OnBase - Workflow in Unity Client

Opening the Unity Workflow Interface

The Unity Workflow interface is opened by clicking the Workflow button:  

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 you have 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.

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.

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.

This updates the life cycle or queue as well as queue counts.

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: 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.

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.

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.

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.

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.

To execute an ad hoc task on an item, click a button in the Tasks section of the Workflow ribbon. 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.

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.

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.

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 application menu.

The following sections describe the user options that are available.

General Options