created
documents into the life cycle(s) assigned to the Document Type to which the document was
created. Depending on your configuration, the Add To Workflow check box may not be
available. Upon creating a new document, Workflow will automatically be initiated.

Re-Indexing Documents
Upon re-indexing documents, you can select the Initiate Workflow check box to add the
documents into the life cycle(s) assigned to the Document Type to which the document was
re-indexed.
Depending on your configuration, the Initiate Workflow check box may not be available. Upon
re-indexing documents, Workflow will automatically be initiated regardless of whether you
modified the documents Keyword Values or Document Type. When Workflow is automatically
initiated, its behavior is dependent upon how you re-index the document:
If you only modify Keyword Values, system work is not performed.
If you modify the Document Type and the new Document Type is assigned to a life
cycle, the document is added to that life cycle and system work is performed.
If you modify the Document Type of a document currently in a life cycle and the new
Document Type is assigned to a different life cycle, the document remains in the
current life cycle and is added to the life cycle assigned to the new Document Type.
System work is performed for the re-indexed Document Type in the new life cycle.

Running System Tasks


Some Document Types have system tasks associated with them. When a document belongs
to a Document Type that is configured to use system tasks, system tasks can be initiated on
the document. To initiate a system task from an open document in document retrieval, right-
click on the document in the viewer and select Workflow System Tasks and then select the
appropriate system task.


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You can also run system tasks on documents from a hit list. To run a system task from a hit
list:

1. Select one or more documents in the hit list that you want to run the system task on.
2. Right-click and select Workflow | System Tasks... The Workflow System Tasks dialog box
is displayed.
Web Workflow

3. Select the task you want to run from the Select a System Task to execute drop-down
select list.
4. Click OK. A message stating what system task was executed and how many items it
was executed on. Click OK on this message.

Viewing Other Users Documents in Load Balanced Queues


You can view other users documents in a load balancing queue. To do this, open the queue,
right-click in the Documents window, and select See Other Users Documents.

Note: If See Other Users Documents is not available, you do not have rights to this
functionality. Contact your system administrator for further information.


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Selecting this option displays a screen from which you can choose to view another users
documents. All users assigned as load-balancing members display:

Web Workflow
You can select to view the documents of a particular user, all documents, or all documents not
currently assigned to a user. This does not apply to Coverage queues. See Other Users
Assigned Documents only displays assigned documents, not covered ones. Any filters that
were being used prior to viewing another users documents will be in effect for those
documents.

Note: When a load balanced queue is configured as Match Keyword to User Name, the View
Other Users Documents list only includes the names of members assigned to the selected load
balanced queue. The Load Balance Administration dialog box includes all users that have
documents assigned to them, regardless of whether they are members assigned to the
selected load balanced queue.

Load Balancing Administration


Note: Load Balancing Administration is not supported in the standard HTML Only Web Client or
in any browser that does not support ActiveX controls.


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You can perform load balancing administration tasks by selecting the appropriate queue and
clicking the Load Balance Administration button.

Note: This button only functions if the selected queue is configured as a load balanced queue.
Web Workflow

The Load Balance Administration dialog box is displayed.

You can also reassign a document by clicking and dragging the document under the
appropriate user/user group. This will work for queues configured as Match Keyword to User
Name even if the documents are dragged to a user who is not a member of the queue.

Note: Logged in users are displayed in bold face font.

Note: Users configured as members for load balancing queues will always appear in Load
Balancing Administration regardless of the number of documents assigned to them.

This dialog box allows you to manually perform load balancing functions.
A right-click menu is available at the queue, user group, and document levels.


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These options are only available at the document level:


Option Description

View Selected Displays the selected document.

Keywords Displays the Add/Modify Keyword dialog box, and allows you to add or modify
document Keyword Values.
When a Keyword is changed on a document in a queue configured as Match
Keyword to User Name, the user name assignments will automatically refresh in

Web Workflow
Load Balancing Administration.

Note: The Load Balancing Administration interface must be refreshed to reflect


changes to Keyword values that display in an Auto-Name string.

Properties Displays the Document Information for Document Handle <nnn> window. This
window displays certain attributes stored for the document, some of these values
reflect data stored in the database tables for that document.

Note: This menu option may or may not be available depending on user rights.

Note: You may have more options available depending on user rights and licensing. You may
also not have any of these options depending on granted user rights.


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These options are available at the queue, user group, and document levels:

Option Description

Reassign Documents Displays the Reassign Documents dialog box, allowing the selected
documents to be assigned to another User/User Group or role in Load
Balance Administration.
Web Workflow

You can also reassign documents by clicking and dragging the document
under the appropriate user/User Group.
You can reassign all documents from one user/User Group or role to
another. Select the user/User Group or role that is assigned the
documents, drag the user/User Group or role icon over the intended user/
User Group or role icon, and release the mouse button.

Note: To reassign multiple documents in a queue configured as Match


Keyword to User Name, select the documents, right-click, and select
Reassign.

Note: To unassign documents, select and drag the documents to


Unassigned.


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Option Description

Rebalance Queue level: When Rebalance is initiated at the queue level, documents
are redistributed according to the configured load-balancing logic.
User/User Group or role level: When Rebalance is initiated at the user/
user group or role level, the documents currently assigned to the selected
user/user group or role are redistributed within the queue, according to
the load-balancing parameters configured.
If no items are selected, or the root item is selected then the whole queue

Web Workflow
is rebalanced.

Note: This also applies to <Unassigned> documents.

You can initiate rebalancing of documents by dragging one or more


documents to the root of the queue.

Note: This option is not available for Match Keyword to User Name load
balancing queues or if the queue is load balanced by rules and there is no
load balancing work task list on the queue. Additionally, this option is not
available when the queue is load balanced by rules and the load balancing
work task list does not contain any actions, rules, or sub task lists.

Note: When the rebalance function is initiated, existing assignments are


cleared and new assignments are made based on the load-balancing
queues configuration.

Refresh Refreshes the display of documents in the queue, without transitioning


documents out of the queue.

Note: When modifying Keyword Values with the right-click menu, the documents Auto-Name
string will not update.

Understanding Auto-Feed Locks


When a queue is configured with the Auto-Feed Documents options, locks are placed on
documents. When the user first opens the auto-feed queue they are displayed the first
available document in the queue. The document has an auto-feed lock placed on it which can
be viewed by selecting Admin | Utilities | Process Lock Administration in the OnBase Client.
The purpose of the auto-feed lock is to prevent another user processing the same queue from
processing the same document. When the user selects the Show All Documents right-click
option, the Auto-Feed lock is removed from the document currently displayed and the inbox
displays a list of all the documents in the queue. When the user selects a document, no auto-
feed lock is placed on the document. It works as though the queue never was configured for
Auto-Feed.


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Allowing Users to Override the Auto-Feed Documents Setting


If a load-balancing queue is configured for Auto-Feed, a user can override the Auto-Feed
Document setting configured for queues and view all documents within the queue if one of the
following is true:
They are the Administrator user
They have Workflow Administrative Processing Privilege
They have the Override Auto-Feed right for the queue
Web Workflow

Closing the Application While a Task is Executing


Closing the Workflow Window
When a user attempts to close the Workflow window while Workflow is awaiting user
interaction, a message stating the following is displayed:
Are you sure you want to navigate away from this page? ATTENTION: You are currently executing a
Workflow task that has not completed. Press CANCEL to complete your Workflow task. Failure to
do so will cause the task to terminate before completion. Press OK to continue, or Cancel to stay on
the current page.
You must click Cancel to complete the task. If you click OK, the window will close and the task
will terminate.

Closing the Web Client


When a user attempts to close the main Web Client window while Workflow is awaiting user
interaction, they are prompted with the following:
You are currently executing a Workflow task. Exiting the Client during task execution will
terminate your task before it is completed. To ensure that your task is executed properly, do not
close this dialog until you complete the task. Task Status: In Progress.
When this is displayed, click Close will abort the task and close the Client. If you want to
complete the task, you can navigate back the Workflow window and complete the task. Once
the task has completed, the Task Status in the warning dialog box will be updated to
Completed. Once the task is completed, the Task Completed button is enabled. Click Task
Completed to close the Web Client.

E-Form Interaction

Interaction with E-Forms in Workflow


Existing E-Forms can be viewed in Workflow. New E-Forms can be created by executing an ad
hoc task. Depending on the method of viewing, E-Forms behave differently.
When an already-existing E-Form is viewed, clicking Cancel will close the form without saving
any changes. The form itself will still be stored in the database.
When a new E-Form is created via an ad hoc task, the E-Form may be created before any
Keyword Values are added to the E-Form by the user. Depending on configuration options,
one of two things will occur:


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After the E-Form is created in the system, it will be displayed in the User Interaction
window. Clicking Cancel will close the E-Form without saving any changes made to
the E-Form.
Clicking Cancel will close the E-Form and not create it in the system.
When a submit button is configured on an E-Form and it is not configured using OBBtn_
syntax, the button will function as a cancel button.

Keyword Validation in OnBase

Web Workflow
In either of the above cases, clicking the Submit button with valid Keyword Values entered will
store the form in the database with the new Keyword Values. If the Keyword Values are not
valid (e.g., a date Keyword Value where an alphanumeric one should be), the user will be
prompted to fix the error and the form will stay open.

Note: Keyword validation does not apply to currency keywords in the Core. The user must be
familiar with the format used for currency in order to ensure accuracy.


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Web Workflow


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Workflow Document Security


Access to documents via Workflow is accomplished by a combination of assignments made at
the Document Type, life cycle, and work queue level. Specifically:
Document Types must be configured for use in a specific life cycle.
In the Configuration module, select Document | Document Types, then select the
desired Document Type and select Life Cycles. Assign the desired life cycles at the
Life Cycles for <document type> dialog box.
Users must be granted rights to a specific life cycle, as well as each queue within
that life cycle, in order to view documents within those queues.
In the Configuration module, select Users | User Groups/Rights. Select the desired
user group and select Workflow. Assign the desired life cycles and queues at the
Assigning Workflow for <user group> dialog box.
In all Workflow interfaces except the Unity Workflow interface, users must be
granted the Retrieve/View privilege, either as a user group privilege or as an
override privilege. If this privilege is not granted (or in the case of override
privileges, overridden), users will not be able to view documents in Workflow. For
more information on configuring user group rights, please see the System
Administration module reference guide or help files.

Caution: The ability to view documents in a life cycle is controlled at the queue level. If users
have rights to a Workflow queue, they will also have rights to view all the documents in that
queue by default, regardless of their security rights (i.e. Document Type rights). This includes
related documents.

Caution: The ability to modify a document in a life cycle is controlled at the queue level. If users
have rights to a Workflow queue, they will also have rights to modify all documents in that queue
by default, regardless of their Modify privilege setting, including related documents.
Administrators should be aware that Workflow automatically grants the Modify privilege to users
for any documents that are in their queue. As a result, care should be taken to only present
documents which users should be allowed to modify.

Note: To view or change Keyword Values or to re-index a document via the right-click menu,
you must have appropriate rights for modifying keywords or re-indexing. The re-index option
is not present in the Java Workflow interface.


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Opening the Workflow Interface


To open the Workflow interface, select View | Workflow.

Note: If Workflow is not available, you do not have access to Workflow. Contact your system
administrator for further information.

After opening the Workflow interface, the Task List window is displayed. This window can be
Java Client Workflow

closed and opened at a later time or moved to another position on the screen.

The Workflow Interface


Life Cycle View
The Life Cycle View displays the life cycles to which the logged-in user has viewing rights:

Double-click a life cycle to select and expand it. Click the icons to the left of each life cycle to
expand and collapse the life cycle without selecting it.
Click a queue to select and open it. Once a queue is open, all documents in the queue will
display in the Documents inbox.
You can collapse the Life Cycle View box by clicking the Click to Collapse pane arrow button. You
can expand the Life Cycle View box by clicking the Click to Expand pane arrow button.

Documents Inbox
Documents within the opened queue are displayed in the Documents inbox. The Documents
inbox displays the life cycle and queue in which the documents reside.


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The following secondary click options, depending on configured rights, are available from a
selected document in the Documents inbox:

Note: These secondary click options are not available when multiple documents are selected.

View Keywords: Opens the Add/Modify Keywords dialog box to view or modify the

Java Client Workflow


documents Keyword Values.
History: Opens the Document History dialog box, which lists the past actions
performed on the document. By default, the entries are sorted in descending order,
with recent actions listed first.

Note: The Workflow Queues and Workflow Transaction tabs are also displayed when this option
is selected. See Workflow Queues on page 114 and Workflow Transactions on page 114 for
more information.

Open in New Window: Opens the selected document in a new browser window.
Workflow
Workflow Queues: Displays all the life cycles and queues the selected document is
currently in, along with the user(s) assigned to the document. <Restricted> will
be displayed for queues and life cycles that you do not have the rights and/or
privileges to view.

Note: The Workflow Queues option in this menu and the Workflow Queues tab (see page 114)
display different information.

Note: You may have more options available depending on user rights and licensing. You may
also not have any of these options depending on granted user rights.

Click a document to select it and open it in the Java Client Viewer.

Note: For more information about the Java Client Viewer, see the Java Client documentation.

You can collapse the Documents box by clicking the Click to Collapse pane arrow button. You
can expand the Documents box by clicking the Click to Expand pane arrow button.

Specifying Results Per Page


You can specify the number of documents that you want displayed in the Document inbox at
one time. To specify the number of documents displayed in the inbox:

1. Click the Results Per Page button.


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2. Enter the number of documents that you want to display in the inbox at a time.
Java Client Workflow

3. Click OK.

In the following example, only one document is set to display in the inbox at a time:

The Previous Page and Next Page buttons allow you to navigate through all of the documents.
If there are more documents available than the ones currently displayed, the Document Name
heading will indicate more documents exist by displaying a plus sign (+) next to the
document count.

Filtering the Inbox


You can select a pre-configured custom query to apply to the inbox through filtering. To filter
the inbox:

1. Select the queue you want to filter in the Life Cycle View.
2. Click the Filter Inbox button.

3. Double-click the appropriate filter in the Filter Select dialog box.

To remove a filter from the inbox, click the Filter Inbox button and select No Filter from the
drop-down select list.


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Work Folder
If a selected document has related documents, these documents will display in the Work
Folder. The following secondary click options, depending on configured rights, are available
from a selected document in the Work Folder:
Template: Opens the Apply Template dialog box which allows you to select a template
to apply to the Work Folder.

Java Client Workflow


View Keywords: Opens the Add/Modify Keywords dialog box to view or modify the
documents Keyword Values.
History: Opens the Document History dialog box, which lists the past actions
performed on the document. By default, the entries are sorted in descending order,
with recent actions listed first.

Note: The Workflow Queues and Workflow Transaction tabs are also displayed when this option
is selected. See Workflow Queues on page 114 and Workflow Transactions on page 114 for
more information.

Open in New Window: Opens the selected document in a new browser window.
Workflow
Workflow Queues: Displays all the life cycles and queues the selected document is
currently in, along with the user(s) assigned to the document. <Restricted> will
be displayed for queues and life cycles that you do not have the rights and/or
privileges to view.

Note: The Workflow Queues option in this menu and the Workflow Queues tab (see page 114)
display different information.

Note: You may have more options available depending on user rights and licensing. You may
also not have any of these options depending on granted user rights.

Note: When a Keyword Type that is determining the contents of the Work Folder has a value
that contains an asterisk (*) or question mark (?), the characters are treated as wildcards and
all documents that meet the criteria are returned as related documents.

When you double-click on a related document in the Work Folder, the document is opened in
the document viewer. If you want to keep the primary document open in the document
viewer, you can open the related document in a separate window by clicking the Display in
Separate Window button.


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When this button is clicked and the document will be displayed in a separate window, the
button looks like the following:

You can collapse the Work Folder by clicking the Click to Collapse pane arrow button. You can
Java Client Workflow

expand the Work Folder by clicking the Click to Expand pane arrow button.

User Interaction
User Interaction displays tasks that require user interactions. Forms and questions that
require user entry are displayed in this area.

Note: Some actions that are configured for user interaction will display in a separate window.

You can collapse User Interaction by clicking the Click to Collapse pane arrow button. You can
expand User Interaction by clicking the Click to Expand pane arrow button.

Performing Ad Hoc Tasks


When a queue has ad hoc tasks configured, they will display in the Task List window.

Note: Depending on your configuration, the Task List window and Task List button may not be
available. When this window is not available, tasks can be executed through the Tasks menu.


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If the window is not displayed, it can be accessed by clicking the Task List button.

To initiate an ad hoc task, select the appropriate document(s) and double-click on the
appropriate ad hoc task icon. Hover the mouse over the ad hoc task icon to display a
descriptive tooltip. This will only display, if a tooltip has been configured for the task by your

Java Client Workflow


system administrator.
Tasks can also be accessed through the Tasks menu. Select the task from the Task menu to
initiate a task on a selected document.

Note: Only one ad hoc task can be performed at a time.

Workflow History
From the Documents inbox, use a secondary click to access the History option. The dialog box
displays the Workflow-related actions in the Workflow Queues and Workflow Transactions tabs.
The History tab displays each time a document and/or its keywords are viewed.

Note: The Workflow Queues tab displays different information than the Workflow Queues
secondary click option, which is accessible from any document.

Note: This option is only available when granted the Document History product right.


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Workflow Queues

Note: The Workflow Queues tab displays different information than the Workflow Queues
secondary click option, which is accessible from any document.

The logged actions display in the following categories:


Life Cycle: specifies the life cycle the document is/was in.
Java Client Workflow

Queue: specifies the queue the document is/was in.


Entry User Name: specifies the user responsible for entering the document into the
listed queue.
Entry Date: specifies the time the document entered the queue.
Exit User Name: specifies the user responsible for moving the document out of the
listed queue. If a document is still in the specified queue, this field will be blank.
Exit Date: specifies the time the document exited the queue. If the document is still
in the specified queue, it will not have an Exit Date.

Workflow Transactions
The Workflow Transactions tab displays information created by either the SYS - Custom Log
Entry action or by actions, rules, or task lists configured with the Log Execution setting. This
tab also displays information related to ownership.
The following information is available on this tab:
Log Date and Log Time: date and time the information was logged.
Life Cycle: life cycle the transaction occurred in.
Queue: queue the transaction occurred in.
User Name: user responsible for the transaction.
Type: can be action, rule, task list, custom entry, or ownership.
Name: name of the action, rule, task list, or ownership change that made the entry.
Message: when the entry was caused by the SYS - Custom Log Entry action, this will
be the message that was specified in the action. If an action, rule, or task list is
disabled, a message displays stating that the item is disabled. Ownership change
information is also displayed in this column.

Locating Documents in a Life Cycle


Once documents have entered a life cycle, you can locate them from within the Client.
To locate documents from a hit list:

1. Right-click on the document in the search results list.


2. Select Workflow | Workflow Queues option. A dialog box displays showing the Life
Cycle(s) and Queue(s) in which the document resides.

Note: If multiple documents are selected at once, this option is disabled.


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3. The dialog box will also list who a document is assigned to if the document is within a
load-balanced queue within the Assigned Users column. <Restricted> will be displayed
for queues and life cycles that you do not have the rights and/ or privileges to view

Java Client Workflow


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Java Client Workflow


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UNITY WORKFLOW

Workflow Security
Access to items via Workflow is accomplished by a combination of assignments made at the
Document Type, life cycle, and work queue level. Specifically:
Document Types must be configured for use in a specific life cycle.
In the Configuration module, select Document | Document Types, then select the
desired Document Type and select Life Cycles. Assign the desired life cycles at the
Life Cycles for <document type> dialog box.
Users must be granted rights to a specific life cycle, as well as each queue within
that life cycle, in order to view items within those queues.
In the Configuration module, select Users | User Groups/Rights. Select the desired
user group and select Workflow. Assign the desired life cycles and queues at the
Assigning Workflow for <user group> dialog box.
In all Workflow interfaces except the Unity Workflow interface, users must be
granted the Retrieve/View privilege, either as a user group privilege or as an
override privilege. If this privilege is not granted (or in the case of override
privileges, overridden), users will not be able to view documents in Workflow. For
more information on configuring user group rights, please see the System
Administration module reference guide or help files.

Caution: The ability to view items in a life cycle is controlled at the queue level. If users have
rights to a Workflow queue, they will also have rights to view all the items in that queue by
default, regardless of their security rights (i.e. Document Type rights). This includes related
items. The exception to this rule is WorkView objects. In order to work with WorkView objects,
the user must have rights to view that object.

Caution: The ability to modify items in a life cycle is controlled at the queue level. If users have
rights to a Workflow queue, they will also have rights to modify all items in that queue by
default, regardless of their Modify privilege setting, including related items. Administrators
should be aware that Workflow automatically grants the Modify privilege to users for any items
that are in their queue. As a result, care should be taken to only present items which users
should be allowed to modify.

Opening the Unity Workflow Interface


The Unity Workflow interface is opened by clicking the Workflow button:


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The Workflow layout is displayed:


Unity Workflow

The Workflow layout is comprised of the following panes and tabs:


Life Cycles Pane (including Inbox Views Pane and All Life Cycles Pane)
Inbox Pane
Related Items Pane
User Interaction Pane
Primary Viewer and Secondary Viewer Tabs

Life Cycles Pane


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Inbox Views Pane


The Inbox Views portion of the Life Cycles pane contains the following:
My Owned Items - Select to display all items owned by the current user in the Inbox
pane from all queues that support ownership.

Note: My Owned Items is only displayed if you have rights to access a life cycle that supports
ownership.

Unity Workflow
Combined Inbox - Select to display work items from multiple life cycles. See
Combined View Settings on page 152 for more information.

All Life Cycles Pane


The All Life Cycles portion of the Life Cycles pane contains all the life cycles and queues to
which a user has rights.
You can type the name of a life cycle to go directly to that life cycle.
To view queues, expand a life cycle by clicking on the corresponding plus sign. Clicking on a
queue will open its contents in the Inbox pane.
Help text for life cycles and queues are displayed as tool-tips when hovering over life cycles
and queues that are configured with help text.
The following right-click options are available when a queue is selected and the appropriate
rights have been granted:

Option Description

Refresh Select to refresh the selected queues item count and the Inbox
pane.

Add To Personal Page Select to add the selected queue to your personal page.

Create List Report Select to create a list report.

Note: For more information on list reports, see the Unity Client
help files.

Note: Users that are part of a Load Balancing Administration


group or assigned Load Balancing Administration rights on the
queue can create list reports showing assignments. In Range,
select Assigned To, and select a user, <All Users>, <Current
User>, or <Unassigned Items> from the corresponding drop-
down select list.

Note: For Auto-Feed queues, only the selected item will be


listed in the content report unless the user is a Load Balance
Administrator or an Auto-Feed administrator.


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Option Description

Show Other Users Inbox Select to see another users inbox.

Note: See Viewing Another Users Inbox in Load-Balanced


Queues on page 150 for more information.

Queue Administration Select to enter Queue Administration.


Unity Workflow

Note: See Queue Administration on page 141 for more


information.

Perform System Work Select to execute system work.

Execute Timer Work Select to execute timer work.

When a life cycle is selected, the Refresh, Add To Personal Page, and Create List Report options
are available.


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Process Flow
The Process Flow pane allows you to view the process flow of a life cycle. To open the Process
Flow pane:

1. Select the appropriate life cycle from the All Life Cycles pane.
2. Place your mouse cursor over Process Flow:

Unity Workflow
3. The Process Flow pane displays the process flow of the selected life cycle:

To select a queue, double-click on it.


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You can zoom in or out by moving the slider in the top right corner of the Process Flow pane:
Unity Workflow

To hide the Process Flow pane, click outside it.

Note: When the Inbox is displaying a combined view, the Process Flow pane displays the
process flow for the Workflow queue that the selected Inbox item is in.

Inbox Pane
The Inbox pane displays documents and other OnBase items, such as managed folders:

It includes the following columns:

Column Description

Icon The items corresponding icon.

Name The items name.

Entry Date The date and time the item entered Workflow.


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Column Description

Workflow Life Cycle The name of the life cycle that the item is in.

Note: This column is only displayed when a life cycle is selected in the Life
Cycles pane.

Workflow Queue The name of the queue that the item is in.

Unity Workflow
Note: This column is only displayed when a life cycle is selected in the Life
Cycles pane.

* The ownership status of the item.


The following icon indicates that the item is owned by the current user:

No icon indicates that the item is not owned.


Items owned by other users are not displayed in the Inbox pane.

Note: This column is only displayed when a life cycle is configured for
ownership.

These columns can be grouped and sorted like other Unity Client data lists. See the Unity
Client documentation for more information.
When an item is selected in the Inbox pane, it will open in the Primary Viewer tab:


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If there is only one item in the currently selected queue, it is automatically displayed in the
Primary Viewer tab.

Note: The first 2000 items in the currently selected queue or in the combined view are
displayed. If more than 2000 items exist in the currently selected queue, you are prompted
with a message that, "Workflow is displaying only the first 2000 items in this queue. Not all
items are shown."

Multiple items can be selected at once by holding the Ctrl key down while making selections,
Unity Workflow

or you can select a consecutive group by selecting the first item in your selection, holding
down the Shift key, and selecting the last item in your selection. You can perform ad hoc
tasks on multiple items by selecting multiple items before performing the action.
The status bar is located at the bottom of the Inbox pane. It displays the current queue, any
selected filter, and the number of items in the pane:

When working with items in the Inbox pane, the task pane, which opens if you choose to view
an items keywords, cross-references, etc., includes the Inbox tabs icon:

This is so that you can easily distinguish between items in the Inbox, and related items. Any
items that are related to the item(s) selected in the Inbox pane are displayed on the Related
Items tab. For more information, see Related Items Pane on page 126.
A right-click menu is available in the Inbox pane. This menu contains options used in the
Unity Client and options specific to Workflow. Menu options used in the Unity Client are
described in the Unity Client documentation. The following Workflow-specific right-click
options are available from the Workflow menu when an item is selected in the Inbox and the
appropriate rights have been granted:

Option Description

Workflow Queues Displays the queues that the selected item exists in. An item can only
exist in one queue within a life cycle, but can exist in multiple life cycles.

Note: If multiple items are selected at once, this option is disabled.

Execute Workflow Click to manually enter one or more items into a life cycle.
For more information, see Entering Items into a Workflow on page 159.

Note: If Exclusive Document Viewing has been enabled, attempting to open a document
another user has opened will result in a message stating, You cannot view document
[Document ID, Auto-Name string] as user [User Name] is already working with this document.


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Filtering the Inbox Pane


The contents of the Inbox pane can be filtered to only display the items that meet certain
search requirements.
In order to use a filter, you must select the appropriate filter to apply to the Inbox pane. To
select a filter to apply, click Apply Filter on the Workflow tab and select a filter. If you are using
a filter form, the filter form will display in the Configure Filter: [Name of filter] window. Enter
the filter's requirements and submit the form by clicking a button on the form or pressing the
Enter key. The items matching the filter's requirements are displayed in the Inbox pane. If a

Unity Workflow
Could not load filter E-Form message is displayed, the selected filter is unavailable.

Note: Depending on the queue configuration, you may not have the option to filter a queue.

Note: A filter form will only display if the filter has been configured to use a form. Not all filters
need forms.

When a filter is applied to the Inbox pane, the name of the filter is displayed in the status bar.
To remove the filter, click the name of the filter in the status bar:

If Apply Filter | None is selected, a filter is not currently applied to the Inbox pane.

Note: If a Keyword Type that is used as a display column has more than one value for an item,
the item will be listed for each Keyword Value.

Display Columns in Single Queues

When applying a filter to a single queue, the following is true concerning the display columns
for the filter:
If no display columns have been configured on the filter, the Document Name column
will display.
If display columns have been configured, all configured columns will display.


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Related Items Pane


The Related Items pane displays documents and other OnBase items related to the item that
is selected in the Inbox pane:
Unity Workflow

When the Related Items pane is displayed, the item that is selected in the Inbox pane is
displayed in the Primary Viewer tab.
The following buttons are available:

Related Items Description

Display Click to display the related item in a separate window instead of the
Secondary Viewer.

Template Click to select a template to apply to the Related Items pane.

Filter Click to select a filter to apply to the Related Items pane.

Tasks Click to select a task to execute on the item selected in the Related
Items pane.


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A right-click menu is available when working with related items. This menu contains options
used in the Unity Client and options specific to Workflow. Menu options used in the Unity
Client are described in the Unity Client documentation. For non-document items, this right-
click menu is limited.
The status bar is located at the bottom of the Related Items pane. It displays the current
queue, the number of items in the pane, and any selected filter.
When working with related items, the task pane changes to light green, and includes the
Related Items tabs icon:

Unity Workflow
This is so that you can easily distinguish between related items and items in the Inbox.

Note: When a Keyword Type that is determining the contents of the Related Items pane has a
value that contains an asterisk (*) or question mark (?), the characters are treated as
wildcards and all items that meet the criteria are returned as related items.

Portfolios
If the life cycle is configured to display items related to the item selected in the Inbox using
portfolios, the Portfolios drop-down select list is displayed in the Related Items pane:

To view items related to the item selected in the Inbox pane using a portfolio, click the
Portfolios drop-down select list and choose a portfolio, or select the portfolios tab in the
Related Items pane.
To refresh the items displayed on a portfolios tab, select the portfolios tab.

User Interaction Pane


The User Interaction pane displays information and items that require user interaction, such
as E-Forms or question boxes. When a task is initiated that requires user interaction, the User
Interaction pane is selected and displayed.
If you attempt to navigate to a different layout while Workflow is waiting for user input, you
are prompted to confirm that you want to close Workflow.


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Workflow Tab
When the Workflow interface is displayed, the Workflow tab is available:
Unity Workflow


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The following buttons are available:

Layout Description

Change Layout Click to change or configure your Workflow layout.


For more information, see Changing the Workflow Layout on page 132.

Close This Layout Click to close the Workflow layout and return to your Home layout. If the
Workflow layout is your Home layout, the default OnBase layout is

Unity Workflow
displayed. After clicking, you are prompted to confirm that you want to
close the Workflow layout. Click Yes to close the layout. Click No to keep
the layout open. Select the Do not prompt me again check box to no
longer be prompted after clicking Close This Layout. This selection
persists for the duration of your current OnBase session.
Using this button to close the Workflow layout, or closing the Unity
Client, releases the Workflow license that you consumed, as well as any
auto-feed locks, Exclusive Document Viewing locks, process locks, and
document locks. Navigating to a different layout (for example, Document
Retrieval) does not release the Workflow license that you consumed,
even though the Workflow tab is no longer displayed. It also does not
release auto-feed locks, Exclusive Document Viewing locks, process
locks, or document locks.

Tip: Use this button to close the Workflow layout if you will not be using
Workflow again during your current OnBase session.

If you close the Workflow layout or the Unity Client while Workflow is
awaiting user interaction, you are prompted to verify that you want to
close the layout. Click No to complete the task. Click Yes to close the
layout and terminate the task.

Secondary Viewer Click to display the Secondary Viewer tab in the document content
area.
For more information on this tab, see Primary Viewer and Secondary
Viewer Tabs on page 136.

View Description

Refresh Click to refresh the Inbox pane.

Apply Filter Click to select a pre-configured custom query to apply to the Inbox
pane.
See Filtering the Inbox Pane on page 125 for more information.

Auto Work Click to enable or disable auto-work functionality in the Inbox pane.
When auto-work is enabled, any items that are exclusively locked by
other users will be skipped over to access an item that can be worked
on. This option is disabled if the queue is using auto-feed functionality. If
a queue is configured for auto-feeding, this option is only available after
auto-feed functionality is disabled.


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View Description

Override Auto-feed Click to enable or disable auto-feed functionality in the Inbox pane. The
ability to enable or disable auto-feed functionality is only available to
users with the appropriate rights.
When auto-feed is enabled, the following message is displayed in the
Inbox panes title bar: "You are currently viewing items in an auto feed
queue. When this functionality is enabled you can only view one item at
a time."
Unity Workflow

When auto-feed is disabled, all items in the queue are displayed. You
cannot view all items in auto-feed queues when in the combined view. If
a queue has filters assigned to it, additional filters cannot be placed on
the queue after disabling auto-feed functionality. The additional filter
must be in place before disabling auto-feed functionality.
You can also enable or disable auto-feed functionality in the Inbox pane
using the Enable or Disable buttons in the Inbox panes title bar.

Actions Description

Route Item Allows you to move an item in the Inbox pane to any queue connected
to the current queue by a transition. This option is only available to users
that are administrators, have the Workflow Administrative Processing
privilege, or have the Ad Hoc Routing user privilege at the queue level.

Take Ownership Click to take ownership of the selected items in the Inbox pane.

Release Ownership Click to release your ownership of the selected items in the Inbox pane.

Execute Script Task Click and select a Unity Script to execute on the selected items in the
Inbox pane.
To change the order of script tasks in the Execute Script Task drop-
down list, select Configure Items... from this drop-down list. In the
Organize Tasks dialog box, select tasks and re-position them using the
corresponding arrows.

The Tasks ribbon group on the Workflow tab contains all ad hoc tasks that are available for a
queue. Click the tasks icon to initiate the ad hoc task on the selected items in the Inbox pane.
A status message displays indicating that a task was successfully executed.
You can re-order the list of tasks in the Tasks ribbon group. To do so:

1. Click the lower right corner of the Tasks ribbon group:


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2. The Reorder ad hoc tasks dialog box is displayed:

Unity Workflow
3. Select an ad hoc task and use the up or down arrow to change the order of the task in
the Tasks ribbon group.

Note: The task displayed at the top of this dialog box will be displayed in the leftmost position
in the Tasks ribbon group.

4. Click OK.
5. The Tasks ribbon group is updated to reflect your changes.


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Changing the Workflow Layout


The Simple layout is displayed by default the first time you open Workflow:
Unity Workflow

To change your layout:

1. Click Change Layout on the Workflow tab.


2. Select a layout from the drop-down select list that is displayed. At a minimum, this
drop-down select list contains the Classic layout. If your administrator has configured
layouts for your OnBase User Group, these layouts are also listed here.
3. After selecting a new layout, you are prompted to confirm that you want to reset your
current layout. Click Yes to use the newly selected layout, or No to retain the existing
layout.


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4. The layout you selected is displayed. As an example, the following screen shot depicts
the Classic layout:

Unity Workflow
5. To save the newly selected layout as your default layout, click Change Layout on the
Workflow tab and select Save current layout as my default. Your default layout is
displayed each time you open the Unity Workflow interface.
After saving a layout as your default layout, you can return to this layout at any time by
clicking Change Layout on the Workflow tab and selecting My Default.

Arranging Panes
You can arrange panes in the Unity Workflow interface using the functionality that is
embedded in the title bar of panes. Any changes you make are persisted and used the next
time you open Workflow.

Note: If you open multiple layouts during your Workflow session, the last layout you close will
have its layout setting restored the next time you open Workflow.


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Click and Drag Pane Positioning


Panes can be arranged in many ways. To reposition a pane, click in the title bar and drag the
pane to a new location. The following screen shots show a user repositioning the Inbox pane:
Unity Workflow


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You can also stack panes on top of each other to create combined windows that will be
displayed in a tabular format. If you drag one panes title bar on top of the other panes title
bar, they will combine into one pane. Tabs will display at the bottom of the combined pane for
each pane that can be accessed within the combined pane.
To undock a pane, double-click the panes title bar or right-click the panes title bar and select
Dockable. Click and drag the pane until it is displayed as a window outside of the main
interface. This window can be positioned anywhere on the screen. You can re-dock a window
by right-clicking on the window header and selecting Dockable and then double-clicking on the
header of the window.

Unity Workflow
Pinning
Panes can be pinned to a specific place or hidden when not in use. If you want to always see
a window, pin it. To pin it, click the Auto Hide button in the title bar:

To hide a pane when it is not in use, click the Auto Hide button. When a pane is not pinned,
the pane will be hidden when not in use. In order to access a hidden pane, hover over the tab
that corresponds to the appropriate pane. The tab label corresponds to the title displayed in
the panes title bar.
The following is any example of a hidden pane:


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Primary Viewer and Secondary Viewer Tabs


The Primary Viewer and Secondary Viewer tabs are confined to the document content area:
Unity Workflow

Consequently, they cannot be repositioned and pinned like the other panes in the Workflow
layout. However, these tabs can be stacked on one another.
The Primary Viewer and Secondary Viewer tabs contain the following buttons:

Clicking the Active Files button allows you to select the tab that has focus.
Clicking the Close button will close the tab.

Managing User Group Layouts


If you have been granted Workflow Configuration Administrator rights, you can create
Workflow layouts and assign them to OnBase User Groups.


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To manage Workflow layouts for OnBase User Groups:

1. Click Change Layout on the Workflow tab and select Manage user group layout settings.
2. The Manage user group layout settings dialog box is displayed:

Unity Workflow
3. Select an existing layout from the drop-down select list at the top of the Manage user
group layout settings dialog box.
To create a new layout, click New. Type a name for the layout in the Layout Name field
and click OK.
4. To rename the layout, click Rename. Type a name for the layout in the Layout Name
field and click OK.


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5. To modify the layout, click Modify Layout. The [name of layout] - Layout Designer
window is displayed:
Unity Workflow

Modify the layout accordingly. To add the Secondary Viewer tab to the layout, click
Secondary Viewer.
Click Save to save modifications to the layout and close the [name of layout] - Layout
Designer window.
6. In the Assigned User Groups portion of the Manage user group layout settings dialog
box, select the check box that corresponds to the OnBase User Group to which this
layout should be assigned.
7. To save all changes, including newly created layouts, click Save All.

Note: If you created a new layout, a numeric ID is assigned after saving it. This numeric ID is
displayed next to the name of the layout in the Manage user group layout settings dialog boxs
drop-down select list.

Note: If you created a new layout for yourself, you need to restart to be able to select this new
layout. Users are required to restart before changes you make to their layouts take effect.

8. To delete the selected layout, click Delete. You are prompted to delete the selected
layout. Click OK to delete the layout, or Cancel to retain the layout.
9. To close the Manage user group layout settings dialog box, click Close.


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Workflow User Options


Workflow options can be configured on the Workflow tab in the User Options dialog box:

Unity Workflow


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The following user options are available:

Layout Options Action When Selected

Always display Workflow in a The Workflow layout always opens in a new window, separate
new window from the main Unity Client window.

Allow multiple instances of More than one instance of the Workflow layout can be opened.
the Workflow layout The ability to detach and float panes in the Workflow layout is
Unity Workflow

disabled.

Note: If your default layout, or a layout assigned to your OnBase


User Group, contains floating child windows, then the Simple
layout is displayed when this option is not selected.

Note: Changes to Layout Options take effect after the client has been restarted.

Workflow startup display Action When Selected


options

Automatically open the last When Workflow is opened, the last selected view will
selected view automatically be displayed.

Open the following view When Workflow is opened, the view selected from this drop-down
list will automatically be displayed.
The following views are available:
<None>
Combined View
My Owned Items
A specific life cycle
A specific queue

Note: Workflow startup display options are only applicable to the Unity Workflow interface. They
do not persist to other Workflow interfaces.


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Persistent Workflow Filters Action When Selected

Enable persistent inbox filter Switching between Workflow queues applies the existing
Workflow filter to the Inbox. This user option overrides any
default filter set for the queue.
When this user option is selected, the Remember the last filter
applied to each Inbox view check box is available. When this
check box is selected, the last Workflow filter you applied to each

Unity Workflow
Workflow queue is automatically reapplied when you return to
that queue. For example, you apply filter 1 to queue A. You then
navigate to queue B. When you return to queue A, filter 1 is
automatically applied.

Remember the last folder The last Workflow filter applied to the related folder in each
template or filter applied to Workflow queue is automatically reapplied when you return to
each related items view that view.

Note: This setting only applies to filters and templates applied to


the default work folder for the queue.

Note: Persistent filter information is not saved across OnBase sessions.

For more information on the User Options dialog box, see the Unity Client documentation.

Queue Administration
You can perform queue administration tasks, such as load balancing administration and
managing ownership assignments, by selecting the appropriate queue, right-clicking, and
selecting Queue Administration.

Note: This option is only available if the selected queue is configured as a load-balanced or
ownership queue. The logged-in user must also have one of the following administrative
privileges: Workflow Administrative Processing, Load-Balancing Administration, or Ownership
Administration.


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The Workflow Queue Administration window is displayed:


Unity Workflow

For load balanced queues, the Workflow Queue Administration windows status bar displays the
type of queue (Type) and any filter that is applied (Filtered by). For ownership queues, the
Workflow Queue Administration windows status bar displays the type of queue (Type) and the
number of items (Count).
Users with Ownership Administration privileges can view items assigned to the current user
and all items in the queue. They also can also view the Owner and Since columns in the Queue
Administration dialog box. These columns indicate the owner of the item, as well as how long
the item has been owned.


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The Home tab is available in the Workflow Queue Administration window. This tab contains the
following buttons:

Common Description

Refresh Click to refresh the Queue Administration window, without transitioning


items out of any queues.

Unity Workflow
Load Balancing Description

Rebalance Queue Click to rebalance all items in the selected queue. Items are re-
distributed according to the queues load-balancing logic.

Note: When the rebalance function is initiated, existing assignments are


cleared and new assignments are made based on the load-balancing
queues configuration.

Note: This button is not available for queues configured as Match


Keyword to User Name queues.


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Load Balancing Description

Reassign Item Displays the Reassign To dialog box, allowing the selected item to be
assigned to another User/User Group or role that are also queue
members.

Note: When displaying items that are assigned to multiple users in the
queue inbox, the Reassign Item button is not available.
Unity Workflow

You can also reassign items by clicking and dragging the item under the
appropriate user/user group.
When a queue is configured as Match Keyword to User Name or rules-
based, the following options are available:
Unassign From Current User - Select to remove the current
assignment from the currently selected item(s) assignment in the
Workflow Queue Administration window and add the new
assignment.
Remove All Existing Assignments - Select to remove all existing
assignments for the currently selected item(s) and add the new
assignment.
Keep All Existing Assignments - Select to keep all existing
assignments for the currently selected item(s) and add the new
assignment.

Note: To reassign multiple documents in a queue configured as Match


Keyword to User Name, select the documents, right-click, and select
Reassign.

Note: To unassign documents, select and drag the documents to


Unassigned.


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Load Balancing Description

Rebalance Item Click to rebalance the selected item. The item is re-distributed according
to the queues load-balancing logic.

Note: When the rebalance function is initiated, existing assignments are


cleared and new assignments are made based on the load-balancing
queues configuration.

Unity Workflow


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Ownership Description

Change Owner Click to change the owner of the selected items.


You are prompted to select a user to assign ownership to:
Unity Workflow

Select a user from this drop-down select list and click OK.

Note: Once you have reached the maximum configured number of items
that can be owned in a life cycle, you cannot take ownership of
additional items.

Assignee Filter Description

Apply Filter Click to filter load balancing assignees. The Filter Load Balance
Members window is displayed. For more information on applying a filter
to the Workflow Queue Administration window, see Filtering Load
Balanced Members on page 147.

Clear Filter Click to clear the filter applied to the Workflow Queue Administration
window.

Tasks Description

Perform System Work Click to perform the system work for the selected queue.

Execute Timer Work Click to execute timer work for the selected queue.

Items Description

Keywords Click to view the keywords of the selected item.

Properties Click to view the properties of the selected item.


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A right-click menu is available. This menu contains options used in the Unity Client and
options specific to Workflow. Menu options used in the Unity Client are described in the Unity
Client documentation. The following Workflow-specific right-click options are available:

Note: You may have more options available depending on user rights and licensing. You may
also not have all of these options depending on granted user rights.

Unity Workflow
Option Description

Workflow History Displays the Document History window, which allows you to view
Document History, Workflow Queues, and Workflow Transactions.
For more information, see Document Workflow History on page 155.

Filtering Load Balanced Members


The Filter Load Balance Members window allows you to apply a filter to the Workflow Queue
Administration window:

To apply a filter:

1. From the Look at drop-down select list, select one of the following:
User Groups - The filter will be based upon a list of OnBase user groups.
Users - The filter will be based upon a list of OnBase users.


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2. In Filtered by, select one of the following:

Filtered By Description

Specified Member Select to apply a filter based on one or more specified members.
When User Groups is selected from the Look at drop-down select list,
select a user group from this drop-down select list.
When Users is selected from the Look at drop-down select list, select a
Unity Workflow

user from this drop-down select list.


The following check boxes are also available:
Match case - Select to match case.
Match whole word - Select to match the whole word.
Use - Select to use Regular Expressions or Wildcards in your filter.
After selecting one of these from the corresponding drop-down list,
click the arrow to the right of the Specified Member drop-down
select list to choose from available operators:

Members of user group Select to apply a filter based on members of a user group. Select a user
group from the corresponding drop-down select list.

Note: This filtering criteria is not available when User Groups is selected
from the Look at drop-down select list.

User(s) based on Select to apply a filter based on a users relationship in an organizational


relationship in an org chart.
chart
You can specify user(s) using any of the following drop-down select lists:
User Account - Select a user.
Org Chart - Select an Org Chart.
Relationship - Select a relationship. When Manager is selected, you
can include peers by selecting the Include Peers check box.

Note: This filtering criteria is not available when User Groups is selected
from the Look at drop-down select list.

Members of Role Select to apply a filter based on a users role.

Note: This filtering criteria is not available when User Groups is selected
from the Look at drop-down select list.

3. To apply the filter, click Filter. To cancel, click Cancel.


4. The filter is applied to the Workflow Queue Administration window.
After applying a filter, you can clear the filter by clicking Clear Filter.


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Queue Administration Tab


The Queue Administration is also available if the selected queue is configured as a load-
balanced or ownership queue, and the logged-in user has the appropriate administrative
privileges:

Unity Workflow
Much of the functionality that is available from this tab is also available from the Workflow
Queue Administration window.
The following buttons are available:

Inbox View Description

Assigned To Select to view items assigned to the current user in the Inbox pane.
Current User

Unassigned Items Select to view items not assigned to any user in the Inbox pane.

Show Other Users Select to view items assigned to another user in the Inbox pane.
Inbox

Show All Items Select to view all items in the queue in the Inbox pane.

Manage Work Description

Rebalance Click and select one of the following:


Rebalance Item - Select to rebalance the selected item in the Inbox
pane. For more information, see Rebalance Item on page 145.
Rebalance Queue - Select to rebalance the selected queue in the Inbox
pane. For more information, see Rebalance Queue on page 143.

Reassign Item Click to reassign the selected item in the Inbox pane.
For more information, see Reassign Item on page 144.

Change Owner Click to change the owner of the selected item in the Inbox pane.
For more information, see Change Owner on page 146.

Tasks Description

Queue Click to open the Workflow Queue Administration window for the selected
Administration queue.
For more information, see Queue Administration on page 141.


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Tasks Description

Perform System Click to perform the system work for the selected queue.
Work

Evaluate Click to evaluate the documents against the Business Rule Engine.
Documents

Execute Timer Click to execute timer work for the selected queue.
Work
Unity Workflow

Viewing Another Users Inbox in Load-Balanced Queues


You can view another users inbox in a load-balanced queue by right-clicking on the queue
name and selecting Show Other Users Inbox.

Note: If Show Other Users Inbox is not displayed, you do not have rights to this functionality.
Contact your system administrator for further information.

Note: You cannot view unassigned items in a Match Keyword to User Name queue.

Selecting this option displays a dialog box where you can choose to view another users inbox.
All users who are load-balancing members are displayed:


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You can select to view the inbox of a particular user, all items (<All Users>), or items not
currently assigned to a user (<Unassigned Items>). You can also click in the list of users and
type the name of a user to go directly to that user. After you click OK, the Inbox pane displays
the name of the selected user:

Unity Workflow
In the case of a Coverage queue, the Show Other Users Inbox options will not reflect coverage
documents.
When a load balanced queue is configured as Match Keyword to User Name, the Show Other
Users Inbox list only includes the names of members assigned to the selected load balanced
queue. The Queue Administration dialog box includes all users that have items assigned to
them, regardless of whether they are members assigned to the selected load balanced queue.

Determining What Queues an Item Is In


In some instances it may be helpful to know all the queues that an item currently resides in.
You can determine an items queues in the Inbox and Related Items panes. This can also be
accomplished from other areas in OnBase, such as a Document Search Results list.
To view an items queues, select an item, right-click and select Workflow | Workflow Queues.
The Workflow Locations dialog box is displayed. All of the life cycles, queues that the item
belongs to, and users/user groups or roles assigned to the item are listed. Restricted will be
displayed for queues and life cycles that you do not have the rights and/or privileges to view.
The following buttons are available in the Workflow Locations dialog box:

Button Description

Refresh Click to refresh the Workflow Locations dialog box.

Display Queue Click to open the selected item in the Workflow layout and display the
selected item in the Inbox.
You can also double-click an item to open the Workflow layout and display the
selected item in the Inbox.


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Button Description

Execute Workflow Click to manually enter one or more items into a life cycle.
For more information, see Entering Items into a Workflow on page 159.

In addition, depending on your installation, a Workflow Queues button may be available in OLE
or PDF documents. Clicking this button will open the Workflow Locations dialog box.
Unity Workflow

Combined View Settings


Instead of displaying the currently selected queues contents, the Inbox pane can display the
contents of a combination of life cycles and queues. This is known as the combined view. In
order to show the contents of multiple life cycle queues, queues must be configured for
display.
To select multiple life cycles and queues for display:

1. From the Life Cycles pane, in Inbox Views, right-click Combined Inbox.
2. Select Configure Combined Inbox.


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3. The Combined View Settings dialog box is displayed:

Unity Workflow
4. Select the check boxes that correspond with the appropriate life cycles or queues.
Expand a life cycle by clicking on the plus sign in order to access queues for selection.
5. Click OK to close the Combined View Settings dialog box and apply the new settings to
the Inbox pane.


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Once queues have been configured for the combined view, you can select to view the
combined queues by clicking Combined Inbox in the Inbox Views pane. The Inbox panes
status bar is updated to reflect that you are working in combined view:
Unity Workflow

To turn off the combined view, select another Inbox View or a life cycle and/or queue from the
All Life Cycles pane.

Note: Items in Auto-Feed queues are not displayed when using the combined view.

Note: You cannot configure an auto-open queue in the Unity Workflow interface, but can use
the auto-open queue configured via another OnBase client. If a queue is configured to auto-
open, but is not configured for combined view, the queue is auto-opened after opening
Workflow. Select a life cycle to show the combined view in the Inbox pane.

Filters in Combined View


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When a filter is applied while using Combined View, the following is true concerning the
display columns. The columns display from left to right.
If no display columns have been configured on the filter:
Icon

Note: The Icon column is only available in the Unity interface.

Document Name

Unity Workflow
Workflow Life Cycle
Workflow Queue
Entry Date
If display columns have been configured on the filter:
All configured columns in user-configured order
Workflow Queue
Queues will be sorted by Entry Date by default. Queues can also be sorted by a defined filter
sort or by clicking a display column to sort by.

Note: If Workflow Queue has been configured as a display column, it will not be added again.

Note: If no filter has been applied, the display columns will be: Document Name, Workflow
Queue, Entry Date.

Note: Filters cannot be applied to a Combined View consisting of non-document items.

Interaction with E-Forms in Workflow


E-Forms in Workflow are viewed via selection from the Inbox or Related Items panes, as well
as by executing an ad hoc task. Depending on the method of viewing, E-Forms behave
differently.
When an already-existing E-Form is viewed, clicking Cancel will close the form without saving
any changes. The form itself will still be stored in the database.
When a new E-Form is created via an ad hoc task, the E-Form is created before any Keyword
Values are added to the E-Form by the user. Depending on configuration options, one of two
things will occur:
After the E-Form is created in the system, it will be displayed in the User Interaction
pane. Clicking Cancel will close the E-Form without saving any changes made to the
E-Form.
Clicking Cancel will close the E-Form and not create it in the system.

Document Workflow History


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From an open document or the Document Search Results list, right-click and select History.
The Document History dialog box displays the Workflow related actions in the Workflow Queues
and Workflow Transactions tabs.

Note: If a user does not have the Document History product right, this option will not be
available. Workflow history is only available when appropriately licensed and registered for
Workflow.
Unity Workflow

The Workflow Queues and Workflow Transactions data lists can be grouped, sorted, and
filtered like other Unity Client data list. See the Unity Client documentation for more
information.

Workflow Queues Tab


The logged actions display in the following categories:
Life Cycle: the life cycle the item was/is in.
Queue: the queue the item was/is in.
Entry User: the user responsible for entering the item into the listed queue.
Entry Date: the date and time the item entered the queue.
Exit User: the user responsible for moving the item out of the listed queue. If the
item is still in the specified queue, this field is blank.
Exit Date: the date and time the item exited the queue. If a item is still in the
specified queue, it will not have an Exit Time.

Workflow Transactions Tab


The Workflow Transactions tab displays information created by either the SYS - Custom Log
Entry action or by actions, rules, or task lists configured with the Log Execution setting. This
tab also displays information related to ownership.
The following information is available on this tab:
Log Date and Log Time: date and time the information was logged.
Life Cycle: life cycle the transaction occurred in.
Queue: queue the transaction occurred in.
User Name: user responsible for the transaction.
Type: can be action, rule, task list, custom entry, or ownership.
Name: name of the action, rule, task list, or ownership change that made the entry.
Message: when the entry was caused by the SYS - Custom Log Entry action, this will
be the message that was specified in the action. If an action, rule, or task list is
disabled, a message displays stating that the item is disabled. Ownership change
information is also displayed in this column.


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Performing Tasks and Accessing Related Items Outside of


Workflow
Users can perform Workflow ad hoc tasks, system tasks, and access related items outside of
Workflow from the Tasks tab. The Tasks tab is available from multiple places, including open
items, or from a Document Search Results list, as shown below:

Unity Workflow


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The Tasks tab includes the following:

Button Description

Workflow Click to display a list of all the queues the item is in. To open the item in a
Queues different Workflow queue, allowing you access to tasks from that queue, select
the Workflow queue from this list.

Related Items Click to display a list of related items in the task pane:
Unity Workflow

Ad Hoc Tasks/ Click to execute an ad hoc task or system task on the item. When a task is
System Tasks executed, a status message displays indicating that the task was successfully
executed.
The name of the Workflow queue is displayed in the name of the ribbon group.

Execute Task Click to display a list of Unity Scripts that are available for use. For more
information on executing a Unity Script, see the Unity Client documentation.

Note: If the Tasks tab is accessed from a Document Search Results list and the Document
Viewer pane is not displayed, it only contains system tasks. The name of the Workflow queue
is displayed below these tasks. Click the tasks icon to initiate the system task.

When working with the Tasks tab:


A Workflow license is consumed for the duration of ad hoc task execution. It is
released after the ad hoc task is executed.
The Tasks tab includes tasks for auto-feed queues if you have the Override Auto-Feed
right for the queue.
The Tasks tab includes tasks from load balancing queues only if the item is assigned
to you.
The Tasks tab does not include tasks from Exclusive Document Viewing queues.
The Tasks tab includes tasks from ownership queues only if the item is assigned to
you or is unassigned.
When multiple documents are selected from a Document Search Results list, only
tasks that are common to all documents are displayed on the Tasks tab.


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Entering Items into a Workflow


The process in which items enter a Workflow life cycle varies based on the type of item.
WorkView objects enter the life cycle after executing an action or upon object
creation.
Managed folders enter the life cycle upon the folders transition to final disposition.
Plan Review projects and Agenda Management agenda items automatically enter the
life cycle upon creation.

Unity Workflow


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Documents can be manually entered into a life cycle by right-clicking one or more
documents and selecting Workflow | Execute Workflow.

Note: Users can add documents to a life cycle even if they do no have rights to the life cycle.

If the document is configured for one life cycle, Workflow enters the document into
that life cycle and you are prompted to open the Workflow layout. Click Yes to open
the Workflow layout, or No to continue working outside the Workflow layout.
Unity Workflow

If the document is configured for multiple life cycles, you are prompted to select the
appropriate life cycle by the Add To Workflow dialog box:

Review the selections in the Add To Workflow dialog box. The following check boxes
are available:

Add To Workflow Description

Add all items to the following life cycle When selected, all documents listed in the Add To
Workflow dialog box will be added to the life cycle
selected from the corresponding drop-down list after
clicking OK.

Launch the Workflow layout When selected, the Workflow layout will launch after
clicking OK.


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Click OK to add the document to Workflow.


If the document is not configured for any life cycles, you are prompted that the
document is not assigned to any life cycles.
If the document is already assigned to all of its life cycles, you are prompted that
there are no more life cycles to add the document to.

Running System Tasks

Unity Workflow
Some Document Types have system tasks associated with them. When a document belongs
to a Document Type that is configured to use system tasks, system tasks can be initiated on
the document. To initiate a system task from an open document or a document in document
retrieval, select the Tasks tab and then select the appropriate system task from the System
Tasks ribbon group.

Developer Tab
Depending on your configuration, the Developer tab may be available. The Developer tab
includes the following buttons:

Debug Options Description

Trace When selected, tracing is activated on the Application Server and all
messages from that client will be logged to the Diagnostic Console. All
messages from all clients logging trace messages to the Application
Server will be displayed in the Diagnostic Console. Thus, if two clients
are logging trace messages, any Diagnostic Console connected to that
Application Server will display messages from both clients
simultaneously.

Note: The Diagnostics Console must be configured to log Workflow trace


messages. For information about configuring the Diagnostics Console,
see the Diagnostics Console Help files.

Breakpoint Debug Click to enable break point debugging. Any actions/rules/task lists that
have the Enable Debug Breakpoint check box selected in the
Configuration module will cause a message box to display giving details
of the breakpoint.

Step Breakpoint Debug Click to display a message box after each rule, action, or task completes.
Used for determining the location of logic problems in a Workflow
configuration.


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Unity Workflow


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CONFIGURATION MODULE CONFIGURATION

Configuration
A life cycle represents a course of business that a document must follow. Each step the
document makes is represented by a separate queue in the life cycle. Each time a document
moves to a new queue, it is called a transition. When a document enters a life cycle, all the
necessary work that must be performed during the normal course of business is performed on
the electronic document that is stored in OnBase. In the Configuration module, a life cycle can
be viewed in a tree configuration format, which displays the life cycle, queues, rules, actions
and tasks in a hierarchical structure. The other format for viewing life cycles is a graphic view,
which displays the queues as bitmaps with transition arrows representing movement between
the queues.

Getting Started in Workflow


These tips should provide you with a general idea of what components are needed to design
and configure a basic Workflow life cycle.

Pre-Plan
Before you create a new life cycle, prepare a detailed outline and diagram of your business
process. In order to create a successful life cycle, know what steps and tasks need to be
performed to achieve a specified goal.

Life Cycle and Queues


Create a life cycle in the Configuration module. Once your life cycle is created, create new
queues. Each queue represents a department or stop that the document makes during its
journey through the life cycle.
The design of your life cycle queues should reflect the Process Flow. This type of design is
especially effective for large volume processing, where the processing time needs to be
optimized. The designs logic is easily interpreted and conducive to troubleshooting.


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The example below demonstrates a business process for approving requisitions, and a life
cycle that uses a Process Flow Design to accomplish that business objective.
Configuration Module Configuration

Configuring Work, Tasks, and Timers


Within each queue, at least one of these options is configured: system work, user work, ad
hoc user tasks, web/API tasks or timers. This is the part of the life cycle where the actual
work is performed on the document. Using rules, actions and tasks, you create the work for
either users or the system to perform.

Graphic Layout
Once all of the queues have been created and the work and tasks have been configured,
proceed to the graphic layout. In the graphic layout, you create a picture of the life cycle.
Transitions must be drawn graphically to manually route documents from the right-click menu
in the Client module.

Document Types, Keywords and Folders


Document Types must be assigned to a life cycle in order for the document to enter the life
cycle. Remember to assign your keywords to both the Document Types and any folders that
you create. The Keyword Types are used to relate the documents that appear in the folder.
Folders are used when you have related documents that may need to be viewed or used in the
life cycle. If you do create a folder, it must be dynamic.

Assign Rights
Rights are important. Without them, you do not have access to certain items, such as life
cycles, Document Types, note types and folder types. You must assign user rights to both the
life cycles and to the individual queues within the life cycles.


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Test Your Workflow


Always test your life cycle. Create test documents and import them into OnBase through the
Client module. In the graphic view, from within the Client module, you are able to watch the
files transition from queue to queue. You should also perform all user work and tasks, in the

Configuration Module Configuration


Client module, in order to determine if your life cycle is functioning properly. The Trace
Window, Trace to File, and Step Debug icons in the Workflow toolbar provide tracking options
that are useful for troubleshooting.

Flow Control Options


As new features and routines are added to the Workflow module, more data is added to the
stack. This memory stack is limited to 2 MB. The use of nesting and recursive logic in a life
cycle also requires stack resources; too much recursive logic or using too many nesting levels
can cause a stack overflow and the program to abort. The allowable depth of recursive logic
and/or nesting depends on factors including the Workflow version, type of database, and the
actual Workflow logic.
There are methods of writing a life cycle without nesting. These include conditional branching,
looping control, and breaking execution with Break On task list option or the SYS Break
Processing action.

Conditional Branching
Uses rules to conduct if-then-else logic.

Looping
Eliminates nesting which uses stacked memory. Higher levels of nesting exhaust the stack
and causes OnBase to close unexpectedly. This process involves sending the same document
through the task list, incrementing a keyword using actions or a VBScript to update the status
of the document each time.

Breaking Execution
Break On - Breaking execution to fall out of a loop can be achieved through the use of the
Break On option for task lists. Conduct the work with Break On at the top level, not under the
evaluations.
Break Processing - Breaking can also be achieved through the use of SYS Break Processing
action to terminate a task list.

Caution: Memory requirements increase with newer versions; validate your life cycle against the
upgrade in a test environment before implementing it in a production environment.

Design Concepts
A primary consideration during the design phase is creating a resilient Workflow solution. A
small effort in the beginning to make batches recoverable at each stage of the Workflow
process can prevent a catastrophic event during production.
While not every possible abort can be predicted, a list of typical failure scenarios can lead to a
Workflow that is resilient to entire classes of failures:
The Workflow process aborts during a bulk loading operation (i.e. DIP).


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The database shuts down while Workflow users are executing task lists on
documents.
The Workflow process aborts during an output process.
A power outage causes a timer to fire inappropriately, or not at all.
Configuration Module Configuration

Queues that Create Output Files


The following scenario details the need for recovery when working with a Workflow queue that
streams data to a file.
Assume a Workflow with three queues, an initial queue, a reporting queue, and the final
queue where all documents are stored.

A --> B --> C
During the day, the streaming Workflow queue has an error, or the file generated by the B
queue is lost. The documents processed are mixed in with all the other documents stored in
queue C, making it difficult to recover or recreate the file.
The preferred recovery method is to reprocess all the documents and generate a new file. To
do this, a queue must be created to hold a copy of the documents until the streamed file is
successfully processed, transferred or uploaded. The following diagram shows the improved
life cycle:

Queues That Feed an External System


The following scenario details the need for recovering workflows when a Workflow queue
updates data in another database as part of the inline process.
Assume a life cycle with three queues: an initial queue, which performs some system work
and then transfers the document to the second queue, the reporting queue, which connects to
another system and posts data, and the final queue, where all documents are stored.

A --> B --> C
If OnBase lost power during the middle of DIP, this life cycle would not be recovered easily.
While the OnBase system could easily be recovered by simply purging the DIP batch and
reprocess the input file, the data loaded into the other system might be difficult or impossible
to remove. Often it is destructive to submit duplicate data, which would occur when the DIP
file is reprocessed.
This life cycle becomes more recoverable when a queue is included to hold a temporary copy
of the documents in the A queue. This type of queue makes it easy to restart the output
process by clearing out the A queue and reloading it with the contents of the Wait Queue. The
following diagram shows the improved life cycle:


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A --> Wait Queue --> B --> C


The DIP process would be run and the verification reports checked to ensure that the
documents have been properly processed into OnBase. All of the documents are held in the
wait queue until the administrator triggers the reporting process. If the processing fails after

Configuration Module Configuration


300 documents are processed and there are still 200 waiting, OnBase can simply be re-
triggered and the rest of the documents will be posted to the other databases.

Queue Recoverability
Queue recoverability is the ability to recover from an interruption during a process. The
easiest way to achieve this is to design the queue so a document can be routed through the
same queue multiple times with no adverse effects. It is important to change keywords in
such a way that re-processing the same document in the same queue leads to the same
keyword values being set.

Performance Concepts
When designing and implementing a Workflow where high processing speeds are required,
there are several concepts to keep in mind. Remember that every rule and action requires
one or more database operations to be performed. Determining which operations are fast and
which are not is important in designing and implementing a high-performance Workflow.

Keyword Type Group


The use of Keyword Type Groups allows OnBase to retrieve all the keywords for a document
with a single query. This can be crucial in high volume workflows that require high
performance.

Performing Sub Functions Using Function Call Life Cycles


One use for function call life cycles is to provide additional functionality. If there is a set of
rules and actions that needs to be performed in a variety of different locations within one or
more life cycles, using a function call life cycle keeps the code segmented, to make it easy to
follow and to maintain. A function call life cycle treats these documents as primary
documents, meaning actions execute quicker. A simple function call life cycle consists of one
queue with the logic configured as System Work. Upon completion of the System Work, the
document is removed from the life cycle. Function calls can be utilized in this capacity to
provide for uninterrupted user activity. If a document cannot be processed further due to
missing information, a Workflow user can route that document to a function call life cycle.
Users assigned to this secondary life cycle can address the issue(s) surrounding the document
and funnel it back to the main life cycle to continue processing.

Providing Constant Movement of Documents


A use for function calls is to prevent locking a users workstation. When a Workflow user
performs a task on one or more documents, the workstation is unavailable for use until that
work is complete. If there are thousands of documents, this could cause inefficiencies. The
documents could be channeled to another life cycle that employs timers. A workstation, set
up as a Workflow Server, monitors those timers and executes the associated tasks.


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Consolidating Work Loads


Function call life cycles provide a unified view of a workload. In many situations it is desirable,
or required, to have more than one life cycle. When this is the case, it becomes difficult to
Configuration Module Configuration

view the complete workload in similar queues, across all life cycles. For example if each life
cycle contains a Data Entry queue, you would have to check each life cycle individually to get
the number of documents in the Data Entry state. This situation can be rectified by the
creation of another type of function call life cycle. This function call life cycle could contain a
single Data Entry queue where documents are moved during their own life cycles. Once the
actions are performed in this separate life cycle, the documents are moved back to their
original main life cycle to continue. This centralizes the documents to one queue, which allows
for easier logic and security maintenance. The diagram below demonstrates how a unified
view of the work that needs to be performed by the data entry personnel can be accomplished
across multiple life cycles operating on potentially different document types. In the diagram,
the dashed lines represent when the control is passed between the life cycles. In reality, the
documents never leave their starting life cycle until the end. These documents are added from
the Initial Queue in Application A and Application B to the Demographic Entry life cycle.

Setting Related Document Keyword Values


Operations that may require additional work are rules and actions that refer to a related
document. These require OnBase to search the database for all documents to find those that
are related to the current document. Although these functions are effective, their use should
also be limited in process intensive Workflow situations.
Setting Keyword Values on related documents is more processor intensive. A function call life
cycle can be used to set related document Keyword Values. Within your main life cycle the
related document can be added to a function call life cycle where it becomes the primary
document, allowing for quicker keyword updates. The logic that needs to be performed should
be configured as System Work. Upon completion of the System Work, the document is
removed from the life cycle and processing in the main life cycle continues.

Alternatives for Modifying Keywords


Setting and clearing dual table alphanumeric keywords requires more intensive database
activity than single table alphanumeric or numeric keywords because OnBase is searching two
tables for the value. One solution is to configure the keywords Data Type as Alphanumeric
Single Table.


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Another option is to employ Keyword Type Groups, which allow OnBase to retrieve all the
keywords for a document with a single query. When using Keyword Type Groups you cannot
assign individual keywords to the Document Types. Once a Keyword Type Group is created,
changes can be made to add keywords to the group, but you cannot delete them.

Configuration Module Configuration


Using E-Forms
Electronic Forms (E-Forms) are custom written in HTML to meet a specific need within
Workflow. These differ from User Forms in that they must be imported into OnBase and
OnBase must be licensed for the E-Forms module.
Electronic Forms can be used in Workflow for a variety of different tasks. One particular use is
the capture of data from the user without specifically storing the data as keywords within
OnBase. This can be useful if information needs to be captured during a Workflow process,
but it is not useful for the categorization or retrieval of documents. In this case, the form can
contain the extra data without altering the keywords associated with the original document. If
the data that is captured is relevant outside the life cycle, the form can be left in OnBase and
retrieved as an associated document of the original.
Another use for E-Forms is to serve as a token document within Workflow. If the entity that
you want to route through Workflow does not exist within OnBase, an Electronic Form can be
created to act as a representation of this entity, which can be added to the life cycle. Another
use for E-Forms is to perform double-blind entry. The goal of double-blind entry is to have
two different people enter the same data, then compare the values to validate the entry.

Note: If there is an attribute for a value in an E-Form, and only the "" exist, the E-Form will
not work as intended in Workflow.

When an E-Form is used in Workflow and a button of type=submit has the value
OBBtn_Cancel, when clicked, the form is not submitted, the Last Execution Result is set to
False, and the entire task is aborted.
When an E-Form is used in Workflow and a button of type=submit has the value OBBtn_No,
when clicked, the form is not submitted, the Last Execution Result is set to False, but the Task
is not aborted.

Workflow Document Security


Access to documents via Workflow is accomplished by a combination of assignments made at
the Document Type, life cycle, and work queue level. Specifically:
Document Types must be configured for use in a specific life cycle.
In the Configuration module, select Document | Document Types, then select the
desired Document Type and select Life Cycles. Assign the desired life cycles at the
Life Cycles for <document type> dialog box.
Users must be granted rights to a specific life cycle, as well as each queue within
that life cycle, in order to view documents within those queues.
In the Configuration module, select Users | User Groups/Rights. Select the desired
user group and select Workflow. Assign the desired life cycles and queues at the
Assigning Workflow for <user group> dialog box.


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In all Workflow interfaces except the Unity Workflow interface, users must be
granted the Retrieve/View privilege, either as a user group privilege or as an
override privilege. If this privilege is not granted (or in the case of override
privileges, overridden), users will not be able to view documents in Workflow. For
Configuration Module Configuration

more information on configuring user group rights, please see the System
Administration module reference guide or help files.

Caution: The ability to view documents in a life cycle is controlled at the queue level. If users
have rights to a Workflow queue, they will also have rights to view all the documents in that
queue by default, regardless of their security rights (i.e. Document Type rights). This includes
related documents.

Caution: The ability to modify a document in a life cycle is controlled at the queue level. If users
have rights to a Workflow queue, they will also have rights to modify all documents in that queue
by default, regardless of their Modify privilege setting, including related documents.
Administrators should be aware that Workflow automatically grants the Modify privilege to users
for any documents that are in their queue. As a result, care should be taken to only present
documents which users should be allowed to modify.

Note: To view or change Keyword Values or to re-index a document via the right-click menu,
you must have appropriate rights for modifying keywords or re-indexing. The re-index option
is not present in the Java Workflow interface.

Workflow Configuration Overview


In order for a life cycle to be functional, there are mandatory elements it must contain. These
include:
Adding a Life Cycle (page 179)
Configuring the Life Cycle (page 180)
Adding Queues (page 186)
Configuring the Queues (page 187)
Rules (page 214) and/or Actions (page 217) configured as System Work (page 231),
User Work (page 234), or Ad Hoc Tasks (page 237).

In addition to elements, life cycles must:


be associated with appropriate document type(s) (page 260).
have appropriate users group(s) allowed access to the life cycle (page 261).
have appropriate user group(s) allowed access to specific queues via the User Group
right-click menu (page 212).

There are also optional elements that can be used to further develop a life cycle. These
include:
Load Balancing Work (page 231)
Transitions (page 212)
Forms (page 219)
Notifications (page 221)


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Timers (page 252)


Web/API Tasks (page 245)
System Tasks (page 249)
Custom Queries (page 257)

Configuration Module Configuration


Related Documents (page 181)

To begin configuring Workflow, select Workflow | Configuration in the Configuration module.

Definitions
Actions
An Action is a task or process performed within the life cycle of a business process. Examples
of actions include moving a document to the next stage of the business process, adding a
keyword to a document or deleting a document from a life cycle. Once an action type is
selected, OnBase prompts you for the information necessary to complete the task. Any task
that you need the Workflow process to perform must be configured as an action.

Action Types
Action Types must be associated with every new action created. When a new action is added,
an Action Type drop-down list containing the action types available is displayed. Each action
type causes OnBase to perform a specific kind of task. Once you select an action type you can
specify any additional configuration required for that action type. The drop-down list of action
types is divided into groups, based upon what the action will do and what will be affected.

Ad Hoc User Task


An Ad Hoc User task is a task list containing actions and rules that a user can choose to
perform in a client. Ad hoc user tasks are assigned user group security and this is used to
control the ad hoc tasks that should appear in the clients for a particular user.

Note: Tasks can be executed on multiple items at the same time. To select consecutive items,
click the first item, hold the Shift key and click the last item. To select specific items, hold the
Ctrl key while clicking the items. The tasks you execute apply to the selected items.

Items
Items can be routed through a life cycle. Items consists of documents, WorkView objects,
managed folders, Agenda Items, Meetings, or Plan Review Projects. Only Unity Life Cycles
support the routing of all items. All other life cycles can only route documents. Unity Life
Cyles and the routing of all item types can only be configured in the Workflow Studio. Life
cyles configured in the Configuration module can only route the document item type.

Life Cycle
A life cycle or set of life cycles represent a business process that an item travels through. A
life cycle defines the steps that an item takes in a given business process. Each step or state
is represented by queues. Every time an item moves to a new step or state it is called a
transition. Essentially, a life cycle consists of a series of queues, transitions, actions and rules
that solve a specific business issue.


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When an item enters a life cycle, all of the necessary work that must be performed for the
business process is performed on the item contained in OnBase. If the business process
changes, any procedural changes can be incorporated into the life cycle(s) configuration
immediately.
Configuration Module Configuration

Notification
A Notification is a message sent to a user or users during the Workflow process. The message
is sent via e-mail, either an internal or an external mail system. Notifications can be used to
alert administrators of potential problems with items or to inform a user of the status of a
item. The message can also include information specific to the item that triggered the
notification.

Queue
A Queue represents a step or state within a business process. A queue contains lists of tasks
that are executed on the items the queue contains and will vary from one queue to another.

Rules
A rule represents a decision in the business process. Examples of rules are "is the purchase
order amount over $10,000?" and "does the employee acknowledge and agree with the
performance review?".
A rule can evaluate to true or false and this determines what tasks are performed on the item
being routed through Workflow.

Rule Type
When you create a new rule you specify what it will evaluate by selecting a Rule Type. The
rule type drop-down select list divides the types into groups based on what they evaluate.
Once you select an rule type you can specify any additional configuration required for that
rule type.

Task List

A Task List is a series of actions and rules that are executed with respect to an item in a
queue, or the current item in OnBase. When a task list for an item is initiated, the task list is
executed on the item until the item transitions out of the queue that began the task list. A
task list is also referred to as work.

Note: Task lists can be configured up to 50 levels deep.

There are seven basic task lists:

System Work
System Work is a rule, action or task list, created for a queue, that is executed as soon as an
item enters that queue. System work is always performed first, before user work or any other
tasks.

Note: When using a Core-based Workflow interface during any import process, it is highly
recommended that items be added to Workflow only during commit to minimize the impact on
performance. It is a best practice to add items to Workflow during commit.


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When designing a life cycle, system work should be utilized to perform any functions that do
not require user interaction.

Note: Re-indexing affects the way in which an item enters a life cycle, and therefore the

Configuration Module Configuration


manner in which system work is performed for that item.

Note: System work that requires user interaction is not supported in the Core-based
interfaces. When using the Classic Client interface, it is not recommended to configure system
work that requires user interaction.

User Work

Note: This is legacy functionality. This is supported for systems that already have user work
configured.

The user initiates this work, which follows a specific sequence determined during
configuration.

Note: User work is not available in the Unity, Web Client, or Java Client Workflow interfaces.

Ad Hoc User Tasks


Ad hoc tasks are tasks that the user decides to perform if necessary. Ad hoc tasks are
represented by icons in the tasks bar window along the right side of the document viewer in
the default window layout.

Web/API Tasks

Note: This is legacy functionality and are no longer required to be configured separately from
standard ad hoc user tasks. These are supported for systems configured before the support of
ad hoc tasks in the Web Client.

This type of task list allows you to create tasks for the web-view task list that emulate
functionality available on the non web-based Client module.

Timer Work
A timer triggers a rule, action or task list at a specific point in time. A Workflow server
monitors queues with timers configured. Status of timers is monitored either by the OnBase
Client Workflow System Monitor or the Core Workflow Timer Service.

Note: Timer work that requires user interaction is not supported.


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System Task
System Task allow you to execute a task list against a document that is not necessarily
associated with a life cycle. You must associate the system task with any document types on
which you want to execute the task.
Configuration Module Configuration

Note: System tasks are not supported in the Desktop Workflow and Java Web Client Workflow
interfaces.

Note: System tasks that require user interaction are supported in the Unity and Web
interfaces. System tasks that require user interaction are not supported in all other Core-
based interfaces. When using the Classic Client interface, it is not recommended to configure
system tasks that require user interaction.

These types of task lists differ by when the task is executed and which computer executes the
task on the document.

Note: The same task cannot be placed in both Ad Hoc User Tasks and Web/API Tasks folders.
Web/API tasks, however, can be a part of any other task list (including Ad Hoc task lists, User
Work, etc.)

On Abort Task Lists


On Abort task lists are executed when another task list is interrupted during user interaction.
These task lists are configured with actions that should take place after an abort.

Timers
Timers allow OnBase to execute rules or actions at a specific time. Timers can be configured
to execute periodically, after a certain amount of time, or at an exact point in time.

Transitions
A Transition, when used as a noun, refers to the path a document can take from one queue in
a life cycle to another queue. All of the transitions, taken together, define the paths that a
document can take during the business process performed by the life cycle. In the graphical
configuration, the transitions are seen as the arrows between the queues in the life cycle.
Transition is also used as a verb to describe the process of moving a document from one
queue to another. Actions, which transition documents, move the documents from one queue
of a life cycle to another queue in the life cycle.

User Form
A User Form is a customized form, designed using Hyper Text Markup Language (HTML) to
allow user interaction during a Workflow process. User forms can also be auto-generated for
actions that use HTML forms. A user form must be created outside the system before it can be
used within Workflow. Any user forms that are used in a Workflow process must be available
to all users of the Workflow process, from the same network location.

Note: The Web Workflow interface, Core-Based OnBase Client Workflow interface, and Unity
Workflow interface can accommodate user forms accessible by URL.


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The main difference between a user form and an E-Form is that the user form is not imported
into OnBase, and therefore, is not stored in the database. It is merely used as a placeholder
for keyword information.

Configuration Module Configuration


User Work

Note: This is legacy functionality. This is supported for systems that already have user work
configured.

User Work is a task list that must be run by the user processing the documents in a queue.
This type of work differs from system work in that a user at a workstation initiates it. User
work is a series of rules and actions that walk a user through a series of activities. Through
questions or dialogs, the user is usually required to provide more information about the
document(s) to determine what course of action should be taken.

Web/API Task

Note: This is legacy functionality. Such tasks are no longer required to be configured
separately from standard ad hoc user tasks. These are supported for systems configured
before the support of ad hoc tasks in the Web Client.

A Web/API Task is an optional task that can be created for use with the web-based
application. This option allows you to create tasks for the web-view task list that emulate
functionality available on the non web-based Client module.

Special Considerations for Java-Based Workflow Configuration


The Java-based Workflow interface does not support all of the features that some of the other
Workflow interfaces provide. When configuring a Workflow solution for the Java-based
interface, take the following into consideration.
Non-supported features:
Load Balancing Administration
Coverage Queues and Calendar functionality
The following advanced queue options are not supported
Inbox Refresh Rate
Window Titles
VB Script to Execute on Selected Document
User Privileges


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The following queue-level options are not supported:


Double-Click Begins User Work
Auto-Select Next Document
Configuration Module Configuration

Hide Document Count


If User Doesn't Have Rights - Show Disabled Icon
MRM Queue
Exclusive Document Viewing
Hidden
If User Doesn't Have Rights - Hide Queue
Workflow settings in the Web Servers web.config file, except showQueueCounts.
showQueueCounts is supported.

Understanding Configuration Windows


Two major windows are used to configure life cycles: the Tree Configuration window and the
Graphic Layout window.

Tree Configuration Window


To open the Tree Configuration window in the Configuration module, select Workflow |
Configuration. The Tree Configuration window displays all workflows and system tasks that are
configured. If your database contains no configured workflows, by default, only the System
Tasks folder displays.


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The following right-click options are available from the System Tasks folder:

Option Description

Configuration Module Configuration


New System Task A series of rules and/or actions that are applied to a document
independent of its life cycle or queue.

New Life Cycle Creates an empty life cycle.

Expand Tree Expands all items in the System Tasks folder.

Graphic Layout Configuration Window


The graphic layout of a life cycle in the Configuration module determines the graphic view of
the life cycle in the Client module. To configure the graphic layout, right-click the name of a
life cycle and choose Graphic Layout. A window opens displaying a graphical toolbar and any
queues that are in the life cycle. Each icon is a queue in the life cycle. By default, the queues
are stacked on top of one another. If an icon is not assigned for a queue, a gray box is
displayed for the queue.

The graphic layout toolbar can be used to configure certain aspects of the life cycle:

Button Description

To return to the Tree Configuration, click the close button on the Graphic Layout
window.

The Select button enables you to move the queue icons into position. This button
automatically activates when an icon is clicked.


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Button Description

The Erase button enables you to remove transition arrows and queues. Click the button
and then click the object you want to erase.
Configuration Module Configuration

The New Queue button enables you to create a queue. Click the button and then click in
the graphic view window. Enter the queue name and select large and small icons in the
New Queue dialog box.

The New Transition button lets you draw a transition between queues.

The Zoom In button magnifies an area of the graphic view window.

The Zoom Out button widens the focus of the graphic view window.

The Actual Size button restores the graphic view window.

The Grid On button displays grid lines (useful during the design process).

The Grid Off button removes grid lines.

Position the Queues


Position the queues in the order that the documents will flow. To position the queues, click
Select and drag and drop each icon to the desired position within the window.

Tip: Hold down the Shift key and select one or more queues. This locks the selected queues,
enabling you to move them simultaneously. This functionality is helpful if you are adding new
queues to an existing life cycle.

Create a New Transition


For the life cycle to route documents manually, each queue must be transitioned within the
graphic layout. Documents will transition without this step; however, they cannot be routed
manually.
To enable transitions:

1. Click the New Transition button.


2. With the icon selected, click on a queue and drag your mouse pointer to the queue to
which the documents will be transitioned. This draws an arrow connecting the two
queues. The direction of the arrow determines the direction in which the document
moves.

Note: In order for a document to travel both directions between two queues, you need to
insert a transition in both directions.


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Once the transition is drawn, a Transition Configuration dialog box displays.

Configuration Module Configuration


This dialog box names the originating queue, From:, and the destination queue, To:, in the
Queues section. Selecting the Hidden check box makes the transition invisible in the graphic
view of the life cycle in the Client module. Click Save & Close to save the transitions to the
queues. To display the Transition Configuration dialog box after the transition is drawn, right-
click on the transition arrows and select Transition Properties.

Life Cycles

Caution: Encrypted keywords are not supported in the Classic Client interface.

Adding
1. Right-click on the System Tasks folder in the Tree Configuration window, or right-click
on existing life cycle.
2. Click New Life Cycle. A folder, followed by a field, displays.
3. Type the name of the life cycle in the field.

Note: The maximum number of characters for a life cycle name is 50.

4. Press Enter.
5. In the Assign Life Cycle to User Group dialog box, select the user group(s) that will have
rights to this life cycle. When the Use Workflow Configuration Rights option is selected,
you must select the Execution Rights tab to assign user groups that will access
Workflow in the Client.
6. Click Close.

Note: The new life cycle appears in red until a queue has been added.

Once a new life cycle is created, add new queues, actions, and rules, configure the graphic
layout and complete the configuration of the life cycle.


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Deleting
1. Right-click on the life cycle name and select Delete.
2. The Delete Confirmation box, displays. Click Yes to remove the life cycle from the
Configuration Module Configuration

system. Click No to cancel.

Note: A life cycle cannot be deleted if documents exist in the life cycle.

Configuring
Once a new life cycle is created, half of the Tree Configuration window displays a configuration
section. In the upper right-hand corner of this section, the life cycle number is displayed.

Option Description

Life Cycle Help Text An optional description of the life cycle that displays in the User Work
window when viewing the life cycle in the Client module.

Initial Queue Specifies the queue that initially receives the documents into the life
cycle.

Work Folder An optional setting to select a dynamic Workflow folder for related
documents. This can be overridden at the queue level.

Note: Only folder types configured as Workflow folders will display for
selection in the Work Folder drop-down select list.

Make Available In This drop-down select list allows you to specify what interfaces the life
cycle is available in. You can select the Classic Thick Client
(Deprecated) option to only allow the life cycle to be available when
using the Classic View in the OnBase Client. You can select Core-Based
Interfaces to allow the life cycle to be available in all interfaces using
Core Services. Select Both for the life cycle to be available in all
interfaces.

Org Chart and Calendar This section allows you to configure Org Charts and Calendars for the
queue. See Org Charts and Calendars in Workflow Configuration on
page 695

Queue Sequence To change the queue sequence, select a queue and use the Move Up or
Move Down button to move the queue to the correct position. Click
Close to execute the changes.


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Option Description

Window Titles When any of the windows in the Client module share a docking position,
they have name tabs at the bottom. The default names are Document,

Configuration Module Configuration


Life Cycle View, User Interaction, and Work Folder. You can rename
these by clicking Window Titles. Select the window to be renamed from
the Window drop-down list in the Tab Name Configuration dialog box.
In the New Window Title field, type a new name to appear on the tab
and click Save. You may select a name that has already been added
from the New Window Title drop-down list. To delete a title from the
list, select its name and click Delete. A Confirmation box appears
informing you that any windows currently using the name you are
deleting will no longer have this name and will revert to their default
name.

Note: Editing window titles in this area renames them for the entire life
cycle. Window titles can also be renamed at the queue level. The titles
set at the queue level take precedence over those set at the life cycle
level.

Icon An optional setting to represent life cycle(s) and queue(s) with bitmap
images. The larger icon represents the life cycle in the graphic layout;
the small icon is used in tree configuration. The Icon drop-down list
contains the SYS System Icons Document Types. The Small Icon drop-
down list contains the SYS System Bitmaps Document Types.

Apply Saves any changes made in the life cycle configuration section.

Clear Resets the Life Cycle Help Text box, Initial Queue and Work Folder
fields. It does not clear the settings to Queue Sequence, Window
Titles, or Icon.

Configuring Related Documents


Related documents are associated with a life cycle within a Work Folder. A Work Folder is
based on a folder type. This folder type must have the following settings:
Must be set as a Workflow folder type.
Must be dynamic.
Have the appropriate document type(s) assigned to link to a life cycle.
Have the similar Keyword Types configured that will link the documents and related
documents together in a life cycle.
Allow access to user groups that need to see the related documents by giving them
appropriate folder type rights.


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If the main document has multiple values for a Keyword Type that is assigned to the working
folder, all documents that have either of the values assigned to it will be pulled into the
working folder as a related document. For more information concerning configuring folder
types, see the Folders documentation.
Configuration Module Configuration

Caution: If you give a user group rights to a folder type used as a Work Folder in Workflow, users
in that group will be able to view the document regardless of the rights they have for the
affected Document Type(s) in the Related Documents window except for the Classic Client
interface. This interface relies on user rights for Work Folder document display.

Once a folder type is configured appropriately, it must be associated with the life cycle. To
associate a folder type with a life cycle:

1. Select Workflow | Configuration.


2. Select the life cycle that you want to associate the folder type with.
3. Select the folder type from the Work Folder drop-down select list.
4. Click Save.

Note: When a Workflow folder type is associated with a life cycle, the folder type cannot be
deleted.

Relating Documents by Document Handle with Folders


Related documents can also be determined by document handle with folders. When
configured properly, folders can be used to determine what documents are related to the
primary document based on the system Document Handle Keyword Value(s) associated with
the primary document. The primary Document Type must have the Document Handle
Keyword Type assigned. Document Handle Keyword Values are matched to Document Handles
of secondary documents to determine related documents. Also, the Document Handle
Keyword Type can be used in conjunction with configuring common keywords to determine
related documents. In order for this to be configured successfully, a few configuration steps
must be completed.
To query for related documents by their Document Handle when using a Work Folder:

1. Configure the Document Handle system Keyword Type as a keyword on the Keyword
tab of the Folder Type used as a Work Folder.
2. Configure the Document Handle system Keyword Type as a keyword on your primary
document.
3. A Work Folder must be configured at either the Life Cycle or Queue level.
4. When you select the primary document from the Inbox all related documents
configured for the Work Folder will display along with any documents that have a
Document Handle that is entered as a value on the primary document in the
configured Document Handle system Keyword Type.

To query for related documents by their Document Handle when using rules and actions that
query for related documents using the relate by Folder Type option:

1. Configure the Document Handle system Keyword Type as a keyword on the Keyword
tab of the Folder Type used as a Work Folder.
2. Configure the Document Handle system Keyword Type as a keyword on your primary
document.


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3. Configure the Folder Type in the Related Document Query window of the rule or action.
4. When you select the primary document from the Inbox then execute the rule or action
all related documents configured for the Folder Type will be queried along with any
documents that have a Document Handle that is entered as a value on the Primary

Configuration Module Configuration


document in the configured Document Handle system Keyword Type.

Note: In the core-based interface, if you configure a folder to relate documents by Document
Handle and you configure the order of the documents to be determined by Document Type
Sequence, since all documents are listed, regardless of their Document Types, the documents
are ordered by the Document Type name.

Configuring Life Cycle Versions


Different versions of a life cycle can be created: Reference Versions and Working Versions.
Reference versions of life cycles are read-only versions of a life cycle that provide system
administrators the ability to create snapshots of life cycles at a certain point in time.
Reference versions are locked in the Configuration module and cannot be modified unless the
life cycle is unlocked. Reference versions are not available in the Client interfaces. Creating a
reference version of a life cycle does not impact the original life cycle. The original life cycle
continues to process documents and is available in the Client interfaces.
Working version of life cycles allow system administrators to create a version of an existing
life cycle, while leaving the original life cycles configuration unmodified. The original life
cycles configuration is locked in the Configuration module and can only be modified if the life
cycle is unlocked. Both the original life cycle and the working version of the life cycle are
available for use in the Client interfaces. Documents that are in the original life cycle will stay
in that life cycle and will process in the original life cycle.


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To create a life cycle version:

1. In the Configuration module, right-click on the life cycle that you would like to create a
version of and select Create Life Cycle Version. The Select Life Cycle dialog box is
Configuration Module Configuration

displayed.

2. You can select multiple life cycles to create a version of at once. Move the appropriate
life cycles into the Selected box.
3. If you want to create a reference version of the selected life cycle(s), select Create
Reference Version.
If you want to create a working version of the selected life cycle(s), select Create
Working Version.


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4. Click Continue>>. The Choose New Life Cycle Names dialog box displayed.

Configuration Module Configuration


5. You can modify the name of the new version in the New Life Cycle Name field.
6. Click Create Life Cycle Versions. The new version of the life cycle(s) display in the Tree
Configuration in the Configuration module.

Life Cycle Right-Click Menu

Menu Option Description

Graphic Layout Opens the graphic layout configuration window for the selected
life cycle.

Create Configuration Report Creates a SYS Configuration Report that can be viewed in the
Client. This report lists a breakdown of all queues, Load
Balancing Work in Rules Based Load Balancing queues,
descriptions, help text, associated Document Types, and task
lists on a life cycle basis.

Export Allows for a life cycle to be deployed to another site. In the


Auto Configuration: Choose Export File box, enter the
destination for the Workflow file in the Default Directory field
and the file name in the Default File Name field.

User Group Displays the Assign Life Cycle to User Group dialog box, and
allows for editing of the currently assigned user groups for that
life cycle.

Document Type Opens the Assign Life Cycle to Document Type dialog box
that allows you to assign Document Types to the select life
cycle.

Expand Tree Expands all life cycles, queue and task lists.

Note: In order to collapse all components simultaneously, log


out and log back in to the Configuration module.


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Menu Option Description

New Life Cycle Creates a new life cycle below the System Tasks Folder. Exit
and re-enter Workflow configuration and the life cycles are
Configuration Module Configuration

listed alphabetically.

New Queue Creates a new queue at the bottom of the list of queues for the
life cycle selected. Use the Queue Sequence button to reorder
the queues.

New System Task Creates a new system task at the bottom of the list of life
cycles.

Edit Comments Displays Comments field. You may type comments that display
when the mouse pointer rests on the life cycle name, in the
Configuration module. Edit comments is also available on
queues, system work, user work, rules, actions and transitions.

Rename Enables the user to rename the life cycle.

Delete Permanently deletes the life cycle from OnBase.

Queues
Adding and Deleting a Queue
In the Tree Configuration Window
Adding

1. Right-click on the life cycle in the Tree Configuration window.


2. Select New Queue.
3. Type the name of the queue in the field that displays.
4. Press Enter.
5. In the Assign Work Queue to User Group window, select the user groups that will have
rights to this queue. When finished, click Close.
Deleting

1. Right-click the queue name and select Delete. Click Yes to proceed and the queue is
removed from OnBase. Click No and the action is cancelled.
2. If the queue is not in use elsewhere in the life cycle, a Delete Confirmation box
displays. If you answer Yes, the queue is deleted from OnBase. If you select No, the
queue remains in OnBase and can be selected from the drop-down list when another
queue is added to the life cycle.

Note: You cannot delete a queue if it contains documents or if documents associated with the
queue are in Document Maintenance. Documents must be removed from the queue or purged
from Document Maintenance before the queue can be deleted.


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In the Graphic Configuration Window


Adding

1. To configure the graphic layout, right-click on the name of a life cycle and select

Configuration Module Configuration


Graphic Layout.
2. Click the New Queue button on the toolbar and click in the graphic layout window.
3. The New Queue dialog box displays.
4. Enter a name for the queue. Select an Icon and Small Icon to represent the queue in
the graphic layout and tree configuration window, respectively.
5. When finished, click OK.
6. In the Assign Work Queue to User Group window, select the user group(s) that will have
rights to this queue. Click Close.
Deleting

1. Click the Erase button on the toolbar.


2. Click on the queue you want to delete.
3. Click Yes to proceed and the queue is removed from the life cycle. Click No and the
action is cancelled.
4. If the queue is not in use elsewhere in the life cycle, a second Delete Confirmation box
displays. If you answer Yes, the queue is deleted from OnBase. If you select No, the
queue remains in the system and can be selected from the drop-down list when
another queue is added to the life cycle.

Configuring Queues
Standard Tab
When a queue is selected, the Standard tab on the queue configuration section displays.


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Be sure to click the Save button before leaving the queue configuration section to keep your
settings.
Configuration Module Configuration

Parameter Description

Queue Name The queue name field is read-only. To change the name of a queue,
right-click on the queue name in the Tree Configuration window and
select Rename.

Description Optional area to add comments about the queues function. For
informational purposes only and is not displayed in the Client.


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Parameter Description

Help Text Optional area to add instructions, tips or any information that may be
useful to the users of this queue. This information displays in the User

Configuration Module Configuration


Interaction window when the queue is selected.

Double-Click Begins Double-clicking an entry in the Document window triggers associated


User Work user work.

Exclusive Document Permits only one user to view the document at a time. Another user can
Viewing retrieve the document through the Document Retrieval window, but not
through Workflow. A document that exists in multiple queues in
different life cycles that have this setting enabled will only permit the
document to be opened in one queue at a time. If the document lives in
two life cycles in two queues and if one queue has this setting enabled
and the other does not, the same document is available for viewing in
both queues by two different users.

Note: This option controls document access within a queue.

Note: When this option is applied, documents open within the queue
cannot have a system task executed upon it from the document
retrieval hit list, the document viewer, or a folder.

Note: When a user selects multiple documents within the Document


Inbox using the CTRL or SHIFT keys, Process Lock Administration will
only display the last document selected. This applies to the OnBase
Client Core-based interface.

Note: The Java Workflow interface does not support the Exclusive
Document Viewing locks.

Auto-Feed Documents Automatically displays the next available document in the viewer.


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Parameter Description

Auto-Select Next
Document Note: This option applies to the Core-based Client interface.
Configuration Module Configuration

When a single document is selected before execution of an action, if the


selected document is not transitioned out of the queue, it is displayed.
When the document selected is transitioned out of the queue, the next
document available in the queue is displayed.
When multiple documents are selected before execution of an action,
when the displayed document is still in the queue, it is displayed again.
When the displayed document is not in the queue, the first document
within the selection that remains in the queue is displayed. If no
document within the selection is found, no document will be displayed.
If all selected documents are transitioned out of the queue, the next
available document is selected.

Note: If the current queue is configured for exclusive viewing, Workflow


will loop through the selected documents, starting from the first
document in the selection, to find the first available document. If an
available document is found, it displays.

Available in Combined When this option is selected, the queue will be available for selection
View when configuring the Combined View.

Note: This option is only supported in the Core-Based OnBase Client,


Web Client, and Unity interfaces.


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Parameter Description

Respect Security
Keywords Caution: This option is not supported in the Classic Client interface.

Configuration Module Configuration


When this option is selected, security keywords are respected when
displaying documents within the queue. Only documents matching
security Keyword Values assigned to the logged-in user that belong to
the Document Types assigned at the queue level for security keywords
are displayed.

Note: If Document Types are not assigned to be checked for security


keywords at this level, security keyword checks are performed on every
document in the queue.

Note: If a filter is applied to a queue configured for security keywords,


the security keywords are still respected, but all documents within
Document Types configured at the filter level are displayed regardless of
whether or not the Document Types are configured for security
keywords at the queue level.

Selecting this option enables a Document Types button. Upon clicking


this button, an Assign Document Types to the Queue dialog box is
displayed. Select the Document Types you want to assign to the queue.
If you click the Select All Document Types Assigned to the Life Cycle
button, all of the Document Types currently assigned to the Life Cycle to
which the queue belongs are selected. Click Add>>. Click Close when
this is configured.

Hide Document Count If this option is enabled, the number of documents within the queue is
not displayed in the Client module. If it is disabled, the number of
documents within a queue is displayed. If no documents exist in a
queue, a zero will be displayed for the count.

Note: For the Web Client and Java Client, if the Web Servers
web.config file ShowQueueCounts option is set to true, it will not
override the individual queue's Hide Document Count setting. If
ShowQueueCounts is set to false, no queue counts will be displayed.

Disable Logging Every time a document enters or exits a queue, an entry is made in the
Workflow log. Checking this option disables the logging function.

Hidden Hides the queue in the Clients Tree View and Graphic Layout, even if the
user has rights to the queue.


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Parameter Description

Override Document When the For Primary Document option is checked, allows users who
Modification Privilege do not have a modify privilege to modify a document and update its
Configuration Module Configuration

keywords that is a primary document within the queue.

Note: If a related document is displayed as a result of a Workflow


action, for the purposes of this privilege the document will be considered
a Primary.

When the For Work Folder Documents option is checked, allows users
who do not have a modify privilege to modify a document and update its
keywords that is a document within the Work Folder within the queue.

Note: Users do not need access to the documents Document Type for
the override to apply.

Hide Queue Queue does not display in Client Tree View or Graphic Layout if a user
does not have rights to a queue.

Show Disabled Icon If a user does not have rights to the queue:
Queue and Icon display grayed out in the Graphic Layout of the
Client module. In some instances, a gray box will be displayed in
place of an icon.
The queue does not appear in the Clients Tree View.
When using the Web Client or OnBase Client Workflow interfaces
and the Workflow Queues or Workflow Locations dialog box is
accessed, the queue name will be displayed even if the user does
not have rights to the queue. When using other interfaces, the
queue name is not displayed regardless of this setting.

MRM Queue This option allows users access medical record charts residing in this
queue from the Medical Records Management (MRM) Web Client.
If this option is selected, then the queue is accessible from the MRM
Web Client. If it is disabled, then the queue is not accessible from the
MRM Web Client.
The MRM Web Client and medical record charts are available on systems
licensed for HL7 or the Medical Records Management Solution.

Type If MRM Queue is selected, then the queue can be used for Analysis,
Reanalysis, or Coding in the MRM Web Client.
If this queue will be used for deficiency creation (Analysis) or
confirmation (Reanalysis), or if it will be part of a Coding life cycle,
then select one of these options from the Type drop-down list.
If the queue should be available in the MRM Web Client but should
not be used for Analysis, Reanalysis, or Coding, then select
<None>.
See the Medical Records Management Solution module reference guide
for more information.


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Parameter Description

Coding Completion If Coding is selected as the MRM queue type, then the Coding
Queue Completion Queue option is available. Select this option if Coders

Configuration Module Configuration


should be able to mark all Coding as complete on the chart when it exits
this queue.

Click Save before leaving the queue configuration section to keep your settings. If you make
changes without clicking Save and go to another area in the tree view, the system displays a
Confirm prompt box asking you if you if you want to save before you move on.

Allowing Users to Override the Auto-Feed Documents Setting


A user can override the Auto-Feed Documents setting configured for queues and view all
documents within a queue if one of the following is true:
the user is the Administrator user
the user has a Workflow Administrative Processing Privilege
the user has the Override Auto-Feed right for the queue

Understanding Auto-Feed Locks


When a queue is configured with the Auto-Feed Documents options, locks are placed on
documents. When the user first opens the auto-feed queue, the first available document in
the queue is displayed. The document has an auto-feed lock placed on it, which can be viewed
by selecting Admin | Utilities | Process Lock Administration in the OnBase Client.
The purpose of the auto-feed lock is to prevent another user processing the same queue from
processing the same document. When the user selects the Show All Documents right-click
menu option, the Auto-Feed lock is removed from the document currently displayed and the
inbox displays a list of all the documents in the queue. When the user selects a document, no
auto-feed lock is placed on the document. It works as though the queue never was configured
for auto-feed.


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Advanced Tab
When you click on each queue, an Advanced tab is available that provides queue level
configuration options.
Configuration Module Configuration

Queue Types
The Queue Type drop-down list is the first field in the Advanced tab. You may choose to skip
this setting, in which case the default setting of Standard prevails. The Configure button is only
active when Load Balancing is selected from the list.

Caution: Changing queue types clears information that is not required for the newly selected
type.

Standard
A Standard queue type has no special configuration. Users with access to a standard
queue can see and perform work associated with any of its documents.


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Load Balancing Queue


A Load Balancing Queue distributes documents according to the different
assignments described below. Before configuring Allocated Percentage, Keyword
Based, or By Priority queue types, you must first configure Members. See Configure

Configuration Module Configuration


Members on page 198.
All users/user groups that work is distributed to must have rights to the load balanced
queue.

Note: If a Default user was configured for load balancing, certain configurations options will be
available. In these cases, the first document received in the queue will be assigned to the
Default user. The Default user will also be assigned documents that do not meet load balance
criteria configured for any of the other assigned users.

Select Load Balancing Queue and click Configure to assign one of these types:
Allocated Percentage Configuration. See page 195.
By Priority Configuration. See page 195.
In Order Configuration. See page 196.
Keyword Based Configuration. See page 196.
Match Keyword to User Name Configuration. See page 197.
Rules Based Configuration. See page 197.
Shortest Queue Configuration. See page 198.

Caution: The Administrator user should not be included as a load balancing member. By default,
the Administrator has rights to see all documents in a load balancing queue.

Allocated Percentage Configuration


Allocated Percentage assigns a specified percentage of the system documents to each user.

1. Select Allocated Percentage in the Assignment Type drop-down list.


2. Click the Configure button.
3. Select a user or user group from the User or User Group drop-down list. Enter a
number representing the percentage of documents they receive.
4. Click the Save button to add the information to the User or User Group list.
5. Repeat steps 3 and 4 until 100% of the documents are assigned.
6. Click the Close button when finished.

Note: If the sum of the percentage amounts is not equal to 100 when you save and close the
dialog box, a Confirmation Box displays, asking if you would like to exit. If you choose Yes, the
percentage of documents unaccounted for are not routed to a user/user group.

By Priority
By Priority distributes documents to users based on the priority assigned to documents.
Priority values are assigned to specific user groups.

1. Select By Priority in the Assignment Type drop-down select list.


2. In the Assign by Priority Configuration dialog box, enter a Priority value (1-999) and
select an Operator that define a specific priority criteria.


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3. Select the User or User Group from the drop-down select list.
4. Click Save.
5. Repeat steps 2 through 4 until all priority assignments are configured.
6. Click Close.
Configuration Module Configuration

In Order Configuration
In Order distributes documents to users in a specified order until all of the documents in the
system have been assigned. As additional documents enter the system, assignments continue
with the next member or group in the rotation.

1. Select In Order in the Assignment Type drop-down list.


2. Click the Save button.
3. If desired, select the Assign to Logged-in Users check box. Selecting this option will
assign documents only to the users that are logged in. If no users are logged in, and
documents come into the system, the documents will be equally distributed among all
users.

Note: The Assign to Logged-in Users functionality is currently only supported in the Core.

4. The documents are routed to the User/User Groups specified in the Members
configuration. This is performed in alphabetical order.

Note: If no Default Recipient is defined, the document is assigned to the first user or user
group assigned to that queue.

Keyword Based Configuration


Keyword Based configuration distributes work depending on Keyword Values. For example,
you could define keywords that allow you to sort work based in a geographic territory or
product types.

1. Select Keyword Based in the Assignment Type drop-down list.


2. Click the Configure button.
3. Select a keyword type from the Keyword Type drop-down list on the Keyword Assign
Configuration window.

Note: If the Keyword Type selected above is configured as an Alphanumeric Data Type, the
Operator drop-down box defaults to = and cannot be modified. However, if the Keyword Type
selected above is configured as a Numeric Data Type, the Operator drop-down list allows you
to choose an operand.

4. Enter a Keyword Value in the Value field.

Note: Regardless of the workstations regional settings, values entered for Currency Data Type
Keyword Types will be stored as a decimal value with two decimal places. For example, if 11 is
entered as a value, 11.00 will be stored.

5. Select a User or User Group from the last drop-down list. This indicates who receives
the document based on its Keyword Value.


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6. Click the Save button to add this information to the list.

Caution: In order for proper document assignment, do not configure the same load balancing
criteria for more than one user or user group.

Configuration Module Configuration


Match Keyword to User Name Configuration
Match Keyword to User Name configuration allows the system to route work to a specific
person. When configured, the system evaluates a keyword against the login user name on
that workstation. If the Keyword Value is null (i.e., a user is not identified), work will be
routed to <Unassigned>.

Note: Configure a keyword for user name before applying this queue type.

Note: Assigning User Groups to the load balancing Match Keyword to User Name queue type is
not supported.

Note: Users configured as members for load balancing in this queue type will always appear in
Load Balancing Administration regardless of the number of documents assigned to them.

1. Select Match Keyword to User Name in the Assignment Type drop-down list.
2. Click the Configure button.
3. Select the user name Keyword Type from the Keyword Type drop-down list in the Match
Keyword and User Name window.
Rule Based Configuration
Rule Based configuration allows you to configure Load Balancing Work within the load
balanced queue. In addition, the following actions can be used to administer the queue:
SYS - Assign Related Document to User
SYS - Assign to User
SYS - Remove All User Assignments
SYS - Remove All User Assignments from Related Documents
SYS - Remove User Assignment
SYS - Remove User Assignment from Related Document

1. Select Rule Based in the Assignment Type drop-down list.


2. If desired, select the Assign to Logged-in Users check box. Selecting this option will
assign documents only to the users that are logged in. If no users are logged in, and
documents come into the system, the documents will be equally distributed among all
users.

Note: The Assign to Logged-in Users functionality is currently only supported in the Core.


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3. Click Save.

Note: If there is no Load Balancing Work configured for the queue, nothing occurs when
Configuration Module Configuration

Rebalance is selected.

For more information about configuring Load Balancing Work, see Configuring Load Balancing
Work on page 231.
Shortest Queue Configuration
Shortest Queue initially assigns documents to users one by one in an orderly fashion. As
additional documents enter the system, assignments are made to the user with the fewest
unprocessed documents that is encountered first by the system.

1. Select Shortest Queue in the Assignment Type drop-down list.


2. If desired, select the Assign to Logged-in Users check box. Selecting this option will
assign documents only to the users that are logged in. If no users are logged in, and
documents come into the system, the documents will be equally distributed among all
users.

Note: The Assign to Logged-in Users functionality is currently only supported in the Core.

3. Click the Save button.

Configure Members
1. Activate the Members drop-down list by choosing Load Balancing Queue in the Queue
Type drop-down list.
2. Select Users, User Groups, or Roles from the Members drop-down list.

Caution: When configuring a Match Keyword to User Name load balancing queue, only the Users
option is supported.

Note: Some window titles and field names display User, User Groups, or Roles, depending on
which member type you choose.

Note: The Coverage tab is not available when Roles or User Groups is selected.

Note: When Roles is selected, the Load Balancing Queue Assignment Type is automatically set to
Rules Based.

3. Click the Configure button next to the Members field.


4. In the User, User Group, or Roles Selection box, select a name in the Available list and
click the Add>> button. When configuring user, the Available list displays the user
name followed by the configured real name in parenthesis.


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5. From the Default Recipient drop-down list, select one of the Users/User Groups/Roles to
receive the initial document when the life cycle is turned on. Documents that cannot
be assigned to a specific user (or Role) will be assigned to the default user. If you do
not want these documents to automatically be routed to a specific user, select

Configuration Module Configuration


<Unassigned> for the Default Recipient. Documents can then be delegated to the
appropriate user through Load Balancing Administration.

Note: Rules-based load balancing will always place documents in the <Unassigned> state if
they fall outside of the configured assignment logic.

6. If you want to specify a Keyword Type that will contain the user, user group or role
assignment, select the appropriate Keyword Type from the Keyword to Hold Assignee
drop-down select. Upon assignment, the Keyword Types value will be populated with
the assignment.

Note: If this is configured in conjunction with Match Keyword to User Name load balancing
queue type, the Keyword Types value will not be populated with the assignment.

7. If Users is selected for the Members drop-down list, a Role Selection button is available.
This button allows you to assign users based on their roles. For more information, see
Configuring Role Selection on page 200.
8. Click the Save button.

Caution: When editing the Members drop-down lists setting, a message stating Changing the
member type will delete all configuration information for the previous type. Change anyway? is
displayed. After clicking Yes, the previously configured Members setting and configured members
are cleared and the change made to the drop-down list setting is saved.


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Configuring Role Selection


You can configure Users as load balancing members based on their roles. To assign roles:

1. In the queues Advanced tab, select Users from the Members drop-down list, then click
Configuration Module Configuration

the corresponding Configure button. The User Selection dialog box is displayed.


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2. Click Role Selection. The Assign to Load Balancing Queue dialog box is displayed.

Configuration Module Configuration


3. Select the role(s) you want to add. The users that belong to the selected role(s) are
highlighted. You can deselect users that you do not want to include in the assignment.
4. Click Add>>.
5. Click Update and Close.
6. Click Save.

Note: Users can be removed from the User Selection dialog box and the role(s) they belong to
will retain assignment settings.

Removing Members
If you remove a member to which documents are currently assigned, a message is displayed
stating There are currently document assignments related to this user group/user/role. Are you
sure you want to remove the user group/user/role? Click Yes to remove the member. Click No if
you do not want to remove the member. If you removed members that had document
assignments, assignments will be removed upon clicking Save.
Removing Users from a User Group Who are Members
If you remove a user from a user group who is currently a member of a load balancing queue
and has documents assigned, a warning will display upon removing the user from a user
group. This warning states The user is a load balancing queue member and has documents
assigned. User may lose access to these documents if removed from the group. Are you sure you
want to continue? Click OK to remove the user. Upon removal, the following occurs:


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All documents assigned to the removed user are reassigned to the default user (if
configured) or to <Unassigned>.
All Load Balancing information (Allocated %, Keyword-based, etc.) for the removed
user is removed.
Configuration Module Configuration

The user is removed from all drop-down lists in the Load Balancing configuration
dialog boxes and from the Load Balancing tree in the Client.

Load Balancing Considerations for Institutional Databases

For load balanced queues in Layer 2 institutional databases:


Queues configured to load balance by user groups or roles are only supported for
use in the Classic Client interface.
Queues configured to load balance by user groups or users support a separate load
balancing configuration for each institution.
Queues configured to use rules-based by roles load balancing only support a
separate Default Recipient for each institution.
For load balanced queues in Layer 3 institutional databases:
Queues configured to load balance by user support a separate load balancing
configuration for each institution.
Queues configured to load balance by user groups or roles do not support a separate
load balancing configuration for each institution.
If you are configuring load balancing in a Layer 2 or Layer 3 institutional database, the
following queue types can be configured per institution: Allocated Percentage, By Priority,
Keyword Based, Match Keyword to User Name. For Match Keyword to User Name queues, the
configured Keyword Type is the same for all institutions.

Work Folder
Folders are used to contain supporting documents for the main document passing through the
life cycle. As a simplified example, a folder for an accounts payable life cycle could contain
purchase orders and vendor invoices to help users compare the quantity ordered on the
invoice against the quantity ordered on the purchase order.

Note: When selecting a work folder from the Work Folder tab, a context menu will only be
available when a document from that folder is selected.

The Work Folder drop-down select list contains folder types to which you have been granted
rights from the User Groups/Rights submenu under the User menu in the configuration menu.
If you have configured a folder for this queue, select it here. Configuring folders is discussed
in detail in the Configuration help files.

Note: Only folder types configured as Workflow folders will displayed for selection in the Work
Folder drop-down select list.

Folders used within Workflow must have dynamic foldering configured and be set for Workflow
in the Usage section for the Folder Type Settings tab.


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Default Template
A template filters a folder of related Document Types. Apply a template to search for specific
Keyword Values and display a subset of the folder contents.

Configuration Module Configuration


Note: Applying a template to a folder causes the documents to no longer follow the sort order
set for the folder. Instead, the documents follow the order assigned in the template.

The Default Template drop-down list contains templates that have been configured in OnBase.
If you have configured a template for this queue, select it here. Configuring templates is
discussed in detail in the Configuration help files.

VB Script to Execute on Selected Document


The VB Script to Execute on Selected Document drop-down list contains all VBScripts available
for the life cycle. In addition, <None> is available as a selection.
In the Classic Client interface, when a VBScript is selected from the drop-down select list,
each time a document is clicked on within the Queue, the selected script will execute.
In the Core-Based Client interface, when a VBScript is selected from the drop-down select list,
each time a document is selected within the Queue, the selected script will execute.
Document selection can occur from a refresh or automatic selection, as well as manual
selection of a document in the inbox.

Note: This option is only supported in the OnBase Client.

Inbox Refresh Rate


The Inbox Refresh Rate field allows you to specify a queue-specific refresh rate for the inbox
and queue count. This setting overrides the Document List Refresh Rate in the Clients User
Options dialog box. Valid values are 0-300 and is measured in seconds. User must have focus
on the queue in order for it to be added to the Global Timer and have the inbox and document
count automatically update. If Disable document list refresh option is selected, users must
change focus and then return to the queue they were originally in to update the inbox and
queue count.

Note: In order for the Inbox Refresh Rate feature to function in the Core-based Client interface,
the Refresh tree counters Workstation Option must be selected.


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Sort Options
The Sort Documents By section allows you to set the display order for entries in the Document
window in the Client module.
Configuration Module Configuration

Sort Type Description

<None> Documents are not sorted.

Document Handle Documents are sorted on the unique document identifier that was
stored when the document first entered the system.

Document Name Documents are sorted on the configured Auto-Name string for the
Document Type, in ascending order.

Document Date Documents are sorted by the document date, in ascending order.

Entry Time Documents are sorted on the date of entry to the queue (arrival time),
in ascending order.

Priority Documents are sorted based on the priority value that is assigned.
When sorting ascending, 1 would be the highest priority and at the top
of the list, while 999 would be the lowest priority. When sorting
descending, 999 would be the highest priority and at the top of the list,
while 1 would be the lowest priority.

Sort Descending When enabled, sets the sort order of the selected sort type (Document
Handle, Document Name, Document Date, Entry Time, or Priority) to
descending, instead of the default (ascending) order.

Window Titles
The Window Titles button calls the Tab Name Configuration dialog box. This box allows you to
rename the tabs on the Workflow Inbox windows, which by default are labeled Life Cycle View,
Document, User Interaction, and Work Folder.
To change a window title:

1. Select the window you would like to change from the Window drop-down list.
2. Type a new name over the text in the New Window Title drop-down list and click the
Save button.
3. Repeat steps 1 and 2 to change other window titles.
4. Click Close.
To delete a window title:

1. Select the window title to delete from the New Window Title drop-down list and click
the Delete Title button.
2. A Confirmation box displays, informing you that any windows currently using that title
will reset to their default title. Click Yes to continue or No to leave the title unchanged.
3. Repeat steps 1 and 2 to delete other window titles.
4. Click Close.

User Task Order


The User Task Order button allows you to change the display order of ad hoc user tasks in the
task bar.


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After clicking User Task Order:

1. The Sequence dialog box displays a list of ad hoc user tasks.


2. Use the Move Up and Move Down buttons in the Sequence window to change the order.

Configuration Module Configuration


3. Click Close when finished.
4. Double-click the Ad Hoc User Tasks folder to display the new task list order.

User Privileges
In the User Privileges dialog box, you can assign users rights to administrative functions.

To open the User Privileges dialog box, click User Privileges on the Advanced tab.


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Within this dialog box, you can assign the following privileges:

Privilege Description
Configuration Module Configuration

Load-Balancing Administration Grants access for selected user to the Load Balancing
Administration dialog box and the functionality contained within
this dialog box.

See Other Users Documents Grants access to the See Other User's Documents queue right-
click menu.

Note: Users can also view other users documents if they are
Administrator users, or members of a group that has the
Workflow Administration right.

Execute System Work Grants access to the Perform System Work queue right-click
menu.

Execute Timer Grants access to the Execute Timer Work queue right-click
menu.

Ad hoc Routing Grants access to configured ad hoc tasks and the Route
Document right-click menu. For ad hoc routing, the queue must
have transitions configured.

Override Auto-Feed Grants users the right to view all documents in a queue
configured with the Auto-Feed Documents setting by granting
access to the Show All Documents right-click menu for queues
configured for Auto-Feeding Documents.

Note: In the Unity interface, users with this privilege can


perform tasks on documents in auto-feed queues outside of
Workflow from the Tasks tab.

Note: These privileges are assigned on a per user or per User Group, per queue basis.

To assign users privileges:

1. Rights can be granted to a user or a User Group. You can display the User Groups
currently assigned to the queue by selecting the User Groups with Rights to the Queue
option. You can display users currently assigned to the queue by selecting the Users
with Rights to the Queue option.
2. Select the appropriate user or User Group.

Note: User names are followed by the configured real name in parenthesis.

3. Select the appropriate privilege(s) check box(es).


4. Click Save.
5. Repeat steps 2 and 3 for each user.

To remove a user, select the user from the list of configured users and click Remove.


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If you want to edit an existing configuration, select the user, add and/or remove privileges,
and click Save.

Filters Tab

Configuration Module Configuration


Use Only Selected Filters
When Use only selected filters is selected, only filters configured in this tab will be available for
use in the Workflow inbox. When the check box is not selected, the Available Filters drop-down
list is disabled and all filters are listed in the Default Filter drop-down list. When this option is
checked, only the assigned filters are available. When the option is not selected, any custom
query configured as a Workflow Filter can be used to filter the Workflow inbox. If the user
selects Filter Inbox while the inbox is displaying the combined view, all of the custom queries
that the user has permission to and are assigned to each queue within the combined view are
displayed.

Note: Work folder filters are configured at the folder level. In order for filters to be available in
the client, filters must be configured at the folder level. See the folders documentation for
more information. This is only available in the Core-based OnBase Client user interface.


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Assigned Filters
The Assigned Filters box contains a list of all filters that have been selected for use with the
queue. A filter can be removed from the list by selecting it and clicking Remove. Only the
custom queries configured as a Workflow Filter that are assigned to the queue and that the
Configuration Module Configuration

user has permission to are displayed for selection when Filter Inbox is displayed.

Available Filters
The Available Filters drop-down select list contains all custom queries that can be used as a
filter for Workflow. This drop-down select list is only enabled when the Use only selected filters
option is selected. These custom queries are those that are configured with the Workflow Filter
option. To add a filter to the Assigned Filters box, select it from the drop-down select list and
click Add.

Default Filter
The Default Filter drop-down select list allows you to select a query to use as a default filter for
the selected queue. If the Use only selected filters option is selected, only those filters will be
available in the Default Filter drop-down for selection, otherwise, all available custom queries
configured as Workflow Filters that the user has permission to will be available. Custom
queries that are configured with the Workflow Filter option selected in the Custom Query
Options dialog box are available in this drop-down select list.When a default filter is selected,
the queue is automatically filtered and the documents displayed reflect that filter's
specifications. If you choose a filter from the Filter Inbox right-click option, it will override the
selected default filter and the display will reflect the newly chosen filter.
If you select Display HTML Form used by Filter, the HTML form associated with the filter will
display when the queue is selected in the Client module, allowing you to specify search
criteria by which the inbox can be filtered. If you cancel a default filter, the filter will be
applied with no Keyword Values specified.

Note: If you use a default filter in conjunction with Use Persistent Filters option in Workstation
Options, the default filter will be ignored in the OnBase Client. In the Desktop, the default
filter will override the persistent filter. The use of persistent filters in the Desktop is initiated
by right-clicking in the Document window and selecting Filter Inbox | Use Persistent Filters.
Persistent filters are not supported in the Web or Java Web Clients.

Note: Use caution when using a filter with a queue configured with the Auto-Feed Documents
option. Ensure that the desired filter will not prevent documents from displaying for any user.

Note: If the user selects Filter Inbox while the inbox is displaying the combined view, all of the
custom queries configured as a Workflow Filter that the user has permission to and are
assigned to each queue within the combined view are displayed.

Note: When a filter has Workflow Queue configured as a display column and the Combined
View is not showing, the filter applied will not show results related to the currently selected
queue.


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Display Filtered Document Count


If this is checked, the queue count should count only filtered documents. Otherwise all
documents in the queue are counted. If this option is selected for a load balancing queue,
only documents assigned to the selected/logged-in user are counted.

Configuration Module Configuration


Coverage Tab
For information about coverage functionality and configuration, see Assigning Queue
Coverage on page 697.

Monitoring Tab
The Monitoring tab provides access to features that monitor queue document counts.

Queue Watermarks
Watermarks can be set to help monitor how many documents are in a queue at any given
time. These watermarks are user-configured integers which help clarify the movements and
quantity of documents in any queue.
To configure watermarks:

1. Select the Use Watermarks check box.


2. Enter the appropriate number of documents for the High Watermark Warning and Alert
levels and click the corresponding Log check box.
3. Enter the appropriate number of documents for the Low Watermark Warning and Alert
levels and click the corresponding Log check box.
4. Click Save.


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Entries will be made to the Workflow log under the following circumstances:
A document enters the queue (i.e., the queue count is increasing) and the document
count reaches the Low Watermark. (Warning or Alert)
Configuration Module Configuration

A document enters the queue (i.e., the queue count is increasing) and the document
count surpasses the High Watermark. (Warning or Alert)
A document leaves the queue (i.e., the queue count is decreasing) and the
document count reaches the High Watermark. (Warning or Alert)
A document leaves the queue (i.e., the queue count is decreasing) and the
document count goes below the Low Watermark. (Warning or Alert)

The watermarks should be configured so that the High Watermark > Low Watermark >= 0. It
is not necessary to enable and configure both watermarks.

Note: Watermarks take into account all transition and moving of documents except for
deleting and undeleting documents. If a watermark point is met by deleting or undeleting a
document, (e.g., via Document Maintenance or deleting a document from a Document Search
Results list), an entry will not be made in the Workflow log.

Note: E-Forms are supported documents for the purpose of watermarks.

Note: The Use Watermarks options are also used for Business Activity Monitor functionality.

Note: The Document Age and Monitor Keyword Sum options are used by the Workflow
Dashboard and Workflow Process Statistics StatusView portlets. These settings provide
default setting for those portlets. See the StatusView documentation for further information
regarding these settings.

Icon Tab


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Click the Icons tab to select an icon to symbolize the queue in the Graphic Layout and in the
Tree Configuration window. This is an optional setting.

Configuration Module Configuration


The default representation of a queue in the Graphic Layout is a gray square. A selection from
the Icon drop-down list overrides this default setting. A selection from the Small Icon drop-
down list replaces the folder with an icon in front of the queue name in the Tree Configuration
window. The default in this view is a yellow folder.

Note: The default representation of a queue in the Graphic Layout for the Web Client Workflow
is a notebook.

Note: Icons are only available after they have been stored in the SYS System Icons and SYS
System Bitmaps Document Types.


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Workflow Queue Right-Click Menu


Right-clicking on a queue in the Configuration module displays the following options:
Configuration Module Configuration

Menu Option Description

Add Load Balancing Work This option is only enabled for Rules Based load balancing queues.
Once load balancing work has been added to a Rules Based queue,
this option is no longer enabled. See Adding Load Balancing Work on
page 231 for more information.

Delete Removes the reference to the queue from that portion of the life
cycle or from the life cycle entirely, depending on the user response
to the Queue <name> is no longer in use. Destroy permanently?
prompt box.

Note: Before deleting a queue, it is recommended to remove timers


from the queue configuration from the Workflow System Monitor in
the OnBase Client or the Workflow Timer Service Administrator.

User Group Displays the Assign Work Queue to User Group dialog box, and
allows for editing of the currently assigned user groups for that
queue.

Edit Comments Enables editing of the contents of the comment field stored for that
queue. Comments display when the mouse pointer rests on the name
of the queue in the Workflow Configuration tree.

Rename Allows the name of the queue, as it appears in the Workflow tree, to
be edited. All occurrences of the queue within the same life cycle will
be renamed.

Expand Tree Causes the contents of the queue (i.e., any rules, actions, or tasks
defined for the queue) to be fully displayed in the tree.

Transitions
For the life cycle to route documents manually, queues must be configured with transitions.
Transitions can either be added in the Graphic Layout or in the Tree View.

Transitions in the Graphic Layout


Adding

1. To enable transitions, click the New Transition button.


2. With the button selected, click on a queue and drag your mouse pointer to the queue
to which the documents will be transitioned. This draws an arrow connecting the
queues. The direction of the arrow determines the direction in which the document
moves. In order for a document to travel in both directions, between two queues, you
need to insert a transition in both directions.


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Deleting

1. To delete a transition, click the Erase button.


2. With the button selected, click on a transition. A Delete Confirmation box displays. Click

Configuration Module Configuration


Yes to delete the transition, click No to cancel. If a transition goes between two
queues, the last one drawn is the first one deleted.

Configuring
Once a transition is drawn, a Transition Configuration dialog box displays.

Item Description

From: The documents origination queue.

To: The documents destination queue.

Hidden Makes the transition invisible in the Client Graphic Layout.

Transitions in the Tree View


Adding
1. Right-click on the Transitions folder and select New Transition.
2. Select a queue in the current life cycle to transition to.

Deleting
1. Right-click on the transition name and select Delete.
2. Click Yes to proceed and the transition is removed from the system. Click No to cancel.

Attaching Work to Transitions


You can attach work to transitions and view existing transitions in the Tree Configuration.
Transition work can be configured to occur directly before or immediately after the document
moves. Performing work on a transition can save processing time if the origin of a document
is important in the next queue. For instance, the receiving queue may have a task that routes
a document to a specific queue based on a Keyword Value. If that task/work is performed on
the transition you do not need to perform it in the queue, saving a step.


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To use these options, first create the transition action in the life cycle, and then create the
pre- or post-transition task list. The task list is performed before system work on a pre-
transition and after the system work on a post-transition.
Configuration Module Configuration

Create a transition task list


1. Select Workflow | Configuration.
2. Select a life cycle.
3. Expand the queue that will receive the task list.
4. Open the Transition folder and create a new transition or use an existing transition.
5. Right-click on the transition and select Add Pre-Transition Task List or Add Post-
Transition Task List.
The following options are available after right-clicking a transition:

Option Description

Change Destination Changes the destination queue of the transition.

Add Pre-Transition Task Adds a task list to be executed before the transition is executed.
List

Add Pre-Transition Test Adds a rule, which is evaluated before the transition takes place. If
the rule evaluation returns false, the transition is cancelled. If the
rule evaluation returns true, the transition proceeds. This test
ensures that a transition is allowed to proceed out of the queue.

Add Post-Transition Task Adds a task list that is to be executed when the transition completes.
List
Note: This task list is executed after the system work in the
destination queue is performed.

Delete Deletes the transition and associated tasks.

Edit Comments Displays the Comments dialog box. Comments pop up when the
pointer is held over the transition name in the Tree Configuration.

Rules
Adding
1. In the Tree Configuration window, right-click the task list to which you are going to add
the rule.
2. Select New Rule.
3. Type the name of the new rule in the field. If you have previously added rules, a list
allows you to select an existing rule; however, if you make changes to the rule, they
take effect everywhere that rule exists.
4. Press Enter.

Note: The rule name displays in red until a rule type has been selected.


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Deleting
1. Right-click the rule name and select Delete.
2. Click Yes to proceed and remove the rule from the system. Click No to cancel the

Configuration Module Configuration


action.
3. If the rule is not in use elsewhere in the life cycle, a Confirm box is displayed. Answer
Yes to delete the rule from the system. Select No and the rule remains in the system
and can be selected from the drop-down select list when another rule is added to the
life cycle.

Configuring

Option Description

Disable Allows you the flexibility of turning off a rule without deleting it. A rule in a
disabled state appears grayed-out. The rule can be reinstated, without
reconfiguring, by re-selecting this box.

Enable Debug Used for determining the location of logic problems in a Workflow configuration.
Breakpoint Causes a message box to display before the execution of the rule.
To use this option in the OnBase Client, you must have the WFTRACE switch on
the command line of the Client module and the Step Debug toolbar button or the
Debug Window open in the Client module. A command line switch is not required
to use this option in the Unity interface.

Note: This option is only supported in the Classic Client, Core-based client, and
Unity interfaces.

Log Execution When this check box is selected and the rule is executed, an entry is made into
the system's database. If the rule is disabled when an entry is made, it will be
logged in the system's database that the rule was disabled at the time of
execution.

On Failure All rule types allow you to configure what happens when the rule fails. Click On
Failure to display the On Failure dialog box.
Show Message on Failure: Allows you to display a message when the rule fails.
Activates the Help Text box.
Help Text: Text message that displays when the rule fails.
Override User Group: Specifies members of a user group that have the ability to
override the failure of a rule.
Override Key Type: Only has meaning if the Override User Group field is
configured. Allows selection of a Keyword Type in order to save the users
response to the override as a keyword. This lets you distinguish documents that
succeed on the rule from those that succeed on an override of the rule.

Note: This option is only supported in the Classic Client interface.


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The remaining information necessary to configure a rule depends on the rule type selected.
Since many of the rule types have the same configuration requirements, the rule field
configuration is grouped by rule type, followed by a description of the related rule fields.
When configuring a rule, you can click on the Rule Type drop-down select list and type the
Configuration Module Configuration

name of the rule you want to use. Typing the name of the rule will select the rule in the drop-
down select list.
For more information about rules, see Rules Descriptions.

Copy and Paste Rules


Once a rule is configured, it can be copied and pasted into other task lists within that life
cycle, or any other life cycle to which you have been given configuration rights.

1. Right-click on a rule and select Copy.


2. Select the task list to receive the configured rule, right-click and select Paste | Paste
Rule.
The Confirm Paste dialog box is displayed, asking Are you sure you want to Paste? If you
do not want this dialog box to display every time pasting occurs, select Do not remind
me again.
3. Click Yes to paste the rule. Click No to cancel. If you do not want this dialog box to
display every time pasting in Workflow occurs, select Do not remind me again.
4. If the rule already exists in the life cycle, a dialog box asking Rule name of rule is
already present in this Life Cycle. Do you want to use it? If you click Yes, the same rule
will be pasted. If you click No, the Rename Rule Dialog dialog box is displayed, allowing
you to rename the pasted rule, creating a new rule that contains all of the
configuration information from the copied rule.

Note: Rules that have been added, but not assigned a rule type, appear in red in the tree
configuration view. If a rule is not fully configured, processing is aborted. In some situations,
rules not fully configured may return a false result if the value is determined before the
missing configuration information is encountered.

Rule Right-Click Menu


Right-clicking on a rule displays the following options:

Option Description

Delete Removes the reference to the rule from that portion of the life cycle or from the
workflow entirely, depending on the user response to the Rule is no longer in use.
Delete permanently? prompt box that appears.

Edit Enables editing of the contents of the comment field stored for that rule. Comments
Comments display when the mouse pointer rests on the name of the rule in the Workflow
Configuration tree.

Rename Allows the name of the rule, as it appears in the Workflow tree, to be edited. All
occurrences of the rule within the same workflow will be renamed.

Copy Saves a duplicate of the rule in memory, allowing the rule to be pasted into other
queues or life cycles.


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Option Description

Expand Tree Causes the contents of the rule to be fully displayed in the tree.

Configuration Module Configuration


Actions
An action is a task or process performed within the life cycle or business process. Action Types
must be associated with an action created in a workflow, otherwise the new action will not
work. When a new action is added, the Action Type drop-down select list is activated. This
drop-down select list is divided into groups, based upon what the action does and what is
affected. The task may affect a document, an HTML form, a keyword, a notification, or a
system function. Once an action type is selected, OnBase prompts you for additional
information required in order to perform the task.

Adding
1. In the Tree Configuration window, right-click on any task list within the queue to
receive the new action.
2. Select New Action. A field or drop-down select list for that entry displays. A drop-down
select list only displays if other actions have been configured for this queue.
3. Type the name of the new action in the field or select an existing action from the drop-
down select list.
4. Press Enter.

Note: The action name displays in red until an action type is configured.

Deleting
1. Right-click on the action name and select Delete.
2. Click Yes to remove the action from the system. Click No to cancel the action.
3. In the Confirm box, select Yes to delete the action permanently or No to delete the
action but keep it available on the drop-down select list for future use.

Configuring
Once you have added a new action, and while the action is selected, the right side of the Tree
Configuration window displays an action configuration section.

Option Description

Disable Allows you the flexibility of turning off an action without deleting it. The action can
be reinstated, without reconfiguring, by deselecting this box. An action in a disabled
state appears grayed-out.


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Option Description

Enable Used for determining the location of logic problems in a Workflow configuration.
Debug Causes a message box to display before the execution of the rule.
Configuration Module Configuration

Breakpoint
To use this option in the OnBase Client, you must have the WFTRACE switch on the
command line of the Client module and the Step Debug toolbar button or the Debug
Window open in the Client module. A command line switch is not required to use
this option in the Unity interface.

Note: This option is only supported in the Classic Client, Core-based client, and Unity
interfaces.

Log When selected and the action is executed, an entry is made in the database. If the
Execution action is disabled when an entry is made, it will be logged in the OnBase database
that the action was disabled at the time of execution.

The information necessary to configure an action depends on the action type selected. Choose
an action type from the Action Type drop-down select list in the configuration section.
When configuring an action, you can click on the Action Type drop-down select list and type
the name of the action you want to use. Typing the name of the action will select the action in
the drop-down select list.

Caution: If an action is not properly and completely configured, it cannot be executed.

Note: Actions that have been added, but not assigned an action type, appear in red in the tree
configuration.

For more information about Actions, see Actions Descriptions.

Copy and Paste Actions


Once an action is configured, it can be copied and pasted into other task lists within that life
cycle, or any other life cycle, to which you have been given configuration rights. To copy and
paste an action:

1. Right-click on an action and select Copy.


2. Select the task list to receive the configured action, right-click and select Paste | Paste
Action.
The Confirm Paste dialog box is displayed, asking Are you sure you want to Paste?
3. Click Yes. Click No to cancel. If you do not want this dialog box to display every time
pasting in Workflow occurs, select Do not remind me again.
4. If the action already exists in the life cycle, a dialog box asking Action name of action
is already present in this Life Cycle. Do you want to use it? If you click Yes, the same
action will be pasted. If you click No, the Rename Action Dialog dialog box is displayed,
allowing you to rename the pasted action, creating a new action that contains all of the
configuration information from the copied action.


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Workflow Action Right-Click Menu


Right-clicking on an action displays the following options:

Configuration Module Configuration


Menu Option Description

Add Pre- Allows for the configuration of a rule that the action is conditional upon. Select Pre-
Action Test Action Test and a new rule is created.

Delete Removes the reference to the action from that portion of the workflow or from the
workflow entirely.

Edit Enables editing of the contents of the comment field stored for that action.
Comments Comments display when the mouse pointer rests on the name of the action in the
Workflow Configuration tree.

Rename Allows the name of the action, as it appears in the Workflow tree, to be edited. All
occurrences of the action within the same workflow will be renamed.

Copy Saves a duplicate of the action in memory, allowing the action to be pasted into
other queues or life cycles.

Forms

Note: For Keyword Values to be added, the Keyword Types configured on the user form must
be assigned to the active document in Workflow.

Adding
1. Select Workflow | User Forms. The User Forms dialog box displays.
2. Select the life cycle for which the form will be added from the Life Cycle drop-down list.

Note: Only life cycles for which you have configuration rights will be available for selection.

3. Type the name for the form in the field below the Form Name list.
4. Click Save.

Configuring

Note: User forms are created in the same manner as E-Forms. For more information about
creating a user form, see the E-Forms documentation.

1. Select Workflow | User Forms.


2. Select the appropriate life cycle and form.
3. Click Configure on the User Forms dialog box to open the User Form Configuration dialog
box.


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4. Type the file path in the Form Location field or click Browse, select the file and click
Open.

Tip: Use UNC paths to the file because drives are not always mapped to the same letter on
Configuration Module Configuration

workstations throughout a network.

Note: If you are using Distributed Disk Services, see the Distributed Disk Services
documentation for more information about constructing appropriate paths.

Note: Date entry format uses the Windows regional settings.

5. Click Save & Close.


6. Click Close on the User Forms dialog box once the location to the form has been saved.

User Forms and the Workflow Property Bag


A value for the Workflow property bag can be set by a user, using a properly-configured user
form and the Form - Display HTML Form for This Document and/or Form - Display HTML Form for
Related Document Workflow actions.

The form field must be configured in the following format:


OB_WFPROPERTY_propertyname_instancenumber
For example, a form field for a property named Sample that should only have one instance
in the property bag would be configured as:
OB_WFPROPERTY_Sample_1
Multiple instances of a property can be configured for input.

Note: The instance number must be in place, even if there is only one instance. Without the
instance number, the form field will fail and the property will not be input into the property
bag.

Note: This form field applies only to user forms. If it is used on an E-Form, no action will be
taken on any data input into the form field. E-Form fields configured in the above format will
need to be changed to continue to function properly in Workflow.

User Forms in the Core-Based Workflow

Configure
An alternative to a user form that is accessed via a UNC path is to use an HTML form via URL.
This configuration is only supported for Core-based user interfaces. The Classic Client
interface does not support this configuration. Follow these steps to configure a user form that
is accessible via URL:

1. Select Workflow | User Forms.


2. In the User Forms dialog box, choose the life cycle to utilize the form from the Life Cycle
drop-down list.


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3. The Form Name list displays all the forms currently available for that life cycle. Type a
name from your new form in the field below this list and click Apply.
4. With your new form selected in the Form Name list, click Configure.
5. In the User Form Configuration dialog box, type in the URL of the form you wish to use,

Configuration Module Configuration


in the form http(s)://www.domainname.com. Click Save.
6. At the User Forms box, click Close to complete the configuration. You may also click
Delete to remove your newly added form. The Clear button de-selects the selected
form name.
7. The Form drop-down list on the action configuration screen is now available for user
form selection.

Note: The form is configured for use in the same way as a standard user form, however,
OnBase must pass an obTarget parameter to the form. This can be accomplished by
embedding script in the form to retrieve this parameter and set the forms action attribute.
Whenever the user submits a form, the form needs to be directed back to the Workflow
interface for further processing. The form must programmatically retrieve the value of a
querystring parameter called obTarget and set the action attribute of the form to this value.
The following is an example using JavaScript in the HTML page's OnLoad event:
document.forms.item(0).action = location.search.split("obTarget=")[1];

E-Forms are also utilized in Workflow when using certain form actions. These differ from user
forms in that they must be imported into OnBase and the system must be licensed for the E-
Forms module.

Deleting
1. Select the Workflow | User Forms. The User Forms dialog box displays.
2. Select the life cycle from which you are removing the form from the Life Cycle drop-
down list.
3. Select the name of the form in the Form Name list.
4. Click Delete. A Delete Confirmation box appears.
5. Click Yes to delete this form from the life cycle. Click No to cancel.

Note: If the form is in a life cycle, it will not be deleted until it is no longer in use.

Notifications

Note: In the Web Client, the IIS Admin and World Wide Web Publishing services must be run
using a network user account in order for external notifications to execute correctly in
Workflow.


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Adding
1. Select Workflow | Notifications. The Workflow Configuration-Notifications dialog box
displays.
Configuration Module Configuration

2. Select the life cycle to which you are adding the notification from the Life Cycle list box.
The notifications created for that life cycle populate the Notification Name list.

Note: Only life cycles for which you have configuration rights will be available for selection.

Note: If <None> is selected, the notification will be available across all life cycles.

3. Type the name of the new notification in the text box below the Notification Name list.
4. Click Apply to add the notification to the Notification Name list.

Deleting
1. Select Workflow | Notifications. The Workflow Configuration-Notifications dialog box
displays.
2. Select the life cycle containing the notification from the Life Cycle list box. The
notifications created for that life cycle populate the Notification Name list.

Note: Only life cycles for which you have configuration rights will be available for selection.

3. Select the name of the notification in the Notification Name list.


4. Click Delete to remove the notification from the life cycle. Click Yes to delete this
notification from the life cycle. Click No to cancel.

Note: Only unused notifications can be deleted from a life cycle.

Configuring

Note: Non-document items cannot be sent as attachments in notifications.

1. After a notification has been added to a life cycle, select the notification in the
Notification Name list and click the Configure button. The Notification Configuration
dialog box displays.
2. In the Subject field, type a name for the notification. You can also include keywords as
well as keyword symbols that are described in the table below.


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3. In the Message field, type the message to be sent. You can include keywords and
keyword symbols in the Message field. Click inside the field and either type the symbol
or click the symbol's button from the right side of the dialog box to add the symbol.

Configuration Module Configuration


Note: Internal notifications are restricted to 250 characters in length. The character length of
notifications sent to external addresses are only limited by the database application.

Note: If you want to include the percent sign (%) in notification text, you must place two
percent signs (%%) to represent that percent sign. If only one percent sign is entered, the
percent sign will not display in the notification text.

Note: Links can be configured for a Life cycle and Queue, or Life cycle, Queue, and document,
but not just a Life cycle.

The following symbols can be used:

Symbol Description

%# Displays the Document Handle of the current document.

%B Displays the Institution Name assigned to the current document.

Note: This symbol is only applicable when used with an Institutional Database.

%C Displays the name of the user who created the current document.

%D or %D2 Displays the Document Date. This value can be changed.

%D1 Displays the date that the document was stored. This value cannot be changed.

%I1 or %T Displays the time that the document was stored. This value cannot be changed.

%K Displays a configured Keyword Value.

%K###.n Displays the Keyword Value of Keyword Type ### n times. For example, %K101.4
would display up to 4 unique Keyword Values for Keyword Type 101 for a single
document.
For some functionality, a Keyword Type drop-down list may be available to
configure this. Select a Keyword Type from the drop-down select list, enter the
number of times you want the Keyword Value to be displayed in the Repeat field,
and click Keyword. The value in the Repeat field specifies how many instances of
the Keyword Value will be displayed. Entering an * character will pull all existing
Keyword Values for display up to 99 instances.

Note: When using the Classic Client interface, double digits in the Repeat field are
not supported.

%L Displays the life cycle number of the current document.

%L2 Displays the life cycle name of the current document.


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Symbol Description

%M Extracts metadata values from items. This includes attribute values from Workview
objects or a field values from an Entity item.
Configuration Module Configuration

%M must be followed by the metadata value you want to extract. For example, if
you want to extract the value of a WorkView attribute called Name, it would be
%MName.
The token strings can contain nested expressions. Example, a nested WorkView
attribute: %MVendor.Buyer.Name.

%N Displays the name of the document.

%P Displays the number of notes present on the document.

%Q Displays the queue number of the current document.

%Q2 Displays the queue name of the current document.

%R Displays the real user name (if configured) of the user who created the current
document. If a real user name is not configured, a blank space will be displayed.

%U Displays the user name of the currently logged in user who executed the task.

%V### Displays the value of a configured Workflow property. For example, to display the
value for the property Color, this symbol would be configured %VColor.

Note: In the Core-based interfaces, if a property contains an array of values, all


property values will be used.

Note: If a property name has spaces, using %V to display the property value alone
will not preserve the spaces, and therefore, the property will not be correctly
identified. When %V is used with a property name containing space in conjunction
with a formatting code, the property will be identified. %C(VProperty Name) would
be an example of property with spaces that will be identified correctly with the first
letter capitalized. This formatting option are available for the following actions:
Prompt User with Question Box/SYS - Prompt User with Question Box, Create Note/
Doc - Create Note on This Document/Related Document, Display Message Box/
Notify - Display Message Box, and Custom Log Entry/SYS - Custom Log Entry.

The following symbols are not supported in the Classic Client interface:
%L [life cycle ID]
%L2 [life cycle name]
%Q [queue ID]
%Q2 [queue name]
%M [item metadata value] is not supported in the Classic OnBase Client interface or the
Core-Based OnBase Client interface.


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4. Use the Keyword Type drop-down list to add a keyword to the message. The Keyword
Itemnum number is displayed in parenthesis next to the Keyword Type name. If the
keyword type has multiple values on a document, specify the number of occurrences
of the keyword value by entering a value in the Repeat field. You can choose to format

Configuration Module Configuration


Keyword Values by selecting the appropriate option from the Formatting drop-down
select list. Options include Capitalize (%C) (capitalizes the first word of the value),
Capitalize Words (%W) (capitalizes the first letter of each word in the value. If a word
has an apostrophe in it, the letter after the apostrophe will not be capitalized.),
Uppercase (%U) (all character in value are capitalized), or Lowercase (%L) (all
characters of value are lowercase). When the Keyword is selected, the symbol for the
Keyword Value and the number of occurrences populate the Message field at the cursor
location.
5. If you are configuring multiple values for a Keyword Type to display, you can specify
the characters that separate the values using the Keyword Separator and Last Keyword
Separator drop-down lists. The options are a dash (-), a comma (,), and, and or. The
Last Keyword Separator drop-down specifies the separator displayed between the last
two values.
6. If you want to provide a link to the relevant document within the notification, place
your cursor in the appropriate place within the Message box and click URL. The URL
Configuration dialog box is displayed. Select whether the server is using a SSL or not.
Select HTTPS to specify that SSL is used. Otherwise, select HTTP. Enter the Server
Name of the OnBase Web Server. If appropriate, enter the Virtual Root where the
OnBase Web Server is installed. Click OK.
7. If you want to provide a DocPop link to the relevant document within the notification,
place your cursor in the appropriate place within the Message box and click Docpop.
The DocPop link only generates a link based on document handle (docid) and
checksum using the Docpop button. The URL Configuration dialog box is displayed.
Select whether the server is using a SSL or not. Select HTTPS to specify that SSL is
used. Otherwise, select HTTP. Enter the Server Name of the OnBase Web Server. If
appropriate, enter the Virtual Root where the OnBase Web Server is installed. Click OK.

Note: In order for the checksum to work correctly, the web.config file must have DPCheckSum
set to true. For more information about DocPop, see the DocPop Module Reference Guide.

8. Select Recipients to configure who receives the notification when it is sent. A Recipients
for [notification name] dialog box displays, showing you who is currently configured to
receive the notification.
9. Different types of recipients can be configured for a notification from the Type drop-
down select list:
Address: allows you to specify an External mail e-mail address to be used for the
notification.
Keyword Type: takes the value of that Keyword Type on the current document, and
uses that as the address to send the notification. The Keyword Value could be a user
or an external mail address, if your system has external mail enabled. The Keyword
Value can contain multiple addresses, separated by a comma or a semicolon.


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Load Balancing Members: when selected, a drop-down select list containing all of the
load balancing queues in the system displays. Adding a queue assigns the load
balancing user group(s) to the recipient list. For external notifications, if the user
that is assigned to the document (or to all members of the user group that
Configuration Module Configuration

document is assigned to) in the Client has an e-mail address configured (select Users
| User Names/Passwords and click Settings), an e-mail will be sent to the specified
address.

Note: Queues configured as Match Keyword to User Name queues are not in the list of available
queues in the drop-down select list.

Role Members: when selected, a drop-down select list containing configured roles in
the system is displayed for configuration.

Note: The Role Members recipient option is not supported for the Classic OnBase Client User
Interface.

User: sends the notification to specific users.


User Group: everyone who is a member of the user group receives the notification.

Caution: Extra characters, such as '[', ']', '<', '>', will cause notifications to not be sent properly.
Using prefixes such as "mail:" and "fax:" before e-mail addresses will cause notifications to not
be sent properly.

10. To send the notification internally, you must select the Internal mail option before
clicking Add.

Note: When sending internal notifications, if no keyword on the notification is a valid OnBase
user name, the notification will not be sent. This will happen even if a valid e-mail address is
present.

To send the notification externally, select the External mail option before clicking Add.

Note: When sending an external notification, an e-mail address must be present for the
notification to be sent. OnBase will not attempt to match e-mail accounts with internal user
names. However, OnBase will attempt to match internal user names with e-mail accounts.

To send the notification both internally and externally, select Both Internal and External
before clicking Add.

Note: After a system upgrade, if recipients were previously configured, the Mail Type may be
displayed as Not Configured. The users mail type must be updated. To update the mail type
used for a user, select the user, select the appropriate mail type radio button, and click
Update Mail Type. If the mail type is not updated, the recipients will be handled in the
following way: User and User Group notifications will be sent as internal mail; Address
notifications will be sent as external mail; load balance queue recipients will retain the
Internal or External setting as previously configured; Keyword recipients will first try to
resolve the value as an internal user and if found, an Internal notification is sent. If a valid
OnBase user is not found, an attempt is made to resolve the value with an e-mail account and
send it externally.


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11. Once a type has been configured, click Add. Multiple types of recipients can be
combined, allowing the notification to be sent to everyone in a user group, a user who
is not in that group, a user name or address specified in a Keyword Value or any
combination of these by repeating steps 9 through 11 for each type required. If a

Configuration Module Configuration


recipient is a member of multiple groups on the recipient list, only one message is
sent.

Note: If an invalid e-mail address/distribution list is included for an external notification, the
invalid addresses are ignored and the e-mail is sent to any valid addresses/distribution lists.

To remove a recipient from a notification, select the name of the recipient in the list or
the appropriate drop-down list. Click Remove.

Note: In the case of multiple recipients with the same name, messages will not be sent. An
error message will display.

12. When the Send Attachments as Unity Pop option is selected, the notification will be sent
via the Distribution Service and the attachments will be sent as Unity Pop URLs.
13. If you are licensed for Integration for Microsoft Outlook 2007 or Integration for
Microsoft Outlook 2010 and you want users to be able to perform ad hoc tasks from
Outlook e-mail notifications, select Add Outlook Header.

Note: Ad hoc tasks for queues configured with the Auto-Feed Documents or Exclusive Document
Viewing options are not available in Outlook e-mail notifications. Ad hoc tasks for load
balancing queues are only available when the document is assigned to the logged in user.

Note: In the Message field, you can use HTML tags to format your e-mail notifications (e.g.,
format the font, embed images and logos). An <html> tag should designate the point youd
like the HTML formatting to begin. For example:

<html>
<body>
<font size="6" face="arial" color="red">Greetings, </font>
<b>Sincerely,</b>
<img src="logo.gif/>
</body>
</html>

The clients default e-mail format must be HTML.

Sending Notifications via System Tasks


Notifications can be configured for use as a system task. Additional steps are required for this
configuration:
Assign User Rights

1. Select Users | User Groups / Rights.


2. Select the user group name and click System Tasks.
3. Select the system task name that is configured to send the notification and click
Add>>.


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4. Click Close on the System Tasks window and Exit on the User Groups & Rights dialog
box.
Assign Document Types
Configuration Module Configuration

1. Select Document | Document Types.


2. Select the Document Type and select System Tasks.
3. Select the system task name that is configured to send the notification and click
Add>>.
4. Click Save on the Task List Selection screen and Close on the Document Types dialog
box.

Task Lists
A task list is a series of actions and rules that are executed with respect to a document in a
queue, or the current document in the system. When a task list for a document is initiated,
the task list is executed on the document until the document transitions out of the queue that
began the task list. A task list is also referred to as work.
When a task list is run on multiple documents and a document is encountered that is
processed locked by another user, the processed locked document is not processed and a
message is logged in Document History and the task list is executed on the other unlocked
documents. Locks placed on a document by a user other than the user executing the task list
are not removed when the task list is complete. If a document processed by the task list has
a process lock, the last execution result is false. Actions that deal with related documents
vary in behavior regarding last execution results. See Last Execution Result Behavior for
Related Document Actions on page 604 for more information. In addition, action behave
differently when working with documents managed by the Records Management module. See
Records Managements Effect on the Last Execution Result on page 604 for more information.

Note: Task lists can be configured up to 50 levels deep.

Note: The task list ID number is displayed in the upper right hand corner.

Caution: If you have Document Types configured to delete the original document upon redaction,
a user should not create a redacted image of a document within these Document Types while a
Workflow task list is being executed on that document. This may result in unexpected behavior,
since the task list is trying to execute against the a document that has been deleted.


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Break On
The Break On section pertains to how the system reacts when it encounters a rule.

Note: Disabled rules are not used to evaluate success or failure.

Configuration Module Configuration


Option Description

On success of an evaluation, the system stops processing the current task list on the
Success
document. This means that if a rule evaluates to true, it will complete the On True
tasks before breaking.

On failure of an evaluation, the system stops processing the current task list on the
Failure
document. This means that if a rule evaluates to false, it will complete the On False
tasks before breaking.

Default setting. Processing of the task list continues, regardless of success or failure
Never
of the evaluation.

The check boxes below the Break On section are described below:

Option Description

Continue Processes work in the task list after the primary document has transitioned.
Execution
After
Transition

Apply Tasks Applies the task to the batch ticket and not to the individual documents it
to Batch represents.
Tickets
Note: This feature is no longer available for configuration, but is still functional if
previously configured.

Disable Temporarily disables the task list. Allows for the testing of changes to configuration
without giving access to users. A task list in a disabled state appears grayed-out.

Enable Used for determining the location of logic problems in a Workflow configuration.
Debug Causes a message box to display before the execution of the rule.
Breakpoint
To use this option in the OnBase Client, you must have the WFTRACE switch on the
command line of the Client module and the Step Debug toolbar button or the Debug
Window open in the Client module. A command line switch is not required to use
this option in the Unity interface.

Note: This option is only supported in the Classic Client, Core-based client, and Unity
interfaces.

Log When selected and the task is executed, an entry is made into the system's
Execution database. If the task list is disabled when an entry is made, it will be logged in the
system's database that the task list was disabled at the time of execution.


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Option Description

Disable When this option is selected, users cannot drag-and-drop an item onto a task.
Execution
When using the Unity Client or Microsoft Outlook Integration interfaces, this option
Configuration Module Configuration

from Related
disables the task from displaying in the Task drop-down select list in the Related
Items
Items pane.

Note: This option is only available for ad hoc tasks.

Available in When this option is selected, this task can be used with the Integration for Microsoft
Outlook Outlook 2007 or Integration for Microsoft Outlook 2010 modules. This task can be
executed directly from a Workflow e-mail notification.

Note: This option is only available for ad hoc tasks. Ad hoc tasks for queues
configured with the Auto-Feed Documents or Exclusive Document Viewing options
are not available in Workflow e-mail notifications. Ad hoc tasks for load balancing
queues are only available when the document is assigned to the logged in user.

Available for When this option is selected, this task can be used with the following modules:
Mobile Mobile Access for Android Phone
Devices
Mobile Access for BlackBerry Phone
Mobile Access for iPad
Mobile Access for iPhone
Mobile Access for Windows Phone
Mobile Workflow for BlackBerry

Note: This option is only available for ad hoc tasks.

Note: Actions that require user interaction are not supported for use with these
modules.

Icon
1. To assign an icon to represent the task, click the Icon button. The Icons for: [task
name] dialog box opens.
2. Select an icon from the drop-down list to represent the task in the Tasks Window and
an icon from the Small Icon drop-down list to represent the task in the Tree
Configuration.
3. Click Save. Click Apply on the Task List Configuration dialog box.

Help Text
For ad hoc tasks and Web/API tasks, information added to this box will display when the
tasks icon is hovered over. For task lists configured for a rule queue, load balancing work,
system work, On Abort, and user work, this box is used for informational purposes within the
Configuration module and does not display in the Client. For all tasks and work, the maximum
number of characters that can be entered is 250.


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Assigned Tasks
The Assigned Tasks field contains a list of all the rules, actions and task lists that have been
configured. The Move Up and Move Down buttons are used to sequence these tasks.

Configuration Module Configuration


Adding Load Balancing Work
Load balancing work is triggered when a document enters the queue. The rules and actions
are performed by the workstation that places the document in the queue. To add load
balancing work:

1. Select Workflow | Configuration.


2. Select a life cycle.
3. Expand the queue where the work will occur.
4. Right-click on the queue and select Add Load Balancing Work.

Note: This option is only enabled if you are accessing it from a rule-based load balancing
queue. Once load balancing work has been added, the option becomes disabled.

5. Right-click on the Load Balancing Work folder and select New Rule, New Action, or New
Task List.
6. Type the name of the load balancing work in the field or select an existing entry from
the drop-down list. Press Enter.
7. Grant access to the appropriate user groups by selecting the name and clicking
Add>>.
8. Click Close.

Note: It is recommended that actions that require user interaction not be used as load
balancing work.

Deleting Load Balancing Work


1. Expand Load Balancing Work to expose the individual tasks and task lists associated
with it.
2. Right-click on the task or task list name and select Delete.
3. Click Yes to remove the work from the system. Click No to cancel.
4. In the Confirm box, click Yes to delete the load balancing work permanently or click No
to delete the load balancing work but keep it available on the drop-down list for future
use.

Configuring Load Balancing Work


While the Load Balancing Work task list is selected, the Tree Configuration window displays the
task list configuration section.

Adding System Work


System work is triggered when a document enters the queue. The rules and actions are
performed by the workstation that places the document in the queue.


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To add system work:

1. Select Workflow | Configuration.


2. Select a life cycle.
Configuration Module Configuration

3. Expand the queue where the work will occur.


4. Right-click on System Work and select New Rule, New Action, or New Task List.
5. Type the name of the rule/action/task list in the field or select an existing entry from
the drop-down. Press Enter.
6. Grant access to the appropriate user groups by selecting the name and clicking
Add>>. Click Close.

Caution: System work that requires user interaction is not supported in the Core-based
interfaces. When using the Classic Client interface, it is not recommended to configure system
work that requires user interaction.

Deleting Tasks from System Work


1. Expand System Work to expose the individual tasks and task lists associated with it.
2. Right-click on the task or task list name and select Delete.
3. Click Yes to remove the work from the system. Click No to cancel.
4. In the Confirm box, select Yes to delete the system work permanently or No to delete
the system work but keep it available on the drop-down list for future use.

Configuring System Work


While the System Work folder is selected, the Tree Configuration window displays the task list
configuration section.

Break On
The Break On section pertains to how the system reacts when it encounters a rule.

Note: Disabled rules are not used to evaluate success or failure.

Option Description

On success of an evaluation, the system stops processing the current task list on the
Success
document. This means that if a rule evaluates to true, it will complete the On True
tasks before breaking.

On failure of an evaluation, the system stops processing the current task list on the
Failure
document. This means that if a rule evaluates to false, it will complete the On False
tasks before breaking.

Default setting. Processing of the task list continues, regardless of success or failure
Never
of the evaluation.


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The check boxes below the Break On section are described below:

Option Description

Configuration Module Configuration


Continue Processes work in the task list after the primary document has transitioned.
Execution
After
Transition

Apply Tasks Applies the task to the batch ticket and not to the individual documents it
to Batch represents.
Tickets
Note: This feature is no longer available for configuration, but is still functional if
previously configured.

Disable Temporarily disables the task list. Allows for the testing of changes to configuration
without giving access to users. A task list in a disabled state appears grayed-out.

Enable Used for determining the location of logic problems in a Workflow configuration.
Debug Causes a message box to display before the execution of the rule.
Breakpoint
To use this option in the OnBase Client, you must have the WFTRACE switch on the
command line of the Client module and the Step Debug toolbar button or the Debug
Window open in the Client module. A command line switch is not required to use
this option in the Unity interface.

Note: This option is only supported in the Classic Client, Core-based client, and Unity
interfaces.

Log When selected and the task is executed, an entry is made into the system's
Execution database. If the task list is disabled when an entry is made, it will be logged in the
system's database that the task list was disabled at the time of execution.

Disable When this option is selected, users cannot drag-and-drop an item onto a task.
Execution
When using the Unity Client or Microsoft Outlook Integration interfaces, this option
from Related
disables the task from displaying in the Task drop-down select list in the Related
Items
Items pane.

Note: This option is only available for ad hoc tasks.

Available in When this option is selected, this task can be used with the Integration for Microsoft
Outlook Outlook 2007 or Integration for Microsoft Outlook 2010 modules. This task can be
executed directly from a Workflow e-mail notification.

Note: This option is only available for ad hoc tasks. Ad hoc tasks for queues
configured with the Auto-Feed Documents or Exclusive Document Viewing options
are not available in Workflow e-mail notifications. Ad hoc tasks for load balancing
queues are only available when the document is assigned to the logged in user.


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Option Description

Available for When this option is selected, this task can be used with the following modules:
Mobile Mobile Access for Android Phone
Configuration Module Configuration

Devices
Mobile Access for BlackBerry Phone
Mobile Access for iPad
Mobile Access for iPhone
Mobile Access for Windows Phone
Mobile Workflow for BlackBerry

Note: This option is only available for ad hoc tasks.

Note: Actions that require user interaction are not supported for use with these
modules.

Icon
1. To assign an icon to represent the task, click the Icon button. The Icons for: [task
name] dialog box opens.
2. Select an icon from the drop-down list to represent the task in the Tasks Window and
an icon from the Small Icon drop-down list to represent the task in the Tree
Configuration.
3. Click Save. Click Apply on the Task List Configuration dialog box.

Help Text
For ad hoc tasks and Web/API tasks, information added to this box will display when the
tasks icon is hovered over. For task lists configured for a rule queue, load balancing work,
system work, On Abort, and user work, this box is used for informational purposes within the
Configuration module and does not display in the Client. For all tasks and work, the maximum
number of characters that can be entered is 250.

Assigned Tasks
The Assigned Tasks field contains a list of all the rules, actions and task lists that have been
configured. The Move Up and Move Down buttons are used to sequence these tasks.

Adding User Work


1. Select Workflow | Configuration.
2. Select a life cycle.
3. Expand the queue where the work will occur.
4. Right-click on User Work and select New Rule, New Action, or New Task List.
5. Type the name of the rule/action/task list in the field or select an existing entry from
the drop-down. Press Enter.
6. Grant access to the appropriate user groups by selecting the name and clicking
Add>>. Click Close.


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Deleting Tasks from User Work


1. Expand User Work to expose the individual tasks and task lists associated with it.
2. Right-click the task or task list name and select Delete.

Configuration Module Configuration


3. Click Yes to remove the work from OnBase. Click No to cancel.
4. In the Confirm box, select Yes to delete the system work permanently or No to delete
the system work but keep it available on the drop-down list for future use.

Configuring User Work


While the User Work folder is selected, the Tree Configuration window displays task list
configuration section.

Break On
The Break On section pertains to how the system reacts when it encounters a rule.

Note: Disabled rules are not used to evaluate success or failure.

Option Description

On success of an evaluation, the system stops processing the current task list on the
Success
document. This means that if a rule evaluates to true, it will complete the On True
tasks before breaking.

On failure of an evaluation, the system stops processing the current task list on the
Failure
document. This means that if a rule evaluates to false, it will complete the On False
tasks before breaking.

Default setting. Processing of the task list continues, regardless of success or failure
Never
of the evaluation.

The check boxes below the Break On section are described below:

Option Description

Continue Processes work in the task list after the primary document has transitioned.
Execution
After
Transition

Apply Tasks Applies the task to the batch ticket and not to the individual documents it
to Batch represents.
Tickets
Note: This feature is no longer available for configuration, but is still functional if
previously configured.

Disable Temporarily disables the task list. Allows for the testing of changes to configuration
without giving access to users. A task list in a disabled state appears grayed-out.


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Option Description

Enable Used for determining the location of logic problems in a Workflow configuration.
Debug Causes a message box to display before the execution of the rule.
Configuration Module Configuration

Breakpoint
To use this option in the OnBase Client, you must have the WFTRACE switch on the
command line of the Client module and the Step Debug toolbar button or the Debug
Window open in the Client module. A command line switch is not required to use
this option in the Unity interface.

Note: This option is only supported in the Classic Client, Core-based client, and Unity
interfaces.

Log When selected and the task is executed, an entry is made into the system's
Execution database. If the task list is disabled when an entry is made, it will be logged in the
system's database that the task list was disabled at the time of execution.

Disable When this option is selected, users cannot drag-and-drop an item onto a task.
Execution
When using the Unity Client or Microsoft Outlook Integration interfaces, this option
from Related
disables the task from displaying in the Task drop-down select list in the Related
Items
Items pane.

Note: This option is only available for ad hoc tasks.

Available in When this option is selected, this task can be used with the Integration for Microsoft
Outlook Outlook 2007 or Integration for Microsoft Outlook 2010 modules. This task can be
executed directly from a Workflow e-mail notification.

Note: This option is only available for ad hoc tasks. Ad hoc tasks for queues
configured with the Auto-Feed Documents or Exclusive Document Viewing options
are not available in Workflow e-mail notifications. Ad hoc tasks for load balancing
queues are only available when the document is assigned to the logged in user.

Available for When this option is selected, this task can be used with the following modules:
Mobile Mobile Access for Android Phone
Devices
Mobile Access for BlackBerry Phone
Mobile Access for iPad
Mobile Access for iPhone
Mobile Access for Windows Phone
Mobile Workflow for BlackBerry

Note: This option is only available for ad hoc tasks.

Note: Actions that require user interaction are not supported for use with these
modules.


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Icon
1. To assign an icon to represent the task, click the Icon button. The Icons for: [task
name] dialog box opens.

Configuration Module Configuration


2. Select an icon from the drop-down list to represent the task in the Tasks Window and
an icon from the Small Icon drop-down list to represent the task in the Tree
Configuration.
3. Click Save. Click Apply on the Task List Configuration dialog box.

Help Text
For ad hoc tasks and Web/API tasks, information added to this box will display when the
tasks icon is hovered over. For task lists configured for a rule queue, load balancing work,
system work, On Abort, and user work, this box is used for informational purposes within the
Configuration module and does not display in the Client. For all tasks and work, the maximum
number of characters that can be entered is 250.

Assigned Tasks
The Assigned Tasks field contains a list of all the rules, actions and task lists that have been
configured. The Move Up and Move Down buttons are used to sequence these tasks.

Create Ad Hoc Tasks


To create new work, right-click on the new task to display the available menu options. Select
either New Rule, New Action, or New Task List in order to begin creating the optional work that
the user may elect to perform.

Adding an Ad Hoc Task List


Ad hoc tasks are tasks that the user decided to perform if necessary. Ad hoc tasks are
represented by icons in the tasks bar window along the right side of the document viewer in
the default window layout.

1. Select Workflow | Configuration.


2. Select a life cycle, then select a queue.
3. Right-click on the Ad Hoc User Tasks folder in the queue where the task will be created.
4. Select New Ad Hoc User Task. A field or drop-down list for that entry displays. A drop-
down list only displays if other task lists have been configured for this life cycle.
5. Type the name of the new action in the field or select an existing action from the drop-
down list. Press Enter.
6. Grant access to the appropriate user groups by selecting the name and clicking
Add>>. Click Close. The window displays a task list configuration section.

Adding a Task to the Ad Hoc Task List


1. Select Workflow | Configuration.
2. Select a life cycle, then select a queue.
3. Select the Ad Hoc User Tasks folder.
4. To create a task under the new ad hoc task list, right-click on the task name to display
the available menu options.
5. Select either New Rule, New Action, or New Task List to begin creating optional work
that the user may perform.


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Deleting an Ad Hoc Task List


1. Expand the Ad Hoc User Task folder to expose the task lists associated with it.
2. Right-click on the task or task list name and select Delete.
Configuration Module Configuration

3. Click Yes to remove the task from OnBase. Click No to cancel.


4. If the task list is not in use elsewhere in the life cycle, a Confirm box displays. Click Yes
to delete the list from the system. If you click No, the list remains in the system and
can be selected from the drop-down list when another task list is added to the life
cycle.

Deleting a Task from an Ad Hoc Task List


1. Expand the task list to expose the individual tasks and task lists associated with it.
2. Right-click on the task name (it could be an action, rule, or task list) and select Delete.
3. Click Yes to remove the task from OnBase. Click No to cancel.
4. If the task is not in use elsewhere in the life cycle, a Confirm message box displays.
Click Yes to delete the task from the system. If you click No, the task remains in the
system and can be selected from the drop-down list when another task is added to the
life cycle.

Configuring Ad Hoc Task Lists


Within the Ad Hoc User Tasks folder, while an ad hoc task is selected, the right side of the Tree
Configuration window displays a task list configuration dialog box.

Break On
The Break On section pertains to how the system reacts when it encounters a rule.

Note: Disabled rules are not used to evaluate success or failure.

Option Description

On success of an evaluation, the system stops processing the current task list on the
Success
document. This means that if a rule evaluates to true, it will complete the On True
tasks before breaking.

On failure of an evaluation, the system stops processing the current task list on the
Failure
document. This means that if a rule evaluates to false, it will complete the On False
tasks before breaking.

Default setting. Processing of the task list continues, regardless of success or failure
Never
of the evaluation.

The check boxes below the Break On section are described below:

Option Description

Continue Processes work in the task list after the primary document has transitioned.
Execution
After
Transition


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Option Description

Apply Tasks Applies the task to the batch ticket and not to the individual documents it
to Batch represents.

Configuration Module Configuration


Tickets
Note: This feature is no longer available for configuration, but is still functional if
previously configured.

Disable Temporarily disables the task list. Allows for the testing of changes to configuration
without giving access to users. A task list in a disabled state appears grayed-out.

Enable Used for determining the location of logic problems in a Workflow configuration.
Debug Causes a message box to display before the execution of the rule.
Breakpoint
To use this option in the OnBase Client, you must have the WFTRACE switch on the
command line of the Client module and the Step Debug toolbar button or the Debug
Window open in the Client module. A command line switch is not required to use
this option in the Unity interface.

Note: This option is only supported in the Classic Client, Core-based client, and Unity
interfaces.

Log When selected and the task is executed, an entry is made into the system's
Execution database. If the task list is disabled when an entry is made, it will be logged in the
system's database that the task list was disabled at the time of execution.

Disable When this option is selected, users cannot drag-and-drop an item onto a task.
Execution
When using the Unity Client or Microsoft Outlook Integration interfaces, this option
from Related
disables the task from displaying in the Task drop-down select list in the Related
Items
Items pane.

Note: This option is only available for ad hoc tasks.

Available in When this option is selected, this task can be used with the Integration for Microsoft
Outlook Outlook 2007 or Integration for Microsoft Outlook 2010 modules. This task can be
executed directly from a Workflow e-mail notification.

Note: This option is only available for ad hoc tasks. Ad hoc tasks for queues
configured with the Auto-Feed Documents or Exclusive Document Viewing options
are not available in Workflow e-mail notifications. Ad hoc tasks for load balancing
queues are only available when the document is assigned to the logged in user.


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Option Description

Available for When this option is selected, this task can be used with the following modules:
Mobile Mobile Access for Android Phone
Configuration Module Configuration

Devices
Mobile Access for BlackBerry Phone
Mobile Access for iPad
Mobile Access for iPhone
Mobile Access for Windows Phone
Mobile Workflow for BlackBerry

Note: This option is only available for ad hoc tasks.

Note: Actions that require user interaction are not supported for use with these
modules.

Icon
1. To assign an icon to represent the task, click the Icon button. The Icons for: [task
name] dialog box opens.
2. Select an icon from the drop-down list to represent the task in the Tasks Window and
an icon from the Small Icon drop-down list to represent the task in the Tree
Configuration.
3. Click Save. Click Apply on the Task List Configuration dialog box.

Help Text
For ad hoc tasks and Web/API tasks, information added to this box will display when the
tasks icon is hovered over. For task lists configured for a rule queue, load balancing work,
system work, On Abort, and user work, this box is used for informational purposes within the
Configuration module and does not display in the Client. For all tasks and work, the maximum
number of characters that can be entered is 250.

Assigned Tasks
The Assigned Tasks field contains a list of all the rules, actions and task lists that have been
configured. The Move Up and Move Down buttons are used to sequence these tasks.

Password Protection

Caution: This option is not supported when using Single Sign-On.


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You can password protect task list execution. If you select None, no password protection is
configured. If you select Task, when an ad hoc task is initiated in the Workflow Client, users
will be prompted to enter their passwords once, regardless of the number of documents that
are selected. If you select Document, when an ad hoc task is initiated in the Workflow Client,

Configuration Module Configuration


user will be prompted to enter their passwords for each document that the ad hoc task will be
executed upon.

Note: In the Core-based Workflow interfaces, a transaction is logged whether or not the user
enters a correct password.

When a password protection task is executed, it is logged for each document it was executed
upon and will display on the Workflow Transactions tab of the Document History dialog box. If
Disable Logging is selected at the queue level, this is not logged.

Note: When using NT Authentication or LDAP Authentication, if the wrong password is entered
exceeding the configured failed login attempt limit, the user account is locked in Active
Directory.

Creating Shortcuts

You can create keyboard shortcuts to execute Ad Hoc Tasks in the OnBase Client. To create a
shortcut, place a & character in front of the letter you want to use in the shortcut. The letter
that you placed the & character in front of will display with an underline in the Client. Pressing
ALT + O + the underlined letter for the task will execute the task in the Client.

Note: Ad hoc task shortcuts are only supported in the OnBase Client Classic and Core-Based
interfaces.

Workflow Ad Hoc Task Right-Click Menu


Right-clicking on an ad hoc task displays the following options:

Menu Option Description

Delete Deletes the task from the configuration of the current queue.

New Rule Allows for the addition of a rule to the task definition.

New Action Allows for the addition of an action to the task definition.

New Task List Allows for the addition of a task to the task definition.

On Abort Task LIst Allows the addition of a task list to be run when an abort occurs.

User Group Allows for editing of the currently assigned user groups for that task.

Edit Comments Enables editing of the contents of the comment field stored for that task.
Comments display when the mouse pointer rests on the name of the task in
the Workflow Configuration tree.

Rename Allows the name of the task, as it appears in the Workflow tree, to be edited.
All occurrences of the task within the same Workflow will be renamed.


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Menu Option Description

Copy Saves a duplicate of the task in memory, allowing the task to be pasted into
other queues or life cycles.
Configuration Module Configuration

Paste Pastes the currently copied rule/action/task list into the selected ad hoc
task.

Expand Tree Causes the contents of the task (i.e., any rules, actions, or tasks defined for
the task) to be fully displayed in the tree.

Copy and Paste Task List


Once a task list is configured, it can be copied and pasted into other task lists within that life
cycle, or any other life cycle, to which you have been given configuration rights. To copy and
paste a task list:

1. Right-click on the task list and select Copy.


2. Select the Ad Hoc User Tasks folder, right-click and select Paste Task List. In the Assign
Ad Hoc User Tasks to Usergroup dialog box, select the user groups to have access to this
task list and click Close. To paste the task list under System Work or User Work, right-
click and select Paste | Paste Task List. The Confirm Paste dialog box is displayed,
asking Are you sure you want to Paste?
3. Click Yes to paste the task list. Click No to cancel. If you do not want this dialog box to
display every time pasting in Workflow occurs, select Do not remind me again.
4. If the task list already exists in the life cycle, a message asking Task List <name> is
already present in this Life Cycle. Do you want to use it? is displayed. Click Yes to confirm
the paste. Click No to paste the task list with a different name. Specify the name you
want for the pasted task list and click Save. Subsequently, you will encounter a prompt
for every rule or action in the task list that already exists in the life cycle.
5. The Assign Ad Hoc User Tasks to User Group dialog box is displayed. Select the
appropriate user groups and click Close.

On Abort Task Lists

Note: On Abort task lists are only available in the Core-based and Web Client interfaces.

On Abort task lists are task lists that execute when an abort occurs. An abort occurs in the
following situations:
Workflow is closed during a user interaction process
The Cancel button is selected during user interaction
The Client closes during a user interaction process

Note:The Exit button used during re-indexing user interaction is not considered an abort.

These task lists are designed to be used in conjunction with a task list that involves user
interaction. As such, On Abort task lists should not be configured in System Work, Timer
Work, or Load Balance Work. No more than one On Abort task list can be created per task list.
User interaction should not be configured as part of the On Abort task list.


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Adding On Abort Task Lists


1. Select Workflow | Configuration.
2. Select a life cycle, then select a queue.

Configuration Module Configuration


3. Select User Work.
4. To create an On Abort task list for the entire set of task lists in User Work, right-click on
the task name to display the available menu options.

Note: On Abort task lists can also be created for specific task lists. To create these, right-click
on the user task description to display the menu and select On Abort Task List.

5. Select On Abort Task List. A field or drop-down list for that entry displays. A drop-down
list only displays if other task lists have been configured for this life cycle.
6. Type the name of the new task list in the field or select an existing action from the
drop-down list. Press Enter.
7. To create work for the On Abort task list, right-click on the task list name to display the
available menu options.
8. Select either New Rule, New Action or New Task List to begin creating optional work
that will be executed upon an abort.

Note: The On Abort task list will display above the user work it is configured for. During a
Workflow session, the user will complete user interaction normally. The On Abort task list will
be rolled back to in the case of an abort.

Note: If a nested task list does not have an On Abort task list configured for it, and an abort
occurs, the closest upward On Abort task list will execute.

Configuring On Abort Task Lists


While the On Abort task list is selected, the Tree Configuration window displays the task list
configuration section.

Break On
The Break On section pertains to how the system reacts when it encounters a rule.

Note: Disabled rules are not used to evaluate success or failure.

Option Description

On success of an evaluation, the system stops processing the current task list on the
Success
document. This means that if a rule evaluates to true, it will complete the On True
tasks before breaking.

On failure of an evaluation, the system stops processing the current task list on the
Failure
document. This means that if a rule evaluates to false, it will complete the On False
tasks before breaking.


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Option Description

Default setting. Processing of the task list continues, regardless of success or failure
Never
of the evaluation.
Configuration Module Configuration

The check boxes below the Break On section are described below:

Option Description

Continue Processes work in the task list after the primary document has transitioned.
Execution
After
Transition

Apply Tasks Applies the task to the batch ticket and not to the individual documents it
to Batch represents.
Tickets
Note: This feature is no longer available for configuration, but is still functional if
previously configured.

Disable Temporarily disables the task list. Allows for the testing of changes to configuration
without giving access to users. A task list in a disabled state appears grayed-out.

Enable Used for determining the location of logic problems in a Workflow configuration.
Debug Causes a message box to display before the execution of the rule.
Breakpoint
To use this option in the OnBase Client, you must have the WFTRACE switch on the
command line of the Client module and the Step Debug toolbar button or the Debug
Window open in the Client module. A command line switch is not required to use
this option in the Unity interface.

Note: This option is only supported in the Classic Client, Core-based client, and Unity
interfaces.

Log When selected and the task is executed, an entry is made into the system's
Execution database. If the task list is disabled when an entry is made, it will be logged in the
system's database that the task list was disabled at the time of execution.

Disable When this option is selected, users cannot drag-and-drop an item onto a task.
Execution
When using the Unity Client or Microsoft Outlook Integration interfaces, this option
from Related
disables the task from displaying in the Task drop-down select list in the Related
Items
Items pane.

Note: This option is only available for ad hoc tasks.


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Option Description

Available in When this option is selected, this task can be used with the Integration for Microsoft
Outlook Outlook 2007 or Integration for Microsoft Outlook 2010 modules. This task can be

Configuration Module Configuration


executed directly from a Workflow e-mail notification.

Note: This option is only available for ad hoc tasks. Ad hoc tasks for queues
configured with the Auto-Feed Documents or Exclusive Document Viewing options
are not available in Workflow e-mail notifications. Ad hoc tasks for load balancing
queues are only available when the document is assigned to the logged in user.

Available for When this option is selected, this task can be used with the following modules:
Mobile Mobile Access for Android Phone
Devices
Mobile Access for BlackBerry Phone
Mobile Access for iPad
Mobile Access for iPhone
Mobile Access for Windows Phone
Mobile Workflow for BlackBerry

Note: This option is only available for ad hoc tasks.

Note: Actions that require user interaction are not supported for use with these
modules.

Icon
1. To assign an icon to represent the task, click the Icon button. The Icons for: [task
name] dialog box opens.
2. Select an icon from the drop-down list to represent the task in the Tasks Window and
an icon from the Small Icon drop-down list to represent the task in the Tree
Configuration.
3. Click Save. Click Apply on the Task List Configuration dialog box.

Help Text
For ad hoc tasks and Web/API tasks, information added to this box will display when the
tasks icon is hovered over. For task lists configured for a rule queue, load balancing work,
system work, On Abort, and user work, this box is used for informational purposes within the
Configuration module and does not display in the Client. For all tasks and work, the maximum
number of characters that can be entered is 250.

Assigned Tasks
The Assigned Tasks field contains a list of all the rules, actions and task lists that have been
configured. The Move Up and Move Down buttons are used to sequence these tasks.

Adding a Web/API Task


1. Right-click the Web/API Tasks folder in the queue where the task will be available.
2. Select a life cycle, then select a queue.


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3. Right-click the Web/API Tasks folder in the queue where the task will be available. The
right-click menu allows the following actions:
New Web/API Task - allows for the addition of a Web/API task.
Expand Tree - displays the expanded view of all actions/rules defined for all Web/API
Configuration Module Configuration

tasks.
4. Select New Web/API Task.
5. In the drop-down box that appears, type the name of the new task or select an
existing task from the list.

Deleting a Web/API Task


1. Right-click the task name and select Delete.
2. Click Yes to remove the task from OnBase. Click No to cancel.
3. In the Confirm box, select Yes to delete the task permanently or No to delete the task,
but keep it available on the drop-down list for future use.

Configuring Web/API Tasks


While the Web/API Tasks folder is selected, the Tree Configuration window displays task list
configuration section.

Break On
The Break On section pertains to how the system reacts when it encounters a rule.

Note: Disabled rules are not used to evaluate success or failure.

Option Description

On success of an evaluation, the system stops processing the current task list on the
Success
document. This means that if a rule evaluates to true, it will complete the On True
tasks before breaking.

On failure of an evaluation, the system stops processing the current task list on the
Failure
document. This means that if a rule evaluates to false, it will complete the On False
tasks before breaking.

Default setting. Processing of the task list continues, regardless of success or failure
Never
of the evaluation.

The check boxes below the Break On section are described below:

Option Description

Continue Processes work in the task list after the primary document has transitioned.
Execution
After
Transition


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Option Description

Apply Tasks Applies the task to the batch ticket and not to the individual documents it
to Batch represents.

Configuration Module Configuration


Tickets
Note: This feature is no longer available for configuration, but is still functional if
previously configured.

Disable Temporarily disables the task list. Allows for the testing of changes to configuration
without giving access to users. A task list in a disabled state appears grayed-out.

Enable Used for determining the location of logic problems in a Workflow configuration.
Debug Causes a message box to display before the execution of the rule.
Breakpoint
To use this option in the OnBase Client, you must have the WFTRACE switch on the
command line of the Client module and the Step Debug toolbar button or the Debug
Window open in the Client module. A command line switch is not required to use
this option in the Unity interface.

Note: This option is only supported in the Classic Client, Core-based client, and Unity
interfaces.

Log When selected and the task is executed, an entry is made into the system's
Execution database. If the task list is disabled when an entry is made, it will be logged in the
system's database that the task list was disabled at the time of execution.

Disable When this option is selected, users cannot drag-and-drop an item onto a task.
Execution
When using the Unity Client or Microsoft Outlook Integration interfaces, this option
from Related
disables the task from displaying in the Task drop-down select list in the Related
Items
Items pane.

Note: This option is only available for ad hoc tasks.

Available in When this option is selected, this task can be used with the Integration for Microsoft
Outlook Outlook 2007 or Integration for Microsoft Outlook 2010 modules. This task can be
executed directly from a Workflow e-mail notification.

Note: This option is only available for ad hoc tasks. Ad hoc tasks for queues
configured with the Auto-Feed Documents or Exclusive Document Viewing options
are not available in Workflow e-mail notifications. Ad hoc tasks for load balancing
queues are only available when the document is assigned to the logged in user.


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Option Description

Available for When this option is selected, this task can be used with the following modules:
Mobile Mobile Access for Android Phone
Configuration Module Configuration

Devices
Mobile Access for BlackBerry Phone
Mobile Access for iPad
Mobile Access for iPhone
Mobile Access for Windows Phone
Mobile Workflow for BlackBerry

Note: This option is only available for ad hoc tasks.

Note: Actions that require user interaction are not supported for use with these
modules.

Icon
1. To assign an icon to represent the task, click the Icon button. The Icons for: [task
name] dialog box opens.
2. Select an icon from the drop-down list to represent the task in the Tasks Window and
an icon from the Small Icon drop-down list to represent the task in the Tree
Configuration.
3. Click Save. Click Apply on the Task List Configuration dialog box.

Help Text
For ad hoc tasks and Web/API tasks, information added to this box will display when the
tasks icon is hovered over. For task lists configured for a rule queue, load balancing work,
system work, On Abort, and user work, this box is used for informational purposes within the
Configuration module and does not display in the Client. For all tasks and work, the maximum
number of characters that can be entered is 250.

Assigned Tasks
The Assigned Tasks field contains a list of all the rules, actions and task lists that have been
configured. The Move Up and Move Down buttons are used to sequence these tasks.


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Adding a System Task


System Task Lists allow you to execute a task list without having the Workflow system open in
the Client. You must associate the system task list with any document type on which you want
to execute the task.

Configuration Module Configuration


Note: System tasks are not supported in the Desktop and Java Web Client interfaces.

Note: System tasks that require user interaction are supported in the Unity and Web
interfaces. System tasks that require user interaction are not supported in all other Core-
based interfaces. When using the Classic Client interface, it is not recommended to configure
system tasks that require user interaction.

1. Select Workflow | Configuration. The Tree Configuration window displays.


2. Right-click the System Tasks folder and select New System Task.
3. Type the name of the system task in the field or select an existing entry from the drop-
down list.
4. Press Enter.
5. Grant access to the appropriate user groups by selecting the name and clicking Add>>.
Click Close.

Caution: When configuring system tasks, tasks that require user interaction are not supported
and, if configured for system tasks, may produce undesired results.

Deleting a System Task


1. Select Workflow | Configuration. The Tree Configuration window displays.
2. Expand the System Tasks folder to expose the individual tasks.
3. Right-click the task and select Delete.
4. Click Yes to remove the work from the system. Click No to cancel.

Configuring System Tasks


After adding a system task, the right side of the Tree Configuration window displays a task list
configuration dialog box. You may customize the system task settings with the following
options:

Break On
The Break On section pertains to how the system reacts when it encounters a rule.

Note: Disabled rules are not used to evaluate success or failure.

Option Description

On success of an evaluation, the system stops processing the current task list on the
Success
document. This means that if a rule evaluates to true, it will complete the On True
tasks before breaking.


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Option Description

On failure of an evaluation, the system stops processing the current task list on the
Failure
document. This means that if a rule evaluates to false, it will complete the On False
Configuration Module Configuration

tasks before breaking.

Default setting. Processing of the task list continues, regardless of success or failure
Never
of the evaluation.

The check boxes below the Break On section are described below:

Option Description

Continue Processes work in the task list after the primary document has transitioned.
Execution
After
Transition

Apply Tasks Applies the task to the batch ticket and not to the individual documents it
to Batch represents.
Tickets
Note: This feature is no longer available for configuration, but is still functional if
previously configured.

Disable Temporarily disables the task list. Allows for the testing of changes to configuration
without giving access to users. A task list in a disabled state appears grayed-out.

Enable Used for determining the location of logic problems in a Workflow configuration.
Debug Causes a message box to display before the execution of the rule.
Breakpoint
To use this option in the OnBase Client, you must have the WFTRACE switch on the
command line of the Client module and the Step Debug toolbar button or the Debug
Window open in the Client module. A command line switch is not required to use
this option in the Unity interface.

Note: This option is only supported in the Classic Client, Core-based client, and Unity
interfaces.

Log When selected and the task is executed, an entry is made into the system's
Execution database. If the task list is disabled when an entry is made, it will be logged in the
system's database that the task list was disabled at the time of execution.

Disable When this option is selected, users cannot drag-and-drop an item onto a task.
Execution
When using the Unity Client or Microsoft Outlook Integration interfaces, this option
from Related
disables the task from displaying in the Task drop-down select list in the Related
Items
Items pane.

Note: This option is only available for ad hoc tasks.


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Option Description

Available in When this option is selected, this task can be used with the Integration for Microsoft
Outlook Outlook 2007 or Integration for Microsoft Outlook 2010 modules. This task can be

Configuration Module Configuration


executed directly from a Workflow e-mail notification.

Note: This option is only available for ad hoc tasks. Ad hoc tasks for queues
configured with the Auto-Feed Documents or Exclusive Document Viewing options
are not available in Workflow e-mail notifications. Ad hoc tasks for load balancing
queues are only available when the document is assigned to the logged in user.

Available for When this option is selected, this task can be used with the following modules:
Mobile Mobile Access for Android Phone
Devices
Mobile Access for BlackBerry Phone
Mobile Access for iPad
Mobile Access for iPhone
Mobile Access for Windows Phone
Mobile Workflow for BlackBerry

Note: This option is only available for ad hoc tasks.

Note: Actions that require user interaction are not supported for use with these
modules.

Icon
1. To assign an icon to represent the task, click the Icon button. The Icons for: [task
name] dialog box opens.
2. Select an icon from the drop-down list to represent the task in the Tasks Window and
an icon from the Small Icon drop-down list to represent the task in the Tree
Configuration.
3. Click Save. Click Apply on the Task List Configuration dialog box.

Help Text
For ad hoc tasks and Web/API tasks, information added to this box will display when the
tasks icon is hovered over. For task lists configured for a rule queue, load balancing work,
system work, On Abort, and user work, this box is used for informational purposes within the
Configuration module and does not display in the Client. For all tasks and work, the maximum
number of characters that can be entered is 250.

Assigned Tasks
The Assigned Tasks field contains a list of all the rules, actions and task lists that have been
configured. The Move Up and Move Down buttons are used to sequence these tasks.


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Assigning System Tasks to User Groups


After configuring the task, user groups must be assigned rights to the task list. To do this:

1. Select Users | User Groups / Rights.


Configuration Module Configuration

2. Select the user group and click System Tasks.


3. In the System Tasks dialog box, select the task(s) in the Available list and click Add>>.
Click Close.
4. In the User Groups & Rights dialog box, click Exit.

Assigning System Tasks to Document Types


System tasks are visible in the Tasks Bar when viewing a Document Type that has been
associated with that task. Document Types can be assigned in the Workflow Tree Configuration
dialog box or in the Document Types dialog box.
In the Workflow Tree Configuration dialog box:

1. Select Workflow | Configuration.


2. Expand System Tasks.
3. Right-click on the system task and select Document Types.
4. Select the Document Type(s) and click Add.
5. Click Close.

In the Document Types dialog box:

1. Select Document | Document Types.


2. In the Document Types dialog box, select the Document Type and click System Tasks.
3. In the Task List Selection dialog box, select the task(s) in the Available list and click
Add>>. Click Close.
4. Click Save.

Configuring Timers
A Workflow server monitors queues with timers configured. Status of timers is monitored in
the Classic Client using the Workflow System Monitor using the WFSRVR switch. For all other
user interfaces, timers can be monitored using the Workflow Timer Service. Refer to the
Workflow Timer Service documentation for more information. Users with Administrative
Processing Privileges may also execute timer work manually.

Adding
1. Right-click on the timer folder. The right-click menu allows the following actions:
New Timer - allows for the addition of a timer.
Paste Timer - allows a previously copied timer to be placed in the folder. If the timer
already exists in the life cycle, a message stating Timer <name> is already present in
the Life Cycle. Do you want to use it? is displayed. Click Yes to confirm the paste. Click
No to paste the timer with a different name. Specify the name you want for the
pasted timer and click Save. Subsequently, you will encounter a prompt for every
task, rule, or action in the task list that already exists in the life cycle.
Expand Tree - displays the expanded view of all tasks/actions/rules defined for all
timers.


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2. Select New Timer.


3. Type the name of the new timer in the field. If you have previously added timers, the
list opens, allowing you to select an existing timer.
4. Press Enter.

Configuration Module Configuration


Deleting
1. Right-click the timer name and select Delete.
2. Click Yes to proceed and the timer is removed from OnBase. Click No and the action is
cancelled.
3. In the Confirm box, select Yes to delete the timer permanently or No to delete the
timer but keep it available on the drop-down list for future use.

Configuring
1. Select the Document Type to be affected by the timer.

Note: The default Document Type <ALL>, means all Document Types are subject to the task
performed under the timer. The timer evaluates all documents in the queue.

2. Three types of timers are available in the Type section: At Certain Time, Every, and
After time in Queue. After selecting the type, select the number of Day(s), Business
Day(s), Hour(s), or Minute(s) or a specific day and time to evaluate the documents in
the queue.

Note: Business Day(s) is only available if a Work Calendar has been assigned to the life cycle.

Note: You can view a queues timer information from the Workflow System Monitor screen in
the OnBase Client module.

3. Set the status of the First Document Only check box. If enabled, the Workflow Timer
will only execute against the first document found in the queue, instead of executing
against every document found in the queue. The first document found is determined
by the lowest Document Handle value in the queue. Example: This option can be used
to send out a notification that a queue contains documents that need attention. If First
Document Only is not selected, if the queue contains 100 documents, the notification is
sent 100 times (once for each document).
4. If your business process requires that documents are processed by the timer in the
order specified for the queue by the Sort Documents By option of the queues Advanced
tab, select the Respect Queue Sort Order option. If this option is not selected,
documents are still processed in the order they are returned from the database.

Caution: Only use this option if necessary, as it may slow performance.

5. If the Log Start/Stop option is selected, every time the selected timer is executed or
stopped, it will be logged in the systems database.

Note: All logs will show the database server time, rather than the processing workstations
time.


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6. If you are using a periodic or queue-based timer, the Use Execution Windows check box
and Configure Execution Windows button are enabled. Select the Use Execution Windows
check box if you want to use the configured execution windows. Execution windows
are windows of time that you want timers to be executed.
Configuration Module Configuration

When the Use Execution Windows check box is selected, the Stop immediately at end
check box is enabled. When Stop immediately at end is selected, timer work is ended
immediately at the end of a configured execution window. If a timer configured with
an execution window still has documents to be processed when the end of the
execution window is reached, this option will break the processing immediately and
any remaining documents will not be processed. If Stop immediately at end is not
selected for a timer using execution windows, the timer will not stop processing
documents when the end of the execution window is reached. The timer work will
continue to run past the end of the execution window until all configured documents
have been processed.
7. Click Apply.

Note: A record is kept of a timers last execution, allowing it to resume where it left off if the
Client is closed. If the timer needs to be restarted, the timer could be removed and then
reassigned to the Assigned Queues list in the Workflow Server Queues tab of the Workstation
Options dialog box. This will effectively force the timer to start from the beginning of the
configured timer period.

After configuring a timer, actions and rules or timer work can be added to the timer. This
work will be initiated when the timer is executed.

Caution: When configuring timer work, work that requires user interaction is not supported and,
if configured for timer work, may produce undesired results.

View a queues timer information from the Workflow System Monitor screen in the Client
module. This screen is available only if:
The workstation has been enabled as a Workflow server by applying the -WFSRVR
command line switch on the Client modules command line.
The workstation has be enabled for timer configuration by applying the -WFSRVR,C
command line switch to the Client modules command line. Timers will not execute
and the Workflow System Monitor screen is not available
The queue that contains the timer is assigned to the Workflow server. To do so,
select User | Workstation Options. See page 53 for more information


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One Workflow server can monitor multiple timers and perform other server work. Workflow
timers can be initiated automatically or manually.

Note: If timers are configured for a queue that is going to be deleted, it is recommended to

Configuration Module Configuration


make sure that the timers associated with the queue to be deleted are removed from the
Workflow System Monitor in the OnBase Client or the Workflow Timer Service Administrator,
depending on the method being used to monitor timers.

Caution: When you are using more than one workstation to perform timers, if Keyword Values
are changed after one workstations timer work, a notification may be sent falsely by a second
workstation running the same timer if the document is not removed from the queue.

Caution: If you are using a timer to send notifications, there is no way in the Workflow module to
verify that the notification was successfully received.

Caution: When a timer is configured to perform an action on a document if it stays in a queue for
a certain period of time, the timer will reprocess the document if it is not removed from the
queue.

Caution: If you have a task that runs a Client Side script, and the timer is manually executed, the
Client Side script(s) is/are not executed in the Core-based Client interface.

Configuring Execution Windows


Configuring Execution Windows allows you to specify windows of time when the selected
timer should be triggered. Execution Windows provide a second level of scheduling for timers.


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To configure Execution Windows:

1. Click Configure on the timer configuration dialog box. The Execution Windows
Configuration dialog box displays.
Configuration Module Configuration

Note: The Configure button is not available if the At Certain Time type is selected.

2. Click Add.
3. Select the days and time ranges for which you want the timer to be executed.

Note: If you select more than one day, all of the days selected will use the same time range. If
you want to specify different time ranges for different days, you must configure multiple
Execution Windows.

4. Click Save. The Execution Window information will be listed in the All Execution
Windows box.

Caution: In order for a timer to use the configured Execution Windows, the Use Execution
Windows check box must be selected.

To edit an existing Execution Window, select it in the All Execution Windows box, make changes,
and click Save.

Workflow Configuration Shortcut Keys


There are several shortcut keys that can be used in Workflow. The shortcut keys active
depend on the item selected in the Workflow Configuration screen. Shortcut keys coincide
with the right-click menu options that are available. The following shortcuts are available:

Shortcut Description

Ctrl + Q Creates a new queue.

Ctrl + T Creates a new task list.


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Shortcut Description

Ctrl + R Creates a new rule.

Ctrl + A Creates a new action.

Configuration Module Configuration


Ctrl + C Copies select item (action, rule, tasklist, timer).

Ctrl + V Pastes the last copied object in the select node.

Custom Queries
Custom Queries can be used to create filters that can be applied to a Workflow queue. A filter
is used to view documents from within the life cycle that meet specific criteria.
Any queries created only as Workflow filters, using the Workflow Filter setting during custom
query configuration, will be available for selection via the Workflow Document Inbox and are
not selectable via the Custom Query list in the Client module.
If you want to use an HTML Form for a standard custom query and as a Workflow filter,
selecting the Workflow Filter setting is not required. In this instance, the Use HTML Form option
must be selected and a path to the HTML form must be specified.

Note: Filtering overrides the default columns in the Document Inbox. Ensure that the
appropriate columns required for viewing in Workflow are configured for the custom query.

A custom query can be assigned to multiple queues to be used as a filter. This can be
configured in the Custom Query Options dialog box in the Configuration module. When a filter
is assigned to a queue, the filter is automatically available in the Use only selected filters
selection box in the Filters tab during Workflow queue configuration for the selected queue(s).
To assign a custom query as a filter to multiple queues:

1. Click the Assign button next to the Workflow Filter check box.
2. Select the queues that you want assign the custom query to and click Add.
3. Click Close and save the custom query.

Configuring your custom queries for Workflow filters with a Keyword Type name that contains
underscores is not supported. If a Keyword Type name contains underscores, you must use
the Keyword Type number to configure the custom query. For example, if a Keyword Type
name is First_Name and its Keyword Type number is 222, the Keyword Type must be
configured using OBKey__222_1.
For more information about configuring custom queries, see the Configuration module
documentation.


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Apply the Custom Query as a Filter

Note: It is recommended that Custom Queries used as Workflow filters not use the By Keyword
option. Instead, the By Document Type option should be used whenever possible.
Configuration Module Configuration

1. In the Client module, expand a life cycle that contains the Document Type you
assigned to the custom query.
2. Select a queue in the Life Cycle View or right-click in the Document Window. Select
Filter Inbox and choose your filter from the list.
3. If a form displays, enter value(s) and click the Submit button to filter the Document
Window.
4. The documents meeting the criteria are displayed in a sortable list in the Workflow
Inbox.

Remove the Filter


To remove the filter, right-click in the Document Window and select Filter Inbox... | <No Filter>
from the list. Alternately, you can click the Filter Inbox button and select <No Filter>.

Removing Documents from a Life Cycle


When documents meet the end of the life cycle or they are no longer needed, the user has
options on how and when to eliminate documents. A timer can be set that expires a
document. The final queue(s) of each life cycle may also be emptied after a document has
remained there beyond a specified period. To use this functionality, timers must be configured
to remove documents from a life cycle or delete documents.
You may also manually eliminate documents. If authorized to do so, users may delete or
archive documents that are no longer needed.

Locks
Configuration locking can be used to prevent accidental changes to the configuration of a life
cycle. While enabled, you can view the Tree Configuration window and browse through the
queues without the ability to make changes. While locked, the graphic layout cannot be
accessed. Lock Configuration is not a security feature. Any user with rights to configure the
life cycle can lock or unlock the life cycle. Locking a life cycle does not prohibit the ability to
assign User Groups and Document Types to the locked life cycle.


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Lock Configuration
1. Select Workflow | Configuration Locking. The Lock Configuration dialog box opens.

Configuration Module Configuration


2. To lock the configuration of a life cycle, click the box in front of the life cycle.
3. If you want to password protect the configuration of a life cycle, select a life cycle that
has a check mark beside it and click Password.

Enter the password in the Enter New Password for the Life Cycle field and confirm the
password by entering it in the Confirm New Password field. Click OK.

Note: The maximum number of characters the password can be is 39 single-byte characters.

4. Repeat steps 2 and 3 for each life cycle for which it is appropriate.
5. Click Save.


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To remove a lock on a life cycle:

1. Select the check mark box next to the life cycle to remove the check mark.
2. If the life cycle is password protected, the Enter Password to Unlock Life Cycle dialog
Configuration Module Configuration

box is displayed.

3. Enter the password for the life cycle and click OK.
4. Click Save.
To exit without making changes, click Close.

Adding and Removing a Document Type in a Workflow


Life cycles can be assigned to DocumentTypes, so that their associated documents can be
viewed and routed through a life cycle.

Note: The ability to view documents in a life cycle is controlled at the queue level. If a user has
rights to a Workflow queue, they will also have rights to view all the documents in that queue,
regardless of their security rights to the Document Types assigned to that queue.

Caution: If you assign a Document Type to both Unity Life Cycles and standard life cycles, when
using the Classic Client Workflow interface, when a document is added to life cycles, the
document is only added to the standard life cycles the documents Document Type is associated
with. The document will not be added to any Unity Life Cycles the documents Document Type is
associated with.

Adding
1. Select Document | Document Types, or in the Workflow configuration screen, right-click
on the life cycle and select Document Type.
2. Select the Document Type.
3. Click Life Cycles.
4. Select the life cycle(s) on the Available list.
5. Click Add>> to move them to the Selected list.
6. Click Save.


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Verification Reports
The SYS - Verification Reports Document Type can be assigned to a life cycle and verification
reports can be routed through a life cycle upon creation of the verification report.

Configuration Module Configuration


Removing a Document Type
1. Select Document | Document Types, or in the Workflow configuration screen, right-click
on the life cycle and select Document Type.
2. Select the Document Type from the list.
3. Click Life Cycles.
4. Select the life cycle(s) in the Selected list.
5. Click <<Remove.
6. Click Save.

User Group Configuration for Workflow


Configuring Workflow requires access to life cycles and queues. Depending on the design, you
may require access to queries, note types, folder types and system tasks, ad hoc user tasks,
or any combination of these.

Note: The ability to view documents in a life cycle is controlled at the queue level. If a user has
rights to a life cycle queue, they will also have rights to view all the documents in that queue,
regardless of their security rights (i.e., security keyword assignments).

Note: To view documents within Workflow, users need to have access to at least one
Document Type as well as privileges to retrieve / view documents. The Document Type to
which the user is given access does not need to contain any documents, nor does it need to
be associated with the Life Cycle. The user also does not need access to the Retrieval dialog.

Note: To add life cycles to the user group, the workstation must have a Workflow module
license.

To Assign Workflow Life Cycles and Queues to a User Group:

1. Select Users | User Groups/Rights.


2. Select the user group that will be assigned life cycle and queue rights.
3. Click Workflow to open the Assigning Workflow for [user group] dialog box.
4. When the Use Workflow Configuration Rights option is selected, you must select the
Execution Rights tab. The Available for Selection list contains all of the Workflow life
cycles currently stored in the system. To add a life cycle to the rights of the users,
select the life cycle in the Available for Selection list and click Add. All queues within the
life cycle are automatically highlighted and added.
5. The Selected for Group list contains all of the life cycles and queues currently assigned
to the user group. A life cycle or work queue can be removed from the user group by
highlighting the life cycle or queue in the Selected for Group section and clicking
Remove.


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6. Click Close.

Note: In order to grant access to specific queues, the user group must have rights to the life
cycle that contains the queues.
Configuration Module Configuration

In addition, life cycles rights can be granted to user groups by right-clicking on a life cycle in
the configuration tree and selecting User Group. You can assign user groups to the selected life
cycle.

Copying Workflow Settings for User Groups


Workflow settings can be copied from one User Group to another. These settings include the
following:
Workflow Life Cycles and Work Queues
Workflow System Tasks
Workflow Ad Hoc User Tasks
To copy Workflow rights to another User Group:

1. Select Users | User Groups/Rights. The User Groups & Rights dialog box is displayed.
2. Select the User Group from which you want to copy rights.
3. Click Copy. The User Group Copy Options dialog box is displayed.

4. Enter a new User Group Name that will inherit the selected settings from the existing
User Group.
5. Select the User Group Settings to Copy of the existing User Group that you would like
your new User Group to inherit.

Note: You do not have to choose all settings assigned to the existing User Group.


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6. Click Retain Copy Options if you would like to save the selected settings for a future
User Group you will create.
7. Click Copy.

Configuration Module Configuration


Service Accounts
A user account configured as a service account will have the following rights within Workflow:
Retrieve a list of all life cycles including the life cycle name, ID and all other
properties.
Retrieve a list of all queues for any life cycle.
Retrieve a list of all ad hoc tasks and execute any ad hoc task.

Configure Life Cycles


The user group responsible for the configuration work must have Product Rights to the
Configuration module and Workflow Configuration Rights.

Assign Product Rights


1. Select Users | User Groups/Rights to display the User Groups & Rights dialog box.
2. Type the new user group name in the field or select an existing one from the User
Group Name list and click Product Rights.
3. On the Assigning Product Rights for [group name] Group dialog box, check the
Configuration box to give that user group access to the general Configuration module.
4. Click Save & Close.

Assign Workflow Configuration Rights


Granting Rights to the Workflow Menu in the Configuration Module
To grant user groups the right to access the Workflow configuration menu and to configure
life cycles:

1. Click the Configuration Rights button in the User Groups & Rights dialog box.
2. Select the Products tab.
3. Select the Workflow Configuration check box. If you want to grant configuration rights
for all life cycles, select All Life Cycles. If you want to only allow a user group to
configure only the life cycles they have rights to, select Assigned Life Cycles.
4. Click Save & Close. The Workflow menu becomes active in the Configuration module.
5. Click Exit.

Note: If the Use Workflow Configuration Rights option is configured, the rights set at the user
group level are ignored.

Granting a User Rights to Configure All Life Cycles


If you want a specific user to have rights to configure all life cycles, you must grant the user
Workflow Configuration Administration rights. To grant this right:

1. Select Workflow | Options.


2. Check the Use Workflow Configuration Rights option.
3. Click Save.
4. Select Users | User Names/Password.


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5. Select the appropriate user.


6. Click Settings.
7. Select Workflow Configuration Administrator.
8. Click Save.
Configuration Module Configuration

Note: The Workflow Configuration Administration right also gives a specific user the option to
Manage user group layout settings in the Unity Workflow interface.

Granting User Groups Rights to Individual Life Cycles


In some instances, you may want to grant a certain user group rights to configure a certain
life cycle. To grant rights for a specific life cycle:

1. Select Workflow | Options.


2. Check the Use Workflow Configuration Rights option.
3. Click Save.
4. Select Workflow | Configuration.
5. Select the appropriate life cycle, right-click, and select User Group.
6. Select the Configuration Rights tab.
7. Select the appropriate user group(s) and click Add>>.
8. Click Close.

Configure custom queries, VB scripts, folder and notes


In order for users to utilize custom queries, VBScripts, folder, and notes, users must have
appropriate rights.

Assign or revoke rights to Custom Queries


1. Select Users | User Groups/Rights to display the User Groups & Rights dialog box.
2. Type the new user group name in the field or select an existing one from the User
Group Name list and click the Custom Queries button.
3. On the Assigning Custom Queries for [group name] Group dialog box, select the names of
queries in the Available list and click the Add>> button to move them to the Selected
list. To revoke access, select the query on the Selected list and click the <<Remove
button.
4. When finished, click Close.
5. Follow these steps for the VBScript, Folder Types, and Note Types buttons. For note type
configuration, you must also specify rights to create, view, modify, and/or delete note
types by selecting the appropriate boxes.

Gain access to the Workflow inbox and workstation options


In order to access the Workflow Inbox and workstation options, the following rights must be
granted to a user.

1. Select Users | User Groups/Rights to display the User Groups & Rights dialog box.
2. Type the new user group name in the field or select an existing one from the User
Group Name list and click Privileges.
3. On the Assigning User Group Privileges for [group name] Group dialog box, check the
Workflow box in Client Based Products.


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4. To assign Workstation Options, check the User/Workstation Options box in the Client
Features section.
5. Click Save & Close.

Configuration Module Configuration


To gain access to the Workflow inbox, but deny the right to the Execute Workflow
right-click menu outside of Workflow
1. Select Users | User Groups/Rights to display the User Groups & Rights dialog box.
2. Type the new user group name in the field or select an existing one from the User
Group Name list and click Privileges.
3. If the Workflow privilege is selected for the user group, clear it.
4. On the Assigning User Group Privileges for [group name] Group dialog box, check the
Workflow Restricted box in the Client Based Products section.
5. Click Save & Close.

Change viewing privileges to life cycles and queues in the Workflow inbox
In order for users to access life cycles, they must have the appropriate privileges.

Assign or revoke life Cycle privileges


1. Select Users | User Groups/Rights to display the User Groups & Rights screen.
2. Type the new user group name in the field or select an existing one from the User
Group Name list and click Workflow.

Note: The MANAGER and ADMINISTRATOR accounts must be assigned specific rights to any
queues those user groups require access to.

3. Select life cycle(s) from the Life Cycle list on the Available for selection list. The
associated queues are selected in the Work Queue list below. You can deselect
individual queues by clicking them in the Work Queue list.
4. Click the Add>> button to move the life cycle and queues to the Selected for Group list.
To revoke access, select the life cycle(s) on the Selected for Group list and click the
<<Remove button.
5. When finished, click Close.

Note: When using the Classic Client interface, users must be assigned to more than one queue
in order for the Life Cycle window to be displayed by default. If you only want to assign users
to one queue and make the Life Cycle window available by default, create a hidden queue and
assign it to the users that you only want to access one Workflow queue.

Change privileges to Ad Hoc Tasks, Web/API Tasks and System Tasks


In order for users to perform ad hoc or system tasks, they must have the appropriate
privilege(s).


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Assign or revoke privileges to Ad hoc Tasks


1. Select Users | User Groups/Rights to display the User Groups & Rights dialog box. Type
the new user group name in the field or select an existing one from the User Group
Configuration Module Configuration

Name list and click Ad Hoc User Tasks.


2. On the Ad Hoc User Tasks dialog box, select the task(s) from the Available list and click
the Add>> button to move them to the Selected list. To revoke access, select the
task(s) on the Selected list and click the <<Remove button.

Note: Only ad hoc tasks belonging to life cycles to which users have rights are displayed for
selection.

3. When finished, click Close.


4. Click Exit.

Assign Web/API Tasks to a User Group:


1. Select Users | User Groups/Rights.
2. Select the user group that will be assigned rights for Web/API tasks.
3. Click Web /API Tasks to display the Web/API Tasks dialog box.
4. The Available list contains all Web/API tasks that are currently stored in OnBase. To
add a task to the user group, select it in the Available list and click Add.
5. The Selected section lists all tasks that are currently assigned to the user group. To
remove a task, select it in the Selected list and click Remove.
6. Click Close when all tasks have been assigned.

Assign or revoke privileges to System Tasks


1. Select Users | User Groups/Rights to display the User Groups & Rights dialog box.
2. Type the new user group name in the field or select an existing one from the User
Group Name list and click System Tasks.
3. In the System Tasks dialog box, select the task(s) from the Available list and click the
Add>> button to move them to the Selected list. To revoke access, select the task(s)
on the Selected list and click the <<Remove button.
4. When finished, click Close.

Assign/revoke System Tasks to/from Document Types


System tasks are visible in the Tasks Bar when viewing a Document Type that has been
associated with that task. Document Types can be assigned in the Workflow Tree
Configuration dialog box or in the Document Types dialog box.
To associate a system task to a Document Type in the Document Types dialog box:

1. Select Document | Document Types.


2. In the Document Types dialog box, select the Document Type name to configure and
click System Tasks.
3. In the Task List Selection dialog box, select the task(s) in the Available list and click
Add>>. When finished, click Close.
4. On the Document Types dialog box, click Close.


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Grant Administrative Processing Privileges


To perform load-balancing administration, purge the Workflow Log, see all queues regardless
of rights in the Workflow Queues dialog box, and manually execute timer work, users must
have the Workflow Administrative Processing Privilege. To assign a user with this privilege:

Configuration Module Configuration


1. Click Users | User Groups/Rights.
2. Type the new user group name in the field, or select an existing one from the User
Group Name list, and click Product Rights.
3. Check the Workflow box in the Administrative Processing Privileges section.
4. Click Save & Close.
5. Click Exit.

Note: The Workflow Administrator privilege overrides all queue level privileges in those queues
that the user/user groups has rights.

Granting Workflow Log Purging Privileges


In order for a user to be able to purge Workflow log entries, they must have the Main
Workflow Log Purge privilege. To grant this privilege:

1. Click Users | User Groups/Rights.


2. Type the new user group name in the field or select an existing one from the User
Group Name list and click the Log Privileges button.
3. Select the Purge check box for the Main Workflow Log item.
4. This also requires that either the Workflow or Workflow Restricted privilege is granted.

Caution: The MANAGER and ADMINISTRATOR user will automatically be granted Workflow log
purging privileges when the Workflow or Workflow Restricted privilege is granted.

Configuration Rights
From the User Group & Rights screen, appropriate permissions must be granted. The following
rights affect Workflow.
Configure custom queries, VB scripts, folder and notes. See page 264.
Gain access to the Workflow inbox and workstation options. See page 264.
Change viewing privileges to life cycles and queues in the Workflow Inbox. See
page 265.
Change privileges to Ad Hoc Tasks and System Tasks. See page 265.
Grant Administrative Processing Privileges. See page 267.


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Configuring Web Services


You can create a web service by mapping a name to the location of a WSDL that can be used
within Workflow configuration. These configured web services can be used in the SYS - Call
Configuration Module Configuration

Web Service action. To map a WSDL to a name:

1. In the Configuration module, select Workflow | Web Services.

2. Enter a name for the web service.


3. Click Create.

4. Enter the WSDL location. The location value cannot exceed 255 characters.
5. Click OK.


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Exporting Life Cycles


Workflow has an option for exporting a configured life cycle to disk. This is a useful tool for
backup and recovery, as well as re-installing the life cycle on the same system or for
portability to another OnBase system, or as a method for the creation of pre-configured life

Configuration Module Configuration


cycles, such as the Workflow life cycle used in the Document Distribution module.
Life cycle import and export occurs in the OnBase Configuration module. When a life cycle is
exported, OnBase also exports the associated Document Type Groups, Document Types,
keywords, templates, and folders. Disk Groups do not participate in the transaction.
The following data is exported into an XML file:
Life cycles
Unity Life Cycles
Work Queues
Rules
Actions
Transitions
Task Lists
Timers
Ad Hoc User Tasks
Comments
Help Text
Roles and Business Calendars
All Dependencies (Including, but not limited to the following: User Groups,
Document Types/Groups, Keyword Types, AutoFill Keyword Set configuration,
Overlays, Note Types, Custom Queries, VB Scripts, E-Forms (If there are multiple
revisions of an E-Form, the last revision is exported), Unity Forms (including
associated Currency Formats, form field settings, data sets, AutoFill Keyword Sets,
Unity Form Themes, and User Groups configured under Form Visibility), User Forms,
Life Cycle and Queue Bitmaps/Icons, Notifications, Print Queues, Print Formats, File
Types, Folder Types, Folder Templates, Portfolio Relations Portfolio Types, Fonts,
Work Folder Filters, SAP Servers, XML Formats, and XML Format Ports.

Note: If a form references a URL, the URL reference and the form are exported.

Note: When importing VBScripts, if an existing VBScript is replaced by an imported VBScript


and either of the VBScripts has the Retain VB Script History option configured, the history will
be retained.

Caution: Upon import, the Manager user group is granted access to imported AutoFill Keyword
Sets. A user from the Manager user group must appropriately grant AutoFill Keyword Set access
to users.

When importing encrypted keywords, these keywords will lose the encryption flag. If
you wish for the imported keywords to be encrypted, you must lock the system
through the Configuration module (Utils | Database Settings) and reset the
encryption for the Keyword Types.


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Data within Data Sets. Upon import, if the destination database already has a Data
Set for the affected Keyword Type, the existing and imported values are merged into
the Data Set, meaning all existing values are kept and only new values are added.
Values will never be removed. If an imported Keyword Type is mapped to a Keyword
Configuration Module Configuration

Type in the destination database that does not have Use Keyword Data Set option
selected, no values will be imported into the destination database for the mapped
Keyword Type. If imported data set values are longer than allowed by the mapped
destination Keyword Type, they will be truncated.
Cascading Data Sets. Data set values are not imported. Only the structure of the
Cascading Data Sets is exported. Upon import, any conflict resolution necessary for
Cascading Data Sets is done after all Keyword Types conflicts are resolved.
Cascading Data Set resolution is accomplished in the following way: If there is a
Cascading Data Set with the same name that has Keyword Types with the same
names, in the same order, the imported data set is mapped to it without any user
interaction. If there is a Cascading Data Set with Keyword Types with the same
names, but the data set has a different name, a conflict will result and the user can
map to the existing Data Set or create a new data set. If there is no existing Data
Set with Keyword Types with the same names, a new set is created. If a set with the
same name as the imported one already exists, a user is prompted for a new name;
otherwise there is no user interaction.

Note: A Document Type ca