The Work Folder window contains all documents that are related to the main document selected. If the main document has multiple values for a Keyword Type that is assigned to the working folder, all documents that have either of the values assigned to it will be pulled into the working folder as a related document. Upon selection, the related document displays.
Selecting multiple documents and executing a task will refresh the contents of the Work Folder for each primary document that is selected. The Work Folder is not updated in real time. If documents are added to the Work Folder after the primary document has been displayed in the viewer, but before the task list is resumed, those documents will not be displayed in the Work Folder, but the newly added documents will be acted upon by the Workflow logic when the task is executed.
When a Keyword Type that is determining the contents of the Work Folder has a value that contains an asterisk (*) or question mark (?), the characters are treated as wildcards and all documents that meet the criteria are returned as related documents.
You can perform an Ad Hoc Task on a related document by dragging the document from this window onto the icon in the Tasks Bar. Ad Hoc tasks are also available from the Workflow menu.
Use folders to group documents related to the current document, called supporting documents. These documents may or may not exist in the Workflow and may be of a different Document Type than the current document in the Workflow.
If a filter is configured to display keyword or note-related display columns, if a related item has multiple values or notes related to that column, each entry will be displayed separately in the list.
In the Core-based interface, if a Work Folder has a default filter that is configured to display an HTML form, the form is not displayed when the Work Folder window is selected. Only Document Types and display columns are applied. The filter must be applied to the Work Folder manually from the Work Folder window in order for the HTML form to display. Default filters configured for Work Folders are not applied in the Classic interface.
In the Core-based interface, the selected document retains focus both during and after task execute.
User group right restrictions on Document Types do not apply to Document Types included in the Work Folder window.
The following right-click options are available in the Work Folder window:
Option |
Description |
---|---|
Template |
Allows you to select a template to apply to filter the work folder. Note:
If a template is applied to the Work Folder window, each Document Type within the folder is represented with one item listing. The display will not reflect the number of documents that match the keyword criteria, but rather, will serve as a reference as to what Document Types are represented in the folder. |
Keywords |
Opens the Add / Modify Keywords dialog box to view or modify the document Keyword Values. |
Re-Index |
Opens the Re-Index Document dialog box to re-index the open document. Note:
This option is not available for documents that are signed E-Forms. |
Delete |
Deletes the selected document. Note:
This option is available only in the Core-based Workflow interface. |
History |
Opens the Document History dialog box, which lists the past actions performed on the document. By default, the entries are sorted in descending order, with recent actions listed first. |
Display in Top-Level Window |
When selected, the related document will open in the top level window. If multiple documents are selected, the first document in the list is opened in the top-level window. Note:
There is only one top-level window. If a related document is displayed in the top-level window and another related document is selected to display in the top-level window, only the last related document selected is displayed. |
Send To | Mail Recipient |
When properly configured, the system will create a blank email message with the specified document attached. |
Send To | Internal User |
Sends selected document(s) to the defined user's internal mailbox. Opens the Send Mail dialog box. |
Send To | Advanced Mail |
You will be prompted to enter a page range and whether you want to send the file in native format. When properly configured, the system will create a blank email message with the specified document attached. |
Workflow Queues |
Displays the queues that the selected document exists in. A document can only exist in one queue within a life cycle, but can exist in multiple life cycles. Note:
If multiple documents are selected at once, this option is disabled. |
Properties |
The properties of a Document display in the Document Information dialog box. |
You may have more options available depending on user rights and licensing. You may also not have any of these options depending on granted user rights.