Importing a workflow from folder

Despite the transition to electronic business documents, there are still various paper materials and documents in the company that need to be archived electronically. To make the process as fast and automated as possible, a predefined workflow named Import from files (folders) is available, which allows scanned documents to be imported into Documentation in PANTHEON.

CASE SUMMARY Tecta has a physical archive of the documentation they want to archive electronically. In addition, they still receive documents in paper form from certain business partners. For this purpose, paper documents will be scanned and imported into PANTHEON documentation using the workflow Import from files (folders). The person responsible does this as follows: Setting up the mailbox Importing the workflow Running the workflow Import from files

1. Setting up the mailbox

The person responsible creates a new mailbox for imported documents from folders. Mailboxes are defined in the Administration Panel, which can be accessed by opening the menu Settings | Program | Administration Panel and clicking the panel Settings | Documentation | Mailboxes. The person responsible creates the mailbox manually and defines its settings.

• To create a new mailbox, the person responsible clicks the toolbar button (Insert record).

• In the field Name, the person responsible enters the name of the mailbox, in this case: Import from files (folders).

• In the field Classification, the person responsible selects the appropriate classification from the drop-down list.

• In the field Subject, the person responsible selects the appropriate company from the drop-down list, in this case: Tecta Plc.

• On the tab Settings, the person responsible defines two operations, as shown in the image below.

• In the first field of the column Operation, the person responsible enters: acReadFrom. In the second field, which is added by pressing the down arrow key on the keyboard, the person responsible enters: acMoveTo.

• In the first field of the column Data, the person responsible enters the location of the folder from where the documents will be imported. In the second field, the person responsible enters the location of the folder where the documents will be stored when they are transferred to eDocumentation.

2. Importing the workflow

The person responsible then imports the workflow Import from files (folders) from a web service. This is done in the window Workflow - design. The detailed procedure for performing the import process is described in the chapter eDocumentation settings in PANTHEON.

3. Running the workflow Import from files

The person responsible now wants to import the documents scanned by Tecta from the folder specified above. After importing the workflow from the web server, the person responsible clicks the button Run workflow, as shown in the image below.

The program checks the documents in the folder that was previously defined and transfers any documents that have not already been transferred to eDocumentation.

HINT The documents that have been moved from the local folder to eDocumentation are moved by the program to the folder defined in the field acMoveTo in the mailbox. This provides an overview of the documents transferred.