20 Mar Adding a Workflow and Exploring Their Various Configuration Options
Let’s talk about what a workflow is really quick. Workflow, in the Perceptive Content landscape, means creating a space for you to route documents in a start to finish approach, using a set of options. Often times you create a workflow to mimic a department, such as AP, HR or etc… During most professional services initial engagements, a few departments were likely set up and configured for your immediate content needs. However, we all know that there can be other departments that can utilize this approach and can help their content needs as well.
The first steps before actually diving into creating a workflow are to draw out the start to finish of the document in the department you’re wanting to create. For example, if you have an email inbox that you would like to monitor, index and store from, it would be good to start with a diagram that shows how the document comes into that department, who needs to view it, and then how it will be stored and indexed.
Adding a new workflow is very simple, you’ll need to be an administrator user in Perceptive Content. With this access, you can log into the management console portion of Perceptive Content. The management console allows the management of many things within the product, however, it also allows for the creation of new workflows. Once you’ve created and named a workflow, it will take you to a blank canvas page where you can add items like workflow queues, routes, alarms and etc..
There are hundreds of options and possibilities within the workflow, the example I’m going to review is an import agent that monitors a network folder, pulls documents from that share, it’s reviewed by a department and stored.
The first item would be a workflow queue that you’d add to the canvas. There are a number of different workflow queue options, some that require interaction and others that are automated. For this example, we’ll use what’s called a “Work queue.” Drag and drop the queue onto the Canvas and name it “Approval.”
Once it’s been added you can double click the queue and it will bring up the options available for this type of queue. Just like the workflow canvas itself, the queues will have a lot of configuration options. Some of the common settings used here are; alarms, application plans, notifications, and routing rules.
Alarms can be configured in a number of different ways as well. However, a common alarm is when a document arrives or has been in the queue for too long.
Application plans, this allows you to add an application plan to the queue so that the user then has to use the assigned application to index documents in their queue.
Notifications, like alarms, can be set up and you can, for example, email the end user a link to a document in their workflow queue.
Routing rules, these are added to route documents based on certain criteria, often times if a drawer and document type match, it can be moved to another queue for further processing.
For our example you’ll add the users and/or groups you would like to have access to this queue and simply close.
The canvas for this example is relatively bare but can be greatly expanded upon and just demonstrates a small section of what the workflow can actually do. Now that you’ve created a workflow, added a workflow queue and assigned a user or group you’re ready to test. The example I mentioned would be an import agent bringing documents in, so with this setup, the import agent would be configured to monitor a specific folder, when documents arrive in this queue they’re assigned a drawer and document type and then routed to the “approval” queue we created. The end-user or group members you assigned to this queue can then open the Perceptive Content client, click on workflow and then open the approval workflow queue. Here the user can open the document that’s been pulled by import agent, make sure the indexes are correct, possibly add a few more and save. Once the documents been saved it will be stored and can be viewed in the future by using one of the index keys you choose to save the document with.
If you’ve got a department that you’re considering adding to the Perceptive Content environment please let us know we would be glad to help your team come up with a plan of action.
Written by Jeremy Vainer