› Workflow › Configure workflow › Add the Capture activities › Add a Scan activity

Add a Scan activity

Use the Scan activity to scan a single document or a collection of documents.

Procedure

  1. On the Workflow tab, select below the Start node or any other node.

    The Add activity dialog box is displayed.

  2. On the Type list, select Scan.
  3. By default, "Scan" appears as the Title. You can change the title as needed.
  4. On the Input document/folder list, select a folder or document variable to configure the input for the Scan activity, otherwise, an error is displayed stating "An input folder or document variable must be selected."
  5. On the How to assign task list, specify whether to select resources who will perform task or allow the resources to be automatically assigned.
    Select users/groups (Default) Automatically assign

    By default, Everyone group is selected for Who will perform the task.

    You can add individuals and groups as needed to specify Who will perform the task.

    If the required group is not available, you can create a new group.

    • To assign resources from an existing list, do the following:

      1. Select Add and on the Group and Individual tabs, select the group or individual as needed.

        You can also select all groups and individuals by selecting the Add all link.

    • To create a new group, do the following:

      1. Select New Group.

      2. In the Name box, enter a name for the group.

      3. Select Add and select the members to add to the group, and then select Done.

      4. Select Save.

    Selecting this option clears any currently selected static resources. Select Yes to confirm.

    On the Assign to list, select the option that you need.

    • Person who completed previous activity: Assigns the resource that performed the previous activity.

    • Job creator: Assigns the resource that created the current instance of the workflow.

    • Job creator's supervisor: Assigns the supervisor of the job creator.

    • Job owner: Assigns a resource that is the owner of the workflow.

    • Person from a specific activity: Assigns a resource that performed a specific activity. On the Activity list, select the activity whose resource you want to assign to the current activity.

      You cannot select a specific activity if there are no activities with usable resources before this activity.

    • Supervisor from a specific activity: Assigns the supervisor of the resource who performed the specific activity. On the Activity list, select the activity whose supervisor you want to assign to the current activity.

      You cannot select a specific activity if there are no activities with usable resources before this activity.

  6. Enter the duration (Due in) within which the scan should be completed. (Default: 0 Days, 0 Hours, and 0 Minutes)
  7. To display the data, such as date and Job ID, when you are completing the Scan activity at runtime, perform the following:
    1. Select Add for Display data.

      The Add variables dialog box is displayed.

    2. To add variables from an existing list, select the variables as needed.

      Alternatively, create a new variable if the required variable is not available. Select and in the New dialog box, create variables as needed. See Create variables.

    3. Select Done.
  8. To enter the data, such as a comment, when you are completing the Scan activity at runtime, select Add for Requested data and then select the existing variables or create a new one.
  9. Specify a State to apply when the task becomes available or is pending.
  10. To use the advanced workflow rules within workflows:
    1. Select Advanced options.

      The Advanced options pop-up appears.

    2. To allow more than one person to complete the task, set More than one person must perform the task to Yes. (Default: No)

      The Advanced options dialog box is displayed.

    3. Set How should the activity be accessed.

      The available options are:

      Concurrent

      Permits the specified resources to complete the activity in any order or at the same time.

      Single

      Permits the required resources to complete the activity in any order, but only one resource can complete the activity at one time.

      Sequential

      Permits the selected resources to complete the activity in the order specified.

      For more information on "How should the activity be accessed" options, refer to "Assign resources by applying rules" in the TotalAgility Advanced Studio Help.

    4. Specify How many people should perform the task.

      The available options are:

      All

      All the resources added can perform the task.

      Specific number

      Specify the number of resources to perform the task. The number of resources required to perform the activity cannot be greater than the number of assigned resources. (Default:1).

      Dynamic

      Set the dynamic value using the process or server variable.

    5. To specify when the task can be completed, perform the following steps: Right-click on the rule editor and define a condition using process or server variables to Complete the task when this condition is met. Select Validate to validate the condition and select OK.

      An indicator (green tick) appears on the Advanced options button to indicate the advanced settings are configured and in use.

    "Advanced options" is not available if you select the "Automatically assign" option.

  11. Select Add.

    The Scan node is added, and the updated properties are displayed in the properties panel.

  12. Publish the solution.

    • You must select a "Classification group" at the workflow level; otherwise, an error is displayed when you publish the solution.

    • When you publish the solution, a manual Scan activity form is generated automatically and the form name is displayed in the "Associated form" box.

    • The form is generated even without using the data object variable as an input or output.

    • When you open the solution in the TotalAgility Advanced Studio, the folder variable and associated form properties are inherited from the Workflow solution, the Options is set to "Add documents/pages to existing folder", and all other configurations are set to the default values.

    You can generate the form only if the solution is published at least once. If you try to generate the form without publishing the solution, a message is displayed stating "Please publish the solution before generating the form."

  13. You can open a form, regenerate it, and clear a generated form. To do so, select Generate and select the option as needed.

    If you use a data model variable in the scan, only the "Open form" option is displayed.

    Open form

    Opens a form in the TotalAgility Advanced Studio, only if you have the Designer access in TotalAgility Advanced Studio. If you do not have the Designer access and only have "Has access" or "Full control" permissions for TotalAgility Advanced Studio, the "Open form" option is not available.

    For more information, refer to "Assign access permissions for Advanced Studio" and "Assign access permissions for Advanced Studio" in the TotalAgility Advanced Studio Help.

    Regenerate

    The form associated with the scan is regenerated.

    Clear

    Prompts you that the associated form will be cleared.

    • If you select Yes, the form is deleted and the "Associated from" property is cleared.

    • If you select No, the form is not deleted and only the associated form property is cleared. When you try to generate the form, the following message is displayed: "A form already exists with the generated name, please provide a unique name."

      To generate the form with another name, enter a form name in the given box and select Generate. The form is generated again with the provided unique name.