Knowledge Base

Dew-X instruction

  • First steps

    I am an important* member of an Organization

    1. Create an account on Dew-X
    2. Lon in
    3. Participate in the processes of the Organization to which you will be invited

    I am an Innovator

    1. Create an account on Dew-X
    2. Log in
    3. Create your first Organization
    4. Build the first processs in your Organization
    5. Invite members to your Organization
    6. Together, take your Organization to a higher level
    7. Help others – be an important * member of other Organizations

    * whoever you are, you are responsible for the transfer of each Organization you are a member of to another galaxy. Whatever you may think about it or hear from others, you are important 🙂

  • Registration

    Creating an account on Dew-X is incredibly simple.

    Fill out the form at https://workflow.dew-x.com

    System workflow. Obieg dokumentów i spraw Dew-X

    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/regulamin-swiadczenia-uslug-droga-elektroniczn 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 did not arrive – check SPAM), and after clicking it, information about creating an account in the System.

  • Login

    You can log into the Dew-X System at https://workflow.dew-x.com

    System workflow. Obieg dokumentów i spraw Dew-X

    Enter the e-mail address you used to register and your password.

    Forgot your password: reset it – you will receive further instructions via e-mail.

    You do not have an account – register.

    More on registration here: click

  • My board

    This is the first view you will see when logging in.

    If you don’t have any tasks to do, it will look like this:

    Obieg dokumentów i spraw workflow Dew-X

    Everything will change when the tasks start arriving

    Obieg dokumentów i spraw workflow Dew-X

    What you will find on it depends on many factors, e.g. whether you have joined an existing organization, have you created your own organization, are there tasks to be completed, etc.

    On the left side you can see a collapsed menu panel. We call it the toothbrush.

    Obieg dokumentów i spraw workflow Dew-X

    Its core allows access to the following functions

    Obieg dokumentów i spraw workflow Dew-X

    The second column is the processes to which you have access in a given organization

    Obieg dokumentów i spraw workflow Dew-X

    The number next to the process icon is the amount of tasks you have to complete.

    By clicking on the name of a given process, you will enter the view from which you will be able to:

    1. Complete tasks
    2. Create new tasks in a given process
    3. Edit this process (if you have permission to do so). More about editing a process: click

    The second menu can be found on the right side of the screen

    Obieg dokumentów i spraw workflow Dew-X

    Not all of its positions are always visible. For example, the view can be like this:

    Obieg dokumentów i spraw workflow Dew-X

    An important element of My Board are the task tab visible in the Closer to deadline section.

    Your tasks are there, of all your organizations, for which you have the least time to complete.

    Task tab

    Obieg dokumentów i spraw workflow Dew-X

    Below this section you will find a list of tasks to be completed by you in the current Organization

    Obieg dokumentów i spraw workflow Dew-X

  • Organizations

    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 an 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 him.

    From this point you can choose the Organization you want to work for at the moment.

    Menu Organizacje

    In the view: My board, you can also switch between organizations in the menu on the right side of the screen.

    Menu boczne

    You can read about creating new organizations here: click

    Read more about the users here: click

  • Creating new organizations and editing

    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

    Organizacje w obiegu dokumentów i spraw Dew-X

    or the Create organization button in the menu on the right side of the screen (only available in the view: My Board)

    Organizacje w obiegu dokumentów i spraw Dew-X

    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.

    The former 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 the 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

  • Users
    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 icon: 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. Użytkownicy systemu workflkow Dew-X

     

    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

    Użytkownicy w obiegu dokumentów i spraw Dew-X

    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 Użytkownicy w obiegu dokumentów i spraw Dew-X You can read more about the roles and rights in the System here: click
  • Roles and permissions in the system
    The System has the following roles and rights for Users in an Organization: Roles and rights for Users 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 icon: 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 users here: click
  • Creating new processes

    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

    Procesy workflow. Obieg dokumentów i spraw Dew-X

    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

    1. Create a new processBy choosing this path, you will build a completely new process yourself, using the creator/builder. Remember that you can alternatively modify one of the ready-made templates – in this case, select “Use template”.
    2. Use a templateTo create a new process, 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. I have a file with a processIf 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

    Procesy workflow. Obieg dokumentów i spraw Dew-X

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

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

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

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

    1. The process will start with adding the fileThe 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. The process will begin running the formThis 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

    Procesy workflow. Obieg dokumentów i spraw Dew-X

    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 step will be

    Procesy workflow. Obieg dokumentów i spraw Dew-X

    IV. Build the first and following forms

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

    Procesy workflow. Obieg dokumentów i spraw Dew-X

    Fields come in several forms:

    – text
    – text area
    – number
    – price
    – choice: 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.

    Procesy workflow. Obieg dokumentów i spraw Dew-X

    Fields and plugins can also move between steps

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

    Procesy workflow. Obieg dokumentów i spraw Dew-X

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

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

    • by defining its name
    • specifying the deadline
    • deciding what will happen when this step is not performed (e.g. due to the expiration of the deadline)Two options are available: Undo or End process

    Ending the process at a given step

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

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

    Zakończenie procesu w obiegu dokumentów i spraw systemu workflow Dew-X

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

    Default performer in the process

    If a given step is to be performed by a specific user by default, you can select them from the li

    Domyślny wykonawca zadania w obiegu dokumentów i spraw systemu workflow Dew-X

    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 step.

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

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

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

    Procesy workflow. Obieg dokumentów i spraw Dew-X

    The duplicate step 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 steps can then be edited to give them separate characteristics.

    Note:

    We recommend that you think about using the same field names in the next steps 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 step: HR Approval (instead of Approval)

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

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

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

    Procesy workflow. Obieg dokumentów i spraw Dew-X

    V. Select Highlighted Variables

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

    Procesy workflow. Obieg dokumentów i spraw Dew-X

    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 step, select Publish

    Procesy workflow. Obieg dokumentów i spraw Dew-X

    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.

    Procesy workflow. Obieg dokumentów i spraw Dew-X

    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 step, 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.

  • Editing an existing process

    Any previously created process 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 steps. 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)

    Proces workflow. Obieg dokumentów i spraw Dew-X

    then select the gear and edit at the bottom right of the screen

    Proces workflow. Obieg dokumentów i spraw Dew-X

    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 steps by clicking on their names at the top of the screen

    Proces workflow. Obieg dokumentów i spraw Dew-X

    Add, remove, and change the order in which the fields and plugins, appear on the form

    Proces workflow. Obieg dokumentów i spraw Dew-X

    Move fields and plugins between steps

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

    Proces workflow. Obieg dokumentów i spraw Dew-X

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

    Decide how the process should behave when the task is not completed at a given step

    Proces workflow. Obieg dokumentów i spraw Dew-X

    Enable or disable the ability to end the process at a given step

    You can allow a situation where the process can be completed before all the steps provided have been completed. This will be the action that the user who performs the step will be able to choose as an alternative to forwarding the task.

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

    Zakończenie procesu w obiegu dokumentów i spraw systemu workflow Dew-X

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

    Specify or change the default contractor/performer in the process

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

    Domyślny wykonawca zadania w obiegu dokumentów i spraw systemu workflow Dew-X

    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 step.

    Changing the order of the steps

    Proces workflow. Obieg dokumentów i spraw Dew-X

    Changing the highlighted fields

    Proces workflow. Obieg dokumentów i spraw Dew-X

    Deleting unnecessary steps

    Proces workflow. Obieg dokumentów i spraw Dew-X

    Adding new steps

    Copy steps: “Duplicate activities”

    This function is used to duplicate an entire step in the process.

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

    Proces workflow. Obieg dokumentów i spraw Dew-X

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

    Of course, each resulting step can then be edited to give it separate characteristics.

    Note:

    We recommend that you think about using the same field names in the next steps 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 step: HR Approval (instead of Acceptance)

    – on the step Legal Department: Legal Acceptance (instead of Acceptance)

    – at the Management Board step: 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.

    Proces workflow. Obieg dokumentów i spraw Dew-X

    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 step, select the option I have a process file.

    Proces workflow. Obieg dokumentów i spraw Dew-X

    Note: This option is only available in the last step; if the added step 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

    Proces workflow. Obieg dokumentów i spraw Dew-X

  • Plugins

    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

    Wtyczki. Formularze workflow. Obieg dokumentów i spraw Dew-X

    Wtyczki. Formularze workflow. Obieg dokumentów i spraw Dew-X

    Some, such as the section description, require filling in the content

    Wtyczki. Formularze workflow. Obieg dokumentów i spraw Dew-X

    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:

    Wtyczki. Formularze workflow. Obieg dokumentów i spraw Dew-X

    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
    • Dane użytkownika – wtyczka uzupełni automatycznie imię, nazwisko i adres e-mail osoby wypełniającej dany formularz
    • User data – the plugin will automatically fill in the name, surname and e-mail address of the person filling out the formTable – 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)
  • Process templates

    In order to speed up and facilitate the creation of new processes in your organizations, we have prepared several ready-made templates.

    In the new processes creator/builder, more here select path 2. Use a template

    Szablony procesów workflow. Obieg dokumentów i spraw Dew-X

    Then select one of the templates

    Szablony procesów workflow. Obieg dokumentów i spraw Dew-X

    On the left, you will find templates prepared by the Dew-X team, and on the right, those that will be created automatically based on your processes, including those created by modifying Dew-X templates and uploaded from a file.

    The templates prepared by the Dew-X team will be successively supplemented.

    At the moment these are

    • Approval of a contract
    • Satisfaction research
    • Office of incoming letters
    • Messages
    • Flow of cost invoices
    • Ideas
    • Vacation on request
    • Occasional holidays
    • Annual leave
    • Advance
    • Demand
    • Error report

    Each of them includes a short description.

    It is very likely that the template we have prepared will require modification to suit your organization perfectly.

    After selecting a given process as a template, you can edit it (more about editing an existing process: click ).

  • Optical Character Recognition (OCR)

    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 in the Dew-X system creator/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 w systemie obiegu dokumentów i spraw workflow Dew-X

    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 w systemie obiegu dokumentów i spraw workflow Dew-X

    Then wait for the content to be read.

    After a while, you will be able to copy text fragments directly from the document

    OCR w systemie obiegu dokumentów i spraw workflow Dew-X

    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.

  • Completing tasks - starting a process

    A previously prepared process (more about creating processes: here) can be started by any member of a given Organization.

    We enter a specific process through the menu on the left

    Procesy w systemie obiegu dokumentów i spraw workflow Dew-X

    We will be taken to its view

    Procesy w systemie obiegu dokumentów i spraw workflow Dew-X

    Pressing “+ Click to start” will open the form of the first step of the process, for example:

    Procesy w systemie obiegu dokumentów i spraw workflow Dew-X

    After filling it in, select “Send”

    Procesy w systemie obiegu dokumentów i spraw workflow Dew-X

    In this window, we can change the scheduled time for the next step, add comments and indicate the person (or people) to whom we want to send the task.

    If we have administrative rights (more about roles and rights: click) in a given Organization, we can also invite new members who are not on the list from this level by clicking on the person icon on the right

    Procesy w systemie obiegu dokumentów i spraw workflow Dew-X

    Important: Specify whether the user is to be inside or outside your organization

    More about the users here: click

    After sending, you will find this task in the process view in the In progress or Completed section, depending on whether your step was or was not the last one

    Procesy w systemie obiegu dokumentów i spraw workflow Dew-X

  • Completing tasks - new task in a process

    If someone has sent you a task to be performed in a given process in a given Organization, you will find it in the My Board view and in the view of the given process

    Procesy w systemie obiegu dokumentów i spraw workflow Dew-X

    They are undertaken by clicking on the arrow in the lower right corner on the task card.

    The tab view may be slightly different depending on where it is displayed, but it usually looks like this:

    Procesy w systemie obiegu dokumentów i spraw workflow Dew-X

    The form of our step will be displayed, e.g. this:

    Procesy w systemie obiegu dokumentów i spraw workflow Dew-X

    After filling it out, select “Send”.

    Note: if it is possible to end the process at a given step (although there are further steps), then instead of “Send”, “Next” will appear with two options:

    Prześlij dalej lub zakończ w obiegu dokumentów i spraw workflow Dew-X

    By selecting “Send”, a window will appear:

    Procesy w systemie obiegu dokumentów i spraw workflow Dew-X

    In this window, we can change the scheduled time for the next step, add comments and indicate the person (or many people) to whom we want to send the task.

    Note: The “Send to” field may be filled in with the so-called default performer of the next step. However, you can still change the recipient.

    If we have administrative rights (more about roles and rights: click ) in a given Organization, we can also invite new members who are not on the list from this level by clicking on the person icon on the right

    Procesy w systemie obiegu dokumentów i spraw workflow Dew-X

    Important: Specify whether you want the user to be inside or outside your organization

    More about the users here: click

    Remember that until you send it, you can always roll back the task to any previous step

    Procesy w systemie obiegu dokumentów i spraw workflow Dew-X

    After sending, you will find this task in the process view in the In progress or Completed section, depending on whether your step was or was not the last one

    Procesy w systemie obiegu dokumentów i spraw workflow Dew-X

  • Completing tasks – last step in a process

    If your step is the last step in the process, the procedure is the same as New task in process, but instead of the Send or Next button in the lower right corner, the Finish button appears

    Until it is archived (completed), you can go back to any previous step

    Procesy w systemie obiegu dokumentów i spraw workflow Dew-X

    Select Finish – this process flow will be completed and archived, and the tab with access to the history of operations will be placed (for all participants) in the Completed section.

    Procesy w systemie obiegu dokumentów i spraw workflow Dew-X

  • Task states in a process

    From the point of view of a given user, each task takes one of three states:

    1. Mine
      There are tasks that I have created myself, but have not sent them yet, and those that someone assigned me to perform
    2. In progress
      These are the tasks that have been with me and have been transferred to other people
    3. Finished
      The type of archive where all completed tasks go

    In the view of a given process in a given Organization, the main screen is divided into the above three sections.

    Being “Mine”, we will move to the next sections, select In progress or Finished

    Procesy w systemie obiegu dokumentów i spraw workflow Dew-X

    Being in “Finished”, selecting either Mine or In progress

    Procesy w systemie obiegu dokumentów i spraw workflow Dew-X

  • File archive

    The archive, the document management module, allows the files to be stored, described and used by authorized persons.

    It is most often used to manage contracts, e.g. with customers, suppliers or employees, invoices, protocols, HR documents, call recordings, technical documentation, etc.

    Any documents can be stored in the Archive, but the size of a single file cannot exceed 50 MB.

    Archive functionalities are described in four chapters of the manual:

    1. Creating catalogs (/directories?) / folders
    2. Modification of catalogs (/directories?) /folders
    3. Adding and describing documents
    4. Using the Archive
  • Archive - creating catalogs (/directories?) / folders

    You can create multiple directories / folders by specifying different permissions and forms for each of them.

    While in a given Organization, select the icon

    DMS Archiwum dokumentów w workflow Dew-X

    from the main menu on the left side of the screen.

    Then click on the “Create Folder” tab

    DMS Archiwum dokumentów w workflow Dew-X

    Select the icon that distinguishes the given directory (note: do not look for a substantive relationship – the icons are only used to quickly distinguish folders) and name the directory, eg Agreements. Both the name and the icon can be changed later.

    DMS Archiwum dokumentów w workflow Dew-X

    In the next step, you can define the permissions of individual people to a given folder and its files.

    Add users belonging to a given Organization and decide if they can add, edit and delete files and folders.

    Note: Owner and Administrators have full permissions by default – you don’t need to add them to this list.

    DMS Archiwum dokumentów w workflow Dew-X

    The last step is to build a form to describe individual files in a given folder. Building it carefully will be very useful in the future use of the Archive.

    DMS Archiwum dokumentów w workflow Dew-X

    You can choose from many predefined field types, such as text, number, amount, selection: yes / no, date, date range, link, and e-mail.

    DMS Archiwum dokumentów w workflow Dew-X

    You can preview the appearance of the form and modify it in this view at any time

    DMS Archiwum dokumentów w workflow Dew-X

    When you finish building the form, all you need to do is select the highlighted fields, i.e. 1-3, which will be displayed on the tabs of individual documents.

    DMS Archiwum dokumentów w workflow Dew-X

    Finish creating with the Publish button

  • Archive - modification of catalogs (/directories?) / folders

    An authorized person can modify previously created directories / folders in the Archive, even if documents have already been added there.

    You can get to editing in two ways:

    • from the main Archive view by selecting the appropriate icon on the directory / folder tab

    DMS Archiwum dokumentów w workflow Dew-X

    • from the view of a given directory / folder by selecting the gear wheel in the lower right corner of the screen

    DMS Archiwum dokumentów w workflow Dew-X

    and make appropriate changes.

    If the changes are to apply to the file description form – select Edit

    DMS Archiwum dokumentów w workflow Dew-X

    Note: The previous form fields cannot be deleted as they may already have been filled in.

    However, we have two editing options:

    – changing the field label (changing its name) and its due date – the field type will remain the same,

    – disabling the visibility of a given field.

    DMS Archiwum dokumentów w workflow Dew-X

    Disabling the visibility of a field previously indicated as highlighted will result in the need to update these fields.

    Finish editing with the Publish button

  • Archive - adding and describing documents

    Select one of the previously created directories / folders

    DMS Archiwum dokumentów w workflow Dew-X

    e.g. Contracts

    DMS Archiwum dokumentów w workflow Dew-X

    We add files in two ways:
    1. By clicking the “Click to add or drop a new file” tile

    2. By the Drag & Drop method, that is by dragging one or more files into the Archive workspace.

    Note: the second method, depending on the number and size of files, may take longer

    Documents will appear in a given directory and will be displayed together with those added earlier.

    The files described from the undescribed differ in the color of the bars on the card – the ones that are described are white (or gray for the dark mode) and may have filled highlighted fields, the values of which will appear on the cards.

    DMS Archiwum dokumentów w workflow Dew-X

    By default, cards are given file names, e.g. Agreement No. 3.pdf, but in the process of adding attributes, the names displayed may be changed.

    Entering individual tabs, we add descriptions of subsequent documents, filling in the form that we previously defined. For some files, such as PDF, their image will be displayed in the window on the left. In this case, you will have the option to copy the content (if the file has a text layer) or use OCR to get this layer. More about OCRclick.

    DMS Archiwum dokumentów w workflow Dew-X

    File descriptions can be changed multiple times – just select the details (three dots on the tab)

  • Archive – using

    Being in a given Organization, select the icon

    DMS Archiwum dokumentów w Dew-X

    from the main menu.

    If we have the appropriate permissions, all directories / folders of a given Organization to which we have access will appear on the main screen.

    DMS Archiwum dokumentów w Dew-X

    Note: The “+ Create folder” tile may not be visible if we do not have permission to create directories / folders.

    After entering the appropriate folder, all documents will be displayed,

    DMS Archiwum dokumentów w Dew-X

    which can then be searched by the phrase (magnifying glass in the lower right corner), filtered (described / not described / all).

    You can read about advanced search here: click

    By clicking on the three dots in the lower right corner of the tab, we will go to the details of a given document, including the view if it is available for a given file format.

    DMS Archiwum dokumentów w Dew-X

    If a given user is authorized to modify the description or delete the file, he will be able to do it in this view. If not, he will only be able to read the document and download it.

  • Identifier

    Each process instance (e.g. another invoice processed in the System or a document added to the File Archive) receives its individual Identifier.

    It is a string of characters, for example: 61e53217632678c254defd24

    It has several functions, of which the following may be important for the User:

    • making searching easier – enter it in the browser window (you can read more about searching here: click)
    • it can be given to another user
    • it can be indicated by reporting a bug or asking a question
    • along with the name of the process will appear in the name of the PDF file after printing the data with or without history, e.g. annual leave_61e53217632678c254defd24.pdf
  • Search engine

    The search engine is available in the system menu on the left or at the bottom of the screen in the mobile version.

    Remember to check if you are in the correct Organization, because the search engine only searches the data of the currently selected Organization.

    Wyszukiwanie Obieg dokumentów i spraw Dew-X

    After selecting it, a window will appear:

    Wyszukiwanie Obieg dokumentów i spraw Dew-X

    It is a universal tool and allows you to search in both Processes and Archives.

    Note: because the rights to Processes and File Archive are granted separately, documents that were added in the process (both initiating process instances and added as attachments during them) are not available in the File Archive and therefore will not be included in the search results.

    Searching in Processes

    Select Process from the list – it is the only mandatory field.

    All the others can be left blank. These are:

    • Type – you can choose All, only Running or only Completed Instances
    • Start Dates – Select the range
    • End dates – Select the range
    • Identifier – if you are looking for a specific instance and you know its number, enter it in this field (you can read more about the identifier here: click)
    • Phrase – enter any phrase, the system will search the database for it.

    If there are process instances meeting the criteria in the System for a given Organization, the following view will be displayed:

    Wyszukiwanie Obieg dokumentów i spraw Dew-X

    Click on the three dots on the selected tab for details.

    If there is no data meeting the criteria in the System for a given Organization, the following view will be displayed:

    Wyszukiwanie Obieg dokumentów i spraw Dew-X

    Note: if the search engine is used by the owner or administrator of a given Organization, the search results will also include process instances in which they were not involved.

    Therefore, this functionality can also be used to remove instances of processes that have been carried out incorrectly, and they cannot be undone because they have already been completed or the user with whom they are located is no longer a member of the given Organization.

    You can read more about roles and permissions here: click

    Searching in the Archive

    Search in: Select File Archive

    Wyszukiwanie Archiwum dokumentów Dew-X

    Then from the Folder selection list – it is the only mandatory field.

    All the others can be left blank. These are:

    • Type – you can choose All, only Running or only Completed Instances
    • Start Dates – Select the range
    • Identifier – if you are looking for a specific instance and you know its number, enter it in this field (you can read more about the identifier here: click)
    • Phrase – enter any phrase, the system will search the database for it.

    If there are documents that meet the criteria in the Archive for a given Organization, the following view will be displayed:

    Wyszukiwanie Archiwum dokumentów Dew-X

  • Reports

    The ability to report is an important functionality of workflow systems.

    Reporting does not affect the process itself, but it makes its analysis much easier. First of all, it allows you to extract the data that is collected in the course of a flow.

    In Dew-X, reports are available from the level of a given process, through the icon at the bottom right of the screen (desktop version)

    Raporty Obieg dokumentów i spraw Dew-X

    Raporty Obieg dokumentów i spraw Dew-X

    or the menu in the bottom right corner for the mobile version

    Raporty Obieg dokumentów i spraw Dew-X

    Generating a report is possible for two types / states (In progress and Completed):

    Raporty Obieg dokumentów i spraw Dew-X

    1. Instances In progress This type of report will allow you to find out, for example, how many cases are still pending and to extract key information from them, e.g. the value of invoices, the nature of notifications, etc. It is therefore useful, for example, for ad hoc audits. This type of report does not include data from forms that were created (they are in the first step of the process) but have not been sent. This is a deliberate procedure because the first step (until it is sent) is often treated by users as a draft.
      When creating this report, the range of start dates of the process instance is given.
    2. Completed Instances These reports will contain the data collected during the process in their final version.
      When creating this report, the range of process instance end dates is provided.

    Raporty Obieg dokumentów i spraw Dew-X

    We have decided that the reports will be delivered as MS Excel files. Thanks to this, immediately after their generation, you will be able to perform further operations such as summing, filtering, sorting, creating pivot tables, charts, etc., etc.

    The xlsx file contains multiple sheets. The first is ~ Instance data, i.e. information about each successive process instance in the given date range, where each instance is a separate row. Subsequent sheets correspond to the steps of the process and if a given step was performed by several people, the number of rows for a given instance is equal to the number of these people. If there were tables with data in the forms, they are represented in subsequent sheets of the workbook.

    Raporty Obieg dokumentów i spraw Dew-X

    Notes:


    • If the process was modified and there were many versions in the given date range, the reports will include data columns from all versions, and its number will be presented in one of the columns.
    • If the name of a step in a process or table is too long (more than 31 characters), it is impossible to include it completely in the sheet name. Therefore, longer names will be shortened. If, as a result of shortening, the names will duplicate, we will add the character ~ and a number to the next ones.
    • We recommend that you think about using the same field names in the next steps in the process, because only the last, final value is shown for fields with the same name in the summary sheet report. If your goal is to present each of these fields separately, call them different names, e.g .:

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

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

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