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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.
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.
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.
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.
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.
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 task pane, which opens if you choose to view an item’s Keywords, cross-references, etc., includes the Inbox tab’s icon:
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.
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.
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.
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.
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.