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Laserfiche Workflow 8 Training Guide
1 1 LASERFICHE WORKFLOW r Cities Digital 2000 O'Neil Road, Suite 150 Hudson WI, 54016 Contacting Cities Digital www.citiesdigital.com Hudson ............651 - 714 -2800 ■: Support ......................x251 ■■■ ■ Training ...........x205 ::Y ;■ Scanning Outsourcing .... x102 Sales .........................x202 CITIES DIGITAL California .........310- 219 -6600 Chicago ...........630- 225 -7210 Table of Contents Laserfiche Workflow Suite Overview .............................................................. ..............................3 What is Laserfiche Workflow Suite? ............................................................ ..............................3 Components of the Workflow Suite: .......................................................................................... 4 Workflow Suite Communication Diagram .................................................... ..............................4 How does the Workflow Suite work? ........................................................... ..............................5 WorkflowDefinition ................................................................................. ............................... 5 StartingPoint .......................................................................................... ............................... 5 Destinations............................................................................................ ............................... 5 WorkflowDesigner .......................................................................................... ..............................7 DesignerPane ......................................................................................... ..............................7 ActivityToolbox Pane .............................................................................. ..............................7 PropertiesPane ...................................................................................... ............................... 8 Search and Search Results Tabs ........................................................... ............................... 8 ErrorLog Tab ........................................................................................... ..............................8 RuleManager Tab ................................................................................... ..............................8 Creatinga Workflow Rule ............................................................................ ..............................9 What can the Workflow Suite do? ............................................................ ..............................9 ProcessOverview .................................................................................... ..............................9 Beforeyou begin ...................................................................................... ..............................9 Building a Workflow Definition ................................................................ .............................11 Step One: Build a new Workflow Definition ............................................ .............................12 Step Two: Publish a Workflow Definition ................................................ .............................14 Step Three: Create a Starting Rule ........................................................ .............................15 Step Four: Test the Workflow ................................................................. .............................16 Using Condition Editors for Activities ...................................................... .............................17 Laserfiche Workflow Activity Definitions ........................................................ .............................20 WorkflowActivities ..................................................................................... .............................20 Workflow Routing Activities ...................................................................... ............................... 21 Workflow General Activities ........................................................................ .............................21 Glossary....................................................................................................... ............................... 22 Troubleshooting............................................................................................. .............................24 ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 Laserfiche Workflow Suite Overview 8 What is Laserfiche Workflow Suite? Laserfiche Workflow" increases productivity by automating document - centered work processes. An intuitive graphical interface provides easy work process modeling and streamlining. Routing and notification services guarantee smooth workflow despite user absence. The Workflow Suite provides the efficiency and security of rules -based routing and monitoring while also supporting ad hoc participation in the workflow process. Laserfiche® WorkflowTM is a flexible framework for optimizing Build a Workflow Definition and automating business processes enterprise -wide. With using activities. Workflow, documents are automatically moved, copied or If deleted based on predetermined rules you design, while Publish it. automatic notifications ensure prompt action and simplify supervision. Combine the extensive security features of Workflow with the comprehensive security reporting of Audit Assign it a starting rule. Lg TM, and you have the information you need to accurately 4 assess your business processes to identify bottlenecks, maintain performance comparisons and track document - YourWorkflow Definition is now a related activity to improve quality, accountability and Workflow Rule, It is operational productivity. and ready to be performed. With Workflow, you: • Design simple or complex workflow routing rules on a graphical canvas, choosing from a broad palette of workflow actions. • Maintain integrity of routed documents, given that they never leave the repository. • Assign field values or annotations and change security access to repository documents from a workflow. • Specify search criteria for locating a repository document that should be processed by a workflow. • Specify routing to groups, task and notification escalation, serial or parallel routing, and conditional loops. • Use Windows Workflow Foundation TM activities to extend Workflow functionality to all line -of- business applications. • Benefit from the Laserfiche community's shared workflow rules and custom actions, available for download from the Code Librarv. ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 Components of the Workflow Suite: 43 Workflow Designer The component you will interact with the most. This is where you will build, edit, and publish your Workflow Definitions. Workflow Server The component that actually executes Workflow Rules. The Workflow Service receives notification from the Workflow Subscriber when a change is made to a Laserfiche entry and then performs a Workflow Rule if a starting rule is satisfied. Workflow Subscriber Acts as a link between the Workflow Server and the Laserfiche Server. The Workflow i Subscriber receives notification from a Laserfiche Server when a change is made to a Laserfiche entry and then notifies the Workflow Server of the change. Windows Message Queuing Separate Windows component that handles message queue -based communication between the Workflow components. Must be installed separately. Workflow Suite Communication Diagram ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 How does the Workflow Suite work? 8 Workflow Definition When somebody attempts to describe a process on paper, they inevitably draw out a flow chart and use pictures or symbols to represent people or departments and use arrows or other types of connector to denote how and why information flows between them. Similarly, business processes are modeled in Laserfiche much the same way through the Workflow Designer. Rules are built graphically and end up looking just like the flow chart that gets developed when the processes are formally described. The one great thing about completing this process digitally is that the rules are not set in stone. Inevitably, you will find ways to make the process more efficient and can always go back and fine tune your rules. There are two important components to how the Laserfiche Workflow Suite works that should be understood in order to successfully create a workflow. First, Laserfiche pushes documents from one location to another as opposed to pulling them out. The push method makes it possible to set different routing criteria at different destinations on the same document. Secondly, document routing logic is based on changes to template values or activities that are performed. This means that template design is an important component of your of your workflow implementation as well as your document organization strategy. When designing templates, consider the information you can capture immediately, what you will gather at each step of the process and what you will need by the time the process is complete. This exercise will practically create your templates as well as your routing logic for you. Starting Point When developing workflow definition, there are a number of options to choose from. First, you must choose a starting point for the definition. For example, if you are processing invoices, the starting point might be the "Incoming Invoices" folder where invoices are scanned. As you become more familiar with the Workflow Suite, you will learn how to use tokens to create folders dynamically. Tokens can also be used to identify the starting point of a workflow definition, meaning that documents could be routed from a folder that doesn't even exist yet. Because documents are pushed from one location to another, you don't have to assign any kind of routing logic to your starting point. You also have three options as to how you want to visually depict your starting point. You can choose between folder, user and group icons. If you choose the folder icon, you will browse through your nested folder structure and choose the Laserfiche folder you want to start from. If you choose the user icon, you will pick from the Laserfiche user and documents will be pulled from the folder they are assigned to. If you choose the group icon, you will pick from the Laserfiche groups and documents will be members of that group. Destinations Once you have determined the starting point for your workflow definition, you can start creating "destinations" where your documents can be routed to. You have the same choice of icons for destinations (folders, users, and groups) as you have for picking a starting point. If you chose the folder icon, you have the option of using tokens that represent that represent variable values ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 (the date in varying formats or even template field values) that allow you to configure one 43 destination in the workflow that could represent many folders in Laserfiche and /or dynamically create folders that do not yet exist in Laserfiche. If you choose the group icon, you can choose to have work items distributed across the group evenly, meaning that the member of the group will always be given the same amount of work to complete. The most important assignment you make at each destination is the routing criteria for pulling documents to that location. The criteria are logic based and come from template field values. Criteria can be as simple as "Document Type" _ "Invoice" or complex using multiple template field values and the Boolean operators "and" and "or ". You can also use regular expressions to match patterns in the template values such as ###- ## - #### to denote social security number. There is a best practices paper available on the Laserfiche Support Site that explains regular expressions in detail. Once you set your criteria, you can determine what action should take place in terms of what gets routed. You have the option of moving an object, creating a shortcut, or creating a copy, this can be done to a document, to a document's parent folder or a nested folder structure of n- levels up from the document (you input the number of levels). The ability to route documents, folders, or folder structures is a key component of what makes Laserfiche Workflow Suite so nice to work with. While most processes may be initiated with a single document (application for permit, invoice, etc.) they're never completed with just one document. Using the Laserfiche folder structure, additional documents (imaged or electronic can be added throughout the process and conveniently organized. Finally, when configuring a destination, you can set up e- mail notification to send an e-mail to the user responsible for monitoring that destination through the corporate e -mail system. When you have completed configuring a destination, you must connect it to the starting point (or another destination within the definition) to let Laserfiche know where to push documents from. In order to test your routing logic, save the definition and try it out on some sample documents. ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 Workflow Designer 43 The Workflow Designer contains eight panes in the following section is will display each of the panes you will be working with to help you become familiar with their location and functions. L;g W., View Desin _ 11Hot He Edit View Workflow Tools Help Y hox . 4 x Tabs for Open workflows, perlies . x Workeowt* Error Log 5 arch Result Rule Manag r Test* JJ - LasedicheRouting Rule Manager, Error Log and J J RnnteFntr Search Results g Route Entry to Group owl J Route Entry muser i ' y p`ry 91 Lasedicb T Route Entry to Folder _ Add Sticky Note —i Assign Field Values 'I Route Entry to Foll Activity Description Assign Rights ','.�� Routes a Laserl the entry m a spec 1 .d Iolder. Assign Tags , 1 Assig °Template � Propert i es l Conditional Parallel e O Routing Options Activity Toolbox Required: )( Delete Entry 'r j No dcsrnoWnset. Find Entries (Designer Pane) Optional: Find Entry No For Each Entry fields or lemplaler essgned Move Entry No tags are added or removed. be Rename Entry Repeat No e mails configured. Ls:J Retrieve Feld Values d Routing Decision Wait Conditions: Wait for Entry Change — Iwt�Lilaii[,e _ Delay J Email p Invoke W.Vlow fz set Parallel No wait condtfons . u Pattern M atching Toolbox Search i Minimap . 4 X � 1 Minimap Ready W oekflow. Server: localhosk Designer Pane The pane on the left is a canvas upon which workflow definitions are built, containing all of the workflow's activities. Select the J button to open a new designer pane. Each workflow definition is associated with its own Designer Pane and appears in the center of the Workflow Designer. More than one Designer Pane can be open at the same time. Activity Toolbox Pane USER NOTE: To display the properties box Select the 0 button from the toolbar to view this pane. This associated with the entire pane contains all of the activities that you will be using to workflow definition select create your workflow. An activity is a single, pre -built the green arrow at the top of the Workflow. U ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 25?-_ 64 configurable process designed to interact with entries in a Laserfiche repository. 43 Properties Pane The contents of this pane on the left are determined by the item selected in the Designer Pane. To open and close this pane, select the = button from the toolbar. Search and Search Results Tabs The search pane on the enables you to search for specific workflow instances. Select the ❑� button from the toolbar to open this pane. Search results will appear in the search results pane, shown below. Starting Entry Original Status Start Time Last Status Name Warnings Workflow Name ID Path Update Name [�F.Ide, B , Completed 13J8120013 2 44 37 PM 3;8�2008 2; 44;3 No SAMPLE] 53 VFOlder6 Terminated 318120082:44',371`1 318120082' :44:3,.. Yes N. Workflow] ISAMPLEI 53 VFolderI Completed 318120082:44'�37PM 318120082'44:3... No No Workflow] I5AMPLE1 53 VTest Group,., Completed 31812082:44:38 PM 318120082:44:3,.. INo ' No Warkflowl Error Log Tab This pane displays a list of errors you have encountered while building and /or publishing workflow definitions. To open this pane, select the ®button from the toolbar. Note: Data displayed in this pane does not represent errors or warnings encountered by a specific workflow instance. This information is displayed in the search results pane. J Error Log }( Clear All ,_ -� E -mail) Details Error Timestamp Thread ID Assembly Connection validation failed. Error. 'Invalid host name.'. [0209 -CO] 3/1112008 4.21.01 PM 1 Connection validation failed. Error: 'Invalid host name.'. [0209 -CO] 3/1112008 4:2102 PM 1 Connection validation failed. Error 'Invalid host name.'. [0209 -CO] 3/1112008 4'21'03 PM 1 Connection validation failed. Error: 'Invalid host name.'. [0209 -CO] 3/1112008 4 2104 PM 1 Connection validation failed. Error. 'Invalid host name.'. [0209 -CO] 3/1112008 4:21:06 PM 1 Rule Manager Tab This view enables you to see all published workflows, add, edit, delete, enable, and or disable starting rules. To open this pane, select the 0 button from the toolbar. Rule Manager I , % Choose a Workflow Workflow: Workflow 1 Description: (No description) Workflow 1 Workflow 2 Active Rule Name Description Add Rule Delete Rule Edit Rule Disable Rule Rule Preview: Starting Event[sl: Entry created If all of these conditions are true Document. Page Count Greater than 50 ©2009 Cities Digital www.citiesdigital.com I Support 651 - 714 -2800 ext 251 Creating a Workflow Rule 8 What can the Workflow Suite do? To illustrate the capabilities of Laserfiche Workflow, we are going to explore building a workflow definition from scratch using three applicable scenarios. All instances of document routing are triggered by selected activities. These activities can be carried out in either the Laserfiche Client or Laserfiche Web Access. In addition, every instance of document routing can be tied to an automatic e -mail notification. In short, when a document or its folder is routed, Laserfiche Workflow can be automatically sends an e-mail notification to a specified user or group of users. If the document remains unviewed for an end -user defined period, an inactivity notification can be automatically sent to follow up the original e-mail notification and thus prevent documents from ever becoming lost to someone's inaction. Process Overview Design Create a Test the the Publish workflo • • - Before you begin 1. Connect to the Laserfiche Workflow Server — Go to Tools > Options > Services and type in the name of the Laserfiche Workflow 8 server. Click Test to ensure that the Designer is connected. Options U Connections Configure the workflow s.; Sergices. Enter the name of the Workflow 8 server you wish to use. Click Test to check the 0 Designer connection. General Publishing Computer: -f Laserfiche Connection localhost Test Toolbar 2. In the same options window, click on Laserfiche Connection to set up a default Connection Profile. ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 Options Connections Configure default Laserfiche login information for workflc Services L Designer Manage connection profiles: Manage.. General id Publishing f s�,s' &epichrC �ornreoho;r Default connection profile: (Workflow User IGhesDigital;workfloe v _] Toolbar I 3. Click Manage and enter the profile details as requested. Click OK. Then select that profile as the Default connection profile. Workflow Profile Manages fig Choose the connection profiles that are available for this workflow: Admin (CitiesDigital;admin) Add Copy from v, Manage Connections..: Profile Details: Name: IAdmin Server I HARRISON. cdiesdigrtal local wf Repository: CiliesDigilal w User: admin Password. " " " "" Validate OK Cancel Help 4. In the same options window, choose General. Check that the options are set as you wish and click OK when done. Options Connections Configure display and auto - recovery opit _' Services Q Recently used files to display: 10 Q Designer v ,.,j ;General' ❑� Create auto- recovery point every 5 v minutes Vj Publishing Laserfiche Connection ❑� Display activity descriptions on the designer pane Jj Toolbar 0 Always list toolbox items alphabetically ❑ Disable activity and toolbox tooltips OK Cancel Help ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 8 Building a Workflow Definition A workflow definition is the repeatable pattern of activity built in Workflow 8 to interact with entries in a Laserfiche repository. Workflow definitions are built using activities. These activities are the building blocks of workflow definitions. Each activity belongs to one of four categories. i. Laserfiche Routing Activities- In addition to routing Laserfiche entries, activities in this group can also assign a template to an entry, populate a field, assign a tag to an entry, send an e-mail, and use wait conditions. - I r.om liiictm:FGiruting J Route Entry to Folder Route Entry to Group J Route Entry to User ii. Laserfiche Activities- Activities in this group are designed to interact with the aspects of an entry that are related to Laserfiche concepts (e.g., tags, template, fields, and repositories). Lasediche Add Sticky Note u Assign Field Values Assign Rights ® Assign Tags U Assign Template USER NOTE: i Conditional Parallel jj Copy Metadata Hover your mouse Create Entry over any activity to see J Deadline a brief description. ][ Delete Entry Find Entries Find Entry For Each Entry Move Entry AB Rename Entry Repeat u Retrieve Field Values b Routing Decision J Wait for Entry Change iii. General Activities- Activities in this group are designed to perform general workflow processes. -r General Delay E -mail Invoke Workflow Parallel j1J� Pattern Matching y Sequence + Terminate Workflow iv. Scripting Activities- Activities in this group allow you to insert custom scripts into a workflow. ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 qw "" 4 - > Script (C#) Script (VB.NET) Toolkit Script (C #) T oolkit S cript (VB. N E T) Step One: Build a new Workflow Definition 1. Select the —J button from the toolbar to open a new Designer Pane. This button will open a new designer pane for you to begin creating a workflow definition. rol 7 A Assign Tags �r Adds orremo — tag, to I' N� USER NOTE: Most or from a Laserf the enhy. activities will display a" icon `vJ Add Etieky Note ...until they are properly Adds a shcky note to a configured. Workflows page of a Laserfiche document. '' containing 4 icons cannot be published. Rost. Entry to User ` Routes a Laserfiche entry to specified user. 2. Provide a custom name and description for a workflow, and connection profiles. Name your workflow whatever you would like and describe the process it will be performing. Workflowl Workflow Description Connection Profiles Manage workflow connection omfiles... 3. Add an activity to your workflow by dragging it from the Toolbox Pane and dropping it in the Designer Pane. ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 I RoUeEntqioFolds Route Entip to Gmm Pape Ftgkft eriby 40 FjM N Ir L Add Si.ckyNae lP J A"m RM Vakm 4 D ksianpqW -JAdd%*k?WMa lk Assign Tags L ass gn TMO" zt C&Ab5eA Pwael (j copMea"a deadire J' ;K DmItocEws J& FiMEM*1 find EnIV ;QM exh Entry _`y M[rre!EtYfy ^6 Aeneas Envy R01— RvTii-m FpeMV&m A."Vg �M.Mn Wa I(x EftCWVV 4. Click on an activity in the Designer Pane to configure it in the Properties Pane. This is where you will specify any and all details about each particular activity. Add Sticky Note Iroperties Add Sti, 7 y ' NT Activity Desa Adds a sticky note to a note to a Laserfiche document Sticky Note 00t .� Required: I j Sticky note text Hello world. Optional: Page number: 1 H Position: Top/Left I I it Color Yellow Add Sticky Note, (j) Starting entry 0 Other Entry Select... Activity (No activity selected) Property: (No property selected) 5. Add and configure additional activities if necessary. @2009 Cities Digital I www.citiesdigital.com I Support 651-714-2800 ext 251 Step Two: Publish a Workflow Definition 43 The Publishing Wizard is one of two ways to publish a workflow definition. This method reminds you to create a starting rule, which will be discussed in a later section. 1. Ensure the workflow you want to publish is visible in the Workflow Designer. 2. Under Workflow in the menu bar, point to publish and select Lai in— :1 hlichinn Wizard. 07 USER NOTE: A Workflow I Tools Help � workflow definition Download Workflow... Ctrl +D , I ] IN must be published to Publish I Mj Workflow the Workflow Server Delete Workflow... Ctrl +Del Launch Pubs, and assigned a starting rule before it 3. In the opening screen of the Publishing Wizard, click Next. becomes operational. ® Welcome to the Workflow Publishing Wizard This wrzard enables you to publish and configure your workflows. 0 USER NOTE: You can configure this wizard to always skip the opening screen under Tools > Options Help =::tsJ:. Next? Cancel in the Designer. 4. On the Workflow Properties Screen, make sure the name and description for the workflow are correct. Then click Publish. ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 Publishing Wizard Workflow Properties Choose the name and description of your workflow, Identify and describe your workflow. Descriptive names and detailed descriptions will ease workflow management later. Worki Name: (Insert custom name here. Description: � Insert custom description here' Help C Back Publish Cancel 5. After your workflow has successfully published, you will be prompted to create a starting rule. Click Yes to create a starting rule. Step Three: Create a Starting Rule A workflow must be published before you can assign it a starting rule; a workflow also must have a starting rule in order to be operational. 1. When the Workflow Rule Wizard launches, click Next Welccxex to the Workflow PAAe Wiz xci 17 a.wRN4 ip"n d %w" Pk* N4 w C to B W kfli. + Diii ;i.1bM Mid a W *k&. G{dmMi'id 4ah'aSSeL. cditM 1xdi+A Rti'ti;J E5 Ms wdRWM Con, d . rl�p ht'rt to QeC sGertcd, 2. The next screen that you are directed to is the Select Starting Events, select the one or more starting events, and Click Next. ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 8 Se k° Lt Stamm EvartfO Fot �°ery StMr1T'E*erX that is � arx �aerex of a 41arF#inwA.ole rA 6e cMeniPad. PAilaname, MrRarWgRle USER NOTE: Selecting multiple start conditions may cause more than one instance of the workflow to be run on kl&t5tartrra E,x,%0: F. when an efitry rs aeated the same entry. C x,t en an ardrY rs artntd C whm ar, entry dwWd r an dakW 3. Under Starting Condition(s) configure one or more conditions. Conditions are assigned through a series of nested menu options that start broad and become more specific. Click any underlined text for more options. You can create as many conditions as you want by clicking Add C ondition. Rules WiZdrd Assign Starting Condition(s) Starting Conditions further define when a Workflow Rule is executed. You must define Connection Info before configuring a condition based on a template, field, or tag. Starting Condition filter: I Connection Profile v I MyLaserficheRepositi v I If all or these conditions are true 1 A Entry : Tvoe None Add condition I I Add group_, Help I C Back " _.. I Cancel 4. When you are done, click Publish to create your starting rule. You will see a notification as to whether the publication succeeded. Click Finish. Your workflow will be active in 30 seconds. Step Four: Test the Workflow 1. Open the Laserfiche Client. Create a document that meets the conditions of the Starting Rule. ©2009 Cities Digital I www.citiesdigital.com I Support 651- 714 -2800 ext 251 fA New Document Name: Test Workflow General Fields Tags Template: Sample :......... ..... ..... .......................... " doc t USER NOTE: Most Y workflows can be simulated =mplo Name 2;' with a 0 page document. Just Cate 77 right -click in the folder and choose New > Document. Do NOT just copy and paste AddrRemove Fields._ existing documents. OK I Cancel I Help 2. Simulate the workflow steps to ensure that documents are routed as intended. Using Condition Editors for Activities There are three basic types of conditions that can be assigned: Wait Conditions, Starting Rule Conditions, and Decision Conditions. Each of these has a similar function. Wait Conditions can be assigned to Laserfiche Routing activities, these conditions must be met in order for Laserfiche to move on to the next step in a workflow. The Starting Rule Conditions can be assigned to define when a workflow will be performed. Lastly, Decision Conditions can be assigned to configure when and how an activity should be performed. Using a condition editor • Conditions are assigned through a series of nested menu options that start broad and become more specific. • You can create as many conditions as you want by clicking Add Condition. To organize conditions into groups, click Add group. • Right -click on a condition for more options. • You can drag and drop conditions and groups using the items green arrow. ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 Set the conditions that musk be true Condition Filters: for this activity to execute. V If of these conditions are 1 Document : Facie Count fMu Workflow::Skarkina Enkrul eauals 15 2 Folder : Folder Count fMuWorkflow::Skarkina Enkryl is wreaker than 5 Add condition I Add group Entry ► Folder ► Document F Parent Folder ► USER NOTE: The User ► entry that starts a workflow is the Selecting Entries for Decision Conditions default entry for all decision conditions. There are some activities that require you to define decision It will be used unless conditions: conditions specifying when and how they will be you specify performed. For example, the Repeat activity performs any otherwise. contained activities repeatedly until a specified condition becomes false. You must create decision conditions to define when the repeat process should stop. For some decision conditions you must define the entry the condition will be associated with. An example, using the Repeat activity could be a user creates a decision condition configuring the repeat process to continue until a document has Tag A assigned to it. In this example, the user must define the specific document that the condition will apply to. To Select an Entry for a Decision Condition 1. In a condition editor, click a condition's first set of blue underlined text. If no such text appears, you do not need to specify an entry for that condition. If of these conditions are Document: Paw Count H Workflow::Skarkina Entry] eauals 15 Add condition I Add group J 2. Click Select to open the Select Entry dialog box. ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 LfWorkflowl Starting Entry Find Entry � Output Entry Add Sticky Note Help OK I Cancel 3. Expand the activity returning or generating the desired entries. A icon will appear. If it does not, the selected activity does not return or generate entries. 4. Click the ll� icon to the returned or generated entries you want to use. The entries you select must appear above the activity you are currently configuring. 5. Click OK. To Select Entries for Wait Conditions 1. Add a Lasenfiche Routing activity to your Workflow Definition by dragging it from the Toolbox Pane and dropping it in the Designer Pane. 2. Select the activity in the Designer Pane. 3. Under Routing Options in the Properties Pane, click any of the setting's icons to open the Routing Activity Options dialog box. 4. Select the Wait Conditions tab. 5. Click No Condition Set. Click here to create one. 6. From the top drop -down box, select one of the following. Waik until these conditions are met on: Destination target V I • Input Entry: Assign wait conditions to the entry being routed. • Routed Entry: Assigns wait conditions to the copy of or a shortcut to the entry being routed (as defined in the activity's Destination tab). Move action: Perform action on: + Move the entry Entry 0 Copy the entry 0 Enkry's parenk folder Create a shortcut Folder level(s) up Cleanup shortcut when finished ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 8 Laserfiche Workflow Activity Definitions Workflow Activities Activity Description Add Sticky Note This activity adds a sticky note to a page of a Laserfiche document. u Assign Field Values This activity assigns field data to a Laserfiche entry. _,o Assign Rights This activity assigns rights to or removes them from a Laserfiche entry. jj Assign Tags This activity adds or removes tags from a Laserfiche entry. LJ Assign Template This activity assigns a template and field data to a Laserfiche entry. Conditional Parallel This activity performs additional activities in parallel based on specific conditions. It contains two separate branches by default, each of which represents a discrete route for entries. Copy Metadata This activity copies e w6aed (i.e., tags, field values, and templates) from one Laserfiche entry to another. �i Create Entry This activity creates a Laserfiche document or folder. Deadline This activity defines alternate routes for a Laserfiche entry based on a timeout period for inactivity. You can define one route for an entry before a timeout period is met and another route for after. Note: This activity contains two branches by default: a primary branch and a deadline branch. You can add additional deadline branches, but additional primary branches cannot be added. Delete Entry This activity deletes a Laserfiche entry. ► Find Entries This activity finds LG K entries and makes them available to other activities in your workflow definition. Find Entry This activity finds a Laserfiche entry and makes it available to other activities in your workflow definition. For Each Entry This activity performs additional activities on Laserfiche entries that have been returned or generated by a previous activity in your workflow definition. You must define which entries this activity will be N or " on. • Move Entry This activity moves or copies a Laserfiche Entry to a specified folder. It can also create a shortcut. 0s113 Rename Entry This activity renames a Laserfiche entry. t Repeat This activity performs the contained activities repeatedly until a specified condition becomes false. Activities contained in this activity are always executed at least once. ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 i Retrieve Field Values This activity retrieves field values from a Laserfiche entry and creates custom tokens to 8 be used by other activities in your workflow definition. + Routing Decision This activity routes a Laserfiche entry based on specified conditions. It can be one or more branches, each of which mush represent a discrete route for a Laserfiche entry. Two branches appear by default. All branches, except the branch that appears to the far right in the Designer Pane, must be assigned a starting condition (the starting conditions define when a branch should be executed). Though a right -most branch can be assigned a starting condition, one is not required. Wait for Entry Change The activity suspends the running instance of a workflow until a specified condition becomes true. Workflow Routing Activities Activity Description J Route Entry to Folder This activity routes a Laserfiche entry to a specified folder. It can also: assign a template to an entry, populate a field, adds or removes tags to or from an entry, send an e-mail, use wait conditions. J Route Entry to Group This activity assigns a Laserfiche entry to a specified group. It can also: assign a template, populate a field, adds or removes tags to or from an entry, send an e -mail, use wait conditions. Route Entry to User This activity assigns a Laserfiche entry to a specified user. It can also: assign a template, populate a field, adds or removes tags to or from an entry, send an e -mail, use wait conditions. Workflow General Activities Activity Description Delay This activity delays a running workflow by a specified length of time. If this activity us - contained in the branch of another activity, only the branch will be delayed. J E -mail This activity sends an e -mail to one or more people. Invoke workflow This activity triggers the execution of a workflow from a Workflow Server. F This activity executes the contained activities in parallel. It differs from the Conditional Parallel activity because it does not allow you to define conditions. Pattern Matching This activity uses regular expressions to create custom tokens that can be used by other activities in your workflow definition. Sequence This activity executes the contained activities in top -down order. j Terminate Workflow This activity terminates the running of a workflow instance. ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 8 Glossary Activity: A single, pre - built, configurable process designed to interact with entries in a repository. Activities are the building blocks of workflow definitions. Default Location: Workflow 8 will copy your license file to the install directory you specify during installation. The license file should not be moved from this location. Laserfiche Client Licensing Policy: Workflow 8 does not require, or use, a Laserfiche Client license to execute a workflow. Laserfiche Entry: A document, folder, or shortcut stored in a Laserfiche repository. Publishing: The process of storing a workflow definition on a Workflow Server. Starting Rule: Conditions assigned to a workflow definition that define when it will be performed. Starting rules can only be assigned to a workflow definition that has been published. Workflow 8 Administration Console: Provides a summary of the Workflow Server. For example, you can see a list of your currently running workflows, view a history of when workflow modifications were made, and configure security settings. The console is an optional install. Workflow Definition: A repeatable pattern of activity built in Workflow 8 to interact with entries in a Laserfiche repository. A workflow definition must be published and assigned a starting rule before it becomes operational. Workflow Designer: The component you will interact with the most. This is where you build and publish your workflow definitions. Workflow Designer Licensing: This component does not require a license. You may install the Workflow Designer on as many machines as you like. Workflow Instance: Each isolated performance of a workflow rule is referred to as a workflow instance. Workflow Rule: After a workflow definition has been published and assigned a starting rule, it becomes a workflow rule. Workflow rules are performed when their starting rule conditions are satisfied. Workflow Server: The component that executes workflow rules. The Workflow Server receives notification from the Workflow Subscriber when a change is made to a Laserfiche entry that satisfies a starting rule. ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 Workflow Server and Subscriber Licensing: One Workflow 8 license allows for the 43 installation of one Workflow Server and one Workflow Subscriber. You will be prompted to specify the location of the License when installing these components. Workflow Subscriber: Acts like a link between the Workflow Server and the Laserfiche Server. The Workflow Subscriber receives notification from a Laserfiche Server when a change is made to a Laserfiche entry. It evaluates the event to determine if a starting rule satisfied. If so, the Workflow Subscriber notifies the Workflow Server. Workflow Server Configuration Utility: Enables you to configure properties associated with the Workflow Server, such as login accounts, the SQL database that will store Workflow 8 data, and e-mail settings. Run this utility before using Workflow 8. Workflow Subscriber Configuration Utility: Enables you to configure properties associated with the Workflow Subscriber. Run this Utility before using Workflow 8. Workflow Subscriber Tray: An administration tool that displays a real -time report of notifications received by the Workflow Subscriber, recent starting rules and satisfied wait conditions, and repository and thread data. ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 Troubleshooting Issue Things to check Workflow fails to start . Make sure the Workflow is published. • Make sure there is a starting rule or the starting rule has been enabled. • Make sure 30 seconds have passed since the rule was published. • Make sure the Workflow subscriber is configured correctly. • Check that the Workflow Server and Subscriber services are running. Workflow fails to finish . Check for errors and warnings in the Search pane of the designer. Runaway workflow . Disable the starting rules for all runaway workflows. (documents run in a . Change the starting rules to correct the problem before enabling circular repeating the rules again. pattern that never stops) Designer cannot . Go to Tools > Options > Services and check that the correct connect to the Server server name present. Test the connection. Workflow fails silently . Check Access Rights on the folder where the document is located. If Workflow user does not have delete rights to that folder, it will be unable to move documents out of that folder. Cannot publish . Make sure there are no # signs in the Workflow. Workflows . Check the ports in the Designer config file. Need more help? Contact Cities Digital Tech Support. I Web ch at www.citiesdigital.com Email support(o)citiesdigital.com Phone 651 - 714 -2800, ext. 251 Laserfiche support information www.support.laserfiche.com ©2009 Cities Digital I www.citiesdigital.com I Support 651 - 714 -2800 ext 251 ;