Workflow Detailed View

Updated over a week ago

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3 min read

Overview

 

Workflow Detailed View is a screen opened when you zoom in on something on Workflow Tile. It has the info about the recent jobs/files processed in the workflow and to-do items the user needs to do to unblock stuck files.

There are 4 tabs of the Workflow Detailed View: Recent Activity, Files, To-do and Scheme.

Workflow Detailed View

 

Recent Activity

 

  • This is the list of workflow recent jobs
  • We show both processing and completed jobs by default (when All Activity Filter is set)
  • One job will produce one entry in the list
  • The order of the list is by time added with the most recent items placed at the top
  • There are two filters on the screen:
    • Status (All Activity / Added / Completed)
      • All Activity filter doesn't show Added entries when a job is completed
    • Added By (Me Only / Everyone)
  • When an item is clicked, it leads to the Job View Screen
  • If all the items from the job were deleted, we don't show that job in Recent Activity anymore

 

Job View

 

  • This is a file list of files in the job
  • A user can get to this screen through Recent Activity List or if they click a Job Rectangle on a workflow tile
  • If there are any deleted files in the job, they are shown at the bottom, greyed-out
    • Files that are first completed and then deleted will be shown with the status “Completed” but also greyed-out
  • Merge and Split actions can produce greyed-out items too, with Original Document and Temporary Document status (more info on this in Merge and Split action explanation). These documents will be placed at the bottom of the list, the same as deleted files.
  • Job View List order is - most recently added first 
    • Deleted files are at the bottom (completed deleted first)
  • There are no checkboxes to select files in this list
  • User's to-do items are marked red
  • User can filter the list by status (All / Processing / Completed)
    • When Completed filter is chosen, there would be both completed files and completed deleted files (those are greyed out and at the bottom of the filtered list)

 

Files

 

  • This is the list of all files processing and processed in the workflow (files you're allowed to see)
    • So, your files only if you're set to "Can use workflow" or files from all users if you have "Can see all files" right or above
  • We don't show original or temporary files here
  • Completed deleted files are shown greyed out at the bottom
  • The order of the list is - most recently added at the top
  • There are no checkboxes to select files in this list
  • User's to-do items are marked red
  • There are two filters on the screen:
    • Status (All / Processing / Completed)
    • Added By (Me Only / Everyone)

 

To-do

 

  • This is the list of current user's to-do items (notifications) in the workflow
  • The order of the list is - most recently added at the top
  • This list has checkboxes so a user can select files and perform actions on file(s)
    • Available bulk list actions depend on the type of notification:
      • Delete, at all times
      • Sign in to SharePoint / OneDrive / Google Drive / Dropbox, if a file lacks credentials for the cloud drive
      • Approve / Reject if a file is waiting for approval
      • Retry, if a file has failed
      • Supply Information, if all selected files wait for the same form to be filled
    • Please note that additional, notification-type-specific actions are shown only if all selected files have the same notification type
      • E.g. if a user selects one Requires Approval item and one Unable to Sign to SharePoint item, they will have just Delete Button in the Action List
  • A user can filter the list by Action Type (which means - what action/step of a workflow produced the notification)
    • Note that there can be multiple notification types in the same step

 

Scheme

 

  • Actions of the workflow
  • If the space is not wide enough for all actions, a scrollbar will appear
  • Notifications are placed on the actions if there are any
  • A notification leads to the To-do List with clicked action selected
    • Note that Back Button after Scheme notification click will still lead to Dashboard. Browser back would go back to the Scheme.
  • Workflow description is shown below the title (if it's set in the workflow settings)
  • Workflow email address is displayed below the workflow description. Users can use this email to send files to this workflow directly.
    • Please note that if workflow contains Fill in a Form action, it does not support emailing and the email address is not visible

 

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