Examples

• New application notice

  Whenever a paper employment application is submitted to a company, the application is scanned into a network folder. New Hire personnel are then notified of and given access to the new application.

• Transcription task

  A medical clinic asks patients to supply personal information on a paper form. The form is scanned and tasked to a remote transcription service. This service converts the information in a digital format by transcribing it in a Webform.

New Application Notice

Scenario: A nation-wide company offers a printable version of its online employment application. Often, persons print this application, fill it out, and turn it in or mail it to the nearest branch location. Instead of mailing or faxing the application to the national "Talent Acquisition" office, the employee who receives the application locally scans it into a network folder. A workflow process automatically moves the file into a Talent Acquisition network folder, and notifies the responsible party via email.

Process: This process is created as an auto start Workflow project type. Here's what it looks like:

Because of the file moving functionality of the New File Auto Start component, this process is very simple. When a new file (in this case a scanned application) is dumped into the folder that this component is watching, the process begins. Let's go into the New File Auto Start component:

Here under the File Watcher tab we see that the component is set to move new files into a specified directory. This directory is the destination directory for the file.

Here under the Input tab we see the source directory. This is the directory that the New File Auto Start component watches for new files.

After the application file has been moved from the main application-drop directory onto the Talent Acquisition directory, a Send Email component sends a notification email to the responsible party. Here's what that looks like:

The email contains a link to the new application.

Other components in this example

• Send Email

Transcription Task

Scenario: A medical clinic serves patients of all ages and backgrounds. Many patients are not comfortable using computer equipment and are not proficient at typing. To accommodate everyone, the clinic continues to use paper forms for patients to fill out personal information. The clinic uses a third party transcription service to convert the forms into a digital format. When a patient turns in a paper form, a worker at the clinic scans the form into a network folder. A workflow process recognizes the new file, creates a task, and sends a notice email to the third party service. The third party accesses the scanned image in a webform, and transcribes the information into a digital form.

Process: This process is created in an auto start Workflow project type. Here's what is looks like:

Let's go into the New File Auto Start component:

Here under the File Watcher tab we see that the component is set to move new files into a specified directory. This directory is the destination directory for the file.

Here under the Input tab we see the source directory. This is the directory that the New File Auto Start component watches for new files.

Here under the Output tab we see that the component creates a process variable, FileData. This variable contains the new file (in this case a scanned image) that kick started the process.

After the process has been started by the New File Auto Start component, a Dialog Workflow component is invoked. This component creates a task, and sends it to the third party service via email. The Dialog Workflow component uses its Start Process to send the email. Here's what that looks like:

The Send Email component sends an email that includes a link to view the scanned image. Here's what the email editor looks like:

When a user clicks the ResponsePageLink, a webform containing the scanned image appears. This webform is created in the Dialog Model of the Dialog Workflow component.

Inside the Form Builder component we see the actual form:

On the left side, an ImageComponent displays the scanned personal information form. The right side has fields for entering data. Once entered, this data can be stored in a database for use.

If we double-click the ImageComponent, we see that it retrieves the image to display from process data.

If the transcription process fails, a logging component records the failure so corrective measures can be taken.

Other components in this example

• Dialog Workflow
• Create Log Entry
• Send Email
• Form Builder
• Image Component