Workflow 2.0

The engine used to create Workflows in PaperSave is based on the Windows Workflow Foundation. Within the Workflows you create, you’ll create different Drop Points. The Workflow States will be based on your organization need. So, in keeping with our “big picture” idea of how all this ties together, each Document Type will have at least one Workflow and each Workflow may have a Drop Point to add Workflow Items to that Workflow. One can add a Workflow Item directly to the Workflow without using Drop Points.


One of the most important reason to understand the role of Document Types is that Workflows are based on Document Types and assume all Profile Fields associated with that Document Type. This helps to index the document, add metadata, and fill in the gaps of what is not automatically captured from the host. For example, to trigger a step that is automated for an invoice based on the amount, the amount must be included as a Profile Field.


PaperSave gives you the option of creating a paperless, electronic Workflow for processing documents. This option is available in the PaperSave Settings and can be set up by one user, which can be accessed by many to continue the constant flow of processed documents. This allows you to effortlessly approve or reject a document and also add annotations to the documents.


Workflow features within PaperSave were first introduced in PaperSave 5.0. Since then customers have taken advantage of this robust and powerful feature to create Workflows that have helped to streamline and enrich document driven processes. This Workflow system has been dubbed Workflow 1.0. PaperSave 5.2 introduces a complete overhaul to Workflow revamping its features, introducing new capabilities, and solving common design problems and limitations that customers who implemented Workflow 1.0 faced. The following is a short list of some of the features, changes, and or considerations with Workflow 2.0.


Ø The term State has been renamed to Step.
Ø The user interface previously known as the Workflow Queue Explorer has been renamed to PaperSave Workflow.
Ø The server side system no longer needs to be recycled and or reset when publishing Workflows. No more IISRESETs or Application Recycles after publishing.
Ø Workflow 2.0 sheds the need to use Queues to:
ü Organize items together,
ü Set who will be responsible for each item and
ü Set general Workflow permissions. Instead these configurations are now done at the level of the Workflow itself. Responsibility is determined based on target owners set during transitions from one step to another step or one Workflow to another Workflow. Items can be organized based on profile field filters within the PaperSave Workflow.
Ø Workflow 2.0 expands the concept of Workflow Users allowing for the assignment of specific Workflow users to specific items in the Workflow set during the transition of an item from one step to another or from one Workflow to another. Workflow Users can now also forward their items when they are Out of Office.
Ø Drop Points have been introduced to enable you to add documents into Workflow either by dropping them into a watch folder or by using PaperSave Scan.
Ø Fields can be hidden or shown at each step of the Workflow simplifying the profile data panel for certain users at particular steps in the Workflow where some of the fields may not be relative for those steps.


Users who are updating to 5.2 from prior versions of PaperSave 5 will be able to continue using Workflow 1.0 without any disruption as well as will be able to create new Workflows in Workflow 2.0. New users that have never used PaperSave will only be able to use Workflow 2.0 and will not have any options for using Workflow 1.0.


Workflow 2.0 Section talks on following topics:



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