5.1.25.1. Edit Workflow

Scan workflows can be created and edited in the SAFEQ Cloud web UI on the “Workflows” tab in the “Scan Workflows” section.

*The user performing this configuration must have the “ViewScanWorkflow” permission to access the section. Additionally, permissions “CreateScanWorkflow”, “ModifyScanWorkflow”, and “DeleteScanWorkflow” are required for their respective actions to be enabled.

Adding/editing a workflow

1. Go to “Scan Workflows” > “Workflows”.
2. To add a workflow, click the “Add” button.
3. To modify a workflow, click the edit icon aside from the selected workflow.
   The form is the same for adding and editing a workflow and consists of several sections with a specific set of fields.

General

Fields with basic information about the workflow.

*Fields “Name” and “Description” also appear for end users on the terminal. The field “Active” determines, whether the workflow is available on the terminal at all (in addition to a configured access rule – see Workflow access rules).

Destination

Fields specific to a selected Scan Connector. Initially, only the “Destination” field is available, upon selecting a Connector, its per-workflow customizable fields are shown below. Connectors are managed separately.

*In this instance, the fields “From”, “To”, “Subject” and “Body” are provided by the selected “Scan to email” connector and represent its customizable parameters. There are various dynamic placeholders that can be used, as described in section Workflow variables below.

Processing

Additional workflow processing can be enabled in this section. Same as with destination, when a Processing step is enabled, its configurable fields are shown.

*Currently, only the “OCR” processing step is available.

Output

Fields with general output file settings for the scan.
Available formats are PDF, Compact PDF, JPEG, TIFF, and Multipage TIFF.

When OCR processing is enabled

Upon enabling the OCR processing in the above sections, available formats change to Searchable PDF, Microsoft Word, Microsoft Excel, Microsoft PowerPoint, RTF, and TXT.
There are also additional options possible to configure when the Searchable PDF format is selected.

Scan settings

Fields with general scanner settings.

Changing the order of workflows

To alter the order in which workflows are presented on terminals (and in this configuration), the “Reorder” button in the list of workflows will switch to re-ordering mode, where paging is disabled and individual workflows can be dragged & dropped in the desired position.

*The “ModifyScanWorkflow” permission is required for this action.

Deleting a workflow

A workflow can be deleted by the user with the “DeleteScanWorkflow” permission, either directly from the list or via the “Delete” button in the individual workflow’s detail.

!Deleting a workflow will also remove all access rules that were configured for it.

Workflow variables

Variables are used to further customize workflows.
Variables start with the % character followed by a variable name (no spaces allowed) and end with the % character, e.g. %userEmail%, %userFullName%, etc.

If the information is not configured, e.g.  %userFullName%, %deviceDescription% is not set, the variable will be replaced with an empty value: User full name is userFullName. → User full name is .