Output Workflows allow the output of one job to go through a process that could involve decisions based on metadata and multiple outputs.
The output of one job could feed other jobs, different parts of documents can be sent in different directions based upon the workflow of your choice.
To set up a job workflow, go to Jobs Manager and click on the Jobs Workflows button.
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An example of how to create a basic job workflow is shown in the video below. This example shows a job workflow of an Invoices job, sending documents either to one hidden job or another depending on whether the total amount is over or under 1000 euros. Before following the steps below, the video shows a group being created first so that the following jobs of each step will be easy to find.
Step 1: Create the main Invoices job.
•Click Add New Job from the Home Page or Jobs Manager.
•In the General tab, click Active and name the job 'Invoices'.
•In the Source Settings tab, select a path from where the job documents can be loaded from.
•In the Document Template tab, scan or load a template of a document that will be scanned to this job.
•In the Metadata tab, input 'Total' in a field, then click Manage OCR Zones. Draw a box around the total amount area where only the amount is visible in the box and click Apply.
•In the Output Settings tab, click on No Output.
•In the Document Splitting tab, click Add New, then select Every_Pages and insert 1. Click Save and then click Apply Changes.
Step 2: Add Job for Invoices that are below 1000 euros.
•Click Add New Job from the Home Page or Jobs Manager.
•In the General tab, name the job '-1000'. Do NOT click Active.
•In the Metadata tab, input 'Total' in a field.
•In the Output Settings tab, click Custom Path and near Path, select the folder where the documents for the invoices below 1000 euros will be saved to after scanning.
•Click Apply Changes, and then click the X button to not activate the job.
Step 3: Add Job for Invoices that are above 1000 euros.
•Click Add New Job from the Home Page or Jobs Manager.
•In the General tab, name the job '+1000'. Do NOT click Active.
•In the Metadata tab, input 'Total' in a field.
•In the Output Settings tab, click Custom Path and near Path, select the folder where the documents for the invoices above 1000 euros will be saved to after scanning.
•Click Apply Changes, and then click the X button to not activate the job.
Step 4: Adding the Job Workflow Process
•In Jobs Manager, click on the Workflows button and then click Add New Process.
•Name the process and click Active.
•For the Starting Job, click on the Invoices job (created in Step 1).
•For the first Condition, write ' Total<1000 ', and write 150 as a Test Value to make sure the expression is True. Then click Apply Changes.
•Under the True Column, select the -1000 Job (created in Step 2).
•In the second row, under the Job Column, select the Invoices job (created in Step 1).
•For the second Condition, write ' Total>1000 ', and write 1500 as a Test Value to make sure the expression is True. Then click Apply Changes.
•Under the True column, select the +1000 Job (created in Step 3).
•Lastly, click Apply Changes at the top left corner.
If the Flowchart button is clicked on, the above Job Workflow will appear as a flowchart. In the example video below, the last minute shows the above Job Workflow in action and shows how the documents scanned are sent to their respective folders.
A list of existing workflows is displayed in the screenshot below.
Double click to edit or delete an existing workflow or press the Add New Process button to add a new workflow.
Double-clicking on an existing workflow will display it in edit mode, showing existing steps in the process as below, showing all the steps in the workflow process.
In the top right corner of the screen, there is the button Clone Workflow in which one could make a duplicate of the same workflow.
By clicking the Flowchart switch at top right (indicated in the red box in the screenshot below), Scan2x will represent your process in a dynamically drawn flowchart to make your process easier to visualize.
The screenshot below displays the columns of the workflow table.
These columns indicate the following: 1. Job - Indicates the 'Starting Job' the administrator has chosen to start the workflow.
2. Condition - Indicates the condition by which the starting job will connect the scanned document to the next scan job.
3. Trigger On - There are three options from the Trigger On dropdown. These include:
- All Documents: When the workflow is triggered, all of the documents will be processed in the workflow.
- First document in batch: When the workflow is triggered, only the first document of the batch will be processed in the workflow.
- Last document in batch: When the workflow is triggered, only the last document of the batch will be processed in the workflow.
4. Scan Option - There are three options for the Scan Option. These include:
- Use Previous: The next job will use the document that was scanned to the previous job (i.e., the starting job).
- Acquire New: The next job will acquire a new document.
- Acquire And Append: The next job will acquire a new document, and also add the previous scanned document to send to the next job.
5. True - Indicates that if the condition is met, send the scanned document to a job.
6. AutoSave - Whether the True job should AutoSave the document.
7. False - Indicates that if the condition is not met, send the scanned document to another job.
8. AutoSave - Whether the False job should Autosave the document.
The example below shows output from the “Invoices” job is redirected to the “+1000” job if the “Total” metadata field contains a value of 1000 or more.
The AutoSave checkbox denotes an instruction to save the document automatically without showing a preview if all the metadata in the “+1000” job is populated successfully.
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