User Guide for PaperSave for Blackbaud's Student Information System > PaperSave Web Client > Workflow Entry Viewer

Description of all the groups available under Home tab is described below.

Click on image to magnify/shrink

Filter Group:

1. Workflow: This option allows you to choose the Transaction Type, Document Type and Workflow whose documents you want to be displayed.

2. Workflow Queue: This option is used to choose the Transaction Type, Document Type, and Queue whose documents you want to be displayed.

Note:

You can view only those steps of the Workflow Items which contain associated events.

3. Refresh: This option will refresh the document list of the selected Workflow/ Queue.

Navigation Group:

1. Previous Item: This option is used to view the previous document in the document grid. This option is disabled when the first document in the grid is selected.

2. Next Item: This option is used to view the next document in the document grid. This option is disabled when the last document in the grid is selected.

3. Load Next Stack: This option will load the next X number of documents from the Workflow/Queue, where X is the value of Stack Size which is defined under the Workflow (Refer point no.6)/ Queue section in the PaperSave Settings.

Note:

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If more than 1 users are logged into Workflow Entry Viewer at the same time then the loaded stack will be locked for the respective users. And when a user clicks Load Next Stack then system will load the stack that is not locked by any user. Let us understand this Lock Mechanism more clearly with the help of a scenario for Workflow 1.0 and Workflow 2.0 as mentioned below:

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For Workflow 1.0: Let's say there are total 20 Workflow Items and the Stack Size is kept as 5. User1 opens Workflow Entry Viewer window and loads a stack of 5 then user1 will have 1-5 items in Workflow Item grid. Now User2 opens Workflow Entry Viewer window and tries to load the stack. Then User2 will have items 6-10 in the Workflow Item Grid because 1-5 items are already locked by User1. Now, once again User1 tries to load another stack by clicking Load Next Stack. Then User1 will be able to view items 11-15 in Workflow Item Grid because 6-10 are already locked by User2. This is how Lock Mechanism works for Workflow 1.0.

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For Workflow 2.0: Let's say there are total 20 Workflow Items and the Stack Size is kept as 5. User1 opens Workflow Entry Viewer window and loads a stack of 5 then user1 will have 5 items in Workflow Item grid whose Source is Common Pool. Now User2 opens Workflow Entry Viewer window and tries to load the stack. Then User2 will have items another 5 items in the Workflow Item Grid whose Source is Common Pool because first 5 items are already locked by User1. Now, once again if User1 tries to load another stack by clicking Load Next Stack, then User1 will be able to view 5 items in the grid other than the items that are locked by User2. This is how Lock Mechanism works for Workflow 2.0

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If 2 Users has opened Workflow Entry Viewer window at the same time OR if a single user has opened 2 instances of Workflow Entry Viewer window at the same time, then under such scenario, they should not see the same stack because the workflow items gets locked automatically for that particular user/session when the items are loaded in the Workflow Item grid.

•	Incase of Workflow 1.0, you should see next stack gets loaded automatically once currently loaded stack is processed. Whereas, in case of Workflow 2.0, please make sure to click Refresh button to load next stack in the grid after you process the currently loaded stack.

Review Group:

1. Reject: This option is used to reject a document. You can also add a comment by clicking Prompt for Comment button so that a Reject Event dialog box will be displayed, when a document is rejected. Here you can add a comment and click Submit to reject the document. You can even select the Don't show again option, so that this dialog box will not be displayed in the future while rejecting a document. When a document is rejected, the "Workflow Step" of that document is changed to "Rejected."

Note:

The availability of this option depends on the design of the Workflow.

2. Approve: This option is used to approve a document. You can also add a comment by clicking Prompt for Comment button so that an Add Comment to the Approve Event dialog box will be displayed, when a document is approved and then click Submit to approve the document. You can even select the Don't show again option, so that this dialog box will not be displayed in the future while approving a document. When a document is approved, the "Workflow Step" of that document is changed to the next state as per the design of the workflow. For example, if the workflow is designed using the "DataEntryWithTwoLevelConditionalApproval" template, then the document needs to be approved twice before going to the "Entered" step.

3. Auto Raise: When this option is selected a document will be attached to a record in the Host Application, then the attached document will be approved/rejected/custom event automatically. In case the workflow has been designed with Approve, Reject and Associate event, the Auto Raise button will show a drop-down list of Approve and Reject.

Operation Group:

1. Find: This option is used to search a Keyword in a searchable PDF document. Clicking on Find button will open the Find text-box as displayed below. You can enter the desired keyword that you want to search in the document and hit Enter key. Search result will be highlighted in the document. To navigate to next search result, again hit Enter key or else use "Next" & "Previous" arrow icons available within the Find text-box. You can hit Escape key or click on Cross icon to close the Find Text-box.

Note:

•	You will only be able to view Find button in the ribbon for .pdf file types.

•	Find functionality will only work only for searchable PDF files.

•	Instead of clicking on Find button, you can also use Key Board shortcut "CTRL+F" to open the Find text-box and search the desired keyword in the document. However, while using CTRL+F shortcut key, please make sure that the focus of the cursor is kept on Document Display Area.

2. Zoom In: This option will magnify the selected document for better readability.

3. Zoom Out: This option will shrink the display size of the selected document.

4. Rotate Left: This option will rotate the document to the left by 90 degrees.

5. Rotate Right: This option will rotate the document to the right by 90 degrees.

6. Mirror: This option will create a mirror image of the document that is being displayed.

7. Dynamic Zoom: This option will zoom in/out just by left-clicking the mouse and moving the mouse upward/downward to perform the zoom in/out action on the selected area of the document respectively.

8. Marquee Zoom: This option is used to highlight a certain area of the document being displayed and that highlighted area will be zoomed in for better readability.

9. Actual Size: This option will display the document in its actual display size.

10. Fit Visible: This option will adjust the display of the selected document to fit the screen size.

11. Fit Width: This option will adjust the display of the selected document to fit the width of the screen size.

12. Fit Height: This option will adjust the display of the selected document to fit the height of the screen size.

13. Custom Zoom: This option will zoom in/out the selected document by selecting the appropriate zoom level from the drop-down list.

Reproduction Group:

1. Print: This option will print the document by selecting the check box or selecting the items from the grids.

Note:

You will be asked to install PaperSave Print Helper if you are using Print functionality for the first time from PaperSave Web Client.

2. Save: This option allows you to save the current document on the local machine.

3. Email: This option is used to send the current document displayed on the screen through an email as an attachment.

Note:

You will be asked to install PaperSave Email Helper if you are using Email functionality for the first time from PaperSave Web Client.

4. Delete: This option is used to delete the current document displayed on the screen.

5. Save Changes: This option is used to save the changes made to the current document.

Templates Group:

1. Apply Template: This option is used to apply Global/Local Templates that are created for that Document profile. When you click Apply Template button, a list of the templates created will appear and you can choose from it as per your requirement. If you create more than five templates of the Global Template and Local Template, then you will be able to view More option. When you click More the Global Template and Local Template lists will appear and you can select the appropriate template.

Note:

When you apply template using Apply Template button, values for ONLY those Profile Fields will be populated in the respective field area, whose field visibility property is set as TRUE. However, if the hidden fields are marked as visible using Show Hidden Fields button, in that case values for such fields will also be populated (if exists in the applied template).