Configure workflows

A variety of scan-related, system-managed, and device-managed workflow types can be configured in Web System Manager. Workflows can be configured to be accessible to all users, or only available to users assigned to specific departments.

Common scan workflows can be configured for email, network and user folders, RightFax and SharePoint servers. System-managed and device-manged workflows are configurable, and can be used to create icons to be added to workflow containers allowing quick access to the specific functions at the device.

To create a workflow, do the following:

  1. In Web System Manager, go to Configuration > Workflows and scanning > Workflow management.
    When the Workflow management dialog box first opens, a list of pre-configured workflows is displayed. Any of these can be edited to suit the scanning needs of the organization. Additionally, custom scan-related, system-managed and device-managed workflows can be created.
  2. In the Workflow management dialog box, click <Add...> (or select an existing workflow from the list) to open the Workflow definition dialog box.
  3. Enter a Name for the workflow which users can select as a destination option at the MFP.
  4. Click the Active check box to enable the workflows to be available to use.
  5. From the Scope list, select either Departmental or Global. Global workflows are accessible to all users, while Departmental workflows are available to users assigned to a specific department.
    Note: Departmental workflows must be Active in order to apply them at the department level. Inactive workflows are listed in the Department properties, but cannot be applied.
  6. From the Destination list, select the workflow type.
  7. Define the scan destination attributes by clicking the ellipsis button (...) beside the corresponding attribute’s default value in the Define attribute <Attribute> default value dialog box and click OK.
  8. Click Image preferences to set the scan workflow resolution and type.
  9. Click Output file size to define the scan file size settings.
  10. Click Output formats to select the scan output formats that will be available to users at the scanners.
  11. Click OK to save the workflow.
  12. Click OK again when the all the desired workflows have been configured.
For more information, see the Kofax Equitrac Administration Help file.