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