ECMToolbox - Workflow Fields

Setup Workflow Fields

The index field editor allows the administrator to add, edit, or remove index fields as needed. Index fields can be imported from the DMS. If the administrator wishes to undo a re-arranged list without saving, the Cancel button will cancel the changes.

1. Navigate to Administration tab on workflow on the left menu and click Workflow Setup.

2. Click Modify Fields button on the workflow to edit.

Import Index Fields from ApplicationXtender’s Document Manager

ECM Toolbox provides functionality to read, and map fields to the DMS. Also known as importing, ECM Toolbox will get the name and field type to create a similar field in ECM Toolbox Workflow.

1. On the Workflow Fields tab, click Import Fields button.

2. Index fields from the DMS that do not exist already on the fields list, will show up on the Source Fields popup.

3. Either click Select All or select the fields you would like to import.

4. Click Save to import the fields.

5. The fields will now be included on the bottom of the list.

Ordering Index Fields

Note: While field ordering is instantly saved, the end user will need to refresh their grid changes to see the admin set ordering of fields.

Indexed fields can be re-arranged on the list to represent the order of indexes as columns on the Inbox, and GroupBox of the user. The user’s perspective is left to right whereas the administrator’s perspective is top to bottom.

1. Click and hold over a field to move.

2. Move the mouse up or down on the list, then release to re-arrange the field.

3. Click Save Changes when complete.

Sort Settings

The default sort order can be set and applied to all users who have not started sorting through the work items on the workflow grid. Multiple fields can be sorted at once. The first entry will run first, then the second entry will run and continues for each field.

1. Click “Sort Settings” button.

2. Select a field to start sorting and select Ascending or Descending order.

3. Click “Add”.

Field Types

The workflow system can define fields itself or importing fields from a DMS. Either way, it must define its fields in a manner that maintains compatibility with the database it uses, and integrated DMS.

Field Configuration Settings

Default Workflow Fields

The fields listed below come with ECM Toolbox and are required for workflow to function. The fields record information about each work instance.

Configuring Field Formats

The Administrator can setup different formats for the fields if available. For instance, the Date can be:

·         MM/DD/YYYY, MM/DD/YY

·         DD/MM/YYYY

·         And many other formats found in the field setup dialog.

Switching in between a date and a date with a time format will change the field type between Date or DateTime.

Field Mappings

Note: While field ordering is instantly saved, the end user will need to refresh their grid changes to see the admin set ordering of fields.

The administrator can setup field mappings to ApplicationXtender and automatically synchronize when a work item is worked on.

Notes

·         A Boolean can be True/False at this time only.

·         Currency only has the decimal place before the tenths place.