Workflow

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Document Name ....................................................................................................................... Workflow

Department/Group.......................................................................................................... Documentation
Revision Number ................................................................................................................................. 18

© 2018 Hyland Software, Inc. ii

© 2018 Hyland Software, Inc. iii
Using the Module Reference Guide (MRG)
If you are unfamiliar with module reference guides (MRGs), please review the content below so
that you can more quickly and efficiently locate the information you need.
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feature you might not think of.

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© 2018 Hyland Software, Inc. iv

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Using the Module Reference Guide (MRG) ........................................................................................iv

EXPOSURE
Overview ....................................................................................................................................................1
Applications ...............................................................................................................................................1
Medical Insurance Payment Processing ............................................................................................................ 1
Accounts Payable ................................................................................................................................................ 2
Proof of Delivery Audit ......................................................................................................................................... 2
Loan Processing................................................................................................................................................... 2
Electronic Forms .................................................................................................................................................. 3
Licensing .....................................................................................................................................................4
Workflow Licensing.............................................................................................................................................. 4
The Information Management Concurrent Client License ................................................................................ 4
Combined Workflow/WorkView Licensing ......................................................................................................... 4
How Combined Licensing Works ................................................................................................................ 5
Workstation Registration ..................................................................................................................................... 5

ONBASE CLIENT USAGE

Workflow Document Security ...............................................................................................................6
Administrative Tasks ...............................................................................................................................7
Registering a Workstation ................................................................................................................................... 7
Verifying and Revoking Workstation Registrations............................................................................................ 9
Clearing Excess Workstation Registrations ..................................................................................................... 11
Workstation Cleanup.......................................................................................................................................... 11
View Current Users............................................................................................................................................. 12
Workflow Inbox Windows................................................................................................................... 12
Workflow Client Life Cycle View........................................................................................................................ 14
Tree View .................................................................................................................................................... 15
Graphic View ............................................................................................................................................... 16
Workflow Client Documents Window ............................................................................................................... 16
Display Columns in Single Queues ............................................................................................................ 21
Show Combined View ................................................................................................................................ 22
Workflow Client User Interaction Window ........................................................................................................ 24
Workflow Client Work Folder Window .............................................................................................................. 25
Workflow Client Document Viewer ................................................................................................................... 27
Terminal Session................................................................................................................................................ 27
Client Menu for Workflow Application .............................................................................................................. 28
Changing the Default Rotation of Pages .......................................................................................................... 29
Restoring the Default Layout ............................................................................................................................. 29
Using the Client Toolbar in Workflow ............................................................................................................... 29
Classic User Interface ........................................................................................................................... 30
Classic User Interface Deprecation Statement ................................................................................................ 30

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Changing the Layout of the Inbox Windows..................................................................................................... 30

Right-Click Menu ......................................................................................................................................... 31
Click and Drag Window Positioning .......................................................................................................... 32
Document Count Displayed ............................................................................................................................... 33
Core-Based User Interface .................................................................................................................. 33
Changing the Layout of the Inbox Windows..................................................................................................... 34
Right-Click Menu ......................................................................................................................................... 34
Click and Drag Window Positioning .......................................................................................................... 36
Pinning ........................................................................................................................................................ 36
Viewing Document Results................................................................................................................................ 37
Workflow Approval Management in the Core-Based Interface....................................................................... 37
Viewing Approval Queues .......................................................................................................................... 37
Show Documents for All Approvers .......................................................................................................... 38
Work Folder Sorting ........................................................................................................................................... 38
Filters in Combined View ................................................................................................................................... 38
Shortcut Keys ......................................................................................................................................... 39
Workflow Toolbar ................................................................................................................................. 40
Processing Documents ......................................................................................................................... 42
System Work....................................................................................................................................................... 43
User Work ........................................................................................................................................................... 43
Timer Work ......................................................................................................................................................... 43
Automatic Timer Execution ....................................................................................................................... 43
Manual Timer Execution ............................................................................................................................ 43
Ad hoc Task Work .............................................................................................................................................. 44
Executing Ad hoc Tasks on Related Documents ..................................................................................... 44
Tasks Bar ............................................................................................................................................................ 44
Locating Documents in a Life Cycle ................................................................................................... 44
Document Search Results List .......................................................................................................................... 45
List Contents Report .......................................................................................................................................... 45
Viewing Documents Assigned to Other Users in a Load Balancing Queue .............................. 46
Moving Documents within a Load Balancing Queue ..................................................................... 47
Reassigning Documents for Match Keyword to User Name Queues ............................................................. 49
Administrating Ownership .................................................................................................................. 51
Entering Documents into a Workflow .............................................................................................. 52
Input Processors ................................................................................................................................................ 53
Importing Documents ........................................................................................................................................ 53
Creating New Documents.................................................................................................................................. 53
Manual Entry....................................................................................................................................................... 54
Forms Processing .............................................................................................................................................. 55
Document Retention .......................................................................................................................................... 56
Host Emulation................................................................................................................................................... 56
Remote Entry/Internet........................................................................................................................................ 56
Notifications ............................................................................................................................................... 56

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Supporting Documents in Workflow ................................................................................................................. 56

Re-Indexing Documents in Workflow................................................................................................................ 56
Interaction with E-Forms in Workflow............................................................................................................... 57
Keyword Validation in OnBase .................................................................................................................. 57
Workflow Document History ............................................................................................................. 57
Workflow Queues ............................................................................................................................................... 58
Workflow Transactions...................................................................................................................................... 58
Filtering Workflow Tabs ..................................................................................................................................... 59
Generating a Document History Report .................................................................................................... 59
Workstation Options for Workflow.................................................................................................. 59
Workflow Display Options.................................................................................................................................. 60
Workflow Server Queues ................................................................................................................................... 64
Workflow System Monitor .................................................................................................................. 65
Workflow Log ......................................................................................................................................... 66
Purge ................................................................................................................................................................... 66
Restricted Purge................................................................................................................................................. 66

WEB WORKFLOW
Workflow Document Security ............................................................................................................ 67
Accessing the Workflow Screen ........................................................................................................ 68
Opening Workflow From Documents ............................................................................................... 69
Defining the Layout .............................................................................................................................. 70
Resizing and Pinning the Workflow Window.................................................................................. 70
Adding Documents to Workflow ....................................................................................................... 71
Life Cycle View Tab ............................................................................................................................... 71
Adding Life Cycles and Queues to Favorites.................................................................................................... 72
Workflow Approval Management: Viewing Approval Queues................................................... 73
Filtering ................................................................................................................................................... 73
Refreshing Queue Counts .................................................................................................................... 75
Process Flow ........................................................................................................................................... 75
Inbox Tab ................................................................................................................................................. 77
Show All Documents ............................................................................................................................. 79
Show All Documents in an Approval Queue ..................................................................................................... 79
Workflow Settings ................................................................................................................................ 80
Disabling the Combined Inbox ........................................................................................................... 81
Show Combined View ........................................................................................................................... 81
Filters in Combined View ................................................................................................................................... 82
Create List Report ................................................................................................................................. 82
Ownership ............................................................................................................................................... 85

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Workflow History.................................................................................................................................. 85
Workflow Queues ............................................................................................................................................... 85
Workflow Transactions...................................................................................................................................... 86
Determining What Queues an Item Is In .......................................................................................... 86
Data Lists in Workflow Tabs ............................................................................................................... 87
Filtering Items in Data Lists............................................................................................................................... 88
Grouping Items in Data Lists ............................................................................................................................. 90
Sorting Items in Data Lists ................................................................................................................................ 91
Work Folder Tab .................................................................................................................................... 92
Configuring the Second Pane to Display by Default ........................................................................................ 94
Portfolios ............................................................................................................................................................ 94
Templates ........................................................................................................................................................... 95
Filters .................................................................................................................................................................. 95
Document Viewer.................................................................................................................................. 95
User Interaction Tab ............................................................................................................................. 96
Performing Ad Hoc Tasks .................................................................................................................... 97
Performing Ad Hoc Tasks on Related Documents .......................................................................................... 98
Entering Documents into a Workflow .............................................................................................. 98
Importing Documents ........................................................................................................................................ 98
Creating New Documents.................................................................................................................................. 99
Re-Indexing Documents..................................................................................................................................... 99
Running System Tasks .......................................................................................................................... 99
Viewing Documents of Other Users ................................................................................................ 100
Queue Administration ........................................................................................................................ 102
Reassign Items.................................................................................................................................................105
Rebalance Items...............................................................................................................................................106
Change Ownership ...........................................................................................................................................106
Returning to the Web Client Main Window .................................................................................. 107
Understanding Auto-Feed Locks ..................................................................................................... 107
Allowing Users to Override the Auto-Feed Documents Setting.....................................................................107
Closing the Application While a Task is Executing ...................................................................... 108
Closing the Workflow Window ........................................................................................................................108
Closing the Web Client.....................................................................................................................................108
Shortcut Keys ....................................................................................................................................... 108
E-Form Interaction .............................................................................................................................. 110
Interaction with E-Forms in Workflow.............................................................................................................110
Keyword Validation in OnBase ................................................................................................................110
Workflow Trace ................................................................................................................................... 110

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UNITY WORKFLOW
Workflow Security .............................................................................................................................. 112
Opening the Unity Workflow Interface ......................................................................................... 113
Viewing Life Cycles and Queues ...................................................................................................... 114
Searching for Life Cycles and Queues ............................................................................................................115
Refreshing a Life Cycle or Queue ....................................................................................................................115
Add a Queue to a Personal Page.....................................................................................................................116
Creating a List Report ......................................................................................................................................116
Workflow Approval Management: Viewing Approval Queues.......................................................................116
Process Flow ....................................................................................................................................................118
Disabling the Process Flow Pane....................................................................................................................120
Viewing an Item in a Queue .............................................................................................................. 121
Filtering the Inbox.............................................................................................................................................123
Display Columns in Single Queues ..........................................................................................................124
Manually Route Item ........................................................................................................................................124
Re-Index Documents ........................................................................................................................................124
Ownership .........................................................................................................................................................125
Execute Script Task..........................................................................................................................................125
Override Auto-Feed ..........................................................................................................................................125
Executing Ad Hoc Tasks ..................................................................................................................... 125
User Interaction ................................................................................................................................................126
Executing Ad Hoc Tasks on Multiple Items....................................................................................................126
Sending Links to Life Cycles and Queues ....................................................................................... 126
E-Mailing Links to Life Cycles and Queues.....................................................................................................127
E-Mailing Links to Documents.........................................................................................................................127
Creating Desktop Shortcuts to Life Cycles and Queues................................................................................128
Combined Inbox Settings ................................................................................................................... 128
Filters in the Combined Inbox..........................................................................................................................130
Working With Related Items ............................................................................................................ 131
Portfolios ..........................................................................................................................................................132
Executing Ad Hoc Tasks on Related Items ....................................................................................................133
Interaction with E-Forms in Workflow........................................................................................... 133
Queue Administration ........................................................................................................................ 133
Rebalance Queues ...........................................................................................................................................135
Rebalance Items .......................................................................................................................................135
Reassign Items.................................................................................................................................................135
Change Owners ................................................................................................................................................136
Filtering Load Balanced Members ..................................................................................................................138
Performing System Work.................................................................................................................................140
Executing Timer Work......................................................................................................................................140
Manually Evaluating Documents.....................................................................................................................140
Viewing Items in Load-Balanced Queues .......................................................................................................141

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View the Inbox of Another User ...............................................................................................................141

Determining What Queues an Item Is In ........................................................................................ 143
Determining the Status of Parent or Child Items ......................................................................... 144
Changing the Workflow Layout ....................................................................................................... 145
Arranging Panes ...............................................................................................................................................146
Click and Drag Pane Positioning .............................................................................................................147
Pinning ......................................................................................................................................................149
Primary Viewer and Secondary Viewer Tabs ..........................................................................................150
Managing User Group Layouts........................................................................................................................150
Reordering Tasks in the Workflow Ribbon .....................................................................................................153
Workflow User Options ..................................................................................................................... 155
General Options................................................................................................................................................156
Layout Options .................................................................................................................................................157
Workflow Startup Display Options ..................................................................................................................158
Persistent Workflow Filters .............................................................................................................................159
Document Workflow History ........................................................................................................... 159
Workflow Queues .............................................................................................................................................160
Workflow Transactions....................................................................................................................................160
Performing Tasks and Accessing Related Items Outside of Workflow ................................... 160
Entering Items into a Workflow ....................................................................................................... 161
Running System Tasks ........................................................................................................................ 163
Developer Tab ...................................................................................................................................... 164
Editing Keyword and Property Values at Debug Breakpoints .......................................................................165
Editing Keyword Values ...........................................................................................................................167
Editing Property Values ............................................................................................................................167
Editing Collection Properties ...................................................................................................................167
Adding Property Bag Entries ....................................................................................................................168
Deleting Property Bag Entries ..................................................................................................................169
Close the Workflow Layout .............................................................................................................. 169

CONFIGURATION MODULE WORKFLOW ADMINISTRATION

Administration ..................................................................................................................................... 171
Locks.................................................................................................................................................................171
Lock Configuration ...................................................................................................................................171
Adding and Removing a Document Type in a Workflow ...............................................................................173
Adding .......................................................................................................................................................173
Verification Reports ...........................................................................................................................173
Removing a Document Type ....................................................................................................................173
Configuring Related Documents .............................................................................................................173
Relating Documents by Document Handle with Folders ................................................................174
User Group Configuration for Workflow .........................................................................................................175
Copying Workflow Settings for User Groups ..........................................................................................176

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Service Accounts ......................................................................................................................................177

Configure Life Cycles ...............................................................................................................................177
Granting a User Rights to Configure All Life Cycles ..................................................................178
Configure custom queries, VB scripts, folder and notes .......................................................................178
Assign or revoke rights to Custom Queries .....................................................................................178
Gain access to the Workflow inbox and workstation options ........................................................178
To gain access to the Workflow inbox, but deny the right to the Execute Workflow right-click menu out-
side of Workflow .......................................................................................................................................179
Change viewing privileges to life cycles and queues in the Workflow inbox .......................................179
Assign or revoke life Cycle privileges ...............................................................................................179
Change privileges to Ad Hoc Tasks, Web/API Tasks and System Tasks ............................................180
Assign or revoke privileges to Ad hoc Tasks ...................................................................................180
Assign Web/API Tasks to a User Group: .........................................................................................180
Assign or revoke privileges to System Tasks ..................................................................................180
Assign/revoke System Tasks to/from Document Types ................................................................180
Grant Administrative Processing Privileges ...........................................................................................181
Granting Workflow Log Purging Privileges .............................................................................................181
Configuration Rights ........................................................................................................................................181
Importing Life Cycles .......................................................................................................................................182
Importing New Data .................................................................................................................................183
Resuming Saved Session .........................................................................................................................184
Conflict Resolution ...................................................................................................................................185
Understanding Conflicts ...................................................................................................................187
Life Cycle Conflicts ...................................................................................................................................187
Queue Conflicts ........................................................................................................................................188
Naming Conflicts Dialog Box ...................................................................................................................190
Resolving Document Type Conflicts .......................................................................................................191
Resolving User Form Conflicts ................................................................................................................192
Resolving Other Conflicts ........................................................................................................................193
Retesting Conflicts ...................................................................................................................................197
Custom Query Resolution ........................................................................................................................198
Creating Reports .......................................................................................................................................198
Saving Sessions .......................................................................................................................................199
Resolutions from File ...............................................................................................................................199
Orphaned Documents ..............................................................................................................................200
Post Import Activities ...............................................................................................................................201
Specifying the OnBase Client Interface Type .................................................................................................202
Configuring the Server for Use with the Core-Based OnBase Client Interface .....................................203
Setting Workflow to Initiate Upon Import .......................................................................................................203
Setting Workflow to Initiate Upon Re-indexing...............................................................................................204
Disabling the Autofill Prompt for the Re-Index Document Action.................................................................205
Managing Timers .............................................................................................................................................205
Keyword Locking in Workflow .........................................................................................................................206
Workflow Doctor...............................................................................................................................................206
Report Issues ............................................................................................................................................207

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Fix System Errors ......................................................................................................................................211

System Interaction .............................................................................................................................. 212
Database...........................................................................................................................................................212
Security .............................................................................................................................................................212
EDM Services....................................................................................................................................................213
Integration for Microsoft Outlook 2010, Integration for Microsoft Outlook 2013, and Integration for Microsoft
Outlook 2016 ....................................................................................................................................................213
Office Business Application for 2010 .............................................................................................................214
OnBase Mobile Modules..................................................................................................................................214
Virtual Print Driver ............................................................................................................................................214

STUDIO - WORKFLOW CONFIGURATION

Overview ............................................................................................................................................... 215
Getting Started in Studio..................................................................................................................................215
Pre-Plan .....................................................................................................................................................215
Life Cycle and Queues ..............................................................................................................................215
Configuring Work, Tasks, and Timers .....................................................................................................216
Graphic Layout ..........................................................................................................................................216
Document Types, Keywords and Folders ...............................................................................................216
Assign Rights ............................................................................................................................................217
Test Your Workflow ..................................................................................................................................217
Flow Control Options .......................................................................................................................................217
Conditional Branching ..............................................................................................................................217
Looping .....................................................................................................................................................217
Breaking Execution ...................................................................................................................................217
Design Concepts ..............................................................................................................................................218
Queues that Create Output Files .............................................................................................................218
A --> B --> C .........................................................................................................................................218
Queues That Feed an External System ...................................................................................................218
A --> B --> C .........................................................................................................................................219
A --> Wait Queue --> B --> C ................................................................................................................219
Queue Recoverability ................................................................................................................................219
Performance Concepts ....................................................................................................................................219
Keyword Type Group ................................................................................................................................219
Performing Sub Functions Using Function Call Life Cycles ..................................................................220
Providing Constant Movement of Documents .......................................................................................220
Consolidating Work Loads .......................................................................................................................220
Setting Related Document Keyword Values ...........................................................................................221
Alternatives for Modifying Keywords ......................................................................................................221
Using E-Forms ..................................................................................................................................................222
Definitions.........................................................................................................................................................222
Actions ......................................................................................................................................................222
Action Types .............................................................................................................................................222
Ad Hoc User Task .....................................................................................................................................223

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Work Items ................................................................................................................................................223

Life Cycle ...................................................................................................................................................223
Notification ...............................................................................................................................................223
Property .....................................................................................................................................................223
Queue ........................................................................................................................................................223
Rules ..........................................................................................................................................................224
Rule Type ...................................................................................................................................................224
Task List ....................................................................................................................................................224
System Work ......................................................................................................................................224
User Work ...........................................................................................................................................225
Ad Hoc User Tasks ............................................................................................................................225
Web/API Tasks ..................................................................................................................................225
Timer Work .........................................................................................................................................225
System Task ......................................................................................................................................225
On Abort Task Lists ...........................................................................................................................226
Events .................................................................................................................................................226
Timers .......................................................................................................................................................226
Transitions ................................................................................................................................................226
User Form ..................................................................................................................................................227
User Work ..................................................................................................................................................227
Web/API Task ...........................................................................................................................................227
Workflow Document Security ..........................................................................................................................227
WorkView Security with Workflow ................................................................................................ 228
Launching OnBase Studio .................................................................................................................. 229
Connecting to Repositories ............................................................................................................... 229
Using Repositories in OnBase Studio.............................................................................................. 229
Searching the Repositories Pane ..................................................................................................... 229
Creating a Life Cycle ........................................................................................................................... 230
Types of Life Cycles .........................................................................................................................................230
Creating a Life Cycle for Documents ..............................................................................................................231
Creating a Life Cycle for Agenda Items, Meetings, Plan Review Projects, or External User Requests ......233
Creating a Life Cycle for Managed Folders ....................................................................................................236
Creating a Life Cycle for Message Items........................................................................................................239
Creating a Life Cycle for WorkView Objects...................................................................................................242
Canceling Item Creation ..................................................................................................................................245
Checking Life Cycles In and Out......................................................................................................................245
Checking In ...............................................................................................................................................245
Checking Out .............................................................................................................................................246
Studio Logging ..........................................................................................................................................246
Life Cycle General Options ..............................................................................................................................246
Configuring Life Cycles to Support Ownership ..............................................................................................248
Ownership and Coverage .........................................................................................................................249
Ownership and Load Balancing ...............................................................................................................249

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Assigning User Groups to a Life Cycle............................................................................................................249

Assigning Document Types to a Life Cycle ....................................................................................................250
Assigning Managed Folder Types to a Life Cycle ..........................................................................................250
Assigning an Application Class to a Life Cycle ..............................................................................................251
Configuring a Life Cycle Icon...........................................................................................................................251
Password Protecting Life Cycle Configuration ..............................................................................................252
Copying Life Cycles..........................................................................................................................................255
Converting Life Cycles .....................................................................................................................................257
Creating Queues .................................................................................................................................. 258
Configuring Queues .........................................................................................................................................259
MRM Queue Options ................................................................................................................................265
Allowing Users to Override the Auto-Feed Setting .................................................................................266
Understanding Auto-Feed Locks .............................................................................................................266
Assigning User Groups to a Queue .................................................................................................................266
Assigning an Icon to a Queue..........................................................................................................................267
Advanced Options ............................................................................................................................................267
Work Folder ...............................................................................................................................................267
Portfolio Type ...........................................................................................................................................268
Default Template ......................................................................................................................................268
VB Script to Execute on Selected Document ..........................................................................................268
Inbox Refresh Rate (seconds) .................................................................................................................269
Sort Documents By ...................................................................................................................................270
User Privileges ..........................................................................................................................................270
Queue Monitoring ..............................................................................................................................271
Configuring Filter Options for a Queue ...........................................................................................................272
Configuring Filters for Life Cycles that Route Documents ....................................................................272
Use Only Selected Filters ..................................................................................................................273
Available Filters .................................................................................................................................273
Default Filter .......................................................................................................................................273
Display Filtered Document Count .....................................................................................................274
Configuring Filters for Life Cycles that Route WorkView Objects .........................................................274
Use Only Selected Filters ..................................................................................................................274
Available Filters .................................................................................................................................275
Default Filter .......................................................................................................................................275
Display Filtered Document Count .....................................................................................................275
Coverage Tab........................................................................................................................................ 275
Configuring a Load Balancing Queue .............................................................................................. 276
Configuring Members ......................................................................................................................................277
Configuring Users as Members ...............................................................................................................278
Configuring User Groups as Members ....................................................................................................279
Configuring Roles as Members ...............................................................................................................279
Load Balancing Queue Options .......................................................................................................................280
Allocated Percentage ...............................................................................................................................280
By Priority ..................................................................................................................................................281

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In Order ......................................................................................................................................................282
Keyword Based .........................................................................................................................................282
Match Keyword to User Name .................................................................................................................284
Rules Based ..............................................................................................................................................285
Load Balancing Work ........................................................................................................................285
Shortest Queue .........................................................................................................................................285
Load Balancing Considerations for Institutional Databases .................................................................286
Creating Transitions ........................................................................................................................... 286
Creating Actions .................................................................................................................................. 287
Adding ...............................................................................................................................................................288
Configuring .......................................................................................................................................................288
Copying and Pasting Actions ..........................................................................................................................289
Creating Rules ...................................................................................................................................... 290
Adding ...............................................................................................................................................................290
Configuring .......................................................................................................................................................290
Copying and Pasting Rules..............................................................................................................................292
Reverting Changes to Actions and Rules .......................................................................................................293
Creating System Tasks ....................................................................................................................... 293
Copying and Pasting System Tasks ...............................................................................................................296
Creating Ad Hoc Tasks ....................................................................................................................... 297
Using an Existing Ad Hoc Task .......................................................................................................................299
Configuring Ad Hoc Task Lists........................................................................................................................300
Additional Task List Options ....................................................................................................................301
Password Protection ................................................................................................................................301
Configuring Shortcut Keys for Ad Hoc Tasks .........................................................................................302
Assigning User Groups to an Ad Hoc Task .............................................................................................303
Icon ............................................................................................................................................................303
Copying and Pasting Ad Hoc Tasks................................................................................................................304
Configuring Filter Rules for Ad Hoc Tasks .....................................................................................................304
Configuring .......................................................................................................................................................305
Copying and Pasting Rules..............................................................................................................................306
Adding a Task to the Ad Hoc Task List ..........................................................................................................307
Web/API Task Folder .......................................................................................................................................307
Creating Task Lists .............................................................................................................................. 308
Assigning User Groups to a Task List .....................................................................................................309
Icon ............................................................................................................................................................310
Adding a Task to the Task List........................................................................................................................310
Copying and Pasting Task Lists......................................................................................................................310
On Abort Task Lists..........................................................................................................................................310
Creating On Abort Tasks..................................................................................................................................311
Configuring On Abort Task Lists .....................................................................................................................311
Task Options.....................................................................................................................................................311
Help Text ...................................................................................................................................................312

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Break On ....................................................................................................................................................312
Continue Execution After Transition .......................................................................................................312
Additional Options ....................................................................................................................................312
Creating Shortcuts ...........................................................................................................................................313
Deleting Actions, Rules, Task Lists, or Timers ...............................................................................................313
Renaming Life Cycles, Queues, Actions, Rules, Task Lists, or Timers..........................................................314
Linked Actions, Rules, Task Lists, Tasks, and Timers ...................................................................................314
Creating Events.................................................................................................................................... 315
Queue Events....................................................................................................................................................316
Queue Event Categories ..................................................................................................................................317
Item Removed from Queue ......................................................................................................................317
Assignment Changed ...............................................................................................................................317
Ownership Changed .................................................................................................................................318
Watermark Limit Reached .......................................................................................................................318
Life Cycle Events ..............................................................................................................................................319
Life Cycle Event Categories .............................................................................................................................320
Item Removed from Life Cycle ................................................................................................................320
System Events ..................................................................................................................................................320
Creating System Events ...........................................................................................................................321
Configuring System Events ......................................................................................................................321
Mapping Properties ...........................................................................................................................321
Task List Options ...............................................................................................................................322
Break On .......................................................................................................................................322
Additional Options .......................................................................................................................322
Documentation ..................................................................................................................................322
Adding Tasks to Events ...................................................................................................................................323
Configuring Roles ................................................................................................................................ 324
Documentation Tab..........................................................................................................................................327
Generating Documentation for Life Cycles ................................................................................... 327
Creating Custom Templates for Documentation Generation ................................................... 331
Configuration Overview....................................................................................................................................331
Understanding Required Files ..................................................................................................................331
Understanding Tags .................................................................................................................................332
Understanding Fragments .......................................................................................................................332
Configuring Templates in Microsoft Word .....................................................................................................333
Configuring Table Fields ..........................................................................................................................333
Accessing Tag Information in OnBase Studio ...............................................................................................334
Configuring the Required XML File .................................................................................................................335
Installing the Template ....................................................................................................................................336
Life Cycle Graphical Layout .............................................................................................................. 336
Creating Queues in the Design View ...............................................................................................................337
Aligning Shapes in Design View ......................................................................................................................340
Creating Transitions.........................................................................................................................................341
Formatting Connectors ............................................................................................................................342

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Formatting Line Thickness ......................................................................................................................343

Creating a Snapshot of the Design View ........................................................................................................344
Viewing Properties ...........................................................................................................................................344
Deleting and Renaming....................................................................................................................................344
Timers .................................................................................................................................................... 344
Creating a New Timer ......................................................................................................................................344
Configuring Legacy Timers ......................................................................................................................345
Configuring Execution Windows .......................................................................................................346
Configuring Unity Scheduler Timers .......................................................................................................346
Copying and Pasting Timers ....................................................................................................................347
Resetting the Cache after Editing Timers.......................................................................................................348
Converting Timers............................................................................................................................................348
Converting Legacy Timers .......................................................................................................................349
Converting Unity Scheduler Timers .........................................................................................................350
Managing Timers .............................................................................................................................................351
User Forms ............................................................................................................................................ 352
User Forms and the Workflow Property Bag ..................................................................................................353
User Forms in the Core-Based Workflow........................................................................................................354
Modify and Deleting User Forms.....................................................................................................................355
Finding References.............................................................................................................................. 355
Creation and Modification Logging ................................................................................................. 356
Adding, Moving, or Removing Work Items .................................................................................... 356
Creating Configuration Reports....................................................................................................... 361
User Group Rights ............................................................................................................................... 362
User Group Configuration for Workflow .........................................................................................................362
Copying Workflow Settings for User Groups ..........................................................................................363
Service Accounts ......................................................................................................................................364
Configure Life Cycles ...............................................................................................................................364
Granting a User Rights to Configure All Life Cycles ..................................................................364
Configure custom queries, VB scripts, folder and notes .......................................................................364
Assign or revoke rights to Custom Queries .....................................................................................364
Gain access to the Workflow inbox and workstation options ........................................................365
To gain access to the Workflow inbox, but deny the right to the Execute Workflow right-click menu out-
side of Workflow .......................................................................................................................................365
Change viewing privileges to life cycles and queues in the Workflow inbox .......................................365
Assign or revoke life Cycle privileges ...............................................................................................365
Change privileges to Ad Hoc Tasks, Web/API Tasks and System Tasks ............................................366
Assign or revoke privileges to Ad hoc Tasks ...................................................................................366
Assign Web/API Tasks to a User Group: .........................................................................................366
Assign or revoke privileges to System Tasks ..................................................................................366
Assign/revoke System Tasks to/from Document Types ................................................................367
Grant Administrative Processing Privileges ...........................................................................................367
Granting Workflow Log Purging Privileges .............................................................................................367

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Workflow Doctor ................................................................................................................................ 368

Defining Doctor Options ..................................................................................................................................368
Doctor Results ..................................................................................................................................................368
Exporting Doctor Results .................................................................................................................................370
Configuring Window Titles ............................................................................................................... 371
Configuring Window Titles Definitions ...........................................................................................................371
Configuring Global Window Titles...................................................................................................................373
Configuring Life Cycle and Queue Window Titles ..........................................................................................374
Comparing Workflow Repository Tree Items ............................................................................... 374
Navigating Differences Found.........................................................................................................................376
Creating a Report of Differences.....................................................................................................................377
Displaying Item Differences ............................................................................................................................377
Configuring Web Services ................................................................................................................. 379
Interface Translations ........................................................................................................................ 380
Export and Import Considerations .................................................................................................. 380
Exporting Life Cycles .......................................................................................................................................380
Importing...........................................................................................................................................................384
Orphaned Items ........................................................................................................................................388
Configuration Troubleshooting........................................................................................................ 390
Debug Breakpoints...........................................................................................................................................390
Editing Keyword and Property Values at Debug Breakpoints ................................................................391
Step Debug, Trace Window, and Trace to File................................................................................................391
Disable Rules and Actions ...............................................................................................................................391
Generate Reports .............................................................................................................................................391
Configuration Report ................................................................................................................................391
List Contents Report .................................................................................................................................391
Notes, Redactions, Burned Markups, and Deficiencies on Documents with Overlays ................................392

STUDIO - WORKFLOW ACTIONS

Considerations for Actions ............................................................................................................... 394
User Interaction ................................................................................................................................................394
Keywords ..........................................................................................................................................................394
Properties .........................................................................................................................................................395
Finding Actions .................................................................................................................................... 396
Agenda Manager Category................................................................................................................ 396
Set Property from Field ....................................................................................................................................397
Set Value ...........................................................................................................................................................398
Application Automator Category .................................................................................................... 400
Get Storyboard Result ......................................................................................................................................400
Run Storyboard.................................................................................................................................................401
Approvals Category ............................................................................................................................ 402

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Add Approver at Current Level ........................................................................................................................402

Add Auto Approved User .................................................................................................................................403
Approve/Reject Item ........................................................................................................................................403
Assign First Approvers.....................................................................................................................................404
Custom Approval Log Entry.............................................................................................................................405
Escalate Expired Approvals .............................................................................................................................407
Remove Item from Approval Process.............................................................................................................408
Replace Approval Status at Current Level ......................................................................................................408
Replace Approval User.....................................................................................................................................409
Send Item to Previous Approval Level ............................................................................................................410
Send Reminder Notifications...........................................................................................................................410
Set Property to Approval Users .......................................................................................................................411
Biometric Scanning Category ........................................................................................................... 412
Display Biometric Scanner...............................................................................................................................412
Document Category ............................................................................................................................ 415
Add Document to Active Medical Form Packet .............................................................................................415
Add Document to Gateway Caching Server ...................................................................................................415
Add Document to New Medical Form Packet ................................................................................................416
Add Document to Scan Queue Process..........................................................................................................417
Assign Document to Reading Group...............................................................................................................417
Attach Document to Patient/Chart .................................................................................................................418
Auto-Folder Document.....................................................................................................................................419
Setting Document Types to Auto-Folder in Workflow ............................................................................419
Burn Redaction Notes ......................................................................................................................................420
Check In Document ..........................................................................................................................................421
Check Out Document .......................................................................................................................................421
Complete Medical Form Packet......................................................................................................................422
Copy Document ................................................................................................................................................422
Usage Considerations ..............................................................................................................................423
Create Discussion Thread ...............................................................................................................................424
Create Document from Document Template .................................................................................................424
Create E-Form Child Work Items .....................................................................................................................425
Create Note.......................................................................................................................................................427
Create or Update Agenda Item From Document............................................................................................432
Create PDF/TIFF File........................................................................................................................................434
Create Release of Information Request..........................................................................................................436
Request Information Tab ..................................................................................................................436
Patient Information Tab ....................................................................................................................436
Requester Information Tab ...............................................................................................................437
Create SAP Work Item .....................................................................................................................................437
Create WorkView Object from this Document ...............................................................................................438
Delete Document..............................................................................................................................................440
Delete Note .......................................................................................................................................................440
Display Document ............................................................................................................................................441

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Display Folder for Document ...........................................................................................................................442

Display Medical Record Chart Pop..................................................................................................................443
Exclude from Document Retention .................................................................................................................443
Export to Network Location.............................................................................................................................443
Document Tab ..........................................................................................................................................445
Index File Tab ............................................................................................................................................446
Feedback to Revenue Cycle Management .....................................................................................................448
Generate Document Packet.............................................................................................................................451
Import Document .............................................................................................................................................454
Options Tab ...............................................................................................................................................456
Using this Action with WorkView .............................................................................................................457
Mark As Ready for Document Transfer ..........................................................................................................458
Place Hold on Managed Folder .......................................................................................................................458
Post Event on Managed Folder .......................................................................................................................459
Print Batch ........................................................................................................................................................460
Print Document.................................................................................................................................................462
Purge Document...............................................................................................................................................464
Push Document into Cache .............................................................................................................................465
Queue Document for OCR................................................................................................................................465
Re-Index Document ..........................................................................................................................................466
Reload Item.......................................................................................................................................................470
Reload Keywords..............................................................................................................................................470
Remove Document from Reading Group ........................................................................................................470
Remove Document from All Medical Form Packets......................................................................................471
Remove Exclusion from Document Retention ...............................................................................................471
Remove Hold on Managed Folder...................................................................................................................471
Render Statement.............................................................................................................................................472
Run Script..........................................................................................................................................................472
Send Document Event......................................................................................................................................473
Send Document to Secure Package ...............................................................................................................473
Send Item to Pocket.........................................................................................................................................474
Set Document Type..........................................................................................................................................474
Set Folder and Template..................................................................................................................................476
Set Related Item’s Priority to This Item’s Priority...........................................................................................477
Set Text Encoding ............................................................................................................................................478
Sign Document .................................................................................................................................................478
Split Document .................................................................................................................................................479
Stamp Version ..................................................................................................................................................480
Update Document Name .................................................................................................................................481
Update Document Retention Status................................................................................................................481
Update WorkView Object .................................................................................................................................482
Upload to DocuSign..........................................................................................................................................484
EIS Messaging Category ..................................................................................................................... 485
Add Message Item to Other Life Cycle ...........................................................................................................485
Apply Mapping to Message Item ....................................................................................................................486

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General Tab ..................................................................................................................................486

Related Tab ..................................................................................................................................486
Apply Transformation to Message Item.........................................................................................................487
Apply XPath to Message Item .........................................................................................................................488
Call LOB Broker Operation ...............................................................................................................................488
Call SOAP Service.............................................................................................................................................489
General Tab ..................................................................................................................................489
Options Tab..................................................................................................................................490
Publish Message to EIS Message Broker.......................................................................................................490
General Tab ..................................................................................................................................491
Related Tab ..................................................................................................................................492
Save Message Item as a Document ...............................................................................................................493
General Tab ..................................................................................................................................493
Document Details Tab .................................................................................................................494
Send Published Message to LOB Broker ........................................................................................................495
Serialize Object to XML Message ...................................................................................................................496
General Tab ..................................................................................................................................496
Related Tab ..................................................................................................................................497
Set Active Container Item ................................................................................................................................497
Set Message Item Response...........................................................................................................................498
Set Properties from Message Item .................................................................................................................498
Split Message Item Into Child Work Items .....................................................................................................500
Electronic Plan Review Category .................................................................................................... 501
Log Event ..........................................................................................................................................................502
Open/Close Project ..........................................................................................................................................507
Set Property from Field ....................................................................................................................................507
Set Value ...........................................................................................................................................................508
Email Category ..................................................................................................................................... 509
Create Document from Email ..........................................................................................................................509
Create Documents from Attachments............................................................................................................510
Remove Attachments from Email ...................................................................................................................511
Set Property from Email Metadata..................................................................................................................512
External Access Category .................................................................................................................. 514
Create External User ........................................................................................................................................515
Set Property to Field.........................................................................................................................................515
Set Security Keyword .......................................................................................................................................515
Set User Group .................................................................................................................................................516
Set Value ...........................................................................................................................................................516
Foldering Category ............................................................................................................................. 517
Transition to Final Disposition ........................................................................................................................517
Forms Category.................................................................................................................................... 517
Create E-Form...................................................................................................................................................517
Mapping Keyword Types with Constant Values or Properties ..............................................................518
Inherit Keywords Tab ...............................................................................................................................521

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Incremental Parallel Upgrade Process (IPUP) Environmental Considerations ....................................522

Interaction with E-Forms in Workflow.............................................................................................................523
Keyword Validation in OnBase ................................................................................................................523
Create Form ......................................................................................................................................................524
Mapping Keyword Types with Constant Values or Properties ..............................................................524
Inherit Keywords Tab ...............................................................................................................................525
Image Form Tab .......................................................................................................................................527
Incremental Parallel Upgrade Process (IPUP) Environmental Considerations ....................................527
Display E-Form for Input ..................................................................................................................................528
Display Form for Input .....................................................................................................................................529
Display HTML Form .........................................................................................................................................530
Using Multi-Instance Keyword Type Groups ...........................................................................................533
Display HTML Form (Unity Form)....................................................................................................................533
Keyword Category .............................................................................................................................. 535
Add Keyword.....................................................................................................................................................535
Add Keyword Record........................................................................................................................................536
Autofill Keyword Set.........................................................................................................................................538
Compare and Copy Keyword Records for This and Related Items...............................................................541
Copy Keyword...................................................................................................................................................543
Copy Keyword from Related Item ...................................................................................................................544
Copy Keyword Record......................................................................................................................................545
Copy Keyword Records from Related Item.....................................................................................................548
Copy Keyword Records to Related Item .........................................................................................................551
Copy Keyword to Related Item ........................................................................................................................554
Copy Keywords from/to Related Item ............................................................................................................555
Options ......................................................................................................................................................555
Create Autofill Record......................................................................................................................................558
Delete All Keywords of Certain Type...............................................................................................................559
Delete Autofill Record .....................................................................................................................................559
Delete Keyword.................................................................................................................................................560
Delete Keyword Record....................................................................................................................................561
Increment/Decrement Keyword ......................................................................................................................563
Keyword Record - Begin...................................................................................................................................564
Keyword Record - End ......................................................................................................................................565
Modify Keyword Record...................................................................................................................................566
Replace Keyword..............................................................................................................................................569
Using This Action With Multi-Instance Keyword Type Groups ..............................................................570
Set Autofill Value ..............................................................................................................................................571
Set Autofill Value From Keyword ....................................................................................................................572
Set Entry to Queue Date Equal to Autofill Value.............................................................................................572
Set Entry to Queue Date Same as Keyword....................................................................................................573
Set Keyword Same as Entry to Queue Date....................................................................................................573
Set Keyword to User Name..............................................................................................................................574
Set Keyword Value from Autofill Value...........................................................................................................574
Set Related Document’s Keyword Equal to This Document’s Keyword .......................................................575

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Set This Document’s Keyword Equal to Related Document’s Keyword .......................................................575

Store Related Item Count in Keyword .............................................................................................................576
Medical Records Category ................................................................................................................ 576
Set Analysis or Coding Complete for Chart....................................................................................................576
Notifications Category ....................................................................................................................... 578
Set Notification Recipients to Property ..........................................................................................................578
Property Category .............................................................................................................................. 578
Copy Property ...................................................................................................................................................578
Copy Property to/from Form Field ..................................................................................................................580
Increment/Decrement Property Value ............................................................................................................581
Set Entry to Queue Date Same As Property Value .........................................................................................581
Set Keyword from Property Value ...................................................................................................................582
Set Multiple Property Values ...........................................................................................................................584
Set Property to Expression ..............................................................................................................................589
Supported Operators .........................................................................................................................590
Functions ............................................................................................................................................590
Testing Expressions ..........................................................................................................................600
Set Property Value............................................................................................................................................601
Set Property Value from Keyword Record ......................................................................................................607
Store Related Item Count in Property .............................................................................................................610
Submit Report Capture Batch..........................................................................................................................610
Submit Report Capture Batch for Inpatients ..................................................................................................611
SharePoint Category .......................................................................................................................... 612
Add Document to Content Source ..................................................................................................................612
Create Subsite ..................................................................................................................................................612
System Category.................................................................................................................................. 615
Add Item to Other Life Cycle............................................................................................................................615
Add Document to ShareBase Folder...............................................................................................................616
Folder Path Configuration .................................................................................................................617
Folder Name .......................................................................................................................................617
Add to Mobile Briefcase ..................................................................................................................................618
Assign Ownership ............................................................................................................................................618
Assign to User ..................................................................................................................................................619
Prompt Tab ...............................................................................................................................................623
Break Processing .............................................................................................................................................624
Upgrading from a Previous Version ........................................................................................................626
Call WCF Service ..............................................................................................................................................626
Testing the Web Service ..........................................................................................................................632
Options Tab ...............................................................................................................................................633
Authentication Tab ...................................................................................................................................634
Call Web Service...............................................................................................................................................634
Testing the Web Service ..........................................................................................................................640
Options Tab ...............................................................................................................................................641
Proxy Tab ..................................................................................................................................................642

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Authentication Tab ...................................................................................................................................642

Available Protocols ..................................................................................................................................642
Call Web Service using MS SOAP Toolkit.......................................................................................................643
Cancel Report Capture Batch ..........................................................................................................................643
Compose Document ........................................................................................................................................644
Create Batch .....................................................................................................................................................646
Create Collaboration Workspace ....................................................................................................................646
Create ShareBase Folder .................................................................................................................................647
General Tab ...............................................................................................................................................647
Parent Folder Configuration ..............................................................................................................647
New Folder Name ..............................................................................................................................648
Indexing Tab .............................................................................................................................................649
Custom Log Entry.............................................................................................................................................651
Delete All Child Work Items .............................................................................................................................652
Delete ShareBase Folder .................................................................................................................................653
Folder Path Configuration .................................................................................................................653
Folder Name .......................................................................................................................................653
Display Message Box.......................................................................................................................................654
Display URL.......................................................................................................................................................656
Enable/Disable Workflow Trace......................................................................................................................658
Execute Program..............................................................................................................................................658
Promote Disk Group.........................................................................................................................................660
Queue IHE Message.........................................................................................................................................660
Purge Cache .....................................................................................................................................................661
Rebalance Item.................................................................................................................................................661
Rebalance Queue .............................................................................................................................................662
Refresh Display.................................................................................................................................................662
Remove from Mobile Briefcase.......................................................................................................................663
Remove Item from All Life Cycles ...................................................................................................................663
Remove Item from Life Cycle ..........................................................................................................................664
Remove Ownership ..........................................................................................................................................665
Remove User Assignment ...............................................................................................................................666
Run Unity Script ................................................................................................................................................669
Send HL7 Message ..........................................................................................................................................670
Sending Text Transcriptions ....................................................................................................................673
Sending WorkView Attributes ..................................................................................................................674
Send Web Request ...........................................................................................................................................674
Protocols ...................................................................................................................................................676
Options Tab ...............................................................................................................................................683
Proxy Tab ..................................................................................................................................................684
Authentication Tab ...................................................................................................................................684
Send Notification..............................................................................................................................................684
General Tab ...............................................................................................................................................685
Tracking Tab .............................................................................................................................................687
Set Child Work Item as Complete ...................................................................................................................687

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Set Portfolio and Template..............................................................................................................................688

Set Priority on Item...........................................................................................................................................688
Set Property to ShareBase Notification Link ..................................................................................................689
Folder Path Configuration .................................................................................................................690
Folder Name .......................................................................................................................................690
Link Expiration ...................................................................................................................................690
Transition Item .................................................................................................................................................691
Unlink Master Patient Index Number ..............................................................................................................692
Unlink Medical Record Number.......................................................................................................................693
Unlink Medical Record Number (Legacy) .......................................................................................................695
WorkView Category ........................................................................................................................... 695
Add to Display Message ..................................................................................................................................695
Close Object .....................................................................................................................................................696
Create New Object ...........................................................................................................................................696
Create Object Association ...............................................................................................................................698
Delete Object ....................................................................................................................................................699
Display WorkView Object.................................................................................................................................700
Display WorkView Object for Input..................................................................................................................700
Log Event on Object .........................................................................................................................................701
Field value ..........................................................................................................................................701
Related Filters ....................................................................................................................................701
System date/time ..............................................................................................................................702
Current user .......................................................................................................................................702
Workflow property .............................................................................................................................702
Modify Object Class .........................................................................................................................................702
Send WorkView Notification............................................................................................................................702
Custom/Dynamic Notification Options ...................................................................................................703
Field value ..........................................................................................................................................703
Related Filters ....................................................................................................................................703
System date/time ..............................................................................................................................703
Current user .......................................................................................................................................703
Workflow property .............................................................................................................................703
Users ...................................................................................................................................................704
Groups ................................................................................................................................................704
Adding Attachments ................................................................................................................................704
Set Attribute Value(s).......................................................................................................................................705
Set Multiple Property Values from WorkView ................................................................................................705
Functions ..................................................................................................................................................706
Macros ......................................................................................................................................................714
Supported Operators ................................................................................................................................714
Set Filter Options..............................................................................................................................................715
Set Property From Attribute.............................................................................................................................716
Field value ..........................................................................................................................................716
Related Filters ....................................................................................................................................717
System date/time ..............................................................................................................................717

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Current user .......................................................................................................................................717

Workflow property .............................................................................................................................717
Suppress Screen Action...................................................................................................................................717
Related Tab ........................................................................................................................................... 718
Related Tab for Unity Life Cycles ....................................................................................................................718
Related Tab ...............................................................................................................................................718
Related Tab for Standard Life Cycles .............................................................................................................718
Related Tab ...............................................................................................................................................718
Last Execution Result Behavior for Related Items ...................................................................... 721
Records Management’s Effect on the Last Execution Result .................................................... 721
Document Category ..................................................................................................................................722
Keyword Category ....................................................................................................................................722
Property Category .....................................................................................................................................722
System Category ......................................................................................................................................722
Document Category ..................................................................................................................................723
Keyword Category ....................................................................................................................................723
Configuring Life Cycles Compatible with versions 11.0 and Earlier ........................................ 723

STUDIO - WORKFLOW RULES

Considerations for Rules ................................................................................................................... 725
Finding Rules ........................................................................................................................................ 725
Application Automator Category .................................................................................................... 726
Check Storyboard Status .................................................................................................................................726
Agenda Manager Category................................................................................................................ 727
Check Field Value.............................................................................................................................................727
Related Entity Exists.........................................................................................................................................730
Approvals Category ............................................................................................................................ 732
Check Item Approval Level ..............................................................................................................................732
Check Item Approval Status ............................................................................................................................732
Check User Approval Status ............................................................................................................................733
Item in Approval Process.................................................................................................................................733
Document Category ............................................................................................................................ 734
Active Medical Form Packet Exists for Chart Document ..............................................................................734
Check Chart Data on This Chart ......................................................................................................................735
Check Date Data on This Chart .......................................................................................................................737
Check Document File Format ..........................................................................................................................738
Check Document Tracking Status...................................................................................................................739
Check Document Type.....................................................................................................................................740
Check Document Type Group..........................................................................................................................741
Check External Report Capture Status............................................................................................................741
Check for Patient/Chart ...................................................................................................................................742
Check Priority on Item......................................................................................................................................743

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Check Text Encoding .......................................................................................................................................743

Document Assigned to Reading Group...........................................................................................................744
Document Exists Within Medical Form Packet ..............................................................................................744
Document Type Exists on This Chart..............................................................................................................744
Document Was Signed by the User.................................................................................................................745
DocuSign Envelope Completed .......................................................................................................................745
Executed In .......................................................................................................................................................746
Note Exists........................................................................................................................................................746
Related Folder Contains Documents ..............................................................................................................746
Run Script..........................................................................................................................................................747
Signature Is Valid on Document......................................................................................................................747
Signature Is Valid on Form ..............................................................................................................................748
WorkView Object Exists ...................................................................................................................................748
EIS Messaging Category ..................................................................................................................... 749
Check Published Message Complete .............................................................................................................749
General Tab ..................................................................................................................................750
Response Handling Tab ..............................................................................................................750
Compare Message Item Type .........................................................................................................................751
Email Category ..................................................................................................................................... 752
Attachment Exists ............................................................................................................................................752
Electronic Plan Review Category .................................................................................................... 752
Check Field Value.............................................................................................................................................752
Related Entity Exists.........................................................................................................................................754
Keyword Category .............................................................................................................................. 756
Autofill Row Exists ...........................................................................................................................................756
Check Autofill Value .........................................................................................................................................756
Check Date Autofill Value ................................................................................................................................758
Check Date Keyword ........................................................................................................................................760
Check Keyword Value ......................................................................................................................................762
Compare Keyword Records for This and Related Item..................................................................................764
Compare Keyword Values for This and Related Document ..........................................................................765
Compare Two Keywords..................................................................................................................................766
Keyword Record Exists ....................................................................................................................................767
Keyword Value Exists.......................................................................................................................................769
Notifications Category ....................................................................................................................... 770
Check Notification Complete ..........................................................................................................................770
Property Category .............................................................................................................................. 770
Check Date Property Value ..............................................................................................................................770
Check Property Value.......................................................................................................................................773
Compare Two Properties.................................................................................................................................774
Property Exists .................................................................................................................................................775
System Category.................................................................................................................................. 775
Audit Sample ....................................................................................................................................................775

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Check Child Work Item Status.........................................................................................................................776

Check Content Type .........................................................................................................................................776
Check Item Count for Queue ...........................................................................................................................776
Check Last Execution Result ...........................................................................................................................777
Check Ownership .............................................................................................................................................777
DLL Exit Call......................................................................................................................................................778
Evaluate Expression .........................................................................................................................................778
Supported Operators .........................................................................................................................779
Functions ............................................................................................................................................779
Testing Expressions ..........................................................................................................................789
Has Child Work Items ......................................................................................................................................790
Is Child Work Item ............................................................................................................................................791
Is First or Last Item ..........................................................................................................................................791
Is User in User Group or Role...........................................................................................................................791
Item Assigned to User......................................................................................................................................792
Item Has Been in Life Cycle.............................................................................................................................793
Item Has Been in Queue ..................................................................................................................................793
Item in Particular Life Cycle.............................................................................................................................794
Item in Particular Queue ..................................................................................................................................794
Item in Workflow ..............................................................................................................................................795
Item Has Been Owned Longer Than ...............................................................................................................795
Prompt User with Question Box ......................................................................................................................796
Symbols Used ....................................................................................................................................796
Related Item Does Not Exist............................................................................................................................799
Related Item Exists ..........................................................................................................................................799
Run Unity Script ................................................................................................................................................800
WorkView Category ........................................................................................................................... 801
Check Attribute Value ......................................................................................................................................801
Check Object Class ..........................................................................................................................................802
Data Set Contains.............................................................................................................................................803
Object Is New ...................................................................................................................................................804
Related Tab ........................................................................................................................................... 804
Related Tab for Unity Life Cycles ....................................................................................................................804
Related Tab ...............................................................................................................................................804
Related Tab for Standard Life Cycles .............................................................................................................805
Related Tab ...............................................................................................................................................805
Configuring Life Cycles Compatible with versions 11.0 and Earlier ........................................ 808

STUDIO - NOTIFICATIONS
Configuring Notifications .................................................................................................................. 809
Configuration Overview....................................................................................................................................809
Creating New Notifications .............................................................................................................................810
Checking Notifications In and Out ..................................................................................................................813

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Checking In ...............................................................................................................................................814
Checking Out .............................................................................................................................................814
Configuring the Subject ...................................................................................................................................814
Archived Notifications .....................................................................................................................................816
Archived Notifications Keyword Types ...................................................................................................817
Configuring Archived Notifications .........................................................................................................818
Configuring Recipients.....................................................................................................................................819
Configuring Settings ........................................................................................................................................821
Cut, Copy, and Paste in Notifications..............................................................................................................822
Creating Content for Plain Text Notifications ................................................................................................823
Creating Content for Formatted Notifications ...............................................................................................823
Inserting an Image ....................................................................................................................................823
Formatting Text ........................................................................................................................................824
Font .....................................................................................................................................................824
Size .....................................................................................................................................................824
Font Color ...........................................................................................................................................824
Style ....................................................................................................................................................825
Alignment ...........................................................................................................................................825
Indentation .........................................................................................................................................826
List Styles ...........................................................................................................................................826
Page Color ................................................................................................................................................827
Tables ........................................................................................................................................................828
Inserting a Table ................................................................................................................................828
Drawing a Table .................................................................................................................................828
Creating a Custom Table ..................................................................................................................828
Resizing a Table .................................................................................................................................829
Deleting Table Content ......................................................................................................................830
Deleting Tables ..................................................................................................................................830
Hyperlinks .................................................................................................................................................830
Inserting a Hyperlink ..........................................................................................................................830
Editing a Hyperlink .............................................................................................................................832
Configuring Tokens..........................................................................................................................................833
Formatting Upop Links .............................................................................................................................836
Splitting the Editor Pane ..................................................................................................................................836
Reverting Changes to Notifications ................................................................................................................838
Converting Plain Text Notifications to Formatted Notifications...................................................................838
Editing an Existing Notification .......................................................................................................................839
Renaming a Notification ..........................................................................................................................839
Generating a Test Notification ........................................................................................................................839
Publishing a Formatted Notification ...............................................................................................................840
Using Versions of a Formatted Notification ...........................................................................................841
Spell Check .......................................................................................................................................................844
Supported Dictionaries .............................................................................................................................844
Notification Shortcuts......................................................................................................................................845

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STUDIO ADMINISTRATION
Overview ............................................................................................................................................... 846
Connecting to Repositories ............................................................................................................... 846
Refreshing Repositories...................................................................................................................................849
Expanding and Collapsing Items in the Repository Pane ..............................................................................850
Viewing Items in the Designer Pane ...............................................................................................................850
Unity Projects....................................................................................................................................... 851
Creating a Unity Script Project ........................................................................................................................851
Unity Script Project Properties ................................................................................................................855
References Tab ..................................................................................................................................855
Properties Tab ...................................................................................................................................855
Versions Tab ......................................................................................................................................855
Permissions Tab ................................................................................................................................855
Creating a Unity Library Project.......................................................................................................................856
Unity Library Project Properties ...............................................................................................................857
References Tab ..................................................................................................................................858
Versions Tab ......................................................................................................................................858
Permissions Tab ................................................................................................................................858
Opening an Existing Unity Project ...................................................................................................................858
Managing Unity Projects..................................................................................................................................859
Configuring the Default Diagnostic Level for a Unity Script ..................................................................860
Monitoring Unity Project Usage ...............................................................................................................860
Monitoring Unity Script Performance Statistics .....................................................................................862
Clearing Script Performance Statistics ...................................................................................................862
Deleting Unity Projects .............................................................................................................................863
Recovering a Deleted Unity Project .........................................................................................................863
Exporting a Unity Script or Unity Library .................................................................................................863
Exporting an Assembly ............................................................................................................................865
Unity Integrations ............................................................................................................................... 867
Creating a New Integration..............................................................................................................................868
Unity Integration Properties .....................................................................................................................870
Renaming an Integration .................................................................................................................................870
Deleting an Integration.....................................................................................................................................870
Reactivating a Deleted Integration ..................................................................................................................871
Configuring Portfolio Types.............................................................................................................. 872
Configuring Portfolio Relations .......................................................................................................................873
Wizard Options .........................................................................................................................................875
Relating Documents to Documents .................................................................................................875
Configuring a Document Type Relationship ..............................................................................877
Configuring a Workflow Filter Relationship ...............................................................................880
Relating Documents to Entity Items .................................................................................................882
Relating Documents to WorkView Objects ......................................................................................883
Custom Keyword Type Mapping ......................................................................................................887

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Relating Entity Item to Documents ...................................................................................................888

Relating Message Items to Documents ...........................................................................................892
Relating Message Items to WorkView Objects ...............................................................................895
Relating WorkView Objects to Documents ......................................................................................897
Relating WorkView Objects to WorkView Objects ...........................................................................901
Creating Portfolio Types ..................................................................................................................................909
Searching in Studio.............................................................................................................................. 912
Search Options .................................................................................................................................................913
Search Results..................................................................................................................................................915
Exporting Search Results .........................................................................................................................916
Output Tab ............................................................................................................................................ 916
Shortcuts ............................................................................................................................................... 916
The Reset Server Cache Button ....................................................................................................... 917
Studio Options ..................................................................................................................................... 917
General ..............................................................................................................................................................918
Doctor................................................................................................................................................................918
Workflow...........................................................................................................................................................920
Action/Rule Categories....................................................................................................................................922
WorkView ..........................................................................................................................................................923
Script Editors ....................................................................................................................................................923
Managing Locks ................................................................................................................................... 924
Output Window ................................................................................................................................... 925
Controlling the Interface Display .................................................................................................... 925
Using the Quick Access Toolbar ....................................................................................................... 926
Spell Check .......................................................................................................................................................927

STUDIO - ITEM GENERATORS

Configuring Item Generators ............................................................................................................ 930
Creating Generators .........................................................................................................................................931
Creating Generator Sets ..................................................................................................................................943
Executing Generators and Generator Sets .....................................................................................................946
Administrating Generator Batches ..........................................................................................................946

EXPORTING AND IMPORTING CONFIGURATIONS

Exporting ............................................................................................................................................... 948
Export Considerations......................................................................................................................................949
Exporting a Configuration ................................................................................................................................949
Importing ............................................................................................................................................... 955
Import Considerations .....................................................................................................................................955
Importing a Configuration................................................................................................................................956
Auto Resolution .................................................................................................................................971

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Save and Load Decisions ..................................................................................................................972

Save Decisions.............................................................................................................................972
Load Decisions ............................................................................................................................972

ORG CHARTS AND CALENDARS

Org Chart Concepts..........................................................................................................................................973
Product Rights ..................................................................................................................................................974
Configuring an Org Chart .................................................................................................................................974
Creating Roles ..........................................................................................................................................979
Assigning a Role to an Employee ............................................................................................................983
Calendar Concepts...........................................................................................................................................983
Business Calendars ..................................................................................................................................983
Shift Calendars .........................................................................................................................................984
Coverage Queue .......................................................................................................................................984
Business Days ..........................................................................................................................................984
Configuring Calendars .....................................................................................................................................985
Configuring the Business Calendar .........................................................................................................985
Configuring Holidays ................................................................................................................................987
Configuring User Calendars .....................................................................................................................988
Configuring Users to Modify Calendars ..................................................................................................991
Copying Calendars ...........................................................................................................................................991
Org Charts and Calendars in Studio Workflow Configuration .......................................................................992
Assigning an Org Chart ............................................................................................................................992
Assigning Queue Coverage ......................................................................................................................993
Configuring Calendars and Org Charts in Institutional Databases .......................................................995
Calendar Usage in the Client ...........................................................................................................................995

WORKFLOW INSTALLATION
Requirements ....................................................................................................................................... 997
Client Module Supported Operating Systems ................................................................................................997
Microsoft Visual C++ Requirements ...............................................................................................................998
Microsoft .NET Framework Requirements .....................................................................................................998
Client Retrieval Workstation Hardware Requirements ..................................................................................998
Databases Supported ......................................................................................................................................999
Microsoft SQL Server ...............................................................................................................................999
Oracle ......................................................................................................................................................1000
SAP SQL Anywhere ................................................................................................................................1000
Database/File Servers....................................................................................................................................1001
Database Client / Server Version Compatibility ...........................................................................................1001
Third-Party Software Compatibility ...............................................................................................................1002
About Virtual Environments...........................................................................................................................1002
64-Bit Support Statement ..............................................................................................................................1002
Windows User Account Control Statement ..................................................................................................1003

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Modifying Configuration Files ...............................................................................................................1003

Licensing.........................................................................................................................................................1003
Pre-Installation ..................................................................................................................................1003
Installation ..........................................................................................................................................1004
Sending Notifications using Outlook 2003...................................................................................................1004
Sending Notifications Using the Hyland Distribution Service .....................................................................1004
Using the Core-Based OnBase Client Interface............................................................................................1005
Application Server Overview..........................................................................................................................1005
Defining the Application Server .............................................................................................................1005
Workflow Web.config Settings ......................................................................................................................1006
Viewer Vars .............................................................................................................................................1007
Workflow Unity Client Configuration File Settings .......................................................................................1008
Command Line Switches and .ini Settings ....................................................................................1010
Command Line Switches ...............................................................................................................................1010
INI File .............................................................................................................................................................1010
Previous File Location/File Name .........................................................................................................1010
Location ..................................................................................................................................................1011
INI Considerations in a Citrix and Microsoft Windows Remote Desktop Environment .....................1011
Editing the INI File ...................................................................................................................................1012
INI File Settings ..............................................................................................................................................1013
Backup/Recovery ..............................................................................................................................1019
Backup ............................................................................................................................................................1019
Configuration ..........................................................................................................................................1019
Registry Settings .....................................................................................................................................1020
External Files ...........................................................................................................................................1020
Recovery .........................................................................................................................................................1020
Configuration ..........................................................................................................................................1020
External Files ...........................................................................................................................................1020
Module related .INI Options ...................................................................................................................1020
Web.config ..............................................................................................................................................1020
Troubleshooting ................................................................................................................................1020
Queue Logging ...............................................................................................................................................1020
Purge .......................................................................................................................................................1021
Restricted Purge .....................................................................................................................................1021
Timers .............................................................................................................................................................1021
Unavailable Application Server......................................................................................................................1022
User Interaction Window................................................................................................................................1022
Diagnostics Console ......................................................................................................................................1022
On Demand Diagnostics (ODD) .....................................................................................................................1023
Configuring Message Sources ..............................................................................................................1024
Viewing Troubleshooting Messages .....................................................................................................1024
Setting the Log to Refresh Automatically .............................................................................................1025
Assigning Access for Users ...................................................................................................................1025
Firefox and the Separate Viewer Layout.......................................................................................................1026

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Upgrade Considerations ..................................................................................................................1026

Workflow Upgrade Considerations ...............................................................................................................1026
Contacting Support ...........................................................................................................................1027

STUDIO INSTALLATION
Requirements .....................................................................................................................................1028
Microsoft Visual C++ Requirements .............................................................................................................1028
Unity Client Platform Hardware Requirements ............................................................................................1029
64-Bit Studio Hardware Requirements .........................................................................................................1030
Microsoft .NET Framework Requirements ...................................................................................................1030
Databases Supported ....................................................................................................................................1031
Microsoft SQL Server .............................................................................................................................1031
Oracle ......................................................................................................................................................1031
SAP SQL Anywhere ................................................................................................................................1032
Database/File Servers....................................................................................................................................1032
Hyland Software - Microsoft Service Pack Statement.................................................................................1032
Third-Party Software Compatibility ...............................................................................................................1032
About Virtual Environments...........................................................................................................................1033
64-Bit Support Statement ..............................................................................................................................1033
Windows User Account Control Statement ..................................................................................................1033
Modifying Configuration Files ...............................................................................................................1034
Pre-Installation ..................................................................................................................................1034
Installation ..........................................................................................................................................1034
Overview .........................................................................................................................................................1034
Installing OnBase Studio................................................................................................................................1036
Connection Strings in Web.config.................................................................................................................1042
Connection String Examples .................................................................................................................1044
SQL Server Examples ......................................................................................................................1044
Oracle Examples ..............................................................................................................................1044
Change, Repair, or Remove an Installation ...................................................................................................1045
Running the Installer From the Command Line............................................................................................1045
Feature Names .......................................................................................................................................1046
Properties ................................................................................................................................................1046
Installing the 64-bit Studio.............................................................................................................................1046
Upgrade Considerations ..................................................................................................................1047
Studio Upgrade Considerations ....................................................................................................................1047
Troubleshooting ................................................................................................................................1047
Editing the Configuration File ........................................................................................................................1048
Enabling Diagnostics Console Logging ................................................................................................1048
Trusted Certificates ................................................................................................................................1048
Language Support ..........................................................................................................................................1048
Contacting Support ...........................................................................................................................1050

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USING MULTI-INSTANCE GROUPS WITH KEYWORD RECORD BEGIN/

END
Limitations and Requirements .......................................................................................................1051
Procedures for Configuration.........................................................................................................1051
Example ..........................................................................................................................................................1051
Example ..........................................................................................................................................................1053
Example ..........................................................................................................................................................1056

WORKFLOW BEST PRACTICES

General Design ...................................................................................................................................1057
General Performance .......................................................................................................................1061
Related Documents ...........................................................................................................................1061
Filters and Filter Rules .....................................................................................................................1062
Keywords and Properties ................................................................................................................1063
Scripting ..............................................................................................................................................1064
Timers ..................................................................................................................................................1064
E-Forms and User Forms ..................................................................................................................1066
Servers .................................................................................................................................................1066
Load Balancing and Ownership ......................................................................................................1067
Working with the Document Transfer Module...........................................................................1069

WORKFLOW DATA PROVIDER CONFIGURATION

Workflow Data Provider Types .....................................................................................................1070
Adding a Workflow Activity Data Provider Type...........................................................................................1071
Adding a Workflow Configuration Data Provider Type ................................................................................1083
Adding a Workflow Inbox Data Provider Type..............................................................................................1095

INTEGRATION WITH FULCRUM BIOMETRICS SCANNERS

Usage - Unity Client ..........................................................................................................................1113
Usage - Mobile Access for iPad (Legacy) and Mobile Access for iPhone ..............................1117

CONFIGURING THE DISTRIBUTION SERVICE

Overview .............................................................................................................................................1119
Using the Distribution Service with Document Distribution ........................................................................1119
Configuration .....................................................................................................................................1120
Configuring a Service Account ......................................................................................................................1121
Enabling the Distribution Service ..................................................................................................................1123

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Enable Email Automation .......................................................................................................................1123

Send Attachments ..................................................................................................................................1123
Users Configuration Requirements...............................................................................................................1124
Encrypting the Service Account Credentials ................................................................................................1124
Changing Configuration File Settings ...........................................................................................................1126
Configuring Test Mode ..................................................................................................................................1126
Adding Support for Multiple Data Sources ...................................................................................................1128
Configuring EML Transfer Encoding.............................................................................................................1130
Configuring the Distribution Service to Save Notifications as E-Mail (EML) Files.....................................1131
Sending Notifications in HTML Format ........................................................................................................1131
Sending Unity Forms ......................................................................................................................................1131
Configuring a Temporary File Cache ............................................................................................................1131
Configuring Retry Settings.............................................................................................................................1135
Configuring Maximum Recipients.................................................................................................................1136
Configuring Default Sender Options .............................................................................................................1137
Displaying the User Who Triggered the Notification as the Sender............................................................1138
Configuring Attachment Options ..................................................................................................................1138
Configuring Email Server Settings ................................................................................................................1140
Configuring Test Notifications ......................................................................................................................1142
Integration with the Unity Management Console .....................................................................1144
Troubleshooting ................................................................................................................................1147
Logging Information to the Diagnostics Console ........................................................................................1148
Access to the path...is denied .......................................................................................................................1148
Error Loading Document: Attachments Are Not Sent..................................................................................1149
Messages Are Not Sent .................................................................................................................................1149
Workstation Registration Not Found .....................................................................................................1149
Cannot Create a Session Pool ...............................................................................................................1150
"No Count" Is On .....................................................................................................................................1150
Version Mismatch ..................................................................................................................................1150
Message Content and Attachments Are Reversed......................................................................................1151
Unity Forms Limitations.................................................................................................................................1153
Windows User Account Control Statement ..................................................................................................1153
Automatic Startup Does Not Work................................................................................................................1154

LICENSING FOR CUSTOMERS PREVIOUS TO 2007

Workflow Licensing........................................................................................................................................1156
Combined Workflow/WorkView Licensing ...................................................................................................1156
How Combined Licensing Works ..........................................................................................................1156

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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 document’s 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.

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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.
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 company’s 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 company’s 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 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.

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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 underwriter’s 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.
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.

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 department’s 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 organization’s 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

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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 1156.

The Information Management Concurrent Client License

The Information Management Concurrent Client license combines the following licenses:
• Workflow Concurrent Client SL (plus E-Forms)
• WorkView Concurrent Client SL
• OnBase Concurrent Client
This license takes precedence over all other available client licenses and is consumed before
those other licenses. When used to license Workflow on the OnBase Client, the Information
Management Concurrent Client license must either be registered to a workstation or assigned
to a user group. When used to license Workflow on a Core-based client, this license must be
register to a user group. When used to license WorkView | Case Management, this license must
be assigned to a user group.

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
• Workflow/WorkView Named User Client SL

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

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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 there are no non-combined licenses available, a combined license will be consumed even if
the user is not assigned to use combined licenses.
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.

Workstation Registration
When using Workflow in the OnBase Classic Client, the workstation must be registered for any
of the workstation licenses issued ( Workflow User - Concurrent or Workflow User- Named ).

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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 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 dialog box.
• 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).

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.

Note: If an item is transitioned into a queue to which the user does not have rights, the user is
no longer able to view the work item.

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.

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• In order to view related items in legacy life cycles, users must be given Folder Type
rights to the Folder Type configured as the Work Folder that returns related items.
In order to view related items in Unity life cycles, users must be given rights to the
Document Type if the Portfolio uses a Document Type or Document Handle relation
to find related items, or to the Folder Type if the Portfolio uses a Folder Type to find
related items.

Administrative Tasks
The following sections outline tasks that will help you set up your workstation in order to get
started using Workflow.

Registering a Workstation
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.

To register a workstation to use licensed products:

1. In the OnBase Client, select Workstation Registration from the Admin | User
Management menu. The Products Registered for Workstation dialog box is displayed.

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The left pane of the screen displays a list of the workstations that have, at any time,
been logged in to OnBase. The columns in the left pane contain the following
information:
• 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.
2. Select the workstation to register products for in the left Workstations pane. The
current workstation is shown at the top of the list and is marked with an asterisk (* ).

Tip: To filter the workstations displayed in the left Workstations pane, type the first few letters
of the Workstation Name in the Filter field. The list is filtered to show only those workstations
with a name that begins with the letters typed.

3. Select the license to register from the Products Registered drop-down list.
If you are properly licensed for a product and it is not available from the drop-down
select list, it may be registered on another workstation.
To view the products registered for other workstations and revoke those licenses:
a. In the left pane, select the workstation to view the products registered for. A
workstation with a + in the License(s) column is registered for one or more products.
The right Products Registered pane displays all products registered for the selected
workstation.
b. Select the product registration to revoke in the right Products Registered pane.
c. Click Revoke .
If the license is not available in the drop-down select list and it is not registered to any
other workstation, it is possible that the module may not be licensed. Contact your
system administrator to help determine the licenses that should be available.
4. After selecting the license to register the selected workstation for, click Register .
5. When you have finished registering workstations, click Exit .

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Verifying and Revoking Workstation Registrations

To view the products registered for the current workstation only, maximize the System Status
dialog box. The System Status dialog box is always available in the main Client window. If it is
minimized, it is displayed in the lower left corner of the main Client window.

At the bottom of the System Status window is a list of all products registered on the
workstation and a status message for each.

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To view the products registered for any workstations that have logged in to OnBase and revoke
product registrations:
1. In the OnBase Client, select Workstation Registration from the Admin | User
Management menu. The Products Registered for Workstation dialog box is displayed.

The left pane 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 ( * ).
2. In the left pane, select the workstation to view the products registered for.

Tip: To filter the workstations displayed in the left pane, type the first few letters of the
Workstation Name in the Filter field. The list is filtered to show only those workstations with a
name that begins with the letters typed.

The right Products Registered pane displays all products registered for the selected
workstation.
3. To revoke a product registration, select the product registration to revoke in the right
Products Registered pane and click Revoke .
4. To re-register a workstation, delete the old workstation by selecting it in the left
Workstations pane and clicking Delete . All product rights held by the deleted
workstation are returned to the list of available licenses found in the Products
Registered drop-down select list. This forces the user logging on from that workstation
to register the workstation the next time they attempt to log on.

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Clearing Excess Workstation Registrations

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.
To filter the workstations displayed in the left pane of the Workstation Registration dialog box,
type the first few letters of the Workstation Name in the Filter field. The list is filtered to show
only those workstations with a name that begins with the letters typed.
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.
To re-register a workstation, delete the old workstation by selecting it in the left Workstations
pane and clicking Delete . All product rights held by the deleted workstation are returned to the
list of available licenses found in the Products Registered drop-down select list. This forces
the user logging on from that workstation to register the workstation the next time they attempt
to log on.

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. 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.

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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 user’s
workstation.
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.
To view current user information, select Admin | User Management | View Current Users . The
Users Currently Logged In dialog box is displayed.

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 .

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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 system’s 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 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 Window Displays all documents in OnBase that are related to the selected inbox
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.

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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 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:

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
Replay the 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
Report List 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.

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Option Description

Create List Creates a report of all documents in that life cycle. The Document Type is SYS
Report List 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.

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
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.

Note: This option removes any filters applied to the inbox.

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.

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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.

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: )
• 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.

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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 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.

Note: The OnBase right-click context menu is not available if you are viewing an HTML
document in either the Classic or Core-based OnBase Client Workflow interface.

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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.

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
References cross-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-
Cross- references that are configured for the selected document.
References

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

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

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

Send To | Sends selected document to the selected envelope. You will be prompted to
Envelope select an envelope to send the selected document to. Select the envelope by
double-clicking on the envelope you want to use.

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.

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Option Description

Show Toggles the combined view on and off. See Show Combined View on page 22 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.

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.

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
Queues exist 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.

Note: This option is only available in the Classic Client Workflow interface.

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Option Description

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.

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

Creates a text (.txt) or comma-separated values (.csv) file of Keyword Values that
can be viewed or manipulated by other programs, or can be used with an AutoFill
Keyword Processor.
This option only creates a Keyword List Report from the selected document.

Note: The Keyword List Report only shows the first instance of each Keyword
Value on the document.

For more information about creating Keyword Lists, see Creating Keyword Lists in
the System Administration module reference guide.

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.

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Show Combined View

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.

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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.

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5. Repeat steps 3 and 4 until all of the appropriate life cycles and/or queues are selected.
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

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.

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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.

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.

Note: If a filter is configured to display keyword or note-related display columns, if a related

item has multiple values or notes related to that column, each entry will be displayed separately
in the list.

Note: In the Core-based interface, if a Work Folder has a default filter that is configured to
display an HTML form, the form is not displayed when the Work Folder window is selected.
Only Document Types and display columns are applied. The filter must be applied to the Work
Folder manually from the Work Folder window in order for the HTML form to display. Default
filters configured for Work Folders are not applied in the Classic interface.

Note: In the Core-based interface, the selected document retains focus both during and after
task execute.

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

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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.

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.

Delete Deletes the selected document.

Note: This option is available only in the Core-based Workflow interface.

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 email message with the
Mail specified document attached.
Recipient

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

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

Workflow Displays the queues that the selected document exists in. A document can only
Queues 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.

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Option Description

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 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.

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 organization’s
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:

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.

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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 .

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 .

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.

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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:

Classic User Interface Deprecation Statement

The OnBase Client Classic Workflow interface is being deprecated for eventual removal from
the Workflow module. The OnBase Client Classic Workflow interface is currently available;
however, it will not be available in OnBase 21 and subsequent versions of OnBase. If you are
using the Classic Workflow interface and upgrading to OnBase 18, Hyland Software
recommends using the Core-based interfaces in the OnBase Client, Web Client, or Unity Client
to fulfill your needs.

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.

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 .

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 40.

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.

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• 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.”
• 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.
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.

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The following is an example of the Core-based interface:

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

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.

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Menu Options Description

Tools Displays the Workflow toolbar.

Display | Restore Default Selecting this option causes a confirmation message box to
Display appear. 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 Page Clears the default page settings. All images now open to the first
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 Zoom Clears the default zoom settings. Images open to their actual
size.

Defaults | Set Default Sets the rotation of the page displayed by default. You must set
Rotation 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 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.

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Menu Options Description

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 window’s title bar on top of the other window’s
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 window’s 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.

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.

Workflow Approval Management in the Core-Based

Interface
Note: A Workflow Approval Management license is required for these features.

Viewing Approval Queues

Approval queues are accessed in the Workflow layout.
Only items that you are assigned to approve will appear in your approval queue. Once you have
approved or rejected an item, it is no longer visible in your queue.
If there are no items for you to approve, the ad hoc tasks are disabled for that queue.

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Show Documents for All Approvers

If you have administrative privileges, you can use the Show Documents for All Approvers
option to view all items in an approval queue.

Note: This option is only available if the current user has Workflow Administrative Processing
privileges, or if the current user has the “See Other User’s Documents” privilege configured for
the queue.

To display all items in an approval queue, right-click an approval queue and select Show
Documents for All Approvers . The queue count is updated to reflect the total number of items
in the approval queue, and all items are displayed in the Document window.
To turn off the Show Documents for All Approvers option, right-click the queue and deselect
Show Documents for All Approvers . Navigating to a different queue also turns this option off.

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
document’s name.

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
• Owner

Note: The Owner column is displayed when only Unity life cycles are configured for Combined
View.

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• 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 Life
Cycle, 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
Note: Depending on your system’s configuration, some shortcuts may not be available.

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.

The following shortcuts are available by default:

Shortcut Description

F9 Opens the Workflow window.

F10 Executes Workflow Ad Hoc Task #1.

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Shortcut Description

F11 Executes Workflow Ad Hoc Task #2.

F12 Executes Workflow Ad Hoc Task #3.

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.

The Zoom In button enlarges the graphic layout view.

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Button Description

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.

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 are configured with the Enable Debug
Breakpoint check box selected will cause a message box to display giving details of
the breakpoint.
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 are configured with the Enable Debug Breakpoint check box selected
will cause a message box to display prior to execution, 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 button’s functionality in the
Classic Client interface.

The Step Debug button displays a message box after each rule, action or task is
finished executing. 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 work 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
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 64 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.

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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.

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 .

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.

Note: A Workflow license is consumed when a system task is executed, held for the duration,
and then released after the ad hoc task has executed for any Named or Workstation licenses,
and after the standard minimum timeout has elapsed for a Concurrent license.

Locating Documents in a Life Cycle

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

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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.

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

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Viewing Documents Assigned to Other Users 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 user’s documents:
1. Right-click on the queue and select See Other User’s Documents . The View Other
User’s 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.

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 User’s Documents dialog box.

Note: When a load balanced queue is configured as Match Keyword to User Name , the View
Other User’s 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.

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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 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. Users that are currently logged in and
consuming a client license are displayed in bold face font.

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.

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.

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

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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 .

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.

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 queue’s 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
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.

Administrating Ownership
Note: Ownership Administration is not available in the Classic OnBase Client interface.

If a queue is configured for ownership and you have rights to administrate ownership, you can
view or change the ownership of documents. To view or change ownership:
1. Select the queue in the Life Cycle View window.
2. Right-click and select Ownership Administration . The Ownership Administration dialog
box is displayed.

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This dialog box contains ownership information for each document in the queue. The
information includes the document’s ID , Name , and Entry Date . In addition, if the document is
currently owned, the Owner is listed, as well as the date the ownership began displayed within
the Since column. If the document is not owned, the Owner and Since columns will not have
values.
In this dialog box, you can also change the ownership for a document. To change the ownership
for a document:
1. Select the document in the Ownership Administration dialog box for which you want to
change the ownership.
2. Right-click and select Change Owner . The Change Owner dialog box is displayed.

3. Select the user you want to grant ownership to from the drop-down select list.
4. Click OK .

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 53.
• Importing Document. See Importing Documents on page 53.
• Creating New Documents. See Creating New Documents on page 53.
• Manual Entry. See Manual Entry on page 54.
• Forms Processing. See Forms Processing on page 55.
• Document Retention. See Document Retention on page 56.
• Host Emulation. See Host Emulation on page 56.
• Remote Entry/Internet See Remote Entry/Internet on page 56.
• Supporting Documents in Workflow. See Supporting Documents in Workflow on page
56.

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• Re-Indexing. See Re-Indexing Documents in Workflow on page 56.

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.

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. 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.

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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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.

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

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
email.

Notifications
If your system configuration supports this option, Workflow can be accessed through
automated email 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 email 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.

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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.
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.

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.

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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 - 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.
• 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.

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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 .

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:
• The Workflow Display Options tab allows you to customize the appearance of the
Workflow Inbox.

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• 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.
Default (This does not affect the currently displayed Percent values.)
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 Graphic Pertains to the default size of the life cycle graphic layout that displays in the life
Zoom cycle view. The higher the number, the larger the graphic layout appears.

Graphic Indicates the speed at which the visual update of transitions occurs. The higher
Update the 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
second pane specify 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
Pane Order the 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.

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
Persistent switching queues, until the user removes it. If disabled, Workflow filters are
Filters removed when 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 User’s 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.

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Options Description

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

Configure When this option is selected, all items are automatically displayed in queues for
auto-display which the current user has access rights, and that are approval queues, or are
queues configured for load balancing, ownership, or to use auto-feed.
Click Configure auto-display queues to display the Inbox Auto Display
Setting dialog. Select the queues that will automatically display all items.
Click Save to save the changes or click Cancel to close the dialog without
saving.

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.

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.
Refresh Current Filter refreshes the current filter on the currently-selected
queue.

Note: Refresh Current Filter is not supported in the Classic Client 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.

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Options Description

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 module’s 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.
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 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.

Note: If you intend to delete a timer that belongs to a queue in the Assigned Queues list and it
is the only timer in that queue, remove the queue from the Assigned Queues list and, if there
are no more available queues for the workstation, remove the workstation from the Workflow
Servers list before deleting the timer.

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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 43 for details.

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

Workflow System Monitor

Note: In order to view configured timers in the Workflow System Monitor , you must have
Workflow servers assigned in the Workflow Server Queues tab in the Workstation Options
menu.

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 module’s 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.

Note: The time shown on all logs reflects the database server time; not the processing
workstation’s 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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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 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 dialog box.
• 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).

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.

Note: If an item is transitioned into a queue to which the user does not have rights, the user is
no longer able to view the work item.

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.

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• In order to view related items in legacy life cycles, users must be given Folder Type
rights to the Folder Type configured as the Work Folder that returns related items.
In order to view related items in Unity life cycles, users must be given rights to the
Document Type if the Portfolio uses a Document Type or Document Handle relation
to find related items, or to the Folder Type if the Portfolio uses a Folder Type to find
related items.

Accessing the Workflow Screen

To open the Workflow window, select the Main Menu button in the Web Client.

In the Main Menu list, select Open Workflow under the Workflow section.

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If Open Workflow 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.

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 folder’s 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: 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 Inbox tab in Workflow.

To view a document’s 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 the viewer is displayed in
the interface. When this is available, the Viewer Position button is displayed.

When the Viewer Position button is clicked, these options are available: Bottom , Right , or New
Window .
When the Bottom option is selected, the layout displays the document viewer horizontally along
the bottom spanning the Workflow interface.
When the Right option is selected, the layout displays the document viewer vertically along the
right side spanning the Workflow interface.
When the New Window 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.

Note: Workflow window settings are not saved when using Microsoft Edge or Apple Safari.

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

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Adding Documents to 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.

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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 Inbox tab and the items within the queue are
listed.
If you are using arrow keys to navigate the Life Cycle View tab, once you have selected a queue
to view, in order to shift focus from the Life Cycle View tab to the documents in the Inbox tab,
you must press Tab , and then Enter .
You can view specific items from multiple queues or life cycles by choosing one of the
following options from the Life Cycle View tab:
• My Owned Items - Select to display all items owned by the current user in the Inbox
tab from all queues that support ownership.
• Combined Inbox - Select to display items in the queues and life cycles configured for
Combined View. For more information, see Workflow Settings on page 80.
When a life cycle or queue is selected in the Life Cycle View tab, the Process Flow button is
available for selection.

For more information, see Process Flow on page 75.

The following options are available when right-clicking on a queue in the Life Cycle View tab:
• Refresh - Will refresh the selected queue’s document count. Only available when
queue counts are turned on.
• Generate List Report - For more information, see Create List Report on page 82.
• Perform System Work - Initiates system work configured for the queue to begin.
• Execute Timer Work - Executes the timer work associated with the selected timer.

Note: Execute Timer Work is only available on queues that have been configured with timers.

• Auto-Work - Selecting Auto-Work will display the next available document in a

queue. Users can still select a document from a queue manually.

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

Adding Life Cycles and Queues to Favorites

From the Life Cycle View tab, life cycles and queues can be added to your Favorites list for
easy access in the Web Client.

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To add a life cycle or queue to your Favorites list:

1. Select a life cycle or queue in the Life Cycle View tab.
2. Click the Add to Favorites button.

3. The Favorite Name dialog box is displayed.

4. Enter a name for the favorite. This is how the favorite is displayed in your Favorites list.
5. Click Save to create the favorite.
See the Web Client module reference guide for more information about the Favorites list in the
Web Client.

Workflow Approval Management: Viewing Approval

Queues
Note: A Workflow Approval Management license is required for this feature.

Approval queues are accessed in the Workflow layout.

Only items that you are assigned to approve will appear in your approval queue. Once you have
approved or rejected an item, it is no longer visible in your queue.
If there are no items for you to approve, the ad hoc tasks are disabled for that queue.

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

Note: If the document or queue is accessed through Document Retrieval or StatusView, any
configured filters will not be applied.

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To filter a queue:
1. Select a queue in the Life Cycle View tab.
2. Click the Filter button.

3. The Filters dialog box is displayed.

4. Select the appropriate filter. The Inbox tab will display the items 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 queue’s 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.

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To cancel a filter view of a queue:

1. Click Filter Inbox .
2. The Filters 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.

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.

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

Note: Refreshing queue counts will also refresh the Inbox.

Process Flow
The Process Flow button allows you to view the configured process flow for the selected life
cycle.

Note: Process Flow is not enabled until a life cycle or queue is selected.

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When clicked, the configured process flow opens in a new window. The window displays the
queues, icons, and transitions configured for the selected life cycle. Example:

If you select a queue in the process flow, it will highlight in blue and the documents within the
queue will display in the Inbox tab.

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If you have administrative rights, load balanced queues are indicated by the Queue
Administration icon in the lower left corner of the queue:

When the Queue Administration icon is clicked, the Queue Administration dialog box is
displayed. From here, you can perform load balancing and ownership administration tasks. See
Queue Administration on page 102 for more information.

Inbox Tab
Items within the selected queue are displayed in the Inbox tab.

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You can click an item to select it and display a list of its related items or perform an ad hoc task
on an item. The Inbox tab displays the life cycle and queue (up to 95 characters) in which the
items 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 an item another
user has opened will result in a Access Denied--[User Name]--is already working with this
document message.

To refresh the Inbox tab, click the button in the upper-right corner of the tab:

The following right-click options are available when an item is selected in the Inbox tab and the
appropriate rights have been granted:
• Keywords : Opens the Add / Modify Keywords dialog box to view or modify the item’s
Keyword Values.
• History : Opens the Document History dialog box, which lists the past actions
performed on the item. By default, the entries are sorted in descending order, with
recent actions listed first.
• Print : Displays the Print dialog box and sends the selected item(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 item attached.
• Send To | File : Saves selected item(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 item(s) to the defined user's internal
mailbox. Opens the Send Mail dialog box.
• Send To| Folder : Adds the selected item(s) to a static folder.
• Workflow | 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.

• Properties : The properties of an item display in the Document Information dialog

box.

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• Delete: Allows you to delete the selected item.

• Route : Allows you to move an item to any queue connected to the current queue by a
transition. This activity bypasses user work associated with the item. 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 an item is selected or not:

• Combined View Settings - See Workflow Settings on page 80.
• Show Combined View - See Show Combined View on page 81.
• Create List Report - See Create List Report on page 82.

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

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 Inbox tab and select Show All
Documents . All documents within the queue will be listed.

Show All Documents in an Approval Queue

Note: To use Show All Documents with an approval queue, a Workflow Approval Management
license is required.
f

If you have administrative privileges, you can use the Show All Documents option to view all
items in an approval queue. Approval queues do not need to be configured as auto-feed queues
to use this option.

Note: This option is only available if the current user has Workflow Administrative Processing
privileges, or if the current user has the “See Other User’s Documents” privilege configured for
the queue.

To display all items in an approval queue, select an approval queue, right-click the Documents
tab, and select Show All Documents . All items in the queue are displayed.
To turn off the Show All Documents option, right-click and deselect Show All Documents .
Navigating to a different queue also turns this option off.

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Workflow Settings
The Inbox 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 configure the combined inbox, complete the following steps:
1. Click the Settings button:

Note: The Settings button may be disabled depending on your system’s configuration. Contact
your system administrator for assistance.

The Workflow Settings dialog box is displayed. Ensure that the Combined Inbox tab is
selected.

Note: Combined Inbox may not be available depending on your system’s configuration.
Contact your system administrator for assistance.

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2. Select the appropriate life cycle or queue in the Available Queues list and click the right
arrow icon. The life cycle or queue is added to the Selected Queues list. To remove a
life cycle or queue from the Selected Queues list, select the life cycle or queue and click
the left arrow icon.
3. Repeat step 2 until all appropriate life cycles and queues are added.
4. Click Save .

Disabling the Combined Inbox

You can choose whether or not the Combined Inbox view is available in Workflow. To disable
the Combined Inbox:
1. Navigate to Preferences | Client Settings .
2. In the Workflow section of the Client Settings panel, deselect Show Combined Inbox .

Note: If the Combined Inbox has been disabled at a global level, this option is disabled by
default and cannot be enabled. See the Web Server module reference guide for more
information.

Show Combined View

Once you have configured Combined View Settings, you can choose to display Combined View
by clicking Combined Inbox in the Life Cycle View tab. The contents of the life cycles and
queues selected in the Combined View Settings is displayed.

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

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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
• Owner

Note: The Owner column is displayed when only Unity life cycles are configured for Combined
View.

• 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: Columns are not able to be sorted when using the ActiveX Web Client.

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 Life
Cycle, Workflow Queue, Entry Date.

Create List Report

List reports contain item information. The reports can be generated for queues or selected
items within a queue. List reports can also be generated from the Workflow Queue
Administration dialog.

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

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To customize a list report for items:

1. In the Inbox tab or the Workflow Queue Administration , right-click and select Create
List Report . The List Report Options dialog box is displayed.

2. Under the Range section, if you want to include all of the items in the queue in the
report, select All Items . If you want only the selected items included in the report, select
Selected Items .
3. Under the Report Destination section, select how you want the report to be generated:
• If you want the report to be displayed on the screen, select Display on Screen .
• If you want the report to be stored as a document in OnBase, select Store as
Document . Reports generated are stored in the SYS List Contents Report Document
Type.
• If you want the report to be exported to Microsoft Excel, select Export to Excel . When
this option is selected, you can choose whether to display the Excel file in .xls or .xlsx file
format.
4. Under the Other section, if you want to include the date and time of the report and the user
that created the report , select Generate Page Headers . If you want to include the number
of documents in the report and the time it took to process the report, select Generate
Summary Info .

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5. In the Report Summary field, you may enter any additional information you want
included in the report.
6. When finished, click Create .
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.

2. Under the Report Destination section, select how you want the report to be generated:
• If you want the report to be displayed on the screen, select Display on Screen .
• If you want the report to be stored as a document in OnBase, select Store as
Document . Reports generated are stored in the SYS List Contents Report Document
Type.
• If you want the report to be exported to Microsoft Excel, select Export to Excel . When
this option is selected, you can choose whether to display the Excel file in .xls or .xlsx file
format.
3. Under the Other section, if you want to include the date and time of the report and the user
that created the report , select Generate Page Headers . If you want to include the number
of documents in the report and the time it took to process the report, select Generate
Summary Info .
4. In the Report Summary field, you may enter any additional information you want
included in the report.
5. When finished, click Create .

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Ownership
In queues that support ownership, you can take and release ownership of items in the Inbox
tab.
To take ownership of an item or group of items, select the items in the Inbox tab, then right-
click and select Ownership | Take Ownership .
To release ownership of an item or group of items, select the items in the Inbox tab, then right-
click and select Ownership | Release Ownership .
In the Inbox tab, the following icon indicates that the item is owned by you:

When no icon is present, the item is not owned. Items owned by other users are not displayed.

Note: Users cannot execute tasks on items that are owned by another user.

If you have the appropriate privileges and you select Show Other User’s Documents in a load-
balanced queue, items owned by another user are displayed with the following icon:

Workflow 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.

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• 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.
• 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.

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 item’s 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, or a
WorkView filter bar’s filter.

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To view an item’s queues, select an item, right-click and select Workflow | Workflow Queues .
The following 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 in the displayed dialog box. Restricted will be displayed for queues and
life cycles that you do not have the rights and/or privileges to view.

Data Lists in Workflow Tabs

Items can be filtered, grouped, and sorted in the following Workflow-related tabs and screens:
• Inbox tab
• Work Folder tab
• My Owned Items
• Combined Inbox
• Queue Administration
• Approval Delegation

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Filtering Items in Data Lists

Items in data lists can be filtered. To filter items, click in the field located above a data list
column to select it, and enter the text you want to use to filter the items in the list.

If you want to use different operators to filter the items in the list, select the filter icon next to
the field.

The following filter operators are available for most columns:

Filter Operator Description

Starts with Values that start with the value specified in the field will be
displayed.

Ends with Values that end with the value specified in the field will be
displayed.

Contains Values that contain the value specified in the field will be
displayed.

Does not contain Values that do not contain the value specified in the field will be
displayed.

Equals Values are that are equal to the value specified in the field will be
displayed.

Not equals Values that are not equal to the value specified in the field will be
displayed.

If the column displays a numeric or currency data type, the following filter operators are
available:

Filter Operator Description

Equals Values are that are equal to the value specified in the field will be
displayed.

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Filter Operator Description

Not equals Values that are not equal to the value specified in the field will be
displayed.

Greater than Values that are greater than the value specified in the field will be
displayed.

Less than Values that are less than the value specified in the field will be
displayed.

Greater than or equal to Values are that are greater than or equal to the value specified in
the field will be displayed.

Less than or equal to Values that are less than or equal to the value specified in the field
will be displayed.

If the column displays a date data type, the following filter operators are available:

Filter Operator Description

On Dates that are on the date specified in the field will be displayed.

After Dates that are after the date specified in the field will be displayed.

Before Dates that are before the date specified in the field will be
displayed.

Today The current date will be displayed.

Yesterday The previous day’s date will be displayed.

This month Any dates in the current month will be displayed.

Last month Any dates in the previous month will be displayed.

Next month Any dates in the next month will be displayed.

This year Any dates in the current year will be displayed.

Last year Any dates in the last year will be displayed.

Next year Any dates in the next year will be displayed.

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Grouping Items in Data Lists

Items can be grouped by columns in the data list. To group items, click on the header of a
column and drag it to the area above the data list. The following screen shots are an example:

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Additional columns can be dragged to the area above the data list to group the list further.

Sorting Items in Data Lists

Items can be sorted in the data list. To sort items, click on a column header.

The items in the list are sorted by ascending values.

To sort by descending values, click the column header again.

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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.

To open a related document:

If using Internet Explorer 11 or a supported Firefox or Safari browser: Double-click on the
document.
If using another supported browser: Click on the document.

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 Related Documents Display in Separate Window
button and the Show Second Pane/Close Second Pane button are available for selection in the
toolbar.
Related Documents Display in Separate Window Button

Related Documents Display in

Primary Window

Related Documents Display in

Separate Window

Show Second Pane/Close Second Pane Button

Show Second Pane

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Close Second Pane

When the Related Documents 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: The Related Documents Display in Separate Window setting persists even after the Web
Client is closed.

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 Pane button is selected, the document viewing area is divided into two
panes. The left pane displays the selected document and the right pane displays the selected
related document. If you don't want to use the two pane display, click the Close Second Pane
button. You can configure the second pane to display by default by adjusting your Client
Settings . See Configuring the Second Pane to Display by Default on page 94 for more
information.
If both the Related Documents Display in Separate Window and Show Second Pane buttons
are selected, the Related Documents Display in Separate Window functionality overrides the
two pane display setting. If neither is selected, related documents will replace the original
document in the Document Viewer.

Note: If the Related Documents 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:
• Keywords
• Send To
• Delete
• Properties
• Template
• Filter

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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Configuring the Second Pane to Display by Default

When the second pane is displayed, the document viewing area is divided into two panes. The
left pane displays the selected document and the right pane displays the selected related
document. The second pane can be configured to display by default. To enable the second
pane to display by default:
1. Navigate to User | Client Settings .
2. In the Workflow section of the Client Settings panel, select Show Second Pane .

3. Click Save .

Portfolios
If the selected Unity life cycle or queue is configured to display related items using portfolios,
the Portfolios drop-down select list is available in the Work Folder tab.

The drop-down select list is populated with portfolios configured for the selected life cycle or
queue. To view related items using a portfolio, select a portfolio in the Portfolio drop-down
select list.

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Templates
You can apply folder templates to the Work Folder tab by right-clicking in the Work Folder tab
and selecting Template . A list of available templates is displayed depending on your privileges.
If a default template is assigned to a queue, it is applied automatically. When a template is
applied, the name of the template is displayed at the bottom of the Work Folder tab:

To remove a template, right-click in the Work Folder tab and select Template | None .

Filters
You can apply filters to the Work Folder tab when a queue with a work folder or a portfolio
relation configured to use a folder type is selected. To apply a filter, right-click in the Work
Folder tab and select Filter . A list of available filters is displayed depending on your privileges.
The applied filter is displayed at the bottom of the Work Folder tab.

Note: If a filter is configured to display keyword or note-related display columns, if a related

item has multiple values or notes related to that column, each entry will be displayed separately
in the list.

To remove a filter, right-click in the Work Folder tab and select Filter | None .

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:

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
Inbox 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.

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Performing Ad Hoc Tasks

When a queue has ad hoc tasks configured, they will display directly below the Inbox 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.
A Workflow license is consumed for the duration of ad hoc task execution. It is released after
the ad hoc task has executed for any Named or Workstation licenses, and after the standard
minimum timeout has elapsed for a Concurrent license.
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.

Note: If an item has been modified, you will be prompted to save changes before the ad hoc
task executes.

If there are more ad hoc tasks than can be displayed on the screen, a More Tasks button is
displayed, allowing you to access all of the ad hoc tasks available by clicking on the arrow
button. The following is an example of an ad hoc task pane with a drop-down menu:

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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 Inbox 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. Left-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.
The type of methods used to enter a document into a workflow include:
• Importing Documents. See Importing Documents on page 98.
• Creating New Documents. See Creating New Documents on page 99.
• Re-Indexing. See Re-Indexing Documents on page 99.

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.

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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 document’s 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.

Note: A Workflow license is consumed when a system task is executed, held for the duration,
and then released after the system task has finished for any Named or Workstation licenses,
and after the standard minimum timeout has elapsed for a Concurrent license.

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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.

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 Documents of Other Users

You can view other users’ documents in a load balancing queue or in a queue that supports
ownership. To do this, open the queue, right-click in the Documents window, and select See
Other User’s Documents .

Note: If See Other User’s 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 user’s
documents.

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 User’s
Assigned Documents only displays assigned documents, not covered ones. Any filters that
were being used prior to viewing another user’s 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 User’s Documents list only includes the names of members assigned to the selected
load balanced queue. The Workflow Queue 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.

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Queue Administration
You can perform load balancing and ownership administration tasks by selecting the
appropriate queue and clicking the Queue Administration button:

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

Note: The logged-in user must have one of the following administrative privileges: Workflow
Administrative Processing, Load-Balancing Administration, or Ownership Administration.

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The Workflow Queue Administration dialog box is displayed.

Note: Users that are currently logged in and consuming a client license are denoted with **
following their name.

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

Note: In queues configured with Match Keyword to User Name load balancing, users
configured as load balance members, as well as users that are not configured as load balance
members but have documents assigned to them, are displayed in the Workflow Queue
Administration dialog box.

This dialog box allows you to manually perform load balancing functions.
Click Refresh to refresh the display of documents in the queue without transitioning
documents out of the queue.

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The following right-click options are available when items are selected in the Workflow Queue
Administration window:

Option Description

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 Queue Administration.

Note: The Queue Administration interface must be refreshed to reflect

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

History Displays the Document History dialog box, which lists the past actions
performed on the document.

Create List List reports contain document information. The reports can be generated for
Report queues or selected documents within a queue. See Create List Report on page
82.

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.

Reassign Item Displays the Reassign Item dialog box. See Reassign Items on page 105.

Rebalance Item Rebalances the selected item according to the load-balancing logic applied to
the queue. See Rebalance Items on page 106.

Open in New Displays the selected document in a new window.

Window

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 document’s Auto-Name
string will not update.

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Reassign Items
To reassign an item, select the item or items in the list and click Reassign Item , or right-click an
item and select Reassign Item . The Reassign Item dialog box is displayed.

The Reassign Item dialog box allows the selected items to be assigned to another User/User Group
or role.
Items can also be reassigned by dragging them to an assignee. Select an item, then drag it to a user,
user group, or role in the Assignments pane. Multiple items can be dragged to assignees by holding
Ctrl while selecting items.

Note: To reassign multiple documents in a queue configured as Match Keyword to User Name,
select the documents, right-click, and select Reassign Item .

Note: To remove assignments, select <Unassigned> .

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Rebalance Items
To rebalance items in a queue according to the configured load-balancing logic, click Rebalance
Queue .
To redistribute the selected item or items according to the load-balancing parameters configured,
select an item or items and click Rebalance Item , or right-click and select Rebalance Item.

Note: This option is not available for Match Keyword to User Name load balancing queues.

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

Note: Items that are locked with a Workflow process lock are skipped and keep their original
assignments.

Change Ownership
To change the owner of an item, select an item and click Change Ownership . The Change
Ownership dialog box is displayed.

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Select the user to which you want to assign ownership of the item 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.

Note: Assigning ownership to <Unassigned> removes all ownership.

Returning to the Web Client Main Window

You can return to the main window of the Web Client by clicking the Back button within the
Workflow window.

Note: This button is only available when using the Web Client with Internet Explorer. When
using the Web Client in conjunction with Mozilla Firefox or Safari, return to the main Web Client
window by closing the Workflow window or manually selecting the main window.

Understanding Auto-Feed Locks

When a queue is configured with the Auto-Feed option, locks are placed on work items. When
the user first opens the auto-feed queue they are displayed the first available item in the queue.
The item 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 item. When the user selects the Show All Documents right-click option,
the Auto-Feed lock is removed from the item currently displayed and the inbox displays a list of
all the items in the queue. When the user selects an item, no auto-feed lock is placed on the
item. It works as though the queue never was configured for Auto-Feed.

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 setting
configured for queues and view all items 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

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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.

Note: This message is not displayed if you are using the Web Client with Safari 6.1 or 7.0.
Ensure that all tasks are complete before exiting the Web Client.

Shortcut Keys
The following keyboard shortcuts can be used in the Web Workflow interface.

Shortcut Description

F9 Opens the Workflow interface window.

Alt + F4 Closes the Workflow interface window.

Right arrow Expands selected life cycle, navigates between the Life Cycle View and the
Work Folder when either tab is selected, or navigates down the item list in
the inbox.

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Shortcut Description

Left arrow Collapses selected life cycle, navigates between the Life Cycle View and the
Work Folder when either tab is selected, or navigates up the item list in the
inbox.

Up arrow Navigates up the list of life cycles and queues in the Life Cycle View, and
navigates up the list of users in Queue Administration.

Down arrow Navigates down the list of life cycles and queues in the Life Cycle View, and
navigates down the list of users in Queue Administration.

CTRL + F6 In the separate viewer, this navigates to the previous document.

CTRL + F7 In the separate viewer, this navigates to the next document.

F10 Executes Workflow Ad Hoc Task #1 (ad hoc task bar must have focus)

F11 Executes Workflow Ad Hoc Task #2 (ad hoc task bar must have focus)

F12 Executes Workflow Ad Hoc Task #3 (ad hoc task bar must have focus)

Tab Navigates to the next item in the screen.

Shift + Tab Navigates to the previous item in the screen.

Enter Pressing enter executes on the selected item. The following are examples of
functions that occur when pressing enter depending on the item selected:
Queues will open, and ad hoc tasks will execute.

The following additional shortcuts are available in the HTML Web Workflow interface:

Shortcut Description

CTRL + K Accesses keywords (select list and viewer)

CTRL + H Accesses history (select list and viewer)

CTRL + N Adds Note (viewer only)

CTRL + L Show All Documents (select list only in a queue configured for autofeed)

CTRL + O Show Other User's Documents (select list only)

CTRL + V Turns on Combined View (within Life Cycle View tab)

CTRL + R Route (select list only)

CTRL + W Workflow Settings (select list only)

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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:
• 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

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 Trace
Workflow trace information can be logged to the Workflow Trace tab in the Diagnostics Console.

Note: The Diagnostics Console must be configured to log Workflow trace messages. For
information about configuring the Diagnostics Console, see the Diagnostics Service and
Diagnostics Console module reference guide.

If you have the appropriate administrative rights, you can enable Workflow trace in the Web
Client by completing the following steps:
1. Select the Main Menu button, and then scroll down and select Open Administration
from Admin section of the menu list. The Administration screen is displayed.
2. In the drop-down select list, select Show Active Users to display a list of currently
logged-on users.

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3. Select a user and click Enable Workflow Trace . Workflow trace information for that user
will be logged to the Workflow Trace tab in the Diagnostics Console.
To disable Workflow trace for a user, select the user and click Disable Workflow Trace .

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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.

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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.

Note: If the Retrieve/View privilege is revoked with an override privilege, users are still 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). 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.

Note: If an item is transitioned into a queue to which the user does not have rights, the user is
no longer able to view the work item.

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.

• In order to view related items in legacy life cycles, users must be given Folder Type
rights to the Folder Type configured as the Work Folder that returns related items.
In order to view related items in Unity life cycles, users must be given rights to the
Document Type if the Portfolio uses a Document Type or Document Handle relation
to find related items, or to the Folder Type if the Portfolio uses a Folder Type to find
related items.

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. The Workflow layout provides the following functionality:
• Viewing Life Cycles and Queues
• Viewing an Item in a Queue
• Executing Ad Hoc Tasks
• Working With Related Items
• Queue Administration
• Changing the Workflow Layout

Viewing Life Cycles and Queues

To view a life cycle, select a life cycle from the Life Cycles pane.

All life cycles and queues to which a user has rights are available for selection.
Help text for life cycles and queues is displayed when hovering over life cycles and queues that
are configured with help text.

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To view a queue, expand a life cycle by clicking the corresponding arrow in front of the life
cycle name. Clicking a queue will open its contents in the Inbox .

Note: If the Display All Items when Life Cycle is Selected option is configured for the life
cycle, all items to which a user has rights are displayed in the Inbox. If the option is not
selected, no items are displayed in the Inbox , and the message This life cycle is configured not
to display items when it is selected is displayed.

Searching for Life Cycles and Queues

Search for a life cycle or queue in the Life Cycles pane by typing in the search field. The Life
Cycles pane is filtered as you type, and the results are highlighted.

Click a life cycle or queue in the results list to navigate to that life cycle or queue.
To clear the search results, press the ESC key or click the x button in the search field.

Refreshing a Life Cycle or Queue

To refresh a life cycle or queue, do one of the following:
• Right-click a life cycle or queue and select Refresh .
• Select a life cycle or queue, then click Refresh on the ribbon.

• Select the Refresh button on the inbox toolbar. For more information on enabling the
inbox toolbar, see Workflow User Options on page 155.
This updates the life cycle or queue as well as queue counts.

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Add a Queue to a Personal Page

To add a queue to your Personal Page layout, do one of the following:
• Right-click a queue and select Add To Personal Page.
• Select a queue, then select Add this layout to my personal page from the Personal
Page button on the Home ribbon.

Note: Queues added to your Personal Page layout will refresh every 3 minutes.

Note: If a queue is added to your Personal Page and your privileges to the queue are revoked or
if the queue was configured as an auto-feed queue and the Auto-Feed setting is removed from
the queue, the queue will be disabled in you Personal Page.

Note: Non-document Workflow queues cannot be added to your Personal Page.

Creating a List Report

If you have the appropriate rights, you can create a list report by right-clicking a life cycle or
queue and selecting Create List Report.
For more information on list reports, see the Unity Client help files or module reference guide.

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.

Workflow Approval Management: Viewing Approval

Queues
Note: A Workflow Approval Management license is required for this feature.

Approval queues are accessed in the Workflow layout.

Only items that you are assigned to approve will appear in your approval queue. Once you have
approved or rejected an item, it is no longer visible in your queue.

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If there are no items for you to approve, the ad hoc tasks are disabled for that queue.

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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 Life Cycles pane.
2. Place your mouse cursor over Process Flow :

3. The Process Flow pane displays the process flow of the selected life cycle:

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To select a queue, double-click it.

If you have administrative rights, load balanced queues are indicated by the Queue
Administration icon in the lower left corner of the queue:

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You can zoom in or out by moving the slider in the top right corner of the Process Flow pane:

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.

Disabling the Process Flow Pane

The Process Flow pane can be disabled by modifying the obunity.exe.config file. To disable
the Process Flow pane:
1. In the <appSettings> node of the obunity.exe.config file, add the following line:
<add key="enableWfProcessFlowPane" value="false" />
2. Save and close the file.
If you want to enable to the Process Flow pane again, change the value of the
enableWfProcessFlowPane element to true .

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Viewing an Item in a Queue

All items in a queue, including documents and other OnBase items such as managed folders,
are displayed in the Inbox .

You can view specific items from multiple queues or life cycles by choosing one of the
following options from the Life Cycles pane:
• 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.

• Combined Inbox - Select to display work items from multiple life cycles. See
Combined Inbox Settings on page 128 for more information.
The columns in the Inbox can be grouped and sorted like other Unity Client data lists. Sorting by
a column in the Inbox overrides any default sort orders configured for queues. See the Unity
Client module reference guide for more information about sorting data lists.

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To view an item in a queue, select it from the Inbox. It is displayed in the Primary Viewer:

By default, the first item in the Inbox is automatically displayed in the Primary Viewer. If there is
only one item in the currently selected queue, it is automatically displayed in the Primary
Viewer. To turn off this feature, deselect the Automatically select first item in the inbox option
in User Options . For more information, see Workflow User Options on page 155.

Note: The first 2000 items in the currently selected queue or in the combined view are
displayed in the Inbox. 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.”

When an item in the Inbox is selected, the Previous Document and Next Document navigation
buttons in the item’s Viewer ribbon can be used to navigate to the previous or next available
item in the Inbox.

Note: The navigation buttons in a WorkView item’s Viewer ribbon cannot be used to navigate
the Inbox.

The status bar is located at the bottom of the Inbox. It displays the current queue, any selected
filter, and the number of items in the pane:

When working with items in the Inbox, the Document Information Panel , which opens if you
choose to view an item’s Keywords, cross-references, etc., includes the Inbox tab’s icon:

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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 are displayed on the Related Items
tab. For more information, see Working With Related Items on page 131.

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 .

Note: When viewing a WorkView object that has been modified, you will not be prompted to
save changes if you navigate to a different queue or life cycle. Ensure all changes are properly
saved before navigating away from the WorkView object.

Filtering the Inbox

The contents of the Inbox can be filtered to only display the items that meet certain search
requirements.

Note: If the document or queue is accessed through Document Retrieval or StatusView, any
configured filters will not be applied.

In order to use a filter, you must select the appropriate filter to apply to the Inbox. To select a
filter to apply, click Apply Filter on the Workflow tab and select a filter. Alternatively, if the
inbox toolbar is enabled, select the Filter button on the inbox toolbar and select a filter. See
Workflow User Options on page 155 for more information on enabling the inbox toolbar.
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. You can refresh the filter and enter new requirements by selecting Edit
Filter... from the Apply Filter drop-down select list.
The items matching the filter's requirements are displayed in the Inbox. If a 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.

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When a filter is applied to the Inbox, 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.

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.

Manually Route Item

To move an item in the Inbox to any queue connected to the current queue by a transition,
select an item, then click Route Item on the Workflow ribbon and select a queue. Alternatively,
if the inbox toolbar is enabled, click Route Item on the inbox toolbar and select a queue. See
Workflow User Options on page 155 for more information on enabling the inbox toolbar.
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.

Re-Index Documents
To re-index documents in Workflow, select a document or multiple documents in the Inbox or
the Related Items pane, then right-click and select Re-Index . This allows you to change the
information associated with the document.
See the Unity Client module reference guide for more information and important
considerations for re-indexing documents.

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Ownership
If a life cycle is configured to support ownership, you can take ownership and release
ownership of items in the Inbox by using the buttons on the Workflow ribbon.
To take ownership of the selected items in the Inbox, click Take Ownership on the Workflow
ribbon.
To release ownership of the selected items in the Inbox, click Release Ownership on the Workflow
ribbon.
In the Inbox, 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.

Execute Script Task

To execute a Unity Script on selected items in the Inbox, click and select a Unity Script from the
Execute Script Task button on the Workflow ribbon. Alternatively, if the inbox toolbar is
enabled, you can click Execute Script Task on the inbox toolbar and select a Unity Script. For
more information about enabling the inbox toolbar, see Workflow User Options on page 155.
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.

Override Auto-Feed
To enable or disable auto-feed functionality in the Inbox, click Override Auto-feed on the
Workflow ribbon. 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 pane’s 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.”
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 using the Enable or Disable
buttons in the Inbox pane’s title bar.

Executing Ad Hoc Tasks

All ad hoc tasks that are available for a queue are displayed in the Tasks ribbon group of the
Workflow ribbon.

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To execute an ad hoc task on an item, click a button in the Tasks section of the Workflow
ribbon. A progress bar displays if the ad hoc task takes longer than a few seconds to complete.
A status message displays indicating that a task was executed successfully.
If the inbox toolbar is enabled, tasks can be executed by clicking the Tasks button and
selecting an ad hoc task. See Workflow User Options on page 155 for more information on
enabling the inbox toolbar.

User Interaction
If a task requires user interaction, the User Interaction pane is 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.

Executing Ad Hoc Tasks on Multiple Items

You can perform ad hoc tasks on multiple items by selecting multiple items before performing
a task.
To select multiple items at once, do one of the following:
• Hold the Ctrl key and select multiple items.
• Select a consecutive group by selecting the first item in your selection, holding the
Shift key, and selecting the last item in your selection.
• Click on the first item in the selection and drag the cursor vertically to the last item in
the selection.
With all items selected, click a button in the Tasks section of the Workflow ribbon to execute
an ad hoc task on all selected items.
For information about executing ad hoc tasks on related items, see Executing Ad Hoc Tasks on
Related Items on page 133.
If you want to change the order in which tasks are displayed in the ribbon, see Reordering
Tasks in the Workflow Ribbon on page 153 for more information.

Sending Links to Life Cycles and Queues

In the Unity Client Workflow interface, you can send UPop links to life cycles, queues, and
documents to external e-mail addresses.

Note: Depending on your configuration, the links you send may be either UPop files or UPop
URI links. See the Unity Client module reference guide for more information about UPop.

Note: E-mailing a link to a document, queue, or life cycle requires that you have a functional
Microsoft Outlook, Lotus Notes, or Novel GroupWise e-mail client. You cannot e-mail links to
documents, queues, or life cycles in the Unity Client with any other e-mail client.

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You must have specific user rights to e-mail a UPop link to a document, queue, or life cycle.
User rights are managed by your system administrator.
Certain special characters are not supported in file names. If these characters appear in the
document’s Auto-Name string, they are replaced with a space or substituted with other
characters that are supported. The following special characters are replaced with a space: @ #
$ % ^ & = { } [ ] : " ; ’ < > . Character substitutions are as follows:

Auto-Name Character Substitution

* +

? !

/ -

\ -

| !

Note: In order to e-mail links to life cycles, queues, and documents, the Unity Client must be
configured to enable UPop. Contact your system administrator for assistance.

E-Mailing Links to Life Cycles and Queues

To e-mail a UPop link to a life cycle or queue, complete the following steps:
1. Select the life cycle or queue that you want to send.
2. Right-click the life cycle or queue and select Send To | Mail Recipient (As Link) to send
a UPop link.

E-Mailing Links to Documents

To e-mail a UPop link or shortcut to a document, complete the following steps:
1. Select the document that you want to send from the Workflow Inbox.
2. Right-click the document and select Workflow | Send To | Mail Recipient (As Link) to
send a UPop link to the document.

Note: When opening a UPop link to a single document in Workflow, the Workflow Inbox is
filtered to display only that document.

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Creating Desktop Shortcuts to Life Cycles and Queues

In the Unity Client, you can send a shortcut to Workflow life cycles and queues to your desktop
using UPop.

Note: In order to send shortcuts to your desktop, the Unity Client must be configured to enable
UPop. Contact your system administrator for assistance.

To save a shortcut to a life cycle or queue to your desktop, complete the following steps:
1. Select a queue or life cycle.
2. Right-click the queue or life cycle and select Send to | Save to Desktop .
The shortcut is saved to your desktop. Clicking the shortcut launches the Unity Client
and automatically opens the specific queue or life cycle in the Workflow layout.

Note: For information about viewing UPop files, see the Unity Client module reference guide.

Combined Inbox Settings

Instead of displaying the currently selected queue’s contents, the Inbox pane can display the
contents of a combination of life cycles and queues. This is known as the combined inbox. In
order to show the contents of multiple life cycle queues, queues must be configured for
display.

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To select multiple life cycles and queues for display:

1. From the Life Cycles pane, right-click on Combined Inbox and select Configure
Combined Inbox .
2. The Combined Inbox Settings dialog box is displayed:

3. 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.
4. Click OK to close the Combined Inbox Settings dialog box and apply the new settings to
the Inbox.
To add individual queues to the combined inbox, right-click a queue in the Life Cycles pane and
click Add To Combined Inbox .

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Once queues have been configured for the combined inbox, you can select to view the
combined queues by clicking Combined Inbox in the Life Cycles pane. The Inbox pane’s status
bar is updated to reflect that you are working in the combined inbox:

To add the combined inbox to your Personal Page, right-click Combined Inbox and select Add
To Personal Page .
To turn off the combined inbox, select a life cycle and/or queue from the Life Cycles pane.

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 the combined inbox, the queue is auto-opened after opening
Workflow. Select a life cycle to show the combined inbox in the Inbox pane.

Filters in the Combined Inbox

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
• Owner

Note: The Owner column is displayed when only Unity life cycles are configured for Combined
View.

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• 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 Life
Cycle, Workflow Queue, Entry Date.

Note: Filters cannot be applied to a Combined Inbox consisting of non-document items.

Working With Related Items

Any items related to the primary item selected in the Inbox are displayed in the Related Items
pane. To view related items, select the Related Items tab below the Inbox . The Related Items
pane is displayed:

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When the Related Items pane is displayed, the item that is selected in the Inbox pane is
displayed in the Primary Viewer .
To display an item in a separate window, click the Display button in the Related Items pane.
To apply a template to the Related Items pane, click the Template button and select a template
to apply.
To filter the Related Items pane, click the Filter button and select the filter you want to apply.

Note: If a filter is configured to display keyword or note-related display columns, if a related

item has multiple values or notes related to that column, each entry will be displayed separately
in the list.

Note: If a Work Folder used to display related items has a default filter that is configured to
display an HTML form, the form is not displayed when the Related Items pane is selected. Only
Document Types and display columns are applied. The filter must be applied to the Work Folder
manually from the Related Items pane in order for the HTML form to display.

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 tab’s icon:

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 using a portfolio, click the Portfolios
drop-down select list and choose a portfolio, or select the portfolio’s tab in the Related Items
pane.
To refresh the items displayed on a portfolio’s tab, select the portfolio’s tab.

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Executing Ad Hoc Tasks on Related Items

You can execute ad hoc tasks on related items by using the Tasks button in the Related Items
pane.
To execute an ad hoc task on an item, select an item and click the Tasks button. From the drop-
down select menu, choose the task you want to execute.

Interaction with E-Forms in Workflow

E-Forms in Workflow are viewed via selection from the Inbox or the Related Items pane, 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.

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 , or by clicking Queue Administration on the Queue
Administration ribbon.

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:

For load balanced queues, the Workflow Queue Administration window’s status bar displays
the type of queue ( Type ) and any filter that is applied ( Filtered by ). For ownership queues, the
Workflow Queue Administration window’s status bar displays the type of queue ( Type ) and the
number of items ( Count ).
In the Workflow Queue Administration window, users that are currently logged in and
consuming a client license are displayed in bold face font.
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.
The columns in the Workflow Queue Administration window can be grouped and sorted like
other Unity Client data lists. See the Unity Client module reference guide for more information.

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To view an item in the Workflow Queue Administration window, double-click an item in the list
to open it in a separate viewer window.
To view the Keywords or properties of an item, select an item and click Keywords or Properties
on the ribbon.
Refresh the queue administration window by clicking Refresh in the ribbon menu. This
refreshes the window without transitioning items out of any queues.

Rebalance Queues
To rebalance all items in a queue, select a queue and click Rebalance Queue in the ribbon.
Items are re-distributed according to the queue’s load-balancing logic.

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

Note: Items that are locked with a Workflow process lock are skipped and keep their original
assignments.

Note: This button is not available for queues configured as Match Keyword to User Name
queues.

Rebalance Items
To rebalance an individual item, select an item and select Rebalance Item in the ribbon. The
item is re-distributed according to the queue’s load-balancing logic.

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

Note: You can also rebalance items or queues outside of the Workflow Queue Administration
window by selecting Rebalance on the Queue Administration ribbon and choosing Rebalance
Item or Rebalance Queue .

Reassign Items
To reassign load-balanced items, select an item and click Reassign Item in the ribbon menu.
This 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.

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You can also reassign items by clicking and dragging the items under the appropriate user/user
group. You can select multiple items by pressing the CTRL keyboard key or the Shift keyboard
key and then clicking on the items you want to reassign.
To assign an item to a new user or user group without removing the current assignment, click
and drag the item to the appropriate user or user group while holding the CTRL key.
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 .

Note: You can also reassign items outside of the Workflow Queue Administration window by
clicking Reassign Item on the Queue Administration ribbon.

Change Owners
To change the owner of an item, select an item and select Change Owner in the ribbon.
You are prompted to select a user to assign ownership:

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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.

Note: Assigning ownership to <None> removes all ownership.

Note: You can also change ownership outside of the Workflow Queue Administration window
by clicking Change Owner on the Queue Administration ribbon.

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Filtering Load Balanced Members

To apply a filter to load balance members in the Workflow Queue Administration window, click
Apply Filter in the ribbon. The Filter Load Balance Members window is displayed.

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 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 user’s relationship in an

relationship in an org organizational 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 user’s 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.

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After applying a filter, you can clear the filter by clicking Clear Filter in the ribbon.

Performing System Work

If you have the proper privileges, you can perform system work by doing one of the following:
• Select a queue and click Perform System Work on the Queue Administration ribbon.
• Right-click a queue and select Perform System Work .
• From the Workflow Queue Administration window, click Perform System Work on
the ribbon.

Executing Timer Work

If you have the proper privileges, you can execute timer work on a queue by doing one of the
following:
• Select a queue and click Execute Timer Work on the Queue Administration ribbon.
• Right-click a queue and select Execute Timer Work .
• From the Workflow Queue Administration window, click Execute Timer Work on the
ribbon.
After clicking Execute Timer Work , the Executing Timer dialog is displayed.

The dialog displays a progress bar and counts the number of items that are processed by the
timer work.

Manually Evaluating Documents

Note: To use this feature, a Business Rules Engine license is required.

To evaluate the documents in a queue against the Business Rules Engine, do one of the
following:
• Right-click a queue and select Evaluate Documents.
• Select a queue and click Evaluate Documents on the Queue Administration ribbon.
For more information, see the Business Rules Engine module reference guide.

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Viewing Items in Load-Balanced Queues

In load-balanced queues, only items assigned to you appear in your inbox. If you have
administrative privileges, you can see other items as well.
To view all unassigned items in a load-balanced queue, click Unassigned Items on the Queue
Administration ribbon.
To view all items in a load-balanced queue, click Show All Items on the Queue Administration
ribbon. This displays all items in the queue regardless of their assignment.
To see only items assigned to you, click Assigned To Current User on the Queue
Administration ribbon.

View the Inbox of Another User

You can view another user’s inbox in a load-balanced queue by right-clicking the queue name
and selecting Show Other User’s Inbox or by clicking Show Other User’s Inbox on the Queue
Administration ribbon.

Note: If Show Other User’s 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.

Note: You cannot view unassigned items in an approval queue.

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Selecting this option displays a dialog box where you can choose to view another user’s inbox.
All users who are load-balancing members are displayed:

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:

In the case of a Coverage queue, the Show Other User’s Inbox options will not reflect coverage
documents.

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When a load balanced queue is configured as Match Keyword to User Name, the Show Other
User’s 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 item’s 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, or a
WorkView filter bar’s filter.
To view an item’s queues, select an item, right-click and select Workflow | Workflow Queues .
The following 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 is the displayed dialog box. 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 dialog box:

Button Description

Refresh Click to refresh the 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 161.

In addition, depending on your installation, a Workflow Queues button may be available in OLE
or PDF documents. Clicking this button will open the dialog box.

Determining the Status of Parent or Child Items

In some instances it may be useful to know the status of parent or child items in Workflow,
including whether or not a parent has any children, what life cycles and queues they reside, and
their current status. You can determine a parent or child item’s status 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 a parent or child item’s status, select an item, right-click and select Workflow | Child
Items Status . The following dialog box is displayed:

Regardless of whether the dialog is accessed from a parent or child item, the Child Items
Status dialog displays the name of the parent item, along with the life cycle in which it resides,
the names, locations, and statuses of any child items that belong to that parent item.
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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Changing the Workflow Layout

The Simple layout is displayed by default the first time you open 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:

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:

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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 pane’s title bar on top of the other pane’s 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 pane’s title bar or right-click the pane’s 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.

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
pane’s title bar.

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The following is any example of a hidden pane:

Primary Viewer and Secondary Viewer Tabs

The Primary Viewer and Secondary Viewer tabs are confined to the document content area:
Consequently, they cannot be repositioned and pinned like the other panes in the Workflow
layout. However, these tabs can be stacked on one another.
To open the Secondary Viewer , click Secondary Viewer on the Workflow ribbon. To close the
Secondary Viewer , deselect Secondary Viewer on the Workflow ribbon.
To open the Primary Viewer , click Primary Viewer on the Workflow ribbon. To close the
Primary Viewer , deselect Primary Viewer on the Workflow ribbon.
The Primary Viewer and Secondary Viewer tabs contain the Window Position button:

Clicking the Window Position button allows you to select the tab that has focus.

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:

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] - Workflow Default
Layout Manager window is displayed:

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] -
Workflow Default Layout Manager 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.

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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 box’s
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 .

Reordering Tasks in the Workflow Ribbon

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 Organize Tasks dialog box is displayed:

Note: If there is only one ad hoc task configured, the Organize Tasks dialog will not be
available.

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 .

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5. The Tasks ribbon group is updated to reflect your changes.

Workflow User Options

Workflow options can be configured on the Workflow tab in the User Options dialog box. To
access the User Options dialog box, select User Options from the File menu.

The following sections describe the user options that are available.

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General Options

General Options Action When Selected

Confirm when closing the A confirmation message displays every time the Workflow
Workflow layout layout is closed.

Automatically select first item When this option is selected, the first item in the inbox will
in the inbox automatically be selected when inbox loads items. When this
option is not selected, the first item is not selected when the
inbox loads items.

Automatically select first When this option is selected, when an item is selected the first
related item related item will be automatically selected. When this option is
not selected, the first related item is not selected when an item
is selected.

Enable inbox notification when A notification message displays every time an auto-feed queue
viewing an auto-feed queue is opened in Workflow.

Enable search from life cycle When this option is selected, a search bar is available in the
tree Life Cycles pane that allows users to search for life cycles and
queues. This option is enabled by default.
When this option is deselected, the search bar does not
appear. Users can type ahead in the Life Cycles pane to
navigate to specific life cycles.

Automatically enable auto The auto-work option is set to run automatically for Exclusive
work in Exclusive View queues View queues.

Display the inbox toolbar When this option is selected, a toolbar is present in the
Workflow inbox. The toolbar allows a user to refresh the inbox,
filter the inbox, manually route an item, execute ad hoc tasks,
or execute a Unity Script. Available toolbar options depend on
user rights and privileges.

Show "Assigned To" column When this option is selected, the Assigned To column is
for LB queue displayed in the inbox of load balanced queues when Show
Other User’s Inbox is configured to show assignments for All
Users .

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Layout Options

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 the More than one instance of the Workflow layout can be opened.
Workflow layout The ability to detach and float panes in the Workflow layout is
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: When this option is not selected, Application Enabler is

prevented from opening a new Workflow instance.

Show Hidden Queues Allows an administrator to see Hidden Workflow Queues. This
option takes effect on the next Workflow reload.

Note: This option is only available to Workflow

Administrators. For users without the Workflow
Administrator configuration right this option is disabled.

Configure auto-display queues Automatically displays all items in queues for which the current
user has access rights, and that are approval queues, or are
configured for load balancing, ownership, or to use auto-feed.
Click Configure auto-display queues to display the Inbox
Auto Display Setting dialog. Select the queues that will
automatically display all items.
Click Save to save the changes or click Cancel to close the
dialog without saving.

Note: Changes to Layout Options take effect after the client has been restarted.

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Workflow Startup Display Options

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

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 the Remember the last filter applied to each Inbox
view option is selected, the last Workflow filter you applied to
each 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.

Note: When selected, the Remember the last filter applied

to each Inbox view option overrides default filters
configured for work folders.

When the Reuse one filter across all Inbox views is selected,
the selected filter will be applied to all queues when the filter is
available for the queue.

Remember the last folder The last Workflow filter or template applied to the related
template or filter applied to folder in each Workflow queue is automatically reapplied when
each related items view you return to that view.

Note: Persistent filter information is saved across OnBase sessions.

For more information on the User Options dialog box, see the Unity Client module reference
guide.

Document Workflow 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.

The Workflow Queues and Workflow Transactions data lists can be grouped, sorted, and
filtered like other Unity Client data list. See the Unity Client module reference guide for more
information.

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Workflow Queues
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
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.

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. The following is an example:

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The Tasks tab includes the following:

Button Description

Workflow Queues Click to display a list of all the queues the item is in. To open the item in a
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.

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 module
reference guide.

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 task’s button 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 has executed for any Named or Workstation licenses,
and after the standard minimum timeout has elapsed for a Concurrent license.
• 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.
• After executing a system task, if the system task modifies the item type, the system
tasks available for execution are updated to display only the tasks available for the
new item type.

Entering Items into a Workflow

The process in which items enter a Workflow life cycle varies based on the type of item.

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• WorkView objects enter the life cycle after executing an action or upon object
creation. WorkView objects can also be manually entered into a life cycle by right-
clicking on an object and selecting Workflow | Execute Workflow .
• Managed folders enter the life cycle upon the folder’s transition to final disposition.
• Plan Review projects and Agenda items automatically enter the life cycle upon
creation.
• 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 item is configured for one life cycle, Workflow enters the item 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.
If the item is configured for multiple life cycles, you are prompted to select the appropriate life
cycle by the Add To Workflow dialog box:

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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 items 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 .

Click OK to add the item to Workflow.

If the item is not configured for any life cycles, you are prompted that the item is not assigned
to any life cycles.
If the item is already assigned to all of its life cycles, you are prompted that there are no more
life cycles to add the item to.

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 or a document in document
retrieval, select the Tasks tab and then select the appropriate system task from the System
Tasks ribbon group.

Note: A Workflow license is consumed when a system task is executed, held for the duration,
and then released after the system task has finished for any Named or Workstation licenses,
and after the standard minimum timeout has elapsed for a Concurrent license.

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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 Service and Diagnostics Console
module reference guide.

Breakpoint Debug Click to enable break point debugging. Any actions/rules/task lists
that are configured with the Enable Debug Breakpoint check box
selected will cause a message box to display prior to execution,
giving details of the breakpoint. In this message box, administrators
have the opportunity to verify and edit Keyword and property values.
See Editing Keyword and Property Values at Debug Breakpoints on
page 165 for more information.

Step Breakpoint Debug Click to display a message box after each rule, action, or task is
finished executing. Used for determining the location of logic
problems in a Workflow configuration.

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Editing Keyword and Property Values at Debug

Breakpoints
If you have Workflow Administration rights, debug breakpoints can be used to verify, modify, or
delete Keyword and property values before the action, rule, or task list executes in a document
or folder-based life cycle. To use this feature:
1. In the Developer ribbon menu, select Enable Breakpoints .
2. In Workflow, initiate an action, rule, or task list with a configured debug breakpoint.
Before the action or rule executes, the User Interaction pane displays information about
the Workflow action or rule.

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Note: This dialog is not displayed in system work debug breakpoints when system work is
triggered manually.

This pane contains the following tabs:

• The Keywords tab displays the item’s Keywords and their respective values.

Note: If the user does have not the View Keywords privilege, the Keywords tab is not displayed.

• The Session Property Bag tab displays the item’s property values

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• The Scoped Property Bag tab.

• The Persistent Property Bag tab.
Within each tab, an administrator can verify or modify values as needed.

Editing Keyword Values

Keyword values can be edited for corrections. To edit Keyword values:
1. In the Keyword tab, edit the Keyword value in the field provided.
2. Click OK .

Editing Property Values

In the Session Property Bag , Scoped Property Bag , and Persistent Property Bag tabs, property
values can be edited, and property bag entries can be added or deleted. To edit property values:
1. In the Session Property Bag tab, Scoped Property Bag tab, or Persistent Property Bag
tab, edit the property value in the field provided.
Properties with a collection of values can be edited by adding, updating, or deleting
values. See Editing Collection Properties on page 167 for more information.
2. Click OK .

Editing Collection Properties

In the Session Property Bag tab, Scoped Property Bag tab, or Persistent Property Bag tab,
properties with a collection of more than one value are displayed with their values listed. You
can add, update, or delete these values.
To add values to a collection property:
1. Click Add . The following dialog box is displayed:

2. Enter a property value in the Value field.

3. Select one of the following options from the Insert drop-down select list to determine
where the property value will be inserted into the collection of values:
• After - Inserts the value after the currently selected value.
• Before - Inserts the value before the currently selected value.
4. Click OK .

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To modify values in a collection property:

1. Select the value you want to modify.
2. Click Update . The following dialog box is displayed:

The existing value is displayed for editing.

3. Modify the value in the Value field.
4. Click OK .
To delete a value in a collection property:
1. Select the value you want to delete.
2. Click Delete .

Adding Property Bag Entries

To add property bag entries:
1. In the Session Property Bag tab, Scoped Property Bag tab, or Persistent Property Bag
tab, click Add Bag Entry .
The following dialog box is displayed:

2. Enter a property name in the Name field.

Note: Only alphanumeric characters are supported in property names. As a best practice, do
not use spaces in property names.

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3. If you want to set the property value to a collection of values separated by commas
instead of a single value, select Is Collection . When an entry is added as a collection,
4. Click OK .

Deleting Property Bag Entries

To delete property bag entries:
1. In the Session Property Bag tab, Scoped Property Bag tab, or Persistent Property Bag
tab, click Delete Bag Entry .
The following dialog box is displayed:

This dialog displays the properties that can be deleted.

2. Select the entry you want to delete. Multiple entries can be selected.
3. Click OK .

Close the Workflow Layout

To close the Workflow layout and return to your Home layout, click Close This Layout on the
Workflow ribbon menu.
If the Workflow layout is your Home layout, the default OnBase layout is 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.

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Using this button to close the Workflow layout, or closing the Unity Client, releases the
Workflow license that you consumed (immediately for any Named or Workstation licenses, and
after the standard minimum timeout has elapsed for a Concurrent license), 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.

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Administration
In the Configuration module, you can perform administrative Workflow tasks such as managing
life cycle locks, Workflow options, and Workflow doctor reports. Workflow import functionality
can be used to import configuration files.

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.

Lock Configuration
1. Select Workflow | Configuration Locking . The Lock Configuration dialog box opens.

2. To lock the configuration of a life cycle, click the box in front of the life cycle.

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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 .
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
box is displayed.

3. Enter the password for the life cycle and click OK .

4. Click Save .
To exit without making changes, click Close .

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Adding and Removing a Document Type in a Workflow

Life cycles can be assigned to Document Types, 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 document’s Document Type is
associated with. The document will not be added to any Unity Life Cycles the document’s
Document Type is associated with.

Adding
1. Select Document | Document Types .
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 .

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.

Removing a Document Type

1. Select Document | Document Types .
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 .

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.

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• 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.
If the primary document has multiple values for a Keyword Type that is assigned to the Work
Folder, all documents, including the primary document, that have any of the values assigned to
it will be pulled into the Work Folder as a related document. If the primary document should not
be included in the Work Folder, the Exclude Primary Document option should be selected for
the Workflow folder type.

Note: The Exclude Primary Document option is not supported in the OnBase Client Classic
Workflow interface, and Work Folders in the OnBase Client Classic Workflow interface will
always include the primary document.

For more information concerning configuring folder types, see the Folders documentation.

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 in
OnBase Studio. See Life Cycle General Options on page 246 for more information.

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.

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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.
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
document in the configured Document Handle system Keyword Type.
5. 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.

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.

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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 .
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.

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.

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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.

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 .

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 Workflow Configuration
Rights.

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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 .
5. Select the appropriate user.
6. Click Settings .
7. Select Workflow Configuration Administrator .
8. Click Save .

Note: The Workflow Configuration Administration right also gives a specific user the option to
Manage user group layout settings in the Unity Workflow interface.

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 .

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.

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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).

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
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.

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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 .

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:
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 178.
• Gain access to the Workflow inbox and workstation options. See page 178.

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• Change viewing privileges to life cycles and queues in the Workflow Inbox. See
page 179.
• Change privileges to Ad Hoc Tasks and System Tasks. See page 180.
• Grant Administrative Processing Privileges. See page 181.

Importing Life Cycles

In addition to Workflow configuration rights, the user group that imports the life cycle needs
System Configuration rights.

Tip: Apply the verbose command line switch (-V) to the Client shortcut when importing life
cycles; logging is turned on and errors encountered during import will be logged. In addition, if
an invalid character is encountered, the lines of XML up to, but not including, the invalid
character will be reported in a report stored in the SYS Configuration Reports Document Type.

Note: Importing involves careful scrutiny of the data presented in the import dialogs. Care
must be taken to identify each element in the life cycle to be imported, and determine how
those elements will be mapped to the import life cycle.

Note: Workflow task lists are always imported as New Objects and assigned new tasklist IDs.
Any existing VBScripts or OnBase API integrations referencing tasklists linked to the imported
life cycle will need to be updated with the new tasklist ID value.

To begin a life cycle import:

1. Select Workflow | Import .
2. The Database Backup Confirmation dialog box displays.

3. Backup the database.

4. Type DATABASE BACKUP COMPLETE in the field.

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5. Click OK .
6. The Workflow Import dialog box displays. From this dialog box, you must choose
whether you want to resume a saved session or import new data.

Importing New Data

You can import life cycles into a database that have been exported from another database
using the Import new data feature.
To import new data:
1. Click Import new data in the Workflow Import dialog box.
2. If you have conducted an import previously, a message stating The Import will add/
replace the Life Cycle definition(s). The current definition of any pre-existing
imported Life Cycles will be written to a backup in case it needs to be restored. Only
one backup may exist at a time. Any existing backup will be overwritten. Do you want
to continue? displays. Click Yes to overwrite the backup files and continue with the
import process. Click No to cancel the import process.
3. The Workflow Configuration Import dialog box displays. Enter a path to file in the
Import File Name field. You also can browse to the file using the ellipsis button.

Note: Ensure the file you selected is not a resolution file.

4. Click OK .
5. Resolve any life cycle or queue conflicts. See page 185 for more information about
conflict resolution.

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6. Resolve Document Type conflicts or any other conflicts. You can also save your session
at this point.
7. When the import has completed successfully, the Import Completed Successfully
dialog box displays.
8. Click OK . Complete the necessary post import activities. See page 201 for more
information.

Caution: If a document belonging to the SYS System Overlay Images Document Type is
imported during a Workflow import, and it has the same description as a document found in the
destination database, the existing document is used for overlay. If no match is found, a new
document is created from the import XML file and stored into the database.

Resuming Saved Session

If you have saved a previous incomplete import session, you can resume that session and
continue with the import process.

Caution: The destination database should not have been changed between the time that the
session was saved and the time the session was resumed.

To resume a saved session:

1. Click Resume Saved Session in the Workflow Import dialog box.
2. The Choose a File to Process dialog box displays. Select the appropriate session.xml
file.

3. Click Open .
4. Resolve all conflicts. See page 190 for more information.
5. Click Retest . See page 197 for more information.

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6. When all conflicts are successfully resolved, the All dependencies resolved. Do you
want to Import the Life Cycle? message displays. Click OK to continue with the import
process. Click Cancel to cancel the import process.
7. When the import has completed successfully, the Import Completed Successfully
dialog box displays.
8. Click OK .
9. Complete the necessary post import activities. See page 201 for more information

Conflict Resolution
Conflicts can occur when a life cycle being imported contains one or more of the following that
have the same database identification number or name as an item in the new database:
• a life cycle
• a Unity Life Cycle
• queue
• Document Type Group
• Document Type
• document templates
• Keyword Type

Caution: 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.

• custom queries
• file types
• folder types
• folder templates
• fonts
• print formats
• print queues
• XML formats
• XML format ports
• notifications
• currency formats
• users (only applicable to users that are used in a life cycle. For example, a load
balancing queue would have associations to users.)

Note: Deactivated users in the destination database are not available for selection using
conflict resolution.

• user groups
• note types

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• VBScripts

Note: On import, if you choose to Replace or Map a VBScript to an existing VBScript that has
the same name, the scope specified for the incoming VBScript must match the existing
VBScript.

• E-Forms
• user forms
• Unity Forms Templates

Note: When resolving this conflict type, ensure that the Document Type associated with the
Unity Form template is assigned all the Keyword Types configured for the Unity Form template.
Document Type conflicts need to be resolved before resolving Unity Form template conflicts.

Note: If an imported Unity Form template has the same name as a Unity Form template that
already exists in the destination database, but is associated with a different document type, the
user will not be able to use the Map to Same Name button.

• Unity Forms Data Sets

• Unity Form Themes
• icons and bitmaps
• Org Charts

Caution: Be extremely careful when mapping Org Charts and Users within the Org Charts.
Ensure that you do not map users in a way that would make them their own managers or their
own assistant. This is not supported.

• Roles
• Calendars
• Document Composition Libraries
• Form Letter Templates
• SAP servers
• Managed Folders

Caution: Always resolve Managed Folders before resolving Hold Reasons to ensure you are
resolving the Hold Reasons correctly and matching the Hold Reason with the correct Managed
Folder.

• Hold Sets and Hold Reasons

• RIM Event Sets

Caution: Always resolve Event Sets before resolving Events to ensure you are resolving the
Events correctly and matching the Events with the correct Event Set.

• RIM Events
• RIM Retention Plans

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• actions and rules that refer to another queue

• WorkView Class DTAs
• WorkView Filter DTAs
• WorkView Applications
• WorkView Classes
• WorkView Attributes
• WorkView Notifications
• WorkView Filters
• Portfolio Relations
• Portfolio Types
• reading groups
• approval groups
• Application Server Gateways
• HL7 messages
• HL7 destinations
• DocPop URLs
• content sources
• Collaboration Templates
There are two dialog boxes associated with conflict resolution: Workflow Conflicts Resolution
dialog box and Naming Conflicts for “Name of Life Cycle” dialog box.

Understanding Conflicts
When a conflict is being resolved, the Workflow Conflicts Resolution dialog box will provide
you with information that will aid you in the conflict resolution process. When a conflict is
selected, the detail of that conflict will be displayed in the Description of Conflict box located
in the upper right-hand corner of the screen.
The following are categories of conflict types:
• Life cycle - page 187
• Queue - page 188
• Document Types - page 191
• All other conflict types - page 193

Life Cycle Conflicts

If a life cycle conflict exists (an imported life cycle has the same name as a life cycle that
currently exists in the system), the Workflow Conflict Resolution dialog box displays. To
resolve a life cycle conflict:
1. Select the life cycle to obtain a description of the conflict on the right side of the dialog
box.
2. Resolve the conflict in any of the following ways:
• Rename the life cycle by clicking Create New and supplying the new name. The
maximum number of characters allowed is 50.

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• Replace the current life cycle with the newly imported life cycle by selecting a life
cycle from the Mapping/Replacing Choices dialog box and clicking Replace .
3. Click Save when all conflicts have been resolved for the life cycle.

Note: If you select the Show Mapped Objects , mapped items will be displayed. If you select
Show Replacing Objects , items replacing existing items will be displayed. If you select Show
New Objects , items that are created as a new object will be displayed. When these options are
not selected, the corresponding objects will not be displayed in the dialog box.

Note: If the life cycle you exported uses E-Forms and you used the keyword number in the
OBKeys values, you will need to make sure these values correspond to the same keywords in
OnBase to which you are importing. Also, the path configured to any user forms must be
reconfigured for the imported form.

Queue Conflicts
If you choose to replace an existing life cycle with a newly imported life cycle, and queues in
the new life cycle match queues already in the system from the life cycle being replaced, the
Workflow Conflict Resolution dialog box will display.
To resolve a queue conflict:
1. Select the queue to obtain a description of the conflict on the right side of the dialog
box.
2. Resolve the conflict in any of the following ways:

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• Rename the queue by clicking Create New and supplying the new name. The
maximum number of characters allowed is 50.
• Replace the current queue with the newly imported queue by selecting a queue from
the Mapping/Replacing Choices box and clicking Replace .
3. Repeat steps 1 and 2 for each queue.
4. Click Save when all conflicts have been resolved for the queue(s).

Note: If you select the Show Mapped Objects , mapped items will be displayed. If you select
Show Replacing Objects , items replacing existing items will be displayed. If you select Show
New Objects , items that are created as a new object will be displayed. When these options are
not selected, the corresponding objects will not be displayed in the dialog box.

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Naming Conflicts Dialog Box

If additional conflicts exist with components of the system, the Naming Conflicts for “Name of
Life Cycle” dialog box will display. This dialog box will list all conflicts that still exist.

Resolve opens the Workflow Conflicts Resolution dialog box. Each category must be selected
and resolved. See page 191 and page 193 for more information.
Retest evaluates the conflict status of the import. Retesting must be performed after conflicts
have been resolved in order to move forward with the import. See page 197 for more
information.
Create Report can be used at any time during conflict resolution to produce a report of the
resolved conflicts, in addition to the WORKFLOW CONFIGURATION IMPORT report that is
automatically produced as a result of the import process. All resolved conflicts in all categories
will be reported, regardless of the selected category. See page 198 for more information.
Save Session allows you to save your progress in the current import process. See page 199 for
more information.
Resolutions from File allows you to import a saved session information to use for the current
conflict resolution. See page 199 for more information.
If the Hide Resolved Conflicts (Retest to see changes) check box is selected, once a conflict is
resolved and the conflicts are retest, the resolved conflicts will be removed from the conflict
list.

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Resolving Document Type Conflicts

Caution: If a document belonging to the SYS System Overlay Images Document Type is
imported during a Workflow import, and it has the same description as a document found in the
destination database, the existing document is used for overlay. If no match is found, a new
document is created from the import XML file and stored into the database.

Tip: When importing multiple Document Types that map to the same HTML form, care must be
taken when creating new forms, versus mapping to existing HTML forms.

To resolve Document Type conflicts:

1. Select the Document Type category in the Naming Conflicts for “Name of Life Cycle”
dialog box.
2. Click Resolve .
3. The Workflow Conflicts Resolution dialog box displays.

4. Select the Document Type to obtain a description of the conflict on the right side of the
dialog box.
5. Resolve the conflict in any of the following ways:
• Map the currently selected Document Type to an existing Document Type in the
database by selecting an existing Document Type to map to in the Mapping/
Replacing Choices list and clicking Map .

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• Replace the current Document Type with the newly imported Document Type by
selecting a Document Type from the Mapping/Replacing Choices dialog box and
clicking Replace . Document Type settings are preserved as they were in the existing
Document Type.
• Rename the Document Type by clicking Create New and supplying the new name.
The maximum number of characters allowed is 50. When a new Document Type is
created, its first revision is created with the Document Type settings from imported
Document Type.
• Add a new revision of existing Document Type by clicking Create Revision . The
Document Type settings are applied from the import file.
• Map all selected imported Document Types to existing Document Types that match
in name by clicking Map to Same Name .

Note: The Default Disk Group setting is not applied from imported Document Types.

Caution: Care must be exercised when selecting Map to Same Name . All dependencies within
the mapped Document Type will also be mapped to existing configurations and may result in
errors.

6. Click Save when all conflicts have been resolved for the life cycle.

Note: If you select Show Mapped Objects , mapped items will be displayed. If you select Show
Replacing Objects , items replacing existing items will be displayed. If you select Show New
Objects , items that are created as a new object will be displayed. When these options are not
selected, the corresponding objects will not be displayed in the dialog box.

Resolving User Form Conflicts

User forms may or may not exist in the OnBase database to which they are being imported. In
either case, a conflict will exist. If a form with the same name exists in the system, you will
have to decide whether or not to map the form, replace the existing form, or create a new form
with a new name. If a form with the same name doesn't exist in the system, a new form must be
created.
To resolve user form conflicts:
1. Select the User Forms category in the Naming Conflicts for “Name of Life Cycle” dialog
box.
2. Click Resolve .
3. The Workflow Conflicts Resolution dialog box displays.
4. Select the user form to obtain a description of the conflict on the right side of the dialog
box.
5. Resolve the conflict in any of the following ways:
• Map the currently selected user form to an existing user form in the database by
selecting an existing user form to map to in the Mapping/Replacing Choices list and
clicking Map .

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• Replace the current user form with the newly imported user form by selecting a user
form from the Mapping/Replacing Choices dialog box and clicking Replace .
• Rename the user form by clicking Create New and supplying the new name. The
maximum number of characters allowed is 50.
6. Click Apply when all conflicts have been resolved for the life cycle.

Note: If you select Show Mapped Objects , mapped items will be displayed. If you select Show
Replacing Objects , items replacing existing items will be displayed. If you select Show New
Objects , items that are created as a new object will be displayed. When these options are not
selected, the corresponding objects will not be displayed in the dialog box.

7. After clicking Apply , if Create New was selected for a user form, the Browse for Folder
dialog box is displayed.

Browse to the location where you would like to store the form and click OK . Ensure the
path used is accessible to users by using a UNC path.

Resolving Other Conflicts

There are many other types of conflicts that can occur in addition to life cycles, queues, and
document types. They include:
• Calendars

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• Document Composition Categories

Caution: Security user group rights are not exported for libraries. If you use the Map or
Replace options during the import for library, the user group rights will not change and will
remain according to what was already on the destination system. When using the Create New
option for a library, the MANAGER group will automatically be assigned to have edit access to
the library.

• Document Type Group

• Keyword Type

Note: When importing a Keyword Type that is configured to use auto numbering, if you choose
Create New , the new Keyword Type's initial value starts at 0. If you choose Map To , the
Keyword Type's initial value maps to the keyword value in the destination database and will use
the existing sequence value. If you map a Keyword Type that is configured with auto numbering
to a Keyword Type in the destination database that is not configured with auto numbering, the
mapped Keyword Type will not be configured with auto numbering because the mapped
Keyword Type inherits the properties of the Keyword Type in the destination database.

• custom queries
• document templates
• file types
• folder types
• folder templates
• fonts
• Form Letter Templates

Caution: Security user group rights are not exported for templates. If you use the Map or
Replace options during the import for template, the user group rights will not change and will
remain according to what was already on the destination system. When using the Create New
option for a template, the MANAGER group will automatically be assigned to have edit access
to the template.

• print formats
• print queues
• XML formats
• XML format ports
• notifications
• currency formats
• Org Charts
• Roles
• users (only applicable to users that are used in a life cycle. For example, a load
balancing queue would be associated with users.)
• user groups
• note types

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• VBScripts
• E-Forms

Note: If a document belonging to the SYS HTML Form Document Type is imported and does
not have a value for the Description Keyword Type, or it has spaces as the value, it will be
imported with a unique, automatically-generated value in the format of “Eform ID nnn”, where
nnn is the ID number for the form.

• Unity Forms Templates

Note: When resolving this conflict type, ensure that the Document Type associated with the
Unity Form template is assigned all the Keyword Types configured for the Unity Form template.
Document Type conflicts need to be resolved before resolving Unity Form template conflicts.

Note: If an imported Unity Form template has the same name as a Unity Form template that
already exists in the destination database, but is associated with a different document type, the
user will not be able to use the Map to Same Name button.

• Unity Forms Data Sets

• Unity Form Themes
• icons and bitmaps
• SAP Servers
• actions that transition documents to another queue
• reading groups
• approval groups
• HL7 messages
• HL7 destinations
• DocPop URLs
• content sources
• Collaboration Templates
• WorkView Class DTAs
• WorkView Filter DTAs
• Managed Folder Types

Caution: Always resolve Managed Folders before resolving Hold Reasons to ensure you are
resolving the Hold Reasons correctly and matching the Hold Reason with the correct Managed
Folder.

• Hold Sets and Hold Reasons

• RIM Event Sets

Caution: Always resolve Event Sets before resolving Events to ensure you are resolving the
Events correctly and matching the Events with the correct Event Set.

• RIM Events

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• RIM Retention Plans

To resolve other conflicts:
1. Select the category in the Naming Conflicts for “Name of Life Cycle” dialog box.

Note: For conflicts with actions that transition documents to another queue, they will not be
listed in the Naming Conflicts for “Name of Life Cycle” dialog box. They will open in their own
Workflow Conflicts Resolution dialog box. Skip to step 3 for this type of conflict.

2. Click Resolve .
3. The Workflow Conflicts Resolution dialog box displays.
4. Select the conflict to obtain a description of the conflict on the right side of the dialog
box.

Note: Actions that transition documents to another queue will have the life cycles to which
they belong displayed in brackets next to the conflict item and the item in the Mapping/
Replacing Choices box.

5. Resolve the conflict in any of the following ways:

• Map the currently selected conflict to an existing item in the database by selecting
an existing item to map to in the Mapping/Replacing Choices list and clicking Map .

Note: When resolving a WorkView Class DTA or a WorkView Filter DTA, you can only map to an
existing DTA. You cannot create a new DTA or replace an existing DTA with the imported DTA.

• Replace the current item with the newly imported item by selecting a item from the
Mapping/Replacing Choices dialog box and clicking Replace .
• Rename the conflict by clicking Create New and supplying the new name. The
maximum number of characters allowed is 50.
• Map all selected imported document types to existing document types that match in
name by clicking Map to Same Name .

Note: When resolving queue references, if you select multiple queues that do not belong to the
same life cycle and multiple queues with the same name exist but in different life cycles and
click Map to Same Name , you will be prompted to resolve the mappings individually.

Caution: Use care when selecting Map All to Same Name . All dependencies within the mapped
item will also be mapped to existing configurations and may result in errors.

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6. Click Save when all conflicts have been resolved for the life cycle.

Note: If you select the Show Mapped Objects , mapped items will be displayed. If you select
Show Replacing Objects , items replacing existing items will be displayed. If you select Show
New Objects , items that are created as a new object will be displayed. When these options are
not selected, the corresponding objects will not be displayed in the dialog box.

Note: Some object types do not have the Replace button available by design. For these object
types, you must create a new object or map the object to an existing object.

Retesting Conflicts
Once conflicts have been resolved, you must retest the import for conflicts. To test for
remaining conflicts:
1. Click Retest in the Naming Conflicts for “Name of Life Cycle” dialog box.
2. If conflicts remain, the Naming Conflict for “Name of Life Cycle” dialog box will display.
If the Hide Resolved Conflicts check box is selected, when Retest is clicked, the list of
conflicts will contain only the categories still containing conflicts. If the Hide Resolved
Conflicts check box is not selected all categories that originally had conflicts will be
listed.
3. If all of the conflicts have been resolved, the All dependencies resolved. Do you want to
Import the Life Cycle? message displays. Click OK to continue with the import. Click
Cancel to return to the Naming Conflicts for “Name of Life Cycle” dialog box.

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Custom Query Resolution

If a custom query that was resolved uses an HTML Form, the following steps need to be
completed.
1. Upon clicking Retest after all conflicts have been solved, a Workflow Import dialog box
will display stating Please select a directory to store HTML Forms . Click OK .
2. The Browse for Folder dialog box is displayed.

3. Browse to the form and click OK .

Creating Reports
You can create a report listing all of the conflict resolutions in the Naming Conflict for “Name
of Life Cycle” dialog box by clicking Create Report . The report will contain all resolved
conflicts in all categories. The reports are accessed in the SYS Configuration Reports
Document Type.
A report is also created during an import process automatically. This report can be accessed by
retrieving the SYS Configuration Reports Document Type, and selecting the most recent
WORKFLOW CONFIGURATION IMPORT document. The Workflow Configuration Report lists the
name of the imported life cycle, how conflicts were resolved, and all configuration objects
associated with the imported life cycle (e.g., user groups, keywords, Document Types, etc.).

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Saving Sessions
Once you reach the Naming Conflict for “Name of Life Cycle” dialog box, you have the option
to save the conflict resolution progress in your current import session. In addition, saved
sessions can be imported and the information can be used in subsequent life cycle imports.

Tip: If you are using a saved session as a resolution file, use a descriptive name to identify the
file as a resolution file and the database in which it was created.

To save a session:
1. Click Save Session in the Naming Conflict for “Name of Life Cycle” dialog box.
2. Select the appropriate directory that you want to save your session file in.
3. Enter an appropriate file name with an .xml extension.
4. Click Save .
5. Click OK .
6. Click Cancel , followed by Yes , to exit the Naming Conflict for “Name of Life Cycle”
dialog box.

Resolutions from File

Once you reach the Naming Conflict for “Name of Life Cycle” dialog box, clicking Resolutions
from File allows you to specify a saved session .xml file that will load mappings from the file to
the current conflict resolution. If the saved session .xml file has a conflict mapping that applies
to the newly imported life cycle, the conflict mappings will automatically be applied.
To load a saved session file:
1. Click Resolutions from File . The Choose a File to Process dialog box is displayed.
2. Select the appropriate file.

Caution: Resolution files are specific to the database they were created in. A resolution file
should only be used for the database in which it was created. The destination database should
not be changed between the time the resolution file was saved and the time the saved session
is resumed.

3. Click Open .

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Orphaned Documents
When a queue is deleted by the replacement of a life cycle in the destination database (with a
life cycle that does not contain comparable queues), orphaned documents exist. Orphaned
documents are listed in the Deleted Work Queue Document Migration dialog box.

To determine the destination of an orphaned documents:

1. Select an orphaned document from the list.
2. If you want to remove the document from the life cycle, click Remove from LC .
3. If you want to keep the document in the life cycle by assigning it to another queue,
select a queue from the Available Work Queues list and click Assign .

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4. Repeat steps 1 through 3 for each orphaned document you would like to resolve.
5. Click Apply when complete.

Note: If the Deleted Work Queue Document Migration dialog box is exited without assigning
orphaned documents to existing queues or deleting the orphaned documents from the life
cycle, the queue that no longer exists in the replaced life cycle will be created as a placeholder.
The queue will not be configured. This can allow for the queue to be kept and reconfigured,
while maintaining its current documents. In addition, documents can be transitioned out of this
created queue manually at a later time.

Tip: You can select all orphaned documents to perform an identical assignment or deletion on
by clicking Select All . Alternately, you can select multiple orphaned documents to perform an
identical assignment or deletion by holding down Ctrl while selecting individual documents.
You can select a group of documents that are listed next to each other by holding down Shift ,
clicking the first document in the group, then clicking the last document in the group.

Post Import Activities

After a life cycle has successfully been imported in OnBase, there are several items that need
to be completed to ensure that the configuration is working as intended.
The following items must be completed in order to finalize the import process:
• Assign a Disk Group to each newly imported Document Type and each SYS -
Promote Disk Group action that is configured.
• Configure any cross references that you want for the appropriate Document Types.
• Assign appropriate icons to the newly imported Document Types.
• Assign all appropriate permissions to the newly imported User Groups.
• Create any new Users and assign Users to User Groups as appropriate.
• For rules and actions that use Unity Scripts, the scripts must be reconfigured in the
actions and rules after importing a life cycle. This is to ensure that the correct script
is associated with the correct rule or action.
• Ensure that User Forms are directed to the proper directory path.
• Ensure that system property and keyword type mappings are appropriate for any
imported E-Forms.
• Configure any life cycles that were brought over as placeholders through a
relationship with the imported life cycle.
• Assign appropriate user rights to AutoFill Keyword Sets.
• Assign passwords for life cycle configuration locking as appropriate.

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• After using Workflow Import to migrate Workflow data into a system, Workflow
Doctor should be run to ensure the solution was imported and functioning as
intended. Select Workflow | WF Doctor | Report Issues and run all reports. Issues
that are identified that are not by design can be corrected using the Fix
Configuration Errors and Fix System Errors tools. Select Workflow | WF Doctor to
access both of these error resolution tools.
• High level functional testing should be run to ensure the life cycle is functioning as
intended once the import is complete.

Specifying the OnBase Client Interface Type

You must specify the interface type in which to run Workflow in the OnBase Client module. To
specify the interface type:
1. In the Configuration module, select Workflow | Options . The Workflow Options dialog
box is displayed.

2. Select Classic (Deprecated) or Core-based .

3. If you want to allow users to override the interface specified in this dialog box, select
Allow user to override . When this is selected, users will be able to override this
configuration setting in the Workflow Display Options tab in the Workstation Options
dialog box in the OnBase Client.
4. Click Save .

Note: The option selected for User Interface in the Workflow Display Options tab in the Client
overrides this setting.

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Configuring the Server for Use with the Core-Based OnBase

Client Interface
In order for the Workflow Queues right-click option to function correctly, the usequerycontext
attribute must be set to false in the Application Server’s web.config file. If this attribute is not
set to false, the Workflow Queues right-click option will not function in the Core-based OnBase
Client interface as described.

Setting Workflow to Initiate Upon Import

If you want Workflow to always be initiated when documents are imported into OnBase,
complete the following steps:
1. In the Configuration module, select Workflow | Options . The Workflow Options dialog
box is displayed.

2. Select the Always Initiate Workflow on Import option.

3. Click Save .
When this option is selected, documents imported into OnBase will initiate Workflow and the
Initiate Workflow check box is not available to users.

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Setting Workflow to Initiate Upon Re-indexing

1. In the Configuration module, select Workflow | Options . The Workflow Options dialog
box is displayed.

2. Select the Always Initiate Workflow on Reindex option.

3. Click Save .
When this option is selected, documents re-indexed in OnBase will initiate Workflow
automatically. The option to initiate Workflow will not be available in the Re-Index Document
dialog box.

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Disabling the Autofill Prompt for the Re-Index Document

Action
In the Re-Index Document action, when a Keyword value changed during re-indexing expands
an Autofill Keyword Set, a warning stating Warning! An autofill keyword set has expanded as a
result of this operation. Do you want to review the keyword change? is presented to the user.
If you want to disable this warning, complete the following steps:
1. In the Configuration module, select Workflow | Options . The Workflow Options dialog
box is displayed.

2. Select Suppress Prompt for Autofill in Re-Index Action .

3. Click Save .

Managing Timers

Note: The following information only applies to Legacy Timers.

If timers are configured to run at the same time, the system will kick off the first timer in the
list; the next timer, scheduled for the same execution time, will not begin until the previous one
completes.
The server that manages and executes the timers is a primary factor in the life cycle’s
efficiency. For example, if the OnBase Client that initiates a life cycle must also perform all of
the System Work for a document, the placement of workload is important. If you are running a
DIP Process that feeds a Workflow Queue then you may want to consider using a timer to kick
off the system work.

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Timers can been monitored in the Classic Client interface using the Workflow System Monitor
when the –WFSRVR command line switch is applied.

Note:The -LT command line switch indicates the log off time of the Client module. Be aware of
timers that may be running when using the auto logoff switch because they will not trigger
unless the Client workstation is logged in to OnBase.

Keyword Locking in Workflow

When using the Core-based Workflow interfaces, Keyword Values can be edited when one user
has a document displayed and another user opens the document and accesses the keyword
panel and makes changes to the Keyword Values. Likewise, if one user is executing a task on a
document, another user can edit Keyword Values on that document.

Workflow Doctor
Workflow Doctor is used to examine the state and general “health” of a life cycle configuration
and the related Workflow system. It can be used to diagnose existing and potential problems
for a Workflow system. Each time Workflow Doctor is used, a Workflow Doctor Configuration
Report is produced and stored in the SYS Configuration Reports Document Type.
The Workflow Doctor consists of the following:
• Report Issues. See page 207.
• Fix System Errors. See page 211.

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Report Issues
You can run a report of the issues existing in OnBase. This function analyzes existing life
cycle(s) and produces corresponding reports. Reports created can be accessed in the Client
module in the SYS Configuration Reports Document Type. When reports are run as one single
report, reports have a description Keyword Value of WORKFLOW DOCTOR . To run a report of
issues:
1. In the Configuration module, select Workflow | WF Doctor | Report issues . The Select
Reports dialog box is displayed.

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2. Select the check box next to the appropriate report items to be included in a final
Workflow Doctor Configuration Report. By default, all items under a report type will be
selected. To deselect all items, select the corresponding check box. You also can select
individual items to include in the report. The following is a description of each category
and each item listed in the category:
System Statistics - general information about the objects configured and present in the
Workflow system.

Report Item Description

Object Count The count of each type of Workflow object that is configured in the system.

Document Includes the number of documents in each queue, broken down by life cycle, the
Statistics oldest/newest documents in each queue, the number of documents processed
by each user, and the average time a document spends in each queue.

Transitions Transition that have been created in the graphic view, and have been configured
that have in a Workflow function, but have not been executed.
never been
used

Configuration Issues - errors that exist in the configuration of the life cycle.

Report Item Description

Disabled Objects that are currently configured for use, but have been disabled (e.g.,
Objects disabled logging of a document in the Workflow log, disabled task lists, rules,
actions, etc.)

Duplicate Instances where a duplicate name is found for the same life cycle entry (typically
Object names caused by import/export errors).
in Life Cycle

Graphic Life cycles that have not had a graphic layout created for them.
Layout
Missing

Incorrectly The objects that have an invalid configuration by either an error in configuration
Configured or a removed/deleted object. For example, a transition action that has a "From”
Objects queue that is in a different life cycle than the “To” queue.

Objects with Objects that can not be accessed by any user.

No Rights to
Them

Objects Objects that have not been associated with a specific icon via Workflow
without Icons Configuration.

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Report Item Description

Rules or The rules, actions, and task lists that are triggered by a timer at a specific point
Actions under in time, and require input from the user.
Timers
requiring
User
Interaction

Task List Tasks lists that have been configured with more than 10 levels of nesting.
Trees that are
Over 10
Levels Deep

Transitions Transitions that have been created in the graphic layout, but are not used in any
that are Workflow configuration.
Present with
no
Configuration
to use them

System Errors - errors that exist in the client execution of the life cycle.

Report Item Description

Documents Referential Documents that have document status discrepancies in

Integrity Workflow, or that are referenced in a life cycle but have been
purged.

Duplicate Predefined Tasks Duplicate tasks.

Invalid Task Sequence Task list sequences that either are out of order or have multiple
tasks with the same sequence number.

Missing Tasks Queues that have become corrupt because they are pointing to
load balancing work, user work, or system work that does not
actually exist; therefore, task lists are listed that do not exist.

Object Rights Referential Users that have rights to an object that does not exist or users
Integrity that do not exist have rights to a Workflow object.

Orphaned Objects The objects that are no longer in use (i.e., not part of any
configured life cycle).

System Referential Integrity Workflow objects that have been deleted, but have lingering
configuration. For example, if you have a deleted queue that is
still assigned to a life cycle, it would fall under this category.

Remove Rules-Based User Locates instances where a document is not present in a life
Assignments for Documents cycle, but still has a load balance assignment associated with it,
Not In Life Cycle and remove these assignments from the database.

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3. If you would like the selected report sections generated into separate reports, select the
Create Separate Reports option. When System Statistics , Configuration Issues , and
System Errors are all selected, a single report will be created with a Description
Keyword Value of WORKFLOW DOCTOR. When the reports are generated separately,
reports will be created for each section. The System Statistics report will have a
Description Keyword Value of SYSTEM STATISTICS. The Configuration Issues report
will have a Description Keyword Value of CONFIGURATION ERRORS. The System Errors
report will have a Description Keyword Value of SYSTEM ERRORS.
4. Click Next>> . The Select Life Cycles dialog box is displayed.

5. Select the appropriate life cycles and click Add>> . Click Add All>> to add all life cycles.
6. Click Diagnose when all items have been properly selected, and the system will run a
diagnosis of the life cycle and produce a Workflow Doctor Configuration Report.

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Fix System Errors

You can also fix current system errors using the Workflow Doctor. To fix system errors:
1. In the Configuration module, select Workflow | WF Doctor | Fix System Errors . The
Select Errors dialog box is displayed.

2. Select the appropriate error(s) you want to find. If you want to find all errors, select the
All Errors check box. For information about the types of errors, see the descriptions in
Report Issues on page 207.

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3. Click Next>> . The Workflow System Errors dialog box is displayed.

4. To automatically find the error to correct it, select the error and click Repair . You can
repair all errors by clicking Repair All .
5. When you are done repairing errors, click Cancel to exit the dialog box.

System Interaction
Database
The performance of Workflow can be adversely affected if the database indexes are not
properly maintained. This maintenance will vary depending on the type of database. (i.e.,
Oracle, Microsoft SQL Server, etc.) Also, the placement of the OnBase table spaces on the type
and number of RAID arrays can also dramatically affect performance. See database
documentation for a discussion on this topic.

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:

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• Document types must be configured for use in a specific life cycle.

In the Configuration module, select Document | Document Types , select the desired
Document Type and select Life Cycles . Assign the desired life cycles at the Life
cycles 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 and 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.

Caution: 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 (i.e., security keyword assignments, Document Type
rights).

EDM Services
If a user does not have rights to the Document Type to which a document belongs that is in
Workflow, the Save as New Document button is disabled in Workflow. If you want to create a
new document under this circumstance, use the DOC - Copy Document action.
Likewise, if a user does not have rights to the Document Type to which a document belongs
that is in Workflow and the queue the document belongs to does not have the proper Override
Document Modification Privilege options selected, the Save as Revision button is disabled in
Workflow.
When documents are checked out to the EDM Briefcase, Workflow actions are still executed
upon them.

Integration for Microsoft Outlook 2010, Integration for

Microsoft Outlook 2013, and Integration for Microsoft
Outlook 2016
If your OnBase system is licensed for Integration for Microsoft Outlook 2010, Integration for
Microsoft Outlook 2013, or Integration for Microsoft Outlook 2016, you can open the Unity
Workflow interface from these modules by clicking the Workflow toolbar button.
Workflow e-mail notifications can also be configured to allow users to execute Workflow ad
hoc tasks directly from an Outlook e-mail message.
Before creating this type of e-mail notification, ensure that:
• You have a functioning OnBase Application Server.
• The Hyland Distribution Service is installed.
• You are using Core-based Workflow.

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To create an e-mail notification that allows users to execute Workflow ad hoc tasks directly
from an Outlook e-mail message:
1. Create and configure a Workflow e-mail notification with the Add Outlook Header check
box selected.
2. Add the e-mail notification you created in step 1 to the system work of a queue, using
one of the following action types:
• Notify - Send Notification
• Notify - Send Notification with This Document
3. Create and configure ad hoc tasks with the Available in Outlook check box selected.

Office Business Application for 2010

If your OnBase system is licensed for the Office Business Application for 2010, you can open
the Unity Workflow interface from these modules by clicking the Workflow button.

OnBase Mobile Modules

You can make Workflow queues and ad hoc tasks available from mobile devices if your OnBase
system is licensed for any of the following modules:
• Mobile Access for Android
• Mobile Access for iPad
• Mobile Access for iPhone
• Mobile Access for Windows
Workflow for these modules is configured in the same way that the Workflow module is
configured. Additional configuration considerations for these module are contained in the
respective module reference guides.

Virtual Print Driver

If you have a Workflow license, a document imported into the OnBase system through the
Virtual Print Driver enters Workflow automatically if its Document Type is configured for
Workflow queues.

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Overview
Workflow life cycles can be configured in OnBase Studio. OnBase Studio provides access to
configuration of life cycle compatible with versions previous to 11.0, but also provides the
ability to configure Unity Life Cycles that route not only documents, but WorkView objects,
managed folders, Plan Review projects, and Agenda items for version 12 and beyond. In
addition to routing items other than documents, Unity Life Cycles have ownership and portfolio
functionality. Ownership and portfolio functionality is not available in standard life cycles
compatible with versions 11.0 and previous.

Note: Unity Life Cycles that route items other than documents can be viewed only in the Unity
Workflow and Web Client Workflow interfaces. Unity Life Cycles that route documents can be
viewed in the Core-based OnBase Client, Mobile Access for Android, Mobile Access for iPad,
Mobile Access for iPhone, and Mobile Access for Windows.

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 OnBase Studio, a life cycle can be viewed
in a repository 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 Studio

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 OnBase Studio. 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.

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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 design’s logic is easily interpreted and conducive to troubleshooting.
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.

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.

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.

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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.

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 tasks in a client 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 Studio 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 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.

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Break Processing - Breaking can also be achieved through the use of 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).
• 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.

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.

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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:

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
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.

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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 user’s 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.

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 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

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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 keyword’s Data Type as Alphanumeric
Single Table .
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.

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Using E-Forms
Electronic Forms (E-Forms) are custom written in HTML to meet a specific need within Studio.
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.

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.

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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.

Work Items
Work 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 Cycles
and the routing of all item types can only be configured in the OnBase Studio. Life cycles
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.
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.

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.

Property
A Workflow property stores a value temporarily, rather than storing it to the database or disk
groups. Once created, a property can store a value for the duration of a task or the entire
duration of a user’s session.

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.

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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 eight 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.

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 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.

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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 and Web 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.

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.

Note: System Tasks configured with the Set Property Value action and the Work Item Property
option selected will not execute properly.

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.

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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.

Events
Events are task lists that are executed when certain situations occur within a queue or life
cycle, such as when a load-balancing assignment is changed or when a queue watermark limit
is reached.
Events are configured with properties that can be used by the actions and rules configured in
the task list.

Note: Events are not supported in the OnBase Client Classic Workflow interface. Events are not
triggered in the OnBase Client Classic Workflow interface.

Note: Actions and rules that require user interaction cannot be configured in events.

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.

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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, Mobile
Client Workflow interfaces, and Unity Workflow interface can accommodate user forms
accessible by URL.

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.

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.

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 dialog box.

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• 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 dialog box.
• 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).

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.

Note: If an item is transitioned into a queue to which the user does not have rights, the user is
no longer able to view the work item.

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.

• In order to view related items in legacy life cycles, users must be given Folder Type
rights to the Folder Type configured as the Work Folder that returns related items.
In order to view related items in Unity life cycles, users must be given rights to the
Document Type if the Portfolio uses a Document Type or Document Handle relation
to find related items, or to the Folder Type if the Portfolio uses a Folder Type to find
related items.

WorkView Security with Workflow

When a user has access to a Workflow ad hoc task or system task, the actions configured in
Workflow ad hoc tasks or system tasks will be executed, overriding any security configured in
WorkView. This includes system task executed via WorkView events.

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When objects are displayed for a queue, the object will be visible in the list of items, but when
accessed, the user will not be able to view the object unless he or she has appropriate
WorkView rights. In addition, the WorkView delete and modify rights will be respected once an
object is open unless an ad hoc task or system task is configured that would override the
WorkView security.

Launching OnBase Studio

To launch OnBase Studio, double-click on the OnBase Studio shortcut on the Windows Desktop
or select Start | All Programs | Hyland | OnBase Studio | OnBase Studio .

Connecting to Repositories
For information about connecting to repositories, see Connecting to Repositories on page 846.

Using Repositories in OnBase Studio

To access a repository, in the Repositories window, select the repository from the drop-down
select list. You will either be automatically logged into the repository or you will be prompted
for user credentials.

Note: If there is a system lock, you will be unable to open the repository.

In order for your changes and additions to a repository to be reflected, you must save the
repository. Any changes you make will not be saved until the repository is saved. You can save
a repository by clicking Save button on the Home ribbon. Alternatively, you can click the Save
drop-down menu and select a specific repository to save or Save All to save all of the
repositories.
Items that have been changed and not saved are denoted with an asterisk (*).
Upon clicking Save or Save All , a Saving Repository status window is displayed. You can click
Cancel to abort saving.

Searching the Repositories Pane

You can search for specific terms within the selected tab in the Repositories pane.
To search the Repository pane:
1. Enter the term you want to find in the Find field at the top of the pane.
To limit your search to just the current selected item in the tree, click the Find icon and
select Use Current Scope .
To use regular expressions when searching the repository, click the Find icon and select
Use Regular Expressions .

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2. Press the Enter key. The tab will display the instances of the term you entered that are
found within the tab.

Creating a Life Cycle

You can create life cycles from either the ribbon button or from a right-click menu.

Types of Life Cycles

In OnBase Studio, you can configure a life cycle to process different types of items. Life cycle
types include the following:
Documents: Route and process documents in OnBase.
Agenda Item: Route and process agenda items in OnBase. This life cycle type requires an
Agenda license.

Note: It is not recommended to use this life cycle type outside of the Agenda module.

Meeting: Route and process meetings in OnBase.This life cycle type requires an Agenda
license.

Note: It is not recommended to use this life cycle type outside of the Agenda module.

Message Item: Route and process message items in OnBase. This life cycle type requires an
EIS Message Broker license.
Plan Review Project: Route and process plan review projects in OnBase. This life cycle type
requires an Electronic Plan Review license.

Note: It is not recommended to use this life cycle type outside of the Plan Review module.

Managed Folders: Route and process entire managed folders in OnBase. This life cycle type
required a Records Management license.
WorkView Objects: Route and process WorkView objects in OnBase. This life cycle type
requires a WorkView license.
External User Requests: Route and process external user requests in OnBase. This life cycle
type requires an External Access Client license.

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Creating a Life Cycle for Documents

To create a life cycle:
1. You can create a life cycle by completing one of the following two actions:
Click the Life Cycle button in the Workflow ribbon within the New ribbon group or right-
click in a repository in the Repositories pane within the Workflow tab and select New |
Life Cycle .

2. Enter a Name for the life cycle.

3. Select the Documents for the type of items that will processed in the life cycle.
4. If you would like the life cycle to be compatible with versions of OnBase previous to 12,
do not select the Create a Unity Life Cycle option.

Note: Unity Life Cycles that route items other than documents can be viewed only in the Unity
Workflow and Web Client Workflow interfaces. Unity Life Cycles that route documents can be
viewed in the Core-based OnBase Client, Mobile Access for Android, Mobile Access for iPad,
Mobile Access for iPhone, and Mobile Access for Windows.

Note: When the Create a Unity Life Cycle option is not selected, you must select Documents as
the item type. When not using this option, only actions and rules that can be executed on a
document will be available during configuration.

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5. Click Next . The following dialog box is displayed.

6. Enter the Name for a queue you want in the life cycle.
7. Click Add or press Enter on the keyboard.
8. Repeat steps 6 to 7 for each queue you want to add.

Note: By default an Initial queue is configured.

Note: You can arrange queues in the list by selecting a queue and clicking the Move Up and
Move Down buttons. You can also delete queues by selecting a queue and clicking Remove .

9. Click Next .
10. Select a Document Type from the drop-down select list that should be associated with
the life cycle. If you are configuring another type of life cycle, skip to step 13.
11. Click Add .
12. Repeat steps 10 to 11 for each Document Type you want to associate to the life cycle.
13. Click Next .

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14. Select a user group that you would like to grant rights to the life cycle from the User
Groups drop-down select list.

Note: The user group(s) assigned at the life cycle level during life cycle creation are assigned
rights to the queues created in the wizard as well.

15. Click Add .

16. Repeat steps 14 to 15 for each user group you want to grants rights to. Click Next .
17. A summary page is displayed that details the configuration of the new life cycle. Click
Finish .

Creating a Life Cycle for Agenda Items, Meetings, Plan

Review Projects, or External User Requests
Note: You must be licensed for Agenda, Electronic Plan Review, or External Access Client to
configure this type of life cycle.

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To create a life cycle:

1. You can create a life cycle by completing one of the following two actions:
Click the Life Cycle button in the Workflow ribbon within the New ribbon group or right-
click in a repository in the Repositories pane within the Workflow tab and select New |
Life Cycle .

2. Enter a Name for the life cycle.

3. Select either Agenda Item , Meeting, Plan Review Project , or External User Request for
the type of items that will processed in the life cycle.
4. If you would like items of the type specified to automatically enter the life cycle upon
creation, select the Entities of this type should automatically enter this life cycle upon
creation option.

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5. Click Next . The following dialog box is displayed.

6. Enter the Name for a queue you want in the life cycle.
7. Click Add .
8. Repeat steps 6 to 7 for each queue you want to add.

Note: By default an Initial queue is configured.

Note: You can arrange queues in the list by selecting a queue and clicking the Move Up and
Move Down buttons. You can also delete queues by selecting a queue and clicking Remove .

9. Click Next .
10. Select a user group that you would like to grant rights to the life cycle from the User
Groups drop-down select list.

Note: The user group(s) assigned at the life cycle level during life cycle creation are assigned
rights to the queues created in the wizard as well.

11. Click Add .

12. Repeat steps 10 to 11 for each user group you want to grants rights to. Click Next .
13. A summary page is displayed that details the configuration of the new life cycle. Click
Finish .

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Creating a Life Cycle for Managed Folders

To create a life cycle to route managed folders:
1. You can create a life cycle by completing one of the following two actions:
Click the Life Cycle button in the Workflow ribbon within the New ribbon group or right-
click in a repository in the Repositories pane within the Workflow tab and select New |
Life Cycle .

2. Enter a Name for the life cycle.

3. Select the Managed Folders for the type of items that will processed in the life cycle.

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4. Click Next . The following dialog box is displayed.

5. Enter the Name for a queue you want in the life cycle.
6. Click Add .
7. Repeat steps 5 to 6 for each queue you want to add.

Note: By default an Initial queue is configured.

Note: You can arrange queues in the list by selecting a queue and clicking the Move Up and
Move Down buttons. You can also delete queues by selecting a queue and clicking Remove .

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8. Click Next .

9. Select a managed folder type from the Managed Folder Types drop-down select list that
you want to be processed by the life cycle.
10. Click Add .
11. Repeat steps 9 to 10 for each queue you want to add.
12. Click Next .
13. Select a user group that you would like to grant rights to the life cycle from the User
Groups drop-down select list.

Note: The user group(s) assigned at the life cycle level during life cycle creation are assigned
rights to the queues created in the wizard as well.

14. Click Add .

15. Repeat steps 13 to 14 for each user group you want to grants rights to. Click Next .
16. A summary page is displayed that details the configuration of the new life cycle. Click
Finish .

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Creating a Life Cycle for Message Items

You can configure a Workflow life cycle to route and process message items. When doing so,
structure the life cycle so that each message item enters one and only one life cycle and is then
processed by consecutive actions and rules, one at a time, until it leaves the life cycle or is
transitioned. If the message item is transitioned or added to another life cycle, it should also be
removed from its current life cycle to prevent parallel processing.

Note: Setting a message item type on the Message Item Types property of a life cycle
configured to process message items does not cause new message items of that message
item type to be added to the life cycle automatically. For this type of life cycle, adding a
message item type to a life cycle only enables that life cycle as an option when creating an
XML Messaging operation in Web Services Publishing.

To create a life cycle to route message items:

1. You can create a life cycle by completing one of the following two actions:
Click the Life Cycle button in the Workflow ribbon within the New ribbon group or right-
click in a repository in the Repositories pane within the Workflow tab and select New |
Life Cycle .

2. Enter a Name for the life cycle.

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3. Select Message Items for the type of items that will be processed in the life cycle.
4. Click Next . The following dialog box is displayed.

5. Enter the Name for a queue you want in the life cycle.
6. Click Add .
7. Repeat steps 5 to 6 for each queue you want to add.

Note: By default an Initial queue is configured.

Note: You can arrange queues in the list by selecting a queue and clicking the Move Up and
Move Down buttons. You can also delete queues by selecting a queue and clicking Remove .

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8. Click Next .

9. Select a message item type from the Message Item Types drop-down select list that
you want to be processed by the life cycle.
10. Click Add .
11. Repeat steps 9 to 10 for each message item type you want to add.
12. Click Next .
13. Select a User Group that you would like to grant rights to the life cycle from the User
Groups drop-down select list.

Note: The User Group(s) assigned at the life cycle level during life cycle creation are assigned
rights to the queues created in the wizard as well.

14. Click Add .

15. Repeat steps 13 to 14 for each User Group to which you want to grants rights. Click
Next .
16. A summary page is displayed that details the configuration of the new life cycle. Click
Finish .

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Creating a Life Cycle for WorkView Objects

Note: If you want to route objects belonging to an extended class, create an extension class,
which extends the external class object, to allow the extended objects to be routed through
Workflow. For more information, see the WorkView | Case Manager module reference guide.

To create a life cycle:

1. You can create a life cycle by completing one of the following two actions:
Click the Life Cycle button in the Workflow ribbon within the New ribbon group or right-
click in a repository in the Repositories pane within the Workflow tab and select New |
Life Cycle .

2. Enter a Name for the life cycle.

3. Select the WorkView Objects for the type of items that will processed in the life cycle.

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4. Click Next . The following dialog box is displayed.

5. Enter the Name for a queue you want in the life cycle.
6. Click Add .
7. Repeat steps 5 to 6 for each queue you want to add.

Note: By default an Initial queue is configured.

Note: You can arrange queues in the list by selecting a queue and clicking the Move Up and
Move Down buttons. You can also delete queues by selecting a queue and clicking Remove .

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8. Click Next .

9. Select the Application from the drop-down select list that contains the class you want
to associate with the life cycle.
10. Select the Class from the drop-down select list that you want to associate with the life
cycle.
11. Select Delay Adding to Workflow if you want the object to be added to Workflow after it
is first saved instead of when it is initially created. To remove this option from a
selected class, deselect the check box in the Delay Adding to Workflow column.

Note: It is recommended to select the Delay Adding to Workflow option if your Workflow
solution is configured to perform System Work on WorkView objects immediately after they are
created.

12. Click Add .

13. Repeat steps 9 to 12 for each queue you want to add.
14. Click Next .

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15. Select a user group that you would like to grant rights to the life cycle from the User
Groups drop-down select list.

Note: The user group(s) assigned at the life cycle level during life cycle creation are assigned
rights to the queues created in the wizard as well.

16. Click Add .

17. Repeat steps 15 to 16 for each user group you want to grants rights to. Click Next .
18. A summary page is displayed that details the configuration of the new life cycle. Click
Finish .

Canceling Item Creation

When you create a new item, such as a life cycle, queue, rule, or action, you can cancel the
creation of the item by pressing the Esc key on the keyboard while you are entering the name of
the item.

Checking Life Cycles In and Out

In order to configure a life cycle, it must be checked out. If a user does not have a life cycle
checked out, the user cannot make changes to the configuration of the life cycle. While a user
does have life cycle checked out, other users cannot make changes to the configuration of the
life cycle. Upon creating a new life cycle, the life cycle is automatically checked out.

Checking In
To check in a life cycle:
1. In the Repositories pane within the Workflow tab, select the life cycle you want to check
in, right-click and select Check In or click Check In on the Workflow ribbon. If edits were
made and the repository was not saved, a message stating The life cycle has been
modified and must be saved before it can be checked in is displayed.
2. Click OK .
3. On the Home tab, click Save .
4. Repeat step 1.
After saving the repository, you can check in all life cycles in a repository by right-clicking on a
life cycle in the Repositories pane and selecting Check In All .

Note: If any life cycles have edits and the repository has not been saved, a message stating
The following life cycles could not be checked in as they contain unsaved changes: is
displayed, along with a list of any life cycles with unsaved changes.

In addition, when you close OnBase Studio, all life cycles are automatically checked back in.

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Checking Out
To check out a life cycle, complete one of the following tasks:
• In the Repositories pane within the Workflow tab, select the life cycle you want to
check out, right-click and select Check Out or click Check Out on the Workflow
ribbon.
• With the life cycle selected in the Repositories pane, within the Workflow tab, that
you want to check out, click the check out link in the Properties pane.

Studio Logging
An administrator can view Workflow User Event Transaction logs that detail when a user
checks in or checks out a life cycle in OnBase Studio.

Note: In order to view Studio logging information in the Workflow User Event logs, the Global
Tracing Level must be set to 2 . For more information about setting the Global Tracing Level,
see the Configuring Database Settings section of the System Administration module
reference guide.

For more information about viewing transaction logs in the OnBase Client, see the Transaction
Logs section in the System Administration module reference guide.

Life Cycle General Options

The following options can be configured for a selected life cycle in the General tab of the
Properties pane.

Option Description

Help Text An optional description of the life cycle that displays in the User
Interaction window when viewing the life cycle in the Client module.

Institutional Select this check box if you are creating a life cycle for a Layer 2 or
Layer 3 institutional database.

Note: Selecting this check box automatically sets every queue in the
life cycle to also be institutional.

Initial Queue Specifies the queue that initially receives the documents into the life
cycle.

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Option Description

Work Folder
Note: This option is not available in Unity Life Cycles.

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 be

displayed 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. When configuring standard life cycles, you
can select the Classic interface (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. Select None to
not make the life cycle available in any interface.
When configuring Unity Life Cycles, you can select Core-based
interfaces or None .

Portfolio Type
Note: This option is available when configuring a Unity Life Cycle.

Determines what items are displayed in the Related Items pane

when a primary item is selected. This can be overridden at the queue
level.

Tip: Portfolio types can be created to use existing Workflow folders.

When creating a Document to Document portfolio relation, select the
appropriate Folder Type . See Relating Documents to Documents on
page 4 for more information.

For more information on portfolio types, see Configuring Portfolio

Types on page 872.

Institution This drop-down list is available when you are working in a life cycle
for a Layer 2 or Layer 3 institutional database. This drop-down list is
used to filter the Organizational Chart and Calendar drop-down
lists, so that they only show selections related to the selected
institution.
The following icon is used to denote the options that can be
configured per institution:

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Option Description

Organizational Chart Select the configured organizational chart you want to associate with
the life cycle.

Note: Organizational charts are configured in the Configuration

module. See the Org Charts and Calendars section in the
Workflow documentation for more information.

Calendar Select the configured calendar you want to associate with the life
cycle.

Note: Calendars are configured in the Configuration module. See

the Org Charts and Calendars section in the Workflow
documentation for more information.

Content Type Specifies the type of items that the life cycle contains. This is not
editable.

Display All Items when When this option is selected, when selecting a life cycle in the Unity
Life Cycle is Selected Client, all items in the life cycle are displayed in the Inbox. If this
option is not selected, when a life cycle is selected no items are
displayed in the Inbox, and the Inbox displays the message This life
cycle is configured not to display items when it is selected .

Entities of this type When selected, items of the type specified in the Content Type drop-
should automatically down select list automatically enter the life cycle upon creation.
enter this life cycle upon
creation Note: This option is only available when configuring content types
for Agenda Items, External User Requests, Meetings, or Plan Review
Projects.

Disable When this option is selected, the life cycle is disabled. The disabled
life cycle will not be displayed in any Workflow interface, and work
items cannot be routed through it.

Configuring Life Cycles to Support Ownership

Note: Ownership is only available for Unity Life Cycles.

Ownership allows a user to have persistent and exclusive access to items within a Workflow
life cycle that they are working on. In order to use ownership functionality, the life cycle must
be configured to allow ownership. To configure a life cycle for ownership:
1. Select the life cycle you want to configure:
2. In the General tab, select the Supports Ownership check box.

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3. Enter the maximum number of items a user can own at a time in the Maximum Number
of Items Owned by User field.
Once a user has reached the maximum number of items that can be owned in a life
cycle, ownership of additional items can not be assigned using the Take Ownership
button from the ribbon, using the Change Owner dialog box, or assigned from the Queue
Administration dialog box. If an ad hoc task is configured with the option Task
Executor Takes Ownership and is executed by a user that owns the maximum number
of items, the task will not execute.

Note: When Maximum Number of Items Owned by User is set to 0, the number of items owned
by a user is unlimited.

Caution: The action Assign Ownership will ignore the ownership limits defined by the
Maximum Number of Items Owned by User setting.

Ownership and Coverage

When using ownership with a queue configured for coverage, a user that is covering for another
user will have access to the items the user being covered for owns. Without coverage, users
would only be able to see the items they own.

Ownership and Load Balancing

When ownership is used in conjunction with load balancing, items can only be viewed by their
owners within Workflow. Ownership takes precedence over load balancing.
An example of when this would be useful is the following. There is a group of underwriters.
Claims are load balanced to different tiers of underwriters based on claim value. After the
claims are load balanced to different groups of underwriters, a single underwriter within a
group can own an item to work on. When an item is owned, only that underwriter can work on
the claim.

Assigning User Groups to a Life Cycle

User groups can be assigned to a life cycle in the User Groups tab of the Properties pane.
To assign a user group to a life cycle.
1. In the User Groups tab, click Add .
2. Select the check box next to the user group you want to grant rights to.
If you want to only view the user groups that are currently assigned rights, select the
Show only included items check box. You can also use the Find field to enter the name
of a user group you want to find.
3. Select the check box above the list of user groups to toggle between selecting all user
groups, no user groups, or the user groups already selected.
4. When you are done configuring the user group rights, click OK .
5. Select a user group.

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6. To grant rights to the life cycle in client interfaces, select the Execute check box.
To grants rights for the user group to configure the life cycle, select the Configure
check box.
7. Repeat steps 5 and 6 for each user group.

Tip: You can access the User Groups dialog box by pressing Alt + a on the keyboard.

Assigning Document Types to a Life Cycle

Note: This only applies to life cycles that route documents

Document Types are assigned to a life cycle in the Document Types tab of the Properties pane.
To assign a Document Type to a life cycle:
1. In the Document Types tab, click Add .
2. Select the check box next to the Document Type you want to assign to the life cycle.
If you want to only view the Document Types that are currently assigned, select the
Show only included items check box. You can also use the Find field to enter the name
of a Document Type you want to find.
3. Select the check box above the list of Document Types to toggle between selecting all
Document Types, no Document Types, or the Document Types already selected.
4. When you are done configuring the Document Types, click OK .
You can remove a Document Type assignment by selecting it and clicking Remove .

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 document’s Document Type is
associated with. The document will not be added to any Unity Life Cycles the document’s
Document Type is associated with.

Assigning Managed Folder Types to a Life Cycle

Note: This only applies to life cycles that route managed folders.

Managed folders are assigned to a life cycle in the Managed Folder Types tab of the
Properties pane.

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To assign a managed folder type to a life cycle:

1. In the Managed Folder Types tab, click Add .
2. Select the check box next to the managed folder type you want to assign to the life
cycle.
If you want to only view the managed folder types that are currently assigned, select the
Show only included items check box. You can also use the Find field to enter the name
of a managed folder type you want to find.
3. Select the check box above the list of managed folder types to toggle between selecting
all managed folder types, no managed folder types, or the managed folder types already
selected.
4. When you are done configuring the managed folder types, click OK .
You can remove a managed folder type assignment by selecting it and clicking Remove .

Note: If you do not have rights to a managed folder, you will be able to see the folder in
Workflow; however, if you do not have rights to the documents within the managed folder, you
will not be able to view those documents within Workflow.

Assigning an Application Class to a Life Cycle

Note: This only applies to life cycles that route WorkView objects.

Application classes are assigned to a life cycle in the Application Classes tab of the Properties
pane. In order for objects to be routed in a life cycle, they must belong to an assigned
application class.

Note: External application classes cannot be assigned to a life cycle.

To assign an application class to a life cycle:

1. In the Application Classes tab, select an Application from the drop-down select list.
2. Select the Class from the drop-down select list in which the objects belong that will be
routed through the life cycle.
3. Select Delay Adding to Workflow if you want the object to be added to Workflow after it
is first saved instead of when it is initially created. To remove this option from a
selected class, deselect the check box in the Delay Adding to Workflow column.
4. Click Add .
You can remove an application class assignment by selecting it and clicking Remove .

Configuring a Life Cycle Icon

An icon is assigned to a life cycle in the Icon tab of the Properties pane.
To assign an icon, select the correct icon from the Small Icon drop-down select list.

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Password Protecting Life Cycle Configuration

You can password protect a life cycle to require a password in order to make configuration
changes to a life cycle.

Note: As of OnBase 17, if you password protect a life cycle in OnBase 17 or later, that life cycle
cannot be opened in a previous version of OnBase.

To password protect a life cycle:

1. In the Repositories pane within the Workflow tab, right-click on a checked out life cycle
and select Password Protect or select the life cycle and click Password Protect on the
Workflow ribbon.

2. Enter the Password .

3. Enter the password again in the Confirm Password field.
4. Click OK .
When a life cycle is protected, upon checking out the life cycle, a dialog box similar to the
following is displayed.

Enter the password in the field to configure the life cycle and click OK .

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To update the password of a life cycle:

1. In the Repositories pane within the Workflow tab, right-click on a checked out life cycle
that is password protected and select Password Protect or select the life cycle and
click Password Protect on the Workflow ribbon.

2. If you want to change the password, select Modify Password .

3. Enter the current password in the Current Password field.

4. Enter the new password in the New Password field.
5. Enter the new password again in the Confirm New Password field.
6. Click OK to save the new password, or click Cancel to close the dialog without changing
the password.

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To remove the password on a life cycle:

1. In the Repositories pane within the Workflow tab, right-click on a checked out life cycle
that is password protected and select Password Protect or select the life cycle and
click Password Protect on the Workflow ribbon.

2. If you want to remove password protection from the life cycle, select Remove
Password .
3. Enter the current password in the Current Password field.
4. Click OK to remove the password protection, or click Cancel to close the dialog without
removing the password protection.

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Copying Life Cycles

You can copy a life cycle and create a new life cycle that is an exact duplicate of the original.
To copy a life cycle:
1. Select the life cycle, right-click and select Copy . The Copy Life Cycles Wizard is
displayed.

2. If you want to copy multiple life cycles, you can select a life cycle and click Add . Repeat
this for every life cycle you want to copy.
3. Click Next .

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4. Choose what type of copy you want to create:

Copy the Life Cycles - This creates copies of the life cycles that are independent
•
of the original life cycles.
• Create Reference Copies - This creates copies of the life cycles, but it does not
copy any associated items, such as Document Types or WorkView Classes.
Reference copies do not appear in any of the Workflow interfaces because the
Make Available In option is set to None in the life cycle’s property pane.
• Create Working Copies - This creates complete copies of the life cycles, and it
removes the associated items, such as Document Types or WorkView Classes,
from the original life cycles. Any references to actions or rules in the original life
cycles are updated to refer to the new life cycles. New items entering the life
cycles will enter the copied life cycles, not the original ones.
5. Select a copy type, then click Next . The following page is displayed:

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6. Enter a New Name for each copied life cycle. The new life cycle name must be unique.
By default, the value in the New Name field is the original life cycle name followed by
(1) .
7. Click Next . A summary page is displayed.
8. Click Finish .

Converting Life Cycles

You can convert a standard life cycle to a Unity life cycle. To convert a life cycle:
1. In the Workflow tab within the Repositories pane, right-click on the life cycle you want
to convert and select Convert to Unity Life Cycle .
2. Are you sure you want to convert <life cycle name>? is displayed. Click Yes to continue
the conversion. Click No to cancel the conversion.

Note: Unity life cycles do not support Work Folders. If a standard life cycle uses a Work Folder,
you will need to create a Portfolio Type in order to find related items in the Unity life cycle. For
more information, see Configuring Portfolio Types on page 872.

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3. If any settings that are not supported in Unity life cycles are found in the life cycle
during the conversion process, a Conversion Results dialog box is displayed.

This dialog box lists the items that could not be fully converted. You can click Save to
File to save the information to a text file. Click Close when finished with this dialog box.
4. The newly converted life cycle will have the same name as the converted life cycle
followed by (1).

Creating Queues
Queues can be added to life cycles as needed.
To create a new queue:
1. In the Repositories pane within the Workflow tab, right-click on the checked out life
cycle you want to add a queue to and select New | Queue .
2. Enter the name for the queue.
3. Press Enter on the keyboard.
4. Configure the queue as appropriate.

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Within each queue there are the following folders:

• System Work : this folder contains system work associated with the queue. When you
select this folder you can configure Overview and Details information on the
Documentation tab that will be included in generated documentation.
• Ad Hoc User Tasks : this folders contains ad hoc tasks associated with the queue.
When you select this folder, all tabs in the Properties pane relate to the queue.
• Timers : this folder contains timers associated with the queue. When you select this
folder, all tabs in the Properties pane relate to the queue.
• Transitions : this folder contains transitions associated with the queue. When you
select this folder, all tabs in the Properties pane relate to the queue.

Configuring Queues
General queue configuration options are configured in the General tab in the Properties pane.
The following options are available.

Parameter Description

Description Optional area to add comments about the queue’s function. For
informational purposes only and is not displayed in the Client.

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 Interaction window when the queue is selected.

Double-Click Begins Double-clicking an item in the inbox window triggers associated user
User Work work.

Hide Count If this option is enabled, the number of items within the queue is not
displayed in the Client module. If it is disabled, the number of items
within a queue is displayed. If no items exist in a queue, a zero will be
displayed for the count.

Note: For the Web Client, if the Web Server’s web.config file
ShowQueueCounts option is set to true, it will not override the
individual queue's Hide Count setting. If ShowQueueCounts is set
to false, no queue counts will be displayed.

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Parameter Description

Exclusive Viewing Permits only one user to view the item at a time. Another user can
retrieve the item in a Client retrieval interface, but not through
Workflow. An item that exists in multiple queues in different life
cycles that have this setting enabled will only permit the items to be
opened in one queue at a time. If the item lives in two life cycles in
two queues and if one queue has this setting enabled and the other
does not, the same item is available for viewing in both queues by
two different users.

Note: This option controls item access within a queue.

Note: When this option is applied, items 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 items within the 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: When a queue is configured with the Exclusive Viewing

option and routes WorkView objects, and a WorkView object in that
queue is viewed in WorkView, no ad hoc tasks for the queue are
available to be executed on that WorkView object. However, the ad
hoc tasks can be executed on the WorkView object when it is viewed
in Workflow.

Note: When a queue is configured with the Exclusive Viewing

option, that queue is not supported for use with the Integration for
Microsoft Outlook 2010, Integration for Microsoft Outlook 2013, or
Integration for Microsoft Outlook 2016 modules.

Disable Logging Every time an item enters or exits a queue, an entry is made in the
Workflow log. Checking this option disables the logging function.

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Parameter Description

Auto-Feed Automatically displays the next available item in the viewer.

When configuring a queue in a life cycle that supports ownership in a
Unity Life Cycle, the Automatic Ownership check box is enabled
when the Auto-Feed option is selected. When you select Automatic
Ownership for a queue, items that are auto-fed to users are
automatically assigned ownership to the user who receives the item.
This option also prevents a user from entering a queue that is
configured with the Auto-Feed option, leaving the queue, and
returning to the queue to be auto-fed a different item.

Note: When a queue is configured with the Auto-Feed option and

routes WorkView objects, and a WorkView object in that queue is
viewed in WorkView, no ad hoc tasks for the queue are available to be
executed on that WorkView object. However, the ad hoc tasks can be
executed on the WorkView object when it is viewed in Workflow.

Note: When a queue is configured with the Auto-Feed option, that

queue is not supported for use with the Integration for Microsoft
Outlook 2010, Integration for Microsoft Outlook 2013, or Integration
for Microsoft Outlook 2016 modules.

Enable Take and Release When this option is selected, users in a life cycle configured for
Ownership ownership have the ability to take and release ownership of items in a
queue.

Note: This option is only available for Unity Life Cycles that support
ownership.

Hidden Hides the queue in the Client’s Tree View and Graphic Layout, even if
the user has rights to the queue.

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Parameter Description

Auto-Select Next Item

Note: This option applies to the Core-based OnBase Client, the Unity
Client, and the ActiveX Web Client Workflow interfaces.

When a single item is selected before execution of an action, if the

selected item is not transitioned out of the queue, it is displayed.
When the item selected is transitioned out of the queue, the next item
available in the queue is displayed.
When multiple items are selected before execution of an action, when
the displayed item is still in the queue, it is displayed again. When the
displayed item is not in the queue, the first item within the selection
that remains in the queue is displayed. If no item within the selection
is found, no item will be displayed. If all selected items are
transitioned out of the queue, the next available item is selected.

Note: If the current queue is configured for exclusive viewing,

Workflow will loop through the selected items, starting from the first
item in the selection, to find the first available item. If an available
item 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 Client interfaces.

Execute Filter Rule When this option is selected, when executing an ad hoc task
against Related Item against related items, the filter rule will be executed against the
Selection related item selection, instead of against the primary item.

Note: This option is only supported in the Unity Client interface.

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Parameter Description

Respect Security
Keywords Caution: This option is not supported in the Classic Client interface.

Note: This option should not be used with load-balanced queues.

When this option is selected, security keywords are respected when

displaying items within the queue. Only items 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 the queue level, the Respect Security Keywords option
displays any documents that match the configured security keyword
value.

Note: If a filter is applied to a queue configured for security

keywords, and the filter does not have any Document Types
configured, the filter results list will be empty.

Selecting this option enables a Document Types button. Upon

clicking this button, a Document Types dialog box is displayed. If
you click the Add all document types assigned to life cycle button,
all of the Document Types currently assigned to the Life Cycle to
which the queue belongs are selected. Click Add to add specific
Document Types. Select the check box next to the Document Type
you want to assign to the queue.

Tip: To select many Document Types at once, press and hold the
CTRL key while selecting Document Types, or select consecutive
Document Types while holding the SHIFT key. Press the space bar
to select the check box for the selected Document Types.

Select the check box above the list of Document Types to toggle
between selecting all Document Types, no Document Types, or the
Document Types already selected.
Select Show only included items if you want to filter the Document
Type list to show only those Document Types that you have selected.
Once all Document Types you want to assign are selected, click OK .

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Parameter Description

Respect Security To remove a Document Type, select the Document Type and click
Keywords cont. Remove .
Click OK when configuration is complete.

Note: It is a best practice to configure Document Types for the

Respect Security Keywords setting. If Document Types are not
configured, refreshing document lists may be slower and queue
counts may not always reflect the documents returned based on
security keyword values.

Institutional When this option is selected, items in the inbox are restricted based
on institution.

Note: This option is only available in Layer 2 and Layer 3 institutional

databases.

Override Document When the For Primary Document option is checked, allows users
Modification Privilege who do not have a modify privilege to update the Keywords or
otherwise modify 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.

Note: This option allows users to modify the document and its
Keywords only within the document viewer. To modify Keywords in
the Keyword panel, a user must have the Modify Keywords User
Group Privilege.

Note: In order to create image markups, a user must have the

Modify Documents User Group Privilege.

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 for a document within the Work Folder within the
queue.

Note: Users do not need access to the document’s 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.

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Parameter Description

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 Client’s 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 Options

MRM Queue options are available if your system has any of the following additional licenses:
• HL7 Listener
• Basic HL7 Listener
• HL7 Version 3

Parameter Description

MRM Queue This option provides users access to medical record charts
residing in this queue from the Medical Records Unity Client.
If this option is selected, then the queue is accessible from the
Medical Records Unity Client. If it is disabled, then the queue is
not accessible from the Medical Records Unity Client.
The Medical Records Unity 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 or Coding in the Medical Records Unity Client.
• If this queue will be used for deficiency creation (Analysis) 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 Medical Records Unity
Client but should not be used for Analysis or Coding, then
select <None> .
See the Medical Records Unity Client module reference guide for
more information.

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 should be able to mark all Coding as complete on the
chart when it exits this queue.

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Allowing Users to Override the Auto-Feed Setting

A user can override the Auto-Feed setting configured for queues and view all items 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 options, locks are placed on items. When the
user first opens the auto-feed queue, the first available item in the queue is displayed. The item
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 item. When an item is already locked in a queue configured for Exclusive
Viewing , the item is skipped and an auto-feed lock is not applied to the item. 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.

Assigning User Groups to a Queue

User groups are assigned to a queue in the User Groups tab of the Properties pane.
To assign a user group to a queue:
1. In the User Groups tab, click Add .
2. Select the check box next to the user group you want to grant rights to.
If you want to only view the user groups that are currently assigned rights, select the
Show only included items check box. You can also use the Find field to enter the name
of a user group you want to find.
3. When you are done configuring the user group rights, click OK .

Tip: You can access the User Groups dialog box by pressing Alt + a on the keyboard.

If you want to assign all of the user groups currently assigned to the life cycle to the selected
queue, click Add All Assigned to Life Cycle . After clicking this button, if user groups are added
at the life cycle level, the queues user group rights are not automatically updated.

Note: When you remove a user group assignment to a queue, if ownership is being used and
users belonging to the user group that was removed no longer have access to the queue via
another user group assignment, the owned items owned by these users will be labeled as
unowned.

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Assigning an Icon to a Queue

Click the Icons tab to select an icon to symbolize the queue in the design interface and in the
Repositories window. This is an optional setting.
A selection from the Small Icon drop-down list replaces the folder with an icon in front of the
queue name in the Repositories window. The default in this view is a yellow folder.
A selection from the Large Icon drop-down list displays the icon on the queue in the design
interface and within the graphic layout in the Client.

Note: The default representation of a queue in the Graphic Layout for the Web Client Workflow
is a notebook.

Icons are only available after they have been stored in the SYS System Icons and SYS System
Bitmaps Document Types.

Advanced Options
The following advanced options are configured at the queue level.

Work Folder
Note: This option is not available in Unity Life Cycles.

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 be 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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Portfolio Type
Note: This option is available when configuring Unity Life Cycles.

Determines what items are displayed in the Related Items pane when a primary item is
selected.
Portfolio types are used to contain supporting items for the main item passing through the life
cycle. Portfolio types can relate a primary item to item of the same content type or of a
different content type. For more information on Portfolio Type see Configuring Portfolio Types
on page 872.

Tip: Portfolio types can be created to use existing Workflow folders. When creating a
Document to Document portfolio relation, select the appropriate Folder Type . See Relating
Documents to Documents on page 4 for more information.

The Portfolio Type drop-down select list contains any portfolio types that are configured for
the content type for which the life cycle is configured. For example, portfolio types configured
with a WorkView Objects Content Type will only be available in life cycle configured to route
WorkView Objects .

Default Template
Note: This option is only available when configuring a document life cycle.

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.

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.

Note: When using the OnBase Client Workflow interface, the default template is not
automatically applied to Unity Life Cycles.

VB Script to Execute on Selected Document

Note: This option is not available in Unity Life Cycles.

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.

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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 on 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 (seconds)

The Inbox Refresh Rate (seconds) 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
Client’s 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 (seconds) feature to function in the Core-based
Client interface, the Refresh tree counters Workstation Option must be selected.

Caution: Configuring the Inbox Refresh Rate (seconds) setting to a small number, making the
refresh rate more frequent, on multiple queues will impact performance.

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Sort Documents By
The Sort Documents By section allows you to set the display order for entries in the Document
window in the Client module.

Note: In the Unity Client Workflow interface, if a user manually sorts the item in a queue, the
options configured in the Sort Documents By section are overridden.

Sort Type Description

<None> Documents are not sorted.

Document Date Documents are sorted by the document date, in ascending order.

Document Handle Documents are sorted on the unique document identifier that was
stored when the document first entered the system.

Entry Time Items are sorted on the date of entry to the queue (arrival time), in
ascending order.

Name Items are sorted on the configured Auto-Name string for the
Document Type, in ascending order.

Priority Items 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 999999999 would be the lowest priority. When sorting
descending, 999999999 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 Date , Document Handle , Entry Time , Name , or
Priority ) to descending, instead of the default (ascending) order.

User Privileges
User privileges are configured in the Advanced tab of the Properties pane by clicking the
Configure button in the User Privileges section.
To configure user privileges for a queue:
1. In the Advanced tab of a queue, click Configure for User Privileges .
2. Click Add .
3. If you want to configure privileges for a user group, select the User Group radio button
and select the appropriate user group from the drop-down select list.
If you want to configure privileges for a user, select the User radio button and select the
appropriate user group from the drop-down select list.
4. Click OK .
5. With the user/user group selected, select check box(es) for the appropriate privilege(s).
6. Click OK

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The following user privileges are available to grant:

Privilege Description

Queue Administration Grants access for selected user to the Queue Administration
dialog box and the functionality contained within this dialog
box.

See Other User’s Documents Grants access to the See Other User's Documents queue
right-click menu.

Note: Users can also view other user’s items 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 items in a queue configured
with the Auto-Feed setting by granting access to the Show
All Documents right-click menu for queues configured for
Auto-Feeding.

Note: In the Unity interface, users with this privilege can

perform tasks on items 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.

Queue Monitoring
Queue monitoring is configured in the Advanced tab of the Properties pane by clicking the
Configure button in the Queue Monitoring section.
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. In the Advanced tab of a queue, click Configure for Queue Monitoring .
2. Select the Use queue watermarks check box.

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3. Enter the appropriate number of documents for the High Watermark Warning and Alert
levels and click the corresponding Log check box.
4. Enter the appropriate number of documents for the Low Watermark Warning and Alert
levels and click the corresponding Log check box.
5. Click OK .
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 alert.
• A document enters the queue (i.e., the queue count is increasing) and the document
count surpasses the High Watermark alert.
• A document leaves the queue (i.e., the queue count is decreasing) and the document
count reaches the High Watermark alert.
• A document leaves the queue (i.e., the queue count is decreasing) and the document
count goes below the Low Watermark 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.

Configuring Filter Options for a Queue

The Filters tab in the Properties pane allows you to configure filter options for the selected
queue.

Configuring Filters for Life Cycles that Route Documents

If the queue is in a life cycle that is configured to route documents, any custom query that is
configured as a Workflow Filter can be used to filter the Workflow inbox.

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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 option is not selected, the Available Filters drop-down
list is disabled and all filters are listed in the Default Filter drop-down list. 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 and Unity Client user
interfaces.

The box corresponding to the Use only selected filters check 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 Workflow Filters that
are assigned to the queue and that the user has permission to are displayed for selection when
Filter Inbox is displayed.

Caution: When configuring filters, limit the number of Document Types and Keyword Types
used in filters to maximize performance. The more complex a filter is, the more resources they
require to run.

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.
If the life cycle has been configured to route documents, the 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.

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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. Persistent filters are not
supported in the Web Client.

Note: Use caution when using a filter with a queue configured with the Auto-Feed 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.

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.

Configuring Filters for Life Cycles that Route WorkView

Objects
If the queue is in a life cycle that is configured to route WorkView objects, then WorkView filters
that have been configured as Workflow Inbox Filters can be used to filter the Workflow inbox.

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 option is not selected, the Available Filters drop-down
list is disabled and all filters are listed in the Default Filter drop-down list. If the user selects
Filter Inbox while the inbox is displaying the combined view, all of the WorkView filters that the
user has permission to and are assigned to each queue within the combined view are
displayed.
The box corresponding to the Use only selected filters check 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 WorkView filters configured as Workflow Inbox
Filters that are assigned to the queue and that the user has permission to are displayed for
selection when Filter Inbox is displayed.

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Available Filters
The Available Filters drop-down select list contains any WorkView filters that have been
configured as Workflow Inbox Filters. This drop-down select list is only enabled when the Use
only selected filters option is selected.
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 WorkView filter 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
WorkView filters configured with the Workflow Filter option that the user has permission to will
be available. When a default filter is selected, the queue is automatically filtered and the
WorkView objects 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.

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. Persistent filters are not
supported in the Web Client.

Note: Use caution when using a filter with a queue configured with the Auto-Feed option.
Ensure that the desired filter will not prevent items from displaying for any user.

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.

Display Filtered Document Count

If this is checked, the queue count should count only “filtered” objects. Otherwise all objects in
the queue are counted. If this option is selected for a load balancing queue, only objects
assigned to the selected/logged-in user are counted.

Coverage Tab
When a Organizational Chart has been selected for a life cycle, you can configure queues within
that life cycle for coverage. To configure a queue for coverage:
1. In the Coverage tab, select the Coverage Type from the drop-down select list.
Workday will only check the Business calendar to see if a user is available.
Shift will check the Business calendar as well as the Shift calendar assigned to the user
to see if the user is available.

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2. In the check boxes, select whom employees are going to be covered by when
unavailable.

Coverage Option Description

Manager When this option is selected, Workflow will traverse the associated Org
Chart to find a Manager to cover for the absent employee. The first
Manager Workflow finds relative to the employee will cover the
absentee.

Assistant When this option is selected, the employee designated as “assistant”

will cover for an absent employee.

Note: In order for this option to take effect, an assistant must be

configured in the Org Chart for the unavailable user.

Peer When this option is selected, Workflow will traverse the associated Org
Chart to find a peer to cover for the absent employee. Any employee
within the Org Chart who shares the same role will cover the absentee.

Required Role This option is available when Peer is selected. When configured, all
employees with rights to the queue will be able to view the documents
of unavailable users who have this role.

Note: Although this option is made available by selection of Peer , the

users who share a required role do not necessarily have to be peers in
the Org Chart.

3. Click Save to save these settings.

Note: All users that meet coverage configuration terms will be able to see documents of
absent employees.

Document coverage is not transitive. For example, when using the See Other User’s
Documents option, if Employee 1 covers for Employee 2, but Employee 2 is also covering for
Employee 3, Employee 1 will not see Employee 3’s documents.

Note: When using coverage, documents are not reassigned to available users. The assignment
to the original user is maintained, but other users are able to view the documents.

Configuring a Load Balancing Queue

Load balancing can be configured in the Load Balance tab of queue configuration. When
Unbalanced is selected for the Load Balance Type , the queue has no special configuration.
Users with access to an unbalanced queue can see and perform work associated with any of its
documents.

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Once you define a queue as load balanced, you must configure members (Configuring
Members on page 277) and a queue type (Load Balancing Queue Options on page 280).
If you are configuring load balancing in a Layer 2 or Layer 3 institutional database, the
Institution drop-down select list allows you to configure load balancing for a specific
institution. The following icon is used to denote items on the Load Balance tab that can be
configured per institution:

For more information on configuring load balancing in a Layer 2 or Layer 3 institutional

database, see Load Balancing Considerations for Institutional Databases on page 286.

Configuring Members
You can configure users, user groups or members.

Note: The Coverage tab is not available when Roles or User Groups is selected.

The Default Recipient drop-down list allows you to 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 <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.

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 Type’s value will be populated with the assignment.

Note: If this is configured in conjunction with the Match Keyword to User Name load balancing
queue type, the Keyword Type’s value will not be populated with the assignment, and the
Default Recipient and Keyword to Hold Assignee drop-down select lists are disabled.

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Configuring Users as Members

To configure users as members:
1. Under the Load Balance Members section of the Load Balance tab, select Users from
the Assignment Type drop-down list.
2. You can assign specific users by clicking Add and selecting the check boxes next to the
users you want to add as members. Click OK . If you want to only view the users that are
currently configured as members, select the Show only included items check box. You
can also use the Find field to enter the name of a user you want to find.
You can click Add All Assigned to Queue to add all users as members that are assigned
rights to the queue.
You can click on the Roles tab, select a role from the Roles drop-down select list and
click Add to add all users that are assigned to the selected role as members to the
queue.

Caution: When configuring a Match Keyword to User Name load balancing queue, only the
Users option is supported.

Note: If you add a user to a user group that has rights to a load balance queue, the following
dialogue is displayed: Should this user be added as a load balanced member of load balanced
queues currently assigned to the user group? If you click Yes , that user will be added to any
load balanced queues to which the user group has rights and that are configured with users as
members. If you click No , the user will not be added to any load balanced queues.

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Configuring User Groups as Members

To configure user groups as members:
1. Under the Load Balance Members section of the Load Balance tab, select User Groups
from the Assignment Type drop-down list.
2. You can assign specific user groups by clicking Add and selecting the check boxes next
to the user groups you want to add as members.
Select the check box above the list of user groups to toggle between selecting all user
groups, no user groups, or the user groups already selected.
Click OK . If you want to only view the user groups that are currently configured as
members, select the Show only included items check box. You can also use the Find
field to enter the name of a user group you want to find.
You can click Add All Assigned to Queue to add all user groups as members that are
assigned rights to the queue.

Note: If you remove a user from a user group, the user is removed from load-balancing
assignments using that OnBase user group. All existing load-balancing assignments are
removed from that user and set to either <Unassigned> or assigned to a default user if one is
configured.

Note: If your system is configured to use Active Directory - Enhanced authentication or an

authentication scheme with the Remove users from this group if no matching domain found
option enabled, when a user is removed from an Active Directory group, it is then removed from
the corresponding OnBase user group. This also removes the user from load-balancing
assignments using that OnBase user group. All existing load-balancing assignments are
removed from that user and set to either <Unassigned> or assigned to a default user if one is
configured.

Configuring Roles as Members

Note: Roles is only available for the Rules Based type.

To configure roles as members:

1. Under the Load Balance Members section of the Load Balance tab, select Roles from
the Assignment Type drop-down list.
2. You can assign specific roles by clicking Add and selecting the check boxes next to the
roles you want to add as members. Click OK . If you want to only view the roles that are
currently configured as members, select the Show only included items check box. You
can also use the Find field to enter the name of a role you want to find.

Note: If a new user is created and added to a role, load balanced queues are not updated until
after the Application Pool has been recycled.

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Load Balancing Queue Options

There are many load balancing queue options. The following queue types can be configured:
• Allocated Percentage - see page 280 for more information.
• By Priority - see page 281 for more information.
• In Order - see page 282 for more information.
• Keyword Based - see page 282 for more information.
• Match Keyword to User Name - see page 284 for more information.
• Rules Based - see page 285 for more information.
• Shortest Queue - see page 285 for more information.

Allocated Percentage
Allocated Percentage assigns a specified percentage of the system’s items to each user.
To configure:
1. Once members are configured, click the Configure button. The Allocated Percentage
Configuration dialog box is displayed.

Note: If no users or user groups have been added as members, the list will be empty.

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2. Double-click on the user/user group you want to allocate work to in the Allocated
Percentage column and enter the percentage you want to assign to that user/user
group. Repeat this step for each user/user group you want to assign work to.
3. Click OK . If allocations do not total 100%, a message stating Allocations do not total
100 percent. Do you want to continue? is displayed. Click Yes to continue. Click No to
return to the screen to edit the configuration.

Note: If allocations do not total 100%, any documents that are part of the unassigned
percentage are not distributed to users/user groups and will remain unassigned in the queue.

By Priority
By Priority distributes items to users based on the priority assigned to items. Priority values
are assigned to specific user groups.

Note: Load balancing by priority is not supported in the OnBase Client Classic Workflow
interface.

To configure:
1. Once members are configured, click the Configure button. The Priority Configuration
dialog box is displayed.

2. Select a Member from the drop-down select list.

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3. Select an appropriate Operator and enter a Priority value (1-999999999).

4. Click Add .
5. Repeat steps 2 to 4 for each member you want to configure.
6. Click OK .

In Order
In Order distributes items to users in a specified order until all of the items in the system have
been assigned. As additional items enter the system, assignments continue with the next
member or group in the rotation.
Configure members as appropriate.

Keyword Based
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.

Note: This load balancing queue type is not available when configuring queues in life cycles
that have a Content Type of WorkView Objects .

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To configure:
1. Once members are configured, click the Configure button. The Keyword Based
Configuration dialog box is displayed.

2. Select the Keyword Type you want to use for the assignment from the drop-down select
list.
3. Select the appropriate Operator from the drop-down.

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 the Value you want to associate from the Keyword Type to the member for
assignment.

Note: Wildcards are not supported. Use Rules Based Load Balancing when you cannot specify
specific values.

Note: Values entered for Keyword Types with Date Data Type and Date and Time Data Type will
be stored in the format of the locale of the user’s workstation.

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Note: Regardless of the workstation’s 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 the Member you want to assign the keyword value parameter to.
6. Click Add .
7. Repeat steps 2 to 6 for each member you want to use.
8. Click OK .

Caution: In order for proper document assignment, do not configure the same load balancing
criteria for more than one user or user group.

Match Keyword to User Name

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: This load balancing queue type is only available when configuring queues in life cycles
that have a Content Type of Documents that route document item types.

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.

To configure:
1. Once members are configured, click the Configure button. The Match Keyword to User
Name Configuration dialog box is displayed.

2. Select the Keyword Type that contains values that will match user names for document
assignment from the drop-down select list.
3. Click OK .

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Rules Based
Rules 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:
• Assign to User
• Remove User Assignment

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.

Note: If a user in the Unity Client has reached a configured inactivity timeout, that user is no
longer consuming a license and is therefore no longer logged in, so the user will not be
assigned items in a load-balanced queue using the Assign to Logged-in Users check box.

Note: If there is no Load Balancing Work configured for the queue, nothing occurs when
Rebalance is selected in the client.

Load Balancing Work

When you set a load balancing queue as a Rules Based queue, you can create load balancing
work. Load balancing work occurs before system work. It can contain task lists, actions, and
rules. Often, load balancing work is used to assign users to work. To create load balancing
work:
1. In a Rules Based queue, right-click and select New | Load Balancing Work .
2. Create and configure the appropriate rules and actions with in Load Balancing Work for
the queue.

Shortest Queue
Shortest Queue initially assigns items to users one by one in an orderly fashion. As additional
items enter the system, assignments are made to the user with the fewest unprocessed items
that is encountered first by the system.
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.

Note: If a user in the Unity Client has reached a configured inactivity timeout, that user is no
longer consuming a license and is therefore no longer logged in, so the user will not be
assigned items in a load-balanced queue using the Assign to Logged-in Users check box.

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Queues are evaluated by the system in a loop. A user who processes items after the system
has encountered and evaluated his or her queue may then have the shortest queue; however,
the new item will not be assigned to that user. This is because the system evaluated that user's
queue before the documents were processed, and that user did not have the shortest queue at
the time. New items are assigned to the user who has the shortest queue at the time the
system encounters it.

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.

Creating Transitions
For the life cycle to route items manually, queues must be configured with transitions.
Transitions can either be added in the Design Layout or in the Repositories pane within the
Workflow tab.
To create a transition in the Repositories pane:
1. Select the queue you want to draw a transition from. Right-click the queue and select
New | Transition , or select Transition in the Life Cycle ribbon menu.
2. Select the queue you want to draw the transition to from the drop-down select list
available in the transition that is created.
3. Press Enter on the keyboard.

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If you want to the transition to be hidden when viewing the graphic layout in a client interface,
select Hide transition in graphical layout when viewed in client in the General tab of the
Properties pane.

Tip: If you want to draw more than one transition, hold down the Ctrl keyboard key while
drawing a transition to keep the Transition tool selected.

For more information on creating transitions in Design Layout, see Life Cycle Graphical Layout
on page 336 for more information.
Depending on your configured Studio Options, the following right-click options are also
available when creating transitions:

Option Description

New | Pre-Transition Adds a task list to be executed before the transition is executed.
Task List
Note: This requires the Enable pre and post transition task list
creation option to be enabled in Studio Options.

New | Pre-Transition Adds a rule, which is evaluated before the transition takes place. If the
Test rule evaluation returns false, the transition is canceled. If the rule
evaluation returns true, the transition proceeds. This test ensures that a
transition is allowed to proceed out of the queue.

Note: This requires the Enable pre-transition and action test rule
creation option to be enabled in Studio Options.

New | Post-Transition Adds a task list that is to be executed when the transition completes.
Task List
Note: This task is executed after the system work in the destination
queue is performed.

Note: This requires the Enable pre and post transition task list
creation option to be enabled in Studio Options.

Creating 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 life cycle, otherwise the new action will
not be properly configured. 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. Once an action type is selected, OnBase prompts you for additional
information required in order to perform the task.

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Adding
1. In the Repositories pane within the Workflow tab, right-click on any task list or System
Work folder within a queue, and select New | Action .
2. Type the name of the new action in the field or select an existing action from the drop-
down select list.
3. Press Enter .

Tip: In a task list or System Work folder within a queue, reorder actions by clicking them and
dragging them to a new location within the task list or System Work folder.

Configuring
Once you have added a new action, and while the action is selected, the right side of the
Properties pane displays an action configuration section.
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.

You can also select from the Use Property Bag drop-down to choose which type of Property
Bag you want the action to use.

Note: Nullable data type values cannot be stored in the property bag.

• Use Session Property Bag - Select if you want to use a session property that persists
only for the duration of the user’s session.
• Use Scoped Property Bag - Select if you want to use a scoped property that persists
only for the duration of a task’s execution.

Note: During an incremental, parallel upgrade process, if an action configured to use the
scoped property bag in OnBase 16 or later is executed or modified in a version prior to OnBase
16, that action will use the session property bag instead.

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• Use Persistent Property Bag - Select if you want to use a persistent property that
persists for as long as the associated item exists in the Life Cycle.

Note: This option is only available when a persistent property can be used in a configuration.

Note: The persistent property bag contains properties for the primary item that the action is
being executed against, and not for a related item. If the action executes against a related item,
the property bag for the primary item is used.

Caution: Use the Persistent Property Bag configuration only when necessary. This
configuration option has increased processing needs and could affect performance.

The following options are also available.

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.

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 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.

If the Enable pre-transition and action test rule creation option is enabled in Studio Options,
you can also create pre-action test rules by right-clicking an action and selecting New | Pre-
Action Test. This allows for the configuration of a rule that the action is conditional upon.
For more information about Actions, see Studio - Workflow Actions on page 394.

Copying and Pasting 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 .

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3. The Paste Options dialog box is displayed. Select Paste existing item if you want to
share the action and its settings. Select Paste a copy of the item if you want to create a
copy of the action, but not maintain a link to the original action. Changes to the original
action will not affect the new copy of the action and vice versa.
When creating a new action, if the same name is used for an action that is the same as an
existing action, the existing action will be used. The following is an example of an action that is
used in multiple places with Workflow.

Note: Actions cannot be copied in one repository and pasted to another repository.

Note: Actions cannot be copied from a Unity life cycle and pasted to a standard life cycle. In
addition, actions cannot be copied from a standard document life cycle to a Unity life cycle that
routes items other than documents.

Creating Rules
A rule is used to determine if the requirements to process a document have been met. A rule is
presented as a question that returns a true or false answer. OnBase performs a set of actions
based upon the response to the question. Some rules may also be aborted, in which case
neither course of action is taken on the document. When a new rule is added, the Rule Type
drop-down select list is activated. This drop-down select list is divided into groups, based upon
what the rule does and what is affected. Once an rule type is selected, OnBase prompts you for
additional information required in order to perform the evaluation.

Adding
1. In the Repositories pane within the Workflow tab, right-click on any task list or System
Work folder within a queue, and select New | Rule .
2. Type the name of the new rule in the field or select an existing rule from the drop-down
select list.
3. Press Enter .

Tip: In a task list or System Work folder within a queue, reorder rules by clicking them and
dragging them to a new location within the task list or System Work folder.

Configuring
Once you have added a new rule, and while the rule is selected, the right side of the Properties
pane displays an rule configuration section.

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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
name of the rule you want to use. Typing the name of the rule will select the rule in the drop-
down select list.

Caution: If rule is not properly and completely configured, it cannot be executed.

You can also select from the Use Property Bag drop-down to choose which type of Property
Bag you want the rule to use.
• Use Session Property Bag - Select if you want to use a session property that persists
only for the duration of the user’s session.
• Use Scoped Property Bag - Select if you want to use a scoped property that persists
only for the duration of a task’s execution.

Note: During an incremental, parallel upgrade process, if a rule configured to use the scoped
property bag in OnBase 16 or later is executed or modified in a version prior to OnBase 16, that
rule will use the session property bag instead.

• Use Persistent Property Bag - Select if you want to use a persistent property that
persists for as long as the associated item exists in the Life Cycle.

Note: This option is only available when a persistent property can be used in a configuration.

Note: The persistent property bag contains properties for the primary item that the rule is being
executed against, and not for a related item. If the rule executes against a related item, the
property bag for the primary item is used.

Caution: Use the Persistent Property Bag configuration only when necessary. This
configuration option has increased processing needs and could affect performance.

The following options are also available.

Option Description

Disable Allows you the flexibility of turning off a rule without deleting it. The rule can be
reinstated, without reconfiguring, by deselecting this box. A rule 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.
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 rule is executed, an entry is made in the database. If the
Execution rule is disabled when an entry is made, it will be logged in the OnBase database
that the rule was disabled at the time of execution.

For more information about rules, see Studio - Workflow Rules on page 725.

Copying and Pasting 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. To copy and paste a
rule:
1. Right-click on a rule and select Copy .
2. Select the task list to receive the configured rule, right-click and select Paste .
3. The Paste Options dialog box is displayed. Select Paste existing item if you want to
share the rule and its settings. Select Paste a copy of the item if you want to create a
copy of the rule, but not maintain a link to the original rule. Changes to the original rule
will not affect the new copy of the action and vice versa.When this option is selected,
you have three additional options. You can elect to Paste the existing children within a
rule, which is maintain a link to the actions and rules existing in the original rule. You
can elect to Paste a copy of the children if you do not want to maintain links to the
originating rules and action within the rule, but you do want a copy of the actions and
rules within the pasted rule to edit as necessary. Lastly, you can select Do not paste the
children to not copy any of the actions or rules contained in the originated rule.
When creating a new rule, if the same name is used for a rule that is the same as an existing
rule, the existing rule will be used. The following is an example of a rule that is used in multiple
places with Workflow.

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Note: Rules cannot be copied in one repository and pasted to another repository.

Note: Rules cannot be copied from a Unity life cycle and pasted to a standard life cycle. In
addition, rules cannot be copied from a standard document life cycle to a Unity life cycle that
routes items other than documents.

Reverting Changes to Actions and Rules

If you change the configuration of an action or a rule, you can revert the changes before you
save the repository. Upon change a rule or action, OnBase Studio will display this in the
Properties pane.

Click the here link to revert the changes before saving the repository.

Creating System Tasks

Each repository has system tasks. They can be found in the System Tasks folder in the
Repositories pane within the Workflow tab. System Task Lists allow you to execute a task list
without having the Workflow system open in the Client.

Note: System Tasks configured with the Set Property Value action and the Work Item Property
option selected will not execute properly.

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To create a system task:

1. In the Repositories pane, right-click and select New | System Task . The Create System
Task screen is displayed.

2. Enter a Name for the task.

3. Select the type of item the system task will execute upon from the drop-down select list.

Note: The Agenda Item , Meeting , and Plan Review Project item types are reserved for future
functionality.

If you are configuring a system task for documents and you would like the life cycle to
be compatible with versions of OnBase previous to 12, do not select the Create a Unity
System Task option.
4. Click Next .

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5. If you are configuring a system task that will execute on Documents , select a Document
Type you want to associate with the system task from the drop-down select list.
If you are configuring a system task that will execute on Managed Folders , select a
Managed Folder Type you want to associated with the system task from the drop-down
select list.
If you are configuring a system task that will execute on WorkView Objects , select an
Application and a Class that you want to associate with the system task from the drop-
down select lists. Repeat this for each application/class you want to associate the
system task with.

Note: System tasks configured for WorkView are specific to the class(es) they are configured
for. They cannot be successfully executed on other classes. In addition, the user groups that
have rights to the class associated with the system task must also have rights to the system
task in order to successfully execute the system task. System tasks configured for WorkView
can only be used in conjunction with WorkView events.

If you are configuring a system task with the Managed Folders or WorkView Objects
options, skip to step 8.
6. Click Add .
7. Repeat for each Document Type you want to associate with the system task. For an
system task configured for documents, you must associate the system task list with
any Document Type on which you want to execute the task.
8. Click Next .
9. Select a User Group that you wish to grants rights to the system task from the drop-
down select list.
10. Click Add .
11. Select Execute if you want to grant Client interface access to the task. Select Configure
if you want to grant configuration rights for the task.
12. Repeat for each user group you want to grant rights to.
13. Click Finish .
14. Add appropriate actions, rules, and task lists to complete the configuration of your
system task.

Note: A system task cannot be added as a task list within another system task.

Sub folders for each type of system task are created upon a system task creation of that type.
Sub folders include: Documents, Managed Folders, and WorkView Objects.
After the task has been created, you can configure an icon. To configure an icon:
1. Select the task and in the Properties pane, select the Icon tab.
2. Select a Small Icon and a Large Icon for the task.

Note: Changes will not be saved until the repository is saved.

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In addition, you can edit the Document Types assigned to a system task in the Properties
pane’s Document Types tab for system tasks configured for documents. You can edit the user
groups assigned to a system task in the Properties pane’s User Groups tab.

Copying and Pasting System Tasks

Once a system task is configured, it can be copied and pasted within the repository. To copy
and paste a system task:
1. Right-click on a system task and select Copy .
2. Select an existing system task under the System Tasks folder, right-click and select
Paste .
3. The Paste Options dialog box is displayed. Only new copies of system tasks can be
created. Changes to the original system task will not affect the new copy of the system
task and vice versa. Select Paste the existing children if you want to paste everything
configured under the system task and maintain a li