If necessary, you can build user groups. To do this, in the Administration Panel, select Groups and then the + Add button. Specify the name of the Group, e.g. Board, Sales, Production, HR, etc. Visible outside the organization: The group (and therefore its members) will be visible to users with the status “Outside the organization”. You should assign selected users to the created Groups. A user can be a member of many groups.
We add records in a Namespace directly from the tabular view of a given Namespace using the + Add button A new record is created by filling out a form whose template was prepared when editing a given Namespace. Note: User can: – complete the form: the record will be saved with the values – exit the form: the record will be created, but will not have any fields filled in – delete a record: it will not be listed in the given Namespace In Namespaces, in each case the next number after the prefix will be assigned (and therefore blocked). To enter the details of a given item, use the arrow at the beginning of each row of the table view. From this level we can also edit a given line and view additional information such as:
  •      history
  •      comments
  •      used in instances
  •      used in other namespaces
  •      visibility (available to the creator, Owner and Admins)
Namespaces are entities that bind data, processes and documents, but do not have workflow mechanisms of their own. Namespaces are intended to allow the creation of entities such as clients, projects, as well as working time records or a register of incoming letters. They allow you to create objects with similar features to workflow forms, but managed and presented differently. You can read more about Namespaces here In the menu, select the Namespace icon and then + Build Namespace You can use a file with a previously saved Namespace template or use the wizard. You must select an icon, specify a name and a 3-5 character prefix. In the next step, we determine who will have access to a given Space. Note: Users with the Owner and Admin role have full access regardless of settings. In the next step, we build the form in a similar way for forms occurring in processes. We have Fields and some Plugins available. Finish editing with the Publish button If you need to edit the definition in the future, use the gear button (in the desktop version in the lower right corner of the screen). Note: In Namespaces you can only edit the labels and required / not required status of previously created fields and plugins. If a field or plugin requires more editing, e.g. changing the type, dictionary, selection list, etc. turn off its visibility and add another one according to current requirements.
Poszczególne rekordy w Przestrzeni nazw dodajemy z poziomu widoku tabelarycznego danej Przestrzeni nazw przy użyciu przycisku + Dodaj Nowy rekord powstaje poprzez wypełnienie formularza, którego szablon przygotowany został w czasie edycji danej Przestrzeni nazw. Uwaga:  użytkownik może: – uzupełnić formularz: rekord zapisze się z wartościami – wyjść z formularza: rekord zostanie utworzony, ale nie będzie miał wypełnionych żadnych pól – usunąć rekord: nie będzie go na liście w danej Przestrzeni nazw W Przestrzeniach nazw, w każdym przypadku zostanie nadany (i tym samym zablokowany) kolejny numer po prefiksie.  Aby wejść w szczegóły danej pozycji korzystamy ze strzałki na początku każdego wiersza widoku tabelarycznego. Z tego poziomu możemy również edytować dany wiersz oraz zapoznać z dodatkowymi informacjami takimi jak:
  • historia wpisu
  • komentarze
  • użyty w instancjach
  • użyty w innych przestrzeniach nazw
  • widoczność (dostępne dla twórcy, Ownera oraz Adminów)
 
Przestrzenie nazw (namespace) to byty wiążące dane, procesy i dokumenty, jednak nieposiadające samodzielnie mechanizmów przepływu (workflow). Przestrzenie nazw w swoim założeniu mają pozwolić na tworzenie zarówno takich bytów jak klienci, projekty jak i ewidencja czasu pracy, czy rejestr pism przychodzących. Pozwalają na stworzenie obiektów o podobnych cechach do formularzy workflow, jednak inaczej zarządzanych i prezentowanych. Więcej o Przestrzeniach nazw przeczytasz tutaj   W menu wybierz ikonę Przestrzeni nazw, a następnie + Zbuduj przestrzeń nazw Możesz użyć pliku z zapisanym wcześniej szablonem Przestrzeni nazw lub skorzystać z kreatora. Należy wybrać ikonę, określić nazwę oraz 3-5 znakowy prefix. W kolejnym kroku ustalamy kto będzie miał dostęp do danej Przestrzeni. Uwaga: użytkownicy z rolą Owner i Admin mają pełny dostęp niezależnie od powyższych ustawień. W następnym kroku budujemy formularz w sposób podobny dla formularzy występujących w procesach. Do dyspozycji mamy pola zwykłe oraz niektóre wtyczki. Edycję kończymy przyciskiem Publikuj Jeżeli w przyszłości zajdzie konieczność edycji, skorzystaj z przycisku koła zębatego (w wersji desktop w prawym dolnym rogu ekranu). Uwaga: w przypadku Przestrzeni nazw możliwa jest jedynie edycja etykiet oraz wymagalności  utworzonych wcześniej pól i wtyczek. Jeżeli jakieś pole lub wtyczka wymaga głębszej edycji, np. zmiany typu, słownika, listy wyboru etc. wyłącz jej widoczność i dodaj kolejną zgodnie z aktualnymi wymaganiami.
Jeżeli wystąpi taka potrzeba, możesz zbudować grupy użytkowników. W tym celu w Panelu administracyjnym wybierz Grupy, a następnie przycisk + Dodaj. Należy określić nazwę Grupy, np. Zarząd, Sprzedaż, Produkcja, HR, etc. Widoczna poza organizacją: Grupa (tym samym jej członkowie) będzie widoczna dla użytkowników ze statusem “Poza organizacją”. Do utworzonych Grup należy przypisać wybranych użytkowników. Dany użytkownik może być członkiem wielu grup.
From the very beginning we were guided by the idea of “mobile first”. We decided on Progressive Web App (PWA). How do I install Dew-X on my phone or other device? Android
  1. Open https://workflow.dew-x.com/ in your phone or tablet browser
  2. Log in to your account or if you don’t have one yet, register
  3. Find the installer icon – down arrow at the bottom of the screen (last menu item)
The Dew-X icon will appear on your screen and from now on you will be able to launch the Dew-X mobile app in this way. If your device supports biometric authentication, you can enable it for this application as well. iOS
  1. Open the website https://workflow.dew-x.com/ in Safari
  2. Log in to your account or register if you don’t have one yet
  3. From the main screen, tap the Share button:
Dew-X tap Share button When the sharing features appear, swipe the list until you see the ” Add to Home Screen” option. Dew X Add to Home Screen After selecting this option, the system will ask you what you want to name the shortcut. Once you click Add, the system will save a shortcut to Dew-X and make it a mobile app. Add Dew X to Home Screen Note: If you want to receive notifications from Dew-X on your iPhone, make sure you have the appropriate iOS version (>= 16.4). Only from this version does the iPhone support notification management in Safari again.
Tworząc Dew-X od początku przyświecała nam idea „mobile first”. Zdecydowaliśmy się na Progressive Web App (PWA). Jak zainstalować aplikację Dew-X na telefonie lub innym urządzaniu?   Android
  1. Otwórz w przeglądarce telefonu lub tabletu stronę https://workflow.dew-x.com/
  2. Zaloguj się na swoje konto lub jeżeli go jeszcze nie masz, zarejestruj się
  3. Znajdź ikonę instalatora – strzałka w dół na dole ekranu (ostatnia pozycja w menu)
Na Twoim pulpicie pojawi się ikona Dew-X i od tej chwili będziesz mógł uruchamiać aplikację mobilną Dew-X w ten sposób. Jeżeli Twoje urządzenie obsługuje autoryzację biometryczną, to możesz ją włączyć również dla tej aplikacji.   iOS
  1. Otwórz w przeglądarce Safari stronę https://workflow.dew-x.com/
  2. Zaloguj się na swoje konto lub jeżeli go jeszcze nie masz, zarejestruj się
  3. Na główny ekranie naciśnij przycisk Udostępnianie:
Gdy pojawią się funkcje udostępniania przesuń listę aż zobaczysz opcję „Do ekranu początk.
  Po wybraniu tej opcji system zapyta Cię o to jak chcesz nazwać skrót. Po kliknięciu Dodaj system zapisze skrót do Dew-X i uczyni z niego aplikację mobilną.
Uwaga: jeżeli chcesz otrzymywać powiadomienia od Dew-X na swoim iPhonie upewnij się że posiadasz odpowiednią wersję systemu iOS (>= 16.4). Dopiero od tej wersji iPhone wspiera ponownie zarządzanie powiadomieniami w przeglądarce Safari.
There is sometimes a need for a user who is not involved in the flow of a given case to have the opportunity to familiarize himself with it. That’s what the CC functionality is for. It can be either a person who will not participate in this instance of the process at all, or a person who will be added to it in later stage. When completing the form in the process, you have an additional button available: By clicking on it, the following window will open: Here you can add any number of users to CC list. Note: users from outside of the organization can only add people from within the organization, however, if an insider adds someone from outside the organization, they will also reveal that person to all users outside the organization who view the list of previously added people. Added users will receive email notifications. If they do not participate in the flow of this document or case, they will not be able to perform any actions in it, but they will be able to familiarize themselves with what has been done so far. They will find it In Progress or Completed in given process. If any CC’d persons have already been added to a given process instance, then when opening the CC window, we will see them in the list: Nothing prevents you from sending them a notification again. The list of people who have been added CC’d can also be viewed in the CC tab visible after entering the details of a given instance: It contains information about when, who and with whom a given task has been shared. Note: The CC tab is only visible to users with the status Inside the Organization. You can read more about possible user statuses here: click
Występuje czasem potrzeba, aby użytkownik niebiorący udziału w przepływie danej sprawy miał możliwość zapoznania się z nią. Do tego służy funkcjonalność DW. Może to być zarówno osoba, która nie będzie w ogóle brała udziału w tej instancji procesu jak i ta, która zostanie do niej dołączona na późniejszych krokach. Wykonując swój krok w procesie mamy dostępny dodatkowy przycisk: Klikając w niego otworzy się okno: Tu możemy dodać dowolną liczbę osób DW. Uwaga: osoby spoza organizacji mogą dodawać tylko osoby z wewnątrz organizacji, tym niemniej jeżeli osoba z wewnątrz doda kogoś spoza organizacji, to tym samym ujawni tę osobę również wszystkim osobom spoza organizacji, które wyświetlą listę osób dodanych DW wcześniej. Dodana osoba otrzyma powiadomienie e-mailowe. Jeżeli nie bierze ona udziału w obiegu danego dokumentu lub sprawy, to nie będzie miała możliwości wykonania w nim żadnych działań, ale będzie mogła zapoznać się z tym co zostało dotychczas wykonane. Zadanie znajdzie w Toku lub w Zakończonych w danym procesie. Jeżeli do danej instancji procesu zostały już dodane jakieś osoby DW, to otwierając okno DW zobaczymy je na liście: Nic nie stoi na przeszkodzie, aby wysłać do nich powiadomienie ponownie. Listę osób, które zostały dodane DW można obejrzeć również w zakładce DW widocznej po wejściu w szczegóły danej instancji: Znajdują się na niej informacje kiedy, kto i komu udostępnił dane zadanie. Uwaga: zakładka DW widoczna jest tylko dla użytkowników z wewnątrz organizacji. Więcej na temat możliwych statusów użytkowników przeczytasz tu: kliknij
Table and Data sheets are plugins available in Dew-X. An example table can be built so that it contains columns with fields: product name, net amount, VAT amount, gross amount, and columns with other plugins, such as Selection List or Dictionary. A template created this way will allow the user involved in the process to add and fill in any number of rows containing this data. Columns containing “amount” fields will be automatically summed. Note: on printouts from the system, data from tables are presented in rows. A standard table can be built directly in the process builder when creating or editing a process definition. Another special type of tables are Data sheets. They allow you to create templates of many different sheets, which can then be used repeatedly both in a given process and in various other processes. A great advantage of this type of sheets is their “wandering” nature – adding the same sheet on the next activities of a given process allows different participants of the process to fill in the same sheet. Furthermore, a given table can also be added at a specific activity in a non-editable form to present the data collected in the course of the process. Preparing a Data sheets template The Data sheets module can be found by selecting the Administration icon on the main menu: We create new Data sheet using the Add button. We prepare the Data sheet template in a builder similar to the process definition builder. A data sheets template created this way will be automatically enriched with the data of the table-filling user (first name and last name) and the date of the last modification after it is placed in a given process. Note: once created, the Data sheet template cannot be deleted. It will also not be possible to change its name. If you have made a mistake or do not want a particular template to continue to be used, simply turn off its visibility. Use of the data sheets when editing a process Data sheets are one of the plugins. When editing a activity in a process:
  1. Select the Data sheet plugin
  2. Specify whether it should be editable or not for a given activity (note below)
  3. Select a data sheet template from the list (of course, it must be prepared in the Administration module beforehand)
Notes:
  1. When adding a Data sheets to a activity in a process, specify whether it is to be editable at the activity or not. If you choose non-editable, the user will not be able to fill it in on a given activity, but will see what has been entered into it on other activities.
  2. Data sheets will not be visible in the History tab. A Data sheet can and usually does have data collected on many different activities – it would be confusing to put them in the history on earlier activities as well. You will always find this data in the Data tab.
Tabela oraz Zestawienie to wtyczki dostępne w Dew-X. Przykładowa tabela może być zbudowana tak, że zawiera kolumny z polami: nazwa produktu, kwota netto, kwota VAT, kwota brutto oraz kolumny z innymi wtyczkami, np. Listą wyboru lub Słownikiem. Tak utworzony szablon pozwoli użytkownikowi biorącemu udział w procesie na dodawanie i wypełnienie dowolnej liczy wierszy zawierających te dane. Kolumny zawierające pola typu „kwota” będą automatycznie sumowane. Uwaga: na wydrukach z systemu, dane z tabel są prezentowane w wierszach. Standardową tabelę można zbudować bezpośrednio w kreatorze podczas tworzenia lub edycji definicji procesu. Innym, szczególnym rodzajem tabel są Zestawienia. Pozwalają na stworzenie szablonów najprzeróżniejszych zestawień, które następnie mogą być wykorzystywane wielokrotnie zarówno w danym procesie jak i rożnych innych procesach. Ogromną zaletą tego typu zestawień jest ich „wędrujący” charakter – dodanie tego samego zestawienia na kolejnych krokach danego procesu pozwala na uzupełnianie go przez różnych uczestników procesu. Co więcej, dane zestawienie można dodawać również na konkretnym kroku w formie nieedytowalnej, aby prezentować w niej dane zebrane w toku tego procesu.   Przygotowanie szablonu Zestawienia Moduł Zestawienia znajdziemy po wybraniu ikony Administracja w menu głównym:   Nowe zestawienia tworzymy używając przycisku Dodaj   Szablon zestawienia przygotowujemy w kreatorze podobnym do kreatora procesów. Tak utworzony wzór zestawienia, po umieszczeniu jej w danym procesie zostanie automatycznie wzbogacony o dane uzupełniającego (imię i nazwisko) oraz datę ostatniej modyfikacji. Uwaga: raz utworzony szablon zestawienia nie może zostać usunięty. Nie będzie można też zmienić jego nazwy. Jeżeli popełniłeś błąd lub nie chcesz aby dany szablon był nadal wykorzystywany po prostu wyłącz jego widoczność.   Wykorzystanie zestawiania w czasie edycji procesu Zestawiania są jedną z wtyczek. Edytując krok w procesie:
  1. Wybierz wtyczkę Zestawienia
  2. Określ, czy na dany kroku ma być edytowalna, czy też nie (uwaga poniżej)
  3. Wybierz szablon zestawienia z listy (oczywiście wcześniej musi być przygotowana w module Administracja)
  Uwagi:
  1. Dodając Zestawienie do kroku w procesie określ, czy ma być edytowalne na danym kroku, czy też nie. Jeżeli wybierzesz nieedytowalne, to użytkownik nie będzie mógł go uzupełnić na danym kroku, ale będzie widział, co zostało do nim wpisane na innych krokach.
  2. Zestawienia nie będą widoczne w zakładce Historia. Zestawienie może i zazwyczaj posiada dane gromadzone na wielu różnych krokach – umieszczanie ich w historii również na krokach wcześniejszych byłoby mylące. Dane te znajdziesz zawsze w zakładce Dane.
API stands for application programming interface. It is an application programming interface through which programs can communicate with each other. Using API it is possible to perform complex integrations, e.g. with financial and accounting systems, mobile applications or CRMs. Dew-X API documentation can be found here: click API Simple integrations can be done thanks to authorization tokens and Webhooks.
Webhooks will be useful to more knowledgeable users and consultants helping with complex Dew-X implementations. They allow actions initiated with Dew-X to be invoked on external systems. You will find places to place them when creating or editing a process, at each of its activities, in the side panel on the right:   If this topic is black magic, do not worry, because this functionality does not negatively affect the standard use of Dew-X 🙂 If, however, you would like to learn more about it – write to us.  
Authorization tokens will be useful to more knowledgeable users and consultants helping with complex Dew-X implementations. Thanks to them, you can execute actions in Dew-X from external systems. You can generate them in the user menu: My token form My token If this topic is black magic, do not worry, because this functionality does not negatively affect the standard use of Dew-X 🙂 If, however, you would like to learn more about it – write to us.
Dictionaries are a special type of plugin that allows you to put fields with a defined list of values and labels on forms. This can be, for example, a list of cars, employees, customers, suppliers, locations, projects, cost centers, case types, etc. It seems to be quite similar to another plugin – Selection list. However, there are at least a few situations where Dictionaries will be a better choice than a simple selection list. For example, when:
  • the list changes quite often
  • the same list is used in several different processes
  • in addition to the value, the list items should also have a description
Preparation of the dictionary The Dictionaries module can be found after selecting the Administration icon in the main menu:   The new Dictionaries we create using the Add button Then we name it: Add dictionary Dictionaries list From here we can:
  • rename each dictionary
  • disable / enable its visibility
  • edit its contents
Note: Dictionaries cannot be deleted. If you no longer need the dictionary, you have two options – change it (rename and change its contents) or disable its visibility. Import from file This is the fastest way to create or edit a dictionary, especially when the dictionary contains multiple entries. Preparing an MS Excel file is quite simple. However, there are a few important rules to keep in mind:
  • the system always retrieves data from the first sheet, regardless of its name (even if it’s called Sheet2 and Sheet1 is the second one)
  • the system skips the first line, treating it as a header (use it like this and don’t put your data there)
  • the system will always treat the data from the first column as values, and the second column as labels
  • after importing the dictionary, you will be able to edit it, including adding new lines and deleting unnecessary lines
Xlsx example Other remarks:
  • the “Value” field must not be repeated, it must be unique in a given dictionary
  • the “Value” field must have a value for each row
  • the “Label” field for a given line can be left blank
Import dictionary values Dictionary values list Using a dictionary during editing a process Dictionaries are one of the plugins (more about plugins). Add extension Name the dictionary field, for example: “Select a car from the list” and select a dictionary from the list of available dictionaries. Select dictionary If you are not sure if you have used the correct dictionary – check it on the form preview (menu on the right). Form preview Publish a version of the process. Whenever you change this dictionary in the future, the new values and descriptions (labels) will appear wherever it is used.
Słowniki to szczególny rodzaj wtyczki, dzięki której na formularzach można umieszczać pola wyboru zawierające zdefiniowaną listę wartości i etykiet. Może to być na przykład lista samochodów, pracowników, klientów, dostawców, lokalizacji, projektów, MPK, typów spraw, etc. Wydaje się być dość podobną do innej wtyczki – Listy wyboru. Jest jednak co najmniej kilka sytuacji, w których Słowniki będą lepszym wyborem niż prosta lista wyboru. Na przykład wówczas, gdy:
  • lista zmienia się dość często
  • ta sama lista jest wykorzystywana w kilku różnych procesach
  • poza wartością, pozycje listy powinny mieć też opis
  Przygotowanie słownika Moduł Słowniki znajdziemy po wybraniu ikony Administracja w menu głównym:   Nowe słowniki tworzymy używając przycisku Dodaj Następnie nadajemy mu nazwę: Z tego poziomu możemy:
  • zmienić nazwę każdego słownika
  • wyłączyć/włączyć jego widoczność
  • edytować jego zawartość
Uwaga: słowników nie można usuwać. Jeżeli dany słownik nie jest Ci już potrzebny masz dwie możliwości – zrób z niego inny (zmiana nazwy oraz zawartości) lub wyłącz jego widoczność.   Import z pliku To najszybszy sposób tworzenia lub edycji słownika, zwłaszcza gdy słownik zawiera wiele pozycji. Przygotowanie pliku MS Excel jest dość proste. Należy jednak pamiętać o kilku ważnych regułach:
  • system pobiera dane zawsze z pierwszego arkusza niezależnie od jego nazwy (nawet jeżeli nazywa się on Arkusz2, a Arkusz1 jest drugi w kolejności)
  • system pomija pierwszy wiersz, traktując go jako nagłówek (wykorzystaj go w ten sposób i nie umieszczaj tam danych)
  • dane z pierwszej kolumny system zawsze potraktuje jako wartości, a z drugiej jako etykiety,
  • słownik po zaimportowaniu będzie można wyedytować, w tym dodawać nowe oraz usuwać niepotrzebne wiersze
Inne uwagi:
  • pole „Wartość” nie może się powtarzać, musi być unikalne w danym słowniku
  • pole “Wartość”, dla każdego wiersza musi posiadać jakąś wartość
  • pole “Etykieta”, dla danego wiersza może pozostać puste
  Wykorzystanie słownika w czasie edycji procesu Słowniki są jedną z wtyczek (więcej o wtyczkach). Nazwij pole ze słownikiem, np.: „Wybierz samochód z listy” i wybierz słownik z listy dostępnych słowników. Jeżeli nie jesteś pewien, czy to użyłeś właściwego słownika – sprawdź to na podglądzie formularza (prawe menu). Opublikuj wersję procesu. Ilekroć w przyszłości zmienisz ten słownik, nowe wartości i opisy będą pojawiać się wszędzie tam gdzie zostanie użyty.
API to skrót od application programming interface. Jest to interfejs programowania aplikacji, dzięki któremu programy mogą komunikować się ze sobą. Przy użyciu API możliwe jest wykonanie złożonych integracji, np. z systemami finansowo-księgowymi, aplikacjami mobilnymi, czy CRM-ami. Dokumentacja API systemu Dew-X znajduje się tutaj: kliknij Proste integracje można wykonać dzięki Tokenom autoryzacyjnymWebhook-om.
Tokeny autoryzacyjne przydadzą się bardziej wtajemniczonym użytkownikom oraz konsultantom pomagającym w złożonych wdrożeniach Dew-X. Dzięki nim można wywoływać akcje w Dew-X z zewnętrznych systemów. Wygenerujesz je w menu użytkownika:   Jeżeli ta tematyka to czarna magia, nie przejmuj się, ponieważ funkcjonalność ta nie wpływa negatywnie na standardowe korzystanie z Dew-X 🙂 Jeżeli natomiast, chciałbyś dowiedzieć się więcej na ten temat – napisz do nas.
Webhooki przydadzą się bardziej wtajemniczonym użytkownikom oraz konsultantom pomagającym w złożonych wdrożeniach Dew-X. Pozwalają na wywoływanie akcji zainicjowanych w Dew-X w zewnętrznych systemach. Miejsca na ich umieszczenie znajdziesz podczas tworzenia lub edycji procesu, na każdym jego kroku, w panelu bocznym po prawej stronie: Jeżeli ta tematyka to czarna magia, nie przejmuj się, ponieważ funkcjonalność ta nie wpływa negatywnie na standardowe korzystanie z Dew-X 🙂 Jeżeli natomiast, chciałbyś dowiedzieć się więcej na ten temat – napisz do nas.
Creating an account on Dew-X is incredibly simple. Fill out the form at https://workflow.dew-x.com Dew-X register form Enter your first name, last name and email address. Specify your password (minimum 8 characters, lowercase letter, capital letter, special character, number), see our terms and conditions, which are available here: https://dew-x.com/en/regulations-for-the-provision-of-electronic-services and accept them, also agreeing to the processing of your personal data. You will receive an e-mail from us with an activation link (if it didn’t arrive, the address you provided may be wrong; also check the SPAM folder), and after clicking it, information about creating an account in the System.
You can log into the Dew-X System at https://workflow.dew-x.com Dew-X login panel Enter the e-mail address you used to register and your password. Forgot your password: reset it – you will receive further instrutions via e-mail. You do not have an account – register. More on registration here: click

The System has the following roles and rights for Users in an Organization:

The panel allows you to grant and change permissions, as well as adding and removing users is available from the main menu on the left side of the screen through the Administration icon:

and then

Użytkownicy w obiegu dokumentów i spraw Dew-X

Note:

  1. If you are not the administrator or owner of any Organization, this button will not be available to you. It will also disappear when you switch to an Organization where you do not have these permissions.
  2. The owner can also change his status to “outside the organization”. This procedure will probably be used extremely rarely, but it is justified, for example, in a situation where for some reason the Owner would not want to be visible to users outside the organization. A good example of such a process is the notification system (errors, bugs, support, etc.), in which “inside the organization” there would be only one user, e.g. applications@companyname.com (visible to everyone), and others, including administrators and Owner “Outside the organization”, that is, invisible to all users outside of a given organization.

In the case of the File Archive, the Owner and Administrators (Admin) of a given Organization have full permissions by default. Other users must be authorized to access documents in particular directories / folders (search and preview) and optionally to add, edit and delete files and folders.

You can read more on this topic in the chapter on creating directories / folders: click

and in the chapter on modifying directories / folders: click

You can read more about creating and editing Namespaces here: click

You can read more about users here: click

Being the owner or administrator of a given Organization, you can:
  • invite new users (+ Add)
  • accept requests to join from new users
  • change the permissions of the members of the Organization
  • disconnect members of the Organization

To do this, use the users panel available from the main menu on the left side by selecting the Administration icon:

and then

Użytkownicy - ikona w menu

Note: If you are not the administrator or owner of any Organization, this button will not be available to you. It will also disappear when you switch to an Organization where you do not have these permissions.

users list

last names and e-mail addresses have been hidden

From here, you can perform all the operations described above.

When adding a new user, you must enter his e-mail address

add user

Until he accepts your invitation, it will be presented on the list of users as follows: first name – identifier, e.g. john.smith, last name: email domain, e.g. gmail.com. After accepting, the data declared by them will be displayed in these fields.

Select the edit icon for a given user and change their role and status Outside / Inside the Organization

edit user

You can read more about the roles and rights in the System here: click

In the Dew-X system, an Organization is a formal entity (company, institution, foundation, association, etc.) or informal (e.g. a social group) defined for the purposes of using the System. Organizations are created by users. Everyone can create many of them. They can also be a member of multiple organizations that have been created by other users. Each User automatically becomes a member of the Dew-X Organization and potentially others created by the Operator. These organizations can be used to handle the processes related to the functioning of the System, e.g. to report errors, comments, ideas, correspondence, settlements, etc You can read more about the roles and permissions of users here: Roles and users The available Organizations are visible when you click the icon Ikona Organizacji in the main menu on the left side of the screen. You can join many already existing Organizations. To do this, select “Join organization” in the menu and enter at least three characters, and a list of public Organizations will be displayed, but note: to join an existing Organization, your accession must be approved by its administrator – we will send your request to they. From this point you can choose the Organization you want to work for at the moment. organizations In the view: My board, you can also switch between organizations in the menu on the right side of the screen. organizations right menu You can read about creating new organizations here: click Read more about the users here: click
Organizations are created by users. Everyone can create many of them. They can also be a member of multiple organizations that have been created by other users. The available Organizations are visible when you click the icon Organizacje w obiegu dokumentów i spraw Dew-X To create a new Organization press the + Create new sign in the main menu on the left side of the screen under the Organizations list organizations or the Create an organization button in the menu on the right side of the screen (only available in the view: My Board) organizations right menu Just enter its name. The system will complete it with #number itself, so that the full names will not be repeated. Organizations can be public or private. Public are searchable and thus any user can request to join them. Private ones cannot be searched, so to join them you need to receive an invitation from their member. When creating your own Organization, you decide who will become a member and what rights they will have. If, after creating an Organization, it is necessary to change its name or status (public / private), you can do it through the screen: Note: when changing the name or status of an Organization, the system will also change the #number. This change will not affect any existing processes, files, data or its members. You can read more about the users here: click You can read more about user roles and permissions here: click

Being the owner or administrator of a given Organization, you can:

  • create new processes
  • edit existing processes

To do this, from the main menu on the left side, click the + Build Process button

Note: If you are not the administrator or owner of any Organization, this button will not be available to you. It will also disappear when you switch to an Organization where you do not have these permissions.

More about the roles and permissions in the System: click

Creating a process is divided into several steps

 

I. Choose the method of creating the process definition

  1. Create new process By choosing this path, you will build a completely new process yourself, using the process definition builder. Remember that you can alternatively modify one of the ready-made templates – in this case, select “Use template”.
  2. Use template To create a new process definition, you can use one of the ready-made templates – prepared by the Dew-X team or your own. The uploaded template can be freely modified.
  3. Upload file If you have your own file or a file received from someone with a previously prepared process, upload it here and start editing it. It does not matter if it is a flow/processing of a document or a case.

You make your choice on the screen

create new process

 

If you chose method 3. Upload file – upload it and then proceed as for editing the process, you can read about it here: click

If you chose method 2. Use template go to the Process templates section

If you chose method 1. Create new process, continue reading

 

II. Decide which of the two types of processes you want to build

  1. Process will start with a document The first step in these processes is adding a file, e.g. invoices, letters or contracts. A preview of the document (PDF, graphic) will be displayed next to the form.Popular processes of this type include the flow of invoices, office of incoming letters, agreement acceptance. Other documents can be added as attachments.
  2. Process will start without a document This is a process that does not require a document to begin. The user will fill in a form without previewing a document. Popular processes of this type include a purchase application, support application, and vacation application. Documents can of course be added as attachments.

You make your choice on the screen

process document

 

III. Specify the basic parameters

  1. Choose a symbol that will help you identify the process
    Note: do not attach too much importance to this – the icon has no substantive connection with the process. You will be able to change it late
  2. Name the process a unique name (in a given Organization)
  3. Determine what its first activity will be

select icon

 

IV. Build the first and following forms

Each form should have some fields. In the Dew-X process definition builder, we implemented fields and ready-made components that we called plugins.

creator

Fields come in several forms:

– text – textarea – number – amount – yes/no – date – date range – attachment – link – e-mail

Hint: if you want the user to be able to add multiple attachments, links or e-mails, then the fields: attachment, link, e-mail, add only once – by completing the form, you will be able to add any number of them.

For each field, specify whether it is required or not. In the first case, if the user does not fill it in, he will not be able to proceed further.

If it is worth adding a header, information or instruction before the field – insert the plugin “Section description” there.

You can read more about plugins here: click

 

You can change the order of added fields and plugins on a given form using the drag and drop method.

change order  

Fields and plugins can also move between activities

Select the pencil icon on the toolbar of a given plugin or field and indicate to which activitiy it should be moved

extension data

The moved field will disappear from the given activity and will appear at the end of the list on the selected one.

When you finish a given activity / form, go to create the next activity/ form:

  • by defining its name
  • specifying the deadline
  • deciding what will happen when this activity is not performed (e.g. due to the expiration of the deadline) Two options are available: Undo or End process
  Number of reties If, when creating or editing a process definition, we allow for the possibility of extending the time to complete a given activity, we can use the “Redo” functionality. You can find it below the “Deadline (hours)” function. The default value is “0”. This means that a task that is not completed before the deadline according to the definition, will go back to the previous one or end at the given activity. Value of “1” is one additional chance; “2” is two, that is, including the base time, three cycles, etc. Note: when sending a task the user can change the execution time set in the definition once. This change will only affect the first cycle. If retries have been set, they will last as long as it was assumed for this activity in the process definition. Each time a user fails to complete a task that has the retry option enabled (value greater than 0) they will receive an email notification informing them that they have just been given an additional chance to complete it.   Escalate to If there is a reason to inform other people in the organization about the non-completion of a task, use the “Escalate to” option. In this item, for each activity (except the first one), you can specify the user or users who will receive an e-mail notification each time, informing who, in which activity, in which process and in which organization did not complete the task on time. Timecops (that’s what we call them) can only be people belonging to the organization, both with “inside” and “outside” status. Note: in special situations the timecop may not have the permissions to access the contents of a task, such as when they have not participated in the task or have not been CC’ed and they do not have administrative rights. If a retry is provided for the activity, the timecop will receive a notification each time the deadline of a given cycle expires.  

Ending the process at a given activity

You can allow a certain process to be completed before all the activities provided have been completed. This will be the action that the user who performs the activity can select as an alternative to forwarding the task.

To allow such a possibility, at a given activity select Yes in the section “The process can be ended at this activity”

process can be ended

You can do this at one or more different activities in the process.

 

Default performer in the process

If a given activity is to be performed by a specific user by default, you can select them from the list:

default user

Notes:

Only users from inside a given Organization will be on the list, but if they have not accepted joining it yet, selecting them will not be possible.

In the course of the process, the person performing the task will be able to consciously change the addressee or indicate multiple addressees for the next activity.

 

If it is easier to build an activity on the basis of an existing one, use the functionality called Duplicate Action.

This feature is used to duplicate an entire activity in a process.

It can come in handy when the next activities in the process have similar fields, e.g. there are many Approvals.

activity copy

The duplicate activity will appear last, but by using the Reorder feature (mentioned above) you can place it anywhere in the process.

Of course, each of the resulting activities can then be edited to give them separate characteristics.

Note:

We recommend that you think about using the same field names in the next activities of the process, because in the case of fields with the same names in the report (more about reports: click) in the summary sheet, only the last, final value is presented. If your goal is to present each of these fields separately, call them different names, e.g.:

– in the HR activity: HR Approval (instead of Approval)

– on the activity Legal Department: Legal Approval (instead of Approval)

– at the Management Board activity: Management Board approval (instead of Approval)

 

You can change the order of activities in the process using the drag and drop method available in the menu on the right side of the screen

change activity order  

V. Select highlighted fields

Specify from 1 to 3 variables (“Highlighted fields” option) that are worth showing on the tab of a given process instance

hihglighted fields

Hint: for vacation requests, this can be, for example: name, last name and date range, and for invoices: name, tax ID and net amount. These fields will be visible on the task tab without going into its details.

 

VI. Publishing

When you finish creating the last activity, select Publish

publish

from now on, it will appear on the list of processes in a given organization and will be available for use.

Each process can also be Saved as a file

You can save your work to a file at any time by creating or editing a process.

To do this, select Close in the menu on the right and then Save as file.

save as file

Save the file to a location of your choice on the disk.

This file can be used when creating a new process.

In this case, in the builder/creator, in the first activity, select the option I have a process file.

Do not worry – you can edit a process multiple times (read more about editing an existing process here), refining it endlessly, even when users start using it.

 
Any previously created process definition can be edited. Thanks to this, it can be supplemented or improved. Note: this operation does not delete its previous history – all processed documents or cases will be preserved. The tasks in progress will be completed according to the previous activities. All new ones will follow the new rules. The following instruction is also used to build a new process based on an existing template (your own or a template provided by Dew-X) and applies to methods 2. Use a template and 3. I have a file a the process mentioned in step I: here To edit a process, select it from the menu on the left (remember to check what Organization you are in – the same process names may be used in your different organizations), then select the gear and edit at the bottom right of the screen   Optionally, from here you can also change only its name and icon, save it as a file or delete it entirely. Note: deleting a process will also delete all its history, including documents, descriptions, approvals etc.   You can switch between the activities by clicking on their names at the top of the screen Creator 1   Add, remove, and change the order in which the fields and plugins, appear on the form change order   Move fields and plugins between activities Select the pencil icon on the toolbar of a given plugin or field and indicate to which activity it should be moved extension data The moved field will disappear from the given activity and will appear at the end of the list on the selected one.   Number of reties If, when creating or editing a process definition, we allow for the possibility of extending the time to complete a given activity, we can use the “Redo” functionality. You can find it below the “Deadline (hours)” function. The default value is “0”. This means that a task that is not completed before the deadline according to the definition, will go back to the previous one or end at the given activity. Value of “1” is one additional chance; “2” is two, that is, including the base time, three cycles, etc. Note: when sending a task the user can change the execution time set in the definition once. This change will only affect the first cycle. If retries have been set, they will last as long as it was assumed for this activity in the process definition. Each time a user fails to complete a task that has the retry option enabled (value greater than 0) they will receive an email notification informing them that they have just been given an additional chance to complete it.   Escalate to If there is a reason to inform other people in the organization about the non-completion of a task, use the “Escalate to” option. In this item, for each activity (except the first one), you can specify the user or users who will receive an e-mail notification each time, informing who, in which activity, in which process and in which organization did not complete the task on time. Timecops (that’s what we call them) can only be people belonging to the organization, both with “inside” and “outside” status. Note: in special situations the timecop may not have the permissions to access the contents of a task, such as when they have not participated in the task or have not been CC’ed and they do not have administrative rights. If a retry is provided for the activity, the timecop will receive a notification each time the deadline of a given cycle expires.   Decide how the process should behave when the task is not completed at a given activity change activity data   Enable or disable the ability to end the process at a given activity You can allow a situation where the process can be completed before all the activities provided have been completed. This will be the action that the user who performs the activity will be able to choose as an alternative to forwarding the task. To allow such a possibility, at a given activity select Yes in the section “The process can be ended at this activity” process can be ended You can do this at one or more different activities in the process.   Specify or change the default user in the process If a given activity is to be performed by a specific user by default, you can select them from the list: default user Notes: Only users from inside a given Organization will be on the list, but if they have not accepted joining it yet, selecting them will not be possible. In the course of the process, the person performing the task will be able to consciously change the addressee or indicate multiple addressees for the next activity.   Changing the order of the activities change activity order   Changing the highlighted fields hihglighted fields   Deleting unnecessary activities   Delete activity   Adding new activities Copy steps: “Duplicate activities” This function is used to duplicate an entire activity in the process. It can come in handy when the next activities in the process have similar fields, e.g. there are many Approvals. activity copy The duplicate activity will appear last, but by using the Reorder feature (mentioned above) you can place it anywhere in the process. Of course, each resulting activity can then be edited to give it separate characteristics. Note: We recommend that you think about using the same field names in the next activities of the process, because in the case of fields with the same names in the report (more about reports: click) in the summary sheet, only the last, final value is presented. If your goal is to present each of these fields separately, call them different names, e.g .: – in the HR activity: HR Approval (instead of Acceptance) – on the activity Legal Department: Legal Acceptance (instead of Acceptance) – at the Management Board activity: Management Board approval (instead of Approval)   Saving a process as a file You can save your work to a file at any time by creating or editing a process. To do this, select Close in the menu on the right and then Save as file. save as file Save the file to a location of your choice on the disk. This file can be used when creating a new process. In this case, in the builder/creator, in the first activity, select the option I have a process file. publish Note: This option is only available in the last activity; if the added activity is to be one of the previous ones – add it and then move it using the Change order function   After editing – Publish the new version Publish process  
At Dew-X, plugins are form components that provide additional functionality. Plugins are used when creating or editing forms while creating new processes  lub editing existing ones. We add them by defining the name and selecting one of the available ones Creator 1 Some, such as the Section description, require filling in the content Add extension description Thanks to this plugin, you can add any text to the form, e.g. information or instructions for the user. Another, such as the Central Statistical Office, only requires specifying whether it will be required to fill in its fields on the form or not. This plugin looks like this when added to the form: GUS extension and allows you to automatically download company data from the Central Statistical Office after providing the NIP number and enter them into the form. Note: sometimes the database of the Central Statistical Office does not contain complete information, e.g. the BP fuel company does not have the tax identification number provided and it is impossible to find it using this parameter. There are also other plugins available:
  • Selection list – allows you to add a field containing a list defined in this plugin, from which the user, when completing the form, will make a selection
  • Separator – allows you to add an additional break in the form between fields or plugs in the form of invisible or various types of lines
  • User data – the plugin will automatically fill in the name, surname and e-mail address of the person filling out the form
  • Table – by defining the names of subsequent columns and the type of data to be placed in them, the plugin will allow you to build a table. A sample table may contain, for example, columns: product name, net amount, VAT amount, gross amount and will allow the user to add and fill any number of rows containing these amounts. Columns containing “amount” fields will be automatically summed up. Note: on printouts from the system, data from tables are presented in lines. (amounts / costs)
  • Data sheets – you may use a previously prepared data sheets template that can be filled out or presented at various activity of the process.  You can read more about this plugin here
  • Dictionary – a more extensive version of the Selection list. Thanks to it, you can put fields with a defined list of values and labels on forms. This can be, for example, a list of cars, employees, customers, suppliers, locations, projects, cost centers, case types, etc. You can read more about this plugin here
  • Link with label – allows you to add link label that will appear on the card
  • Namespaces – allows you to add connection with one or many namespaces. You can read more about creating and editing Namespaces here: click
Optical character recognition or optical character reader (OCR) is the electronic or mechanical conversion of images of typed, handwritten or printed text into machine-encoded text, whether from a scanned document, a photo of a document, a scene-photo (for example the text on signs and billboards in a landscape photo) or from subtitle text superimposed on an image Source: Wikipedia Some document flow processes are initiated by the appearance of a document. Classic examples of such processes are: the office of incoming letters and the flow of invoices, but the document may (but does not have to) also begin with complaints, vacation requests or the flow/processing of contracts. In this case, when creating a process definition in the Dew-X process definition builder, select the “The process starts with adding a file” option. You can read more about creating processes here When running this type of process, the user will be asked to add a file each time. If it is a PDF or one of the supported image files, the image of that document will be displayed in the form window on the left OCR in form Some of the files attached in this way already have a text layer hidden under the image of the document, e.g. invoices generated to PDF directly by the invoicing program. By selecting a text fragment with the cursor, you can copy it, as it is done e.g. in the content of e-mails or MS Word files. Some, however, will be only images. In such a case (and only if you need it) press the icon: OCR icon Then wait for the content to be read. After a while, you will be able to copy text fragments directly from the document OCR example and paste it into the form fields. In the above example, copying the tax identification number and pasting it into the CSO plug-in field will allow you to download the invoice issuer’s data and automatically fill in the form fields such as name, address, zip code and city. Of course, you can copy a lot more, even the content of the attached contract. Note: Image files subjected to the OCR process will be converted to PDF format.