Main Menu -> My IWS → New Workflow Task


The New Workflow Task screen allows multiple options for bringing a new document into the IWS system

Prepare batch Scan, File Upload and Workflow Form are available in this area.  Each is explained and detailed in the sections below.



Prepare Batch Scan


When using the separate IWS Scanning program to scan batches of documents into the system, a batch must first be created in this area.  A batch is a collection of like document types that have been counted and prepared for scanning.  Once a batch is created, a batch number is assigned.  A batch cover sheet can be printed or saved to attach to the physical batch of documents to be scanned.  The batch number assigned here is entered into the IWS Scanning program and tells that program what document type is being scanned along with how many pages and documents are included in the batch.  This functionality provides checks and balances to the batch scanning process.


  • Click the Prepare Batch Scan button to enter the listing of existing batches and create new batch screen.



The Batch Grid List


The batch grid list shows all batches (scanned and not yet scanned) for this department.

Action Buttons

  • New Batch: Create a new batch in this department.

List

  • Use the search/filter boxes at the top of the grid to narrow the list of batches.
  • The column headers can be clicked to sort each column.  Click again to sort the opposite direction.
  • Click any record to view an existing batch.
  • **Only batches that have not been scanned yet can be edited.


New Batch


By Clicking the New Batch button, the system will display the new batch creation section to the right of the batch list.

Action Buttons

  • Save: Save the new batch and makes it ready for scanning.
  • Print: Print the batch cover sheet.
  • Delete: Delete the batch (only available if the batch has not been scanned yet).

Fields

  • ID: Batch ID number assigned by IWS.
  • Document Type: Select the document type this batch will be assigned.
  • Page Count: How many pages are in the entire batch?
    • Count all pages for all documents in the batch.
    • This should not include an separator pages.
  • Document Count: How many documents are in the entire batch?
    • Specify how many separate documents are included in the batch.
    • Example: If there are 15 individual "Enrollment Form" documents in the batch and each enrollment form document is 2 pages long, the Document count total will be 15 and the Page Count total will be 30.


File Upload


The File Upload option provides a direct method to bring new documents into the IWS system without using a separate scanning program, email import or import source.  In this area we can specify a single file to upload into workflow/archive or a small group of files into a single or multiple document types.


The File Upload Box



To upload a new file, drag and drop a file from your computer into the "Drop file here" box, or click that box to open the file browse dialog.

  • The file browse dialog works the same as attaching a local file to an email in Outlook or other program.  Browse your computer for the file to attach and complete the attachment.
  • To add additional files to upload, drag them to the box or click the box again to browse for another file.


Document Type Assignment



Once at least one file is in the upload box, the system will show the file(s) there, and in the list below the box.  Now, we need to tell the system what document type we want to assign to the file(s).

Action Buttons

  • Save ALL: Select and save ALL documents uploaded to the same document type.
    • Select the document type from the list.
    • Click the Save All option to ignore any individual document types selected in the single save options below, and will complete the upload process.
  • Save: Select a different document type for each file uploaded.
    • Select the document type from the list for each document uploaded.
    • Files in the list can have the same document type if needed.  Each row can have any document type available in that department.
    • Enter a New Note: This option can be used to add a document note to that document only.  This note will be visible throughout the IWS system on this document.
    • As Save is clicked on each row, that document will complete and be removed from the screen.
  • To cancel out of the entire process and skip uploading any files, click the Dashboard or any other menu option.



Workflow Form


The Workflow Form option allows us to fill out a custom built online form inside IWS.  That new online form will become the primary document in IWS and enter whatever workflow is setup for it.  This works the same as any other scanned, emailed, uploaded, or imported document except the document is a filled form that was created in the IWS system.  The department administrator must first setup the new workflow form in the department admin document type area.  Each workflow form can be customized from scratch to contain/capture any fields or data required.


The Workflow Form List



  • Use the search/filter boxes at the top of the grid to narrow the list of available workflow forms.
  • The column headers can be clicked to sort each column.  Click again to sort the opposite direction.
  • Select the form to be filled out from the list and IWS will display that form on the screen.

Example (Contract Form) Below.  Your department forms will be different than the example:


Action Buttons

  • Fill in all required fields and any optional fields.  Once complete, click the Save button to submit the form and send it to workflow.
  • Click the Close button to cancel the process and return to the workflow form list.