Image Server/400 Workflow Overview
From Support
Document Workflow Document workflow routing is a very important feature to many companies to insure documents are quickly reviewed and processed as they are received electronically or scanned into their document management system. WebDocs - iSeries Edition has workflow built-in to the system for allowing newly checked-in documents to be routed to multiple users sequentially or all at the same time.
Current workflow capabilities include
Workflow Inbox Each WebDocs - iSeries Edition user or department has their own workflow in-box folder to allow critical documents to be quickly processed and responded to. The in-box serves as a central location for reviewing all documents that need to be responded to by a user. Shared inboxes can also be set up for a department so multiple users can be processing documents from a shared inbox.
An example of a shared inbox could be an Accounts Payable department where documents get scanned in the mailroom and multiple clerks are processing incoming documents sequentially as they are scanned from the mailroom. An insurance claims department might also use a shared workflow inbox to process incoming claims documents as they are scanned into the WebDocs - iSeries Edition system.
Sequential Document Routing and Review As documents are checked into WebDocs - iSeries Edition, a list of users or shared inboxes can be set to provide a sequential review process. As each document is approved the document is moved to the next step in the workflow sequence. The workflow status of a document can be reviewed at any point in the review process to insure that all workflow steps have been completed.
Simultaneous Multiple User Document Routing and Review As documents are checked into WebDocs - iSeries Edition, a list of users can be set to provide a simultaneous review process. All selected users review the selected document at the same time. After each user reviews the document they will accept the review process as being complete. The workflow status of a document can be reviewed at any point in the review process to insure that all workflow steps have been completed.
Emailing Document Links and Notifications As part of the workflow process, WebDocs - iSeries Edition, can automatically email document links and notifications to notify users that a document needs review. This is a great way to notify users that they have workflow that needs to be finished without requiring them to sign into the WebDocs - iSeries Edition system to check their inbox.
Emailing Workflow Status Info As a document goes through the various phases of review, rules can be established as to when a user gets notified via email that they need to respond to a document. Ex: If a document hasn't been responded to within 24 hours, a list of email recipients can be established to receive a document notification. The workflow originator can also receive email notifications as a document progresses through the workflow process.
CL API Commands to Control Workflow User written iSeries programs can be written to initiate and control workflow steps such as sending document links, email notifications, etc. WebDocs - iSeries Edition provides exit points when checking-in new documents that have been scanned, uploaded or imported to be able to initiate workflow processes right away when a document enters the system.
Because of the API capabilities of the WebDocs - iSeries Edition workflow processing, the WebDocs - iSeries Edition workflow can be easily integrated with any iSeries business application to help streamline manual business workflow processes by turning them into electronic processes.
For further discussion on the workflow capabilities of WebDocs - iSeries Edition, please contact RJS Software Systems Inc. to discuss your specific workflow scenario.
