User Manual Saperion Rich Client 7.1

Transcript

User Manual SAPERION Rich Client 7.1 Copyright © 2016 Lexmark. All rights reserved. Lexmark is a trademark of Lexmark International, Inc., registered in the U.S. and/or other countries. All other trademarks are the property of their respective owners. No part of this publication may be reproduced, stored, or transmitted in any form without the prior written permission of Lexmark. Table of Contents 1 Logging into the System ..................................................................................... 1 1.1 Introduction ......................................................................................................... 1 1.2 User Administration ............................................................................................ 2 1.3 Change Communication Data ............................................................................ 2 1.4 Change User while Running SAPERION ........................................................... 3 2 The User Interface .............................................................................................. 3 2.1 The Multi-Function Toolbar (Ribbon) ................................................................ 4 2.1.1 Context-related Tabs ........................................................................................ 5 Minimizing the Multi-Function Toolbar ....................................................... 5 2.1.2 Tabs .................................................................................................................. 5 2.1.3 The Button SAPERION .................................................................................. 5 2.2 The Navigation Area ........................................................................................... 5 2.2.1 Workplace ......................................................................................................... 6 2.2.2 Personal Folders .............................................................................................. 6 Documents .................................................................................................... 6 Favorites Folder ............................................................................................. 7 Application Folder ......................................................................................... 7 Document Folders ........................................................................................... 7 2.2.4 Application Folders ......................................................................................... 7 2.2.5 Document Tray resp. other Trays ................................................................... 8 2.2.6 Task Folders ..................................................................................................... 8 2.2.7 File Application Folder .................................................................................... 9 Outliner Application Folder .......................................................................... 9 Outliner Application ........................................................................................ 9 Creating an Outliner Application .................................................................. 10 Using an Outliner Application ..................................................................... 10 2.2.9 Fast Access ...................................................................................................... 10 2.2.10 Adapt Navigation ............................................................................................ 11 2.2.11 Minimize the Navigation Area ....................................................................... 11 2.2.12 Folder Structure ............................................................................................... 11 Create new Folder ......................................................................................... 12 Create new Tray ............................................................................................. 12 Personal Files ................................................................................................ 13 Add Forms ..................................................................................................... 13 2.2.13 Update of Folder ............................................................................................. 14 2.3 The Workplace ..................................................................................................... 14 2.3.1 Forms for Indexing and Queries .................................................................... 14 Index Forms ................................................................................................... 15 Query Forms .................................................................................................. 16 2.2.3 2.2.8 Input Forms ................................................................................................... 16 2.4 Panes .................................................................................................................... 16 2.4.1 Further Adjustments to the User Interface .................................................... 17 Document Capturing with SAPERION ............................................................... 18 3.1 Scanning Documents .......................................................................................... 18 3.1.1 19 3 Configure Scan Profiles ................................................................................... Configuring a Document Frame Scan .......................................................... 20 3.1.2 Configuring an Automatic Document Feeder (ADF Options) .................... 20 Configuring the Import of Scanned Pages .................................................. 21 Scanning via the TWAIN Interface ............................................................... 21 The Scanning Procedure ................................................................................. 22 Repeat the Scanning Procedure ................................................................... 23 3.2 Import files (File Transfer) .................................................................................. 24 3.2.1 Configure the File Transfer ............................................................................. 24 3.2.2 The Loading Procedure ................................................................................... 26 Archive Documents ............................................................................................. 28 4.1 Trays ..................................................................................................................... 28 4.1.1 28 4 Tray Parameters ............................................................................................... 4.2 Document Structure ............................................................................................ 29 4.2.1 Creating a Document Structure ..................................................................... 29 4.2.2 Edit a Document Structure ............................................................................. 30 4.3 Archive Documents in SAPERION ..................................................................... 30 4.3.1 Archive the Document Directly ...................................................................... 30 4.3.2 Archive the Document in a Structure ............................................................ 31 4.3.3 Archiving without Documents ........................................................................ 32 4.4 Document Filing .................................................................................................. 32 4.4.1 Filing in Folders below a Search Form .......................................................... 33 4.4.2 Filing in Folders which are not below a Form ............................................... 33 4.5 Remove a Filing Document from Folder ........................................................... 33 4.6 Cross Reference ................................................................................................... 34 5 Working with SAPERION Documents ............................................................... 35 5.1 The SAPERION Viewer ...................................................................................... 35 5.1.1 Document Display Options ............................................................................ 36 5.1.2 Processing Options ....................................................................................... 36 5.1.3 Edit Application Files ...................................................................................... 37 5.1.4 Check In and Check Out ................................................................................ 37 Work with the Workspace ............................................................................. 38 VIEW Ribbon ................................................................................................... 39 Change the displayed Pages and Documents ............................................. 39 Scaling (Zooming) the Document ............................................................... 40 5.1.5 Links ............................................................................................................... 41 EDIT Ribbon .................................................................................................... 41 CLIPBOARD Group ....................................................................................... 41 ROTATE Group .............................................................................................. 41 INSERT Group ............................................................................................... 42 ADVANCED Ribbon ........................................................................................ 47 Use a Noise Filter ......................................................................................... 47 Press Clippings .............................................................................................. 48 SmartLinks ..................................................................................................... 48 OPTIONS Ribbon ............................................................................................ 51 VIEW Group ................................................................................................... 51 NOTES Group ............................................................................................... 52 SETTINGS Group .......................................................................................... 53 Document Button ............................................................................................ 53 5.2 SAP Notes in the SAPERION Viewer ................................................................ 54 5.3 Saving Documents .............................................................................................. 55 5.4 Sending Documents ............................................................................................ 56 5.5 Release of Documents ....................................................................................... 57 5.5.1 Option: Signature and Password Submission ............................................... 57 Workflow .............................................................................................................. 58 6.1 General Introduction ........................................................................................... 58 6.1.1 Overview .......................................................................................................... 58 6.2 Processor Roles ................................................................................................... 59 5.1.6 5.1.7 5.1.8 5.1.9 6 6.3 Workflow Inbox .................................................................................................... 60 6.4 Business Processes ............................................................................................ 61 6.4.1 Starting a Workflow manually ......................................................................... 61 6.5 Substitution ......................................................................................................... 62 6.5.1 Setting Absence Times ................................................................................... 62 6.5.2 Unplanned Substitution .................................................................................. 63 6.6 Display of the Workflow Process in the Preview ............................................... 63 6.7 Adhoc Workflow .................................................................................................. 63 6.7.1 Creating a Routing Slip ................................................................................... 64 6.7.2 Create a Routing Slip from existing Templates .............................................. 67 6.7.3 67 Start a saved Adhoc Workflow ....................................................................... 6.8 Processing the Tasks ........................................................................................... 68 6.8.1 Processing Options ......................................................................................... 68 Forward .......................................................................................................... 70 Reminder ........................................................................................................ 71 History ............................................................................................................ 71 6.8.2 Processing Tasks as a Substitute ................................................................... 72 6.8.3 73 Processing Tasks as an Administrator ........................................................... 6.8.4 Processing Tasks as a Group Member ......................................................... 73 6.8.5 Processing an Adhoc Workflow Task ............................................................. 74 6.8.6 Commands for Workflow-enabled Documents .............................................. 75 6.9 Icons and Color Markings of the Workflow Inbox ............................................. 76 6.9.1 Colors in the Inbox Workflow ......................................................................... 76 eFile - Electronic File ........................................................................................... 77 7.1 Introduction ......................................................................................................... 77 7.1.1 Files .................................................................................................................. 77 7.2 Electronic File Structure ...................................................................................... 78 7.2.1 Project File Example ........................................................................................ 78 7.3 File Plan ............................................................................................................... 79 7 7.4 Creating a New File ............................................................................................. 80 7.5 File and Folder Operations ................................................................................. 80 7.5.1 Searching for Files .......................................................................................... 80 7.5.2 Creating a Folder ............................................................................................. 81 7.5.3 Editing File Properties ..................................................................................... 82 7.5.4 Saving a File or Folder .................................................................................... 82 7.5.5 Deleting a file or folder ................................................................................... 82 7.5.6 Changing Access Settings ............................................................................... 82 7.5.7 Refresh ............................................................................................................. 82 7.6 Filing Documents ................................................................................................ 82 7.6.1 Document Handling in eFiles ........................................................................ 83 The Cross-Reference Command ................................................................... 83 Appendix .............................................................................................................. 83 8.1 Ribbon References ............................................................................................... 83 8.1.1 SAPERION Main Menu ................................................................................. 84 File .................................................................................................................. 84 Edit ................................................................................................................. 84 View ................................................................................................................ 85 Archive ........................................................................................................... 85 Options .......................................................................................................... 87 Help ................................................................................................................ 88 Context Menus ................................................................................................ 88 Context Menu of Unarchived Documents ................................................... 88 8 8.1.2 Context Menu of Archived Documents ........................................................ 89 Context Menu of Workflow Inbox ................................................................. 89 8.1.3 SAPERION Viewer ........................................................................................... 90 Document ...................................................................................................... 90 Edit ................................................................................................................. 90 Page ................................................................................................................ 91 Insert .............................................................................................................. 91 8.1.4 8.1.5 Objects ........................................................................................................... 92 View ................................................................................................................ 92 Options .......................................................................................................... 93 SAPERION Process Designer ......................................................................... 93 File .................................................................................................................. 93 Edit ................................................................................................................. 93 Objects ........................................................................................................... 94 View ................................................................................................................ 94 SAPERION Macro Editor ................................................................................ 94 File .................................................................................................................. 94 Edit ................................................................................................................. 95 Execute ........................................................................................................... 95 Options .......................................................................................................... 95 1.1 Introduction User Manual SAPERION Rich Client 7.1 1 Logging into the System 1.1 Introduction As is normal with Windows, SAPERION is started via the Windows Start menu or via an icon on the desktop. Your system administrator can set up SAPERION so that you are logged in automatically or so that a login window appears. Fig. 1–1: "Login..." Dialog 1. Enter your user name and password. 2. Select one of the existing clients from the drop-down menu. You can choose between the following clients, which differ based on their range of functions: + Query It is only possible to make queries. It is not possible to change or archive documents. + Index The client can be used to make changes and archive new documents. + Scan Documents can be imported into the system by scanning. + Scan (Highend) + Universal/Administration + Administrator 1 1 3. 1.2 Logging into the System Click [OK] to log in. The main interface (see Section "The User interface") of SAPERION opens. User Administration If you would like to change your password, you must log in as described above and proceed as follows: 1. Click ribbon ADMINISTRATION > area USER > command ADMINISTRATION. The dialog "User Manager" opens. On tab "User", double-click the user you would like to edit. 2. Enter your new password in the field provided (your old password is replaced). To prevent errors, you must enter the password twice. Click [OK] to save the new password in the system. You must use the new password the next time you log in to SAPERION. Fig. 1–2: "Edit Current User..." Dialog 1.3 Change Communication Data In addition to the password, you can also enter and change the following user-specific data: + E-mail + Communication + Substitution This data is used for the workflow functions in SAPERION. 2 1.4 Change User while Running SAPERION Fig. 1–3: Dialog "User Properties - Workflow" 1.4 Change User while Running SAPERION While SAPERION is running, you can log in under a new user profile. This prevents you from having to close the client. 1. Click the button [SAPERION]. 2. Select the menu entry "Switch Current User". The login dialog appears. 3. Enter your login data (as described above) and click [OK]. The previous user profile logs off automatically so that you can work with the new user profile. If you leave the login dialog by clicking [Cancel], the previous user remains logged in. 2 The User Interface After you have logged in successfully, the standard user interface of SAPERION is displayed. In this section, you will learn about the new features of SAPERION 7.1: The individual structures and functions will be described with the help of a sample interface so that you can familiarize yourself with your new work environment. You can find sample applications in the Best Practices. SAPERION 7.1 offers a context-sensitive operating interface, meaning that the system displays only the commands and icons that are needed for the task that you are currently performing. 3 2 The User Interface Fig. 2–1: Example: SAPERION User Interface The dialog contains the following work areas: + Ribbons Multi-function toolbar with the elements: Tabs, groups, and the actual commands that are available for the current user. + Navigation Area File tree structure with the corresponding folders for the current user. Using quick access filters, you can call up specific folders, such as "Favorites." + Forms Work areas that are defined by the specific user. In our sample scenario, these areas consist of an information area with input fields for search parameters, the results list, and the document structure and display (query form). i The individual work areas can be arranged as desired so that you can adjust the SAPERION user interface to suit your personal preferences. For more details, refer to the section entitled "Customizing the user interface." In the following sections, we will introduce you to the individual work areas. 2.1 The Multi-Function Toolbar (Ribbon) The SAPERION Rich Client offers a selection of functions that can be automatically adjusted to suit the objects selected by the user. These functions are displayed in ribbons and enable you to switch from automatically allocated functions to other available functions that are grouped according to topic. This prevents you from having to search through the menu structures. 4 2.2 2.1.1 The Navigation Area Context-related Tabs The ribbons are made up of tabs that are organized based on the task and according to specific application scenarios. This means that only particular groups of commands are relevant when objects of certain types are being used. Fig. 2–2: Ribbons 2.1.1.1 Minimizing the Multi-Function Toolbar By double-clicking the name of the active tab, you can completely hide the groups on the tab so that only the names of the tabs are visible. Repeat this procedure to maximize the multi-function toolbar: Double-click the name of the tab. 2.1.2 Tabs Click a tab to display a corresponding taskbar containing the control elements, which are organized in different groups. Each of these groups represents a subtask. The actual commands can be called up in one of these groups. 2.1.3 The Button SAPERION The button [SAPERION] can be used to call up general functions. When you click the button, a list of menu commands appears. This list contains the following entries: Fig. 2–3: The Button SAPERION 2.2 The Navigation Area The SAPERION Rich Client includes a display of folders arranged according to function. This display is divided into the following components: + Workplace 5 2 + Personal Folders + Application Folder + Document Folders + Favorites + Files The User Interface When you start the Rich Client, the workplace is normally the first thing to appear. You can switch between components at any time. SAPERION generally allows you to customize your working environment by setting up individual preferred views. The navigation area will be introduced in the following chapters. 2.2.1 Workplace The "Workplace" area is automatically displayed when you start the SAPERION client. This is the user’s main view for all existing work areas. 2.2.2 Personal Folders All baskets, folders, and forms allocated to the user in question are displayed in the "Personal folders" area. It is the root element of your personal area for which only you have access. It contains only references to the original documents. The following folders are integrated as standard: + Documents (Document Tray) + Document folders (folders known from previous versions) + Favorites In general it is possible that every user can create "Document Folders" and "Favorites" in his personal folders. To create applications in these folders, users require the right "Configure". With the right "Configure" a user can create folders globally to structure the navigation or applications which other users can use. 2.2.2.1 Documents The folder "Documents" is by default the input tray. Here, all not yet archived or scanned documents are filed. 6 2.2 i Please note that the "Documents"-folder can only be moved to the "Workplace"-area if you have administrations rights in your profile. This will also apply even if you have chosen the "Administration" role when logging in. Once the "Documents"-folder has been moved to the workplace, it is not allowed to relocate it back to the "Personal Folders"-area. 2.2.2.2 i The Navigation Area Favorites Folder Applications or similar folders cannot be created in the folder 'Favorites'. If you add query results as favorites by clicking the button 'Add to Favorites', they are filed with an individual name, they are displayed below the folder 'Favorites'. When a user clicks on a favorites folder, the respective query is executed again. Since queries are personal, the folder 'Favorites' is located below the folder 'Personal Folders'. You can create more folders below the folder 'Favorites' to structure its content. 2.2.2.3 Application Folder This personal folder contains all applications which you have had prior to SAPERION 7.1. For users with configuration right this folder contains additionally the entry "Standard search". This is the system form which is used in previous versions. When selecting the standard search a form will automatically generated which contains all fields of the currently loaded definition file. i By means of an ACL the rights for modifying or removing of application folders must also be defined, because this functionality is given without configuration right. 2.2.3 Document Folders Here you can create folders for structuring as well as document folders for fast access to documents from different applications. It is not possible to create other types of folders resp. applications here. Document folders enable fast access for collecting often used documents from different applications (Collection) via drag & drop. 2.2.4 Application Folders A public application folder can be created by a user with the right 'Configure'. This type of folder corresponds to the archive folder from previous versions. When you create a new application folder, you have to enter a name as well as determine a search and index form. When the folder is created, access 7 2 The User Interface to this application can be controlled by assigning an ACL. For users who do not have access to this application it is not displayed. 2.2.5 Document Tray resp. other Trays The document tray must be available after an update from a system in which the user previously has had a tray. It is available because of compatibility reasons. If a user wants to create trays which are linked to other users, he requires the respective user right (access option "Other Trays" in profile). If you have the configuration right, you can apply under "Personal folders" the following trays resp. folders: + Inbox + Documents + Open The description can be found in chapter "Create New Tray". 2.2.6 Task Folders i You cannot create either folders or applications in this folder. When you click the fast access button 'Tasks' the folder 'My Tasks' is displayed. This folder corresponds to the folder 'My Tasks' below 'Tasks' in 'Workplace'. The folder 'My Tasks' contains the inboxes for the Workflow which are allocated to the logged on user and which are opened each in an individual tab. Here, tasks are listed differently, depending on the process state and status: + Reminders: Here, all tasks are listed which have reached an escalation level and which have to be processed. + Overdue Tasks: Here, all tasks are listed which the user has marked for follow-up. + Completed Tasks: Here, all tasks are listed which have been processed by the user and are therefore completed. + Owned Tasks: Here, all tasks are listed which have been created for the user or which have been allocated to him. There can be more folders below the folder 'My Tasks'. This depends on the properties which can be set in the user management. These are: + Folders with tasks of a group resp. organisation: This folder is displayed when the property 'Activate Workflow Pool' in the user administration has been activated. The tasks can be processed directly in the folder when property 'Direct Access' is activated ('Secretary function'). These folders only have the subfolders 'Overdue Tasks' and 'Reminders' (=Group Reminders). + Folders of Roles: 8 2.2 The Navigation Area This folder behave like folders of groups. If only a user is allocated to a role, the task is filed directly in his personal tray. The folder is therefore not displayed explicitly. + Folders of Users to be substituted: This folder displays all tasks of a user who has registered the logged on user as his substitute. New tasks generally are displayed in the folders 'My Tasks' of the substitute. However, this substitute can access the folder 'My Tasks' of the user to be substituted if he has activated the property 'Permit access by the substitute to user's inbox'. Use the context menu of the inboxes to group tasks as follows: + Date + Date until + From + Task i Creating and moving of other registers is protected by ACLs. 2.2.7 File Application Folder A public file application folder can be created by a user with the right 'Configure'. All steps to configure a file application as well as how to create a file from scratch is described in chapter 'eFile - Electronic File'. When this folder has been created access to it can be controlled by allocating an ACL. For users who do not have access to this folder it is not displayed. It is not possible to create more folders below a file application folder. 2.2.7.1 Outliner Application Folder A public outliner application folder can be created by a user with the right 'Configure'. The term 'Outliner' is SAPERION-historic. It was used for a form object which structured the document filing, similar to a File Explorer. This functionality has been transferred to the navigation area. 2.2.8 Outliner Application You can use the newly-created DDC from your outliner migration (see chapter 'Outliner Migration' in Administration Guide) in an outliner application. Using an outliner application, documents can be filed in a tree structure and thus be found more quickly in the navigation area in the client. i If your migrated outliner is a file, or you have no earlier outliner you can migrate, we recommend using your data in the context of a file application. The SAPERION Service can support you in implementing this type of file application. 9 2 2.2.8.1 The User Interface Creating an Outliner Application To create an outliner application, follow the steps below: 1. Click with the right mouse button on 'Workplace' in the navigation area and select 'Create Outliner Application' from the context menu. 2. In the following dialog 'Setup Application' enter a descriptive name for the application. Click [...] below 'Forms' next to 'Query' and select a search form. 3. Click [...] next to 'Index' and select a corresponding index form. i These two forms have to be selected; the form for the result is optional. 4. Click [...] below 'Outliner' next to 'Table' and select a table. The 'Root folder' is entered automatically as '\'. 5. Click [OK]. Your outliner application is displayed in the navigation area. A double-click opens the application. 2.2.8.2 Using an Outliner Application As soon as the configuration is confirmed, the outliner application can be used in the client. The "New Folder" command in the context menu can be used to create the tree structure. With this command, you can then build up each level of the outliner application step by step. Documents can now be archived in the tree structure either via drag & drop, or by being pulled into the corresponding level retroactively. 2.2.9 Fast Access For the purpose of fast and aimed access to certain folders the standard fast access are available. Following areas can be called up: Fast Access Workplace Displays all folders accesible by you Tasks Displays all personal tasks as well as tasks which you can process as member of a group or organisation Personal Folders Displays all folders for which only you have access 10 2.2 Document Folders The Navigation Area Displays personal folders in which you collect documents for fast access Favorites Displays folders containing saved queries for fast access Files Displays the last 10 files which have been processed; not available for Web Client 2.2.10 Adapt Navigation You can only create folders resp. applications but no personal document folders below the Root directory. These folders/applications must be protected additionally by ACLs. Here, you can only create folders for structuring applications. To do this you require the right "Configure". 2.2.11 Minimize the Navigation Area Because the navigation area is taking up a large space within the user interface of your SAPERION application, you can minimize it if required. Doing so you will gain more space for viewing and editing your documents. For this purpose, click the [pushpin] symbol in the title bar of the navigation pane. The navigation will be completely hidden and presented as tab. Fig. 2–4: Minimize the Navigation-Panes If you need to maximize the navigation pane, click simply on the tab. i If you are leaving the Rich Client with minimized navigation area, SAPERION memorizes this setting, so that you will find the identical user interface at the next login. 2.2.12 Folder Structure The folder structures available in the user environment and the general environment allow users to organize objects in the user’s custom folders and the predefined structures created by the administrators. This also allows users to create complex folder structures. The folder structures in the navigation area accessible in the personal as well as the general environment are only there for accessing applications. The respective structures are determined by the users or administrators and enable the display of complex file structures. If you require file and document structures, you have to use a file resp. Outliner application. 11 2 The User Interface Each folder allows you to add additional objects that are available in the SAPERION system. These can include linked documents, additional folders, SAPERION forms, or SAPERION baskets. The structure is highly customizable and can be set up according to users’ individual needs, similar to the folder structures in the Windows operating system. The folder structures displayed in SAPERION can be set to display either selected components or entire folder structures. i You need the right "Configure" to create folders and applications. It is possible to save the same document in many different folders. This is possible because the system only saves links to the documents in question. The user can assign a document to a file using drag & drop. ! In addition to the authorizations required for a particular document, each document is also subject to the authorizations of the folder in which it is saved. This can mean that some users are able to view a document in one folder and unable to view the same document in another, while users with other authorizations are able to view both. 2.2.12.1 Create new Folder 1. Select the folder level in which the folder is to be created. 2. Click ribbon FOLDER > group CREATE > command NEW FOLDER or select this command in the context menu using the right mouse button. The system creates a new unnamed folder. 3. Enter a suitable name in the text field provided. Fig. 2–5: Create new Folder 2.2.12.2 Create new Tray 1. Click 'Personal Folders' with the right mouse button. 2. Click ribbon FOLDER > group CREATE > command NEW TRAY or select 'New Tray' from the context menu of the right mouse button. The dialog 'Tray Parameters' is opened. 3. Enter a descriptive name for the new tray. 4. Select the desired tray from the dropdown list: 12 2.2 + Input + Documents + To Do The Navigation Area 5. Click [User] and in the following dialog 'Select users and groups' select the user who should use this tray. 6. Click [OK] to close the dialog. The new tray is displayed below 'Personal Folders' in the navigation area. 2.2.12.3 Personal Files In folder "Personal Folders" a folder called "Personal Files" is created by default. Only below this folder it is possible to create personal files. Proceed as follows to create a personal file: 1. Below "Personal Folders", click "Personal Files" with the right mouse button. 2. Select "Create Personal File" from the context menu. Fig. 2–6: Create Personal File 3. The personal file is created below the folder "Personal Files"; rename it as desired. 2.2.12.4 Add Forms Within the folder structure, you can add a form created by your administrator for indexing and searching. 1. Select the folder in which you would like to add the form. 2. Click ribbon FOLDER > group CREATE > command NEW APPLICATION or select this command in the context menu using the right mouse button. The 'Setup Application' dialog is displayed. 3. Enter the following information: 4. + Description: Enter a suitable name in the text field provided. + Query: Select the desired query form using the [...] button. + Indexing: Select the desired index form using the [...] button. Then click [OK]. 13 2 The User Interface Fig. 2–7: Dialog 'Setup Application' 2.2.13 Update of Folder When you have changed the content of a folder by copying, relocating or deleting files, the changes will not be displayed immediately in the client. Example: group folder of Workflow If other SAPERION users have undertaken a task from the task pools you will not see any changes in these folders until you have made an update. i The command REFRESH updates the selected element in the folder tree structure as well as its subsequent structure. 2.3 The Workplace The work area contains forms created by your administrator. Using the existing index forms, the user can carry out manual, semi-automatic, or automatic indexing of documents in SAPERION. Query forms enable the user to search for documents that provide a results list with hits that can be accessed by the particular user. 2.3.1 Forms for Indexing and Queries The forms for document indexing and search queries are created by the administrator. These forms are the most important interface to the electronic archive and differ widely depending on the task at hand. The form elements contained in these forms are the main objects used to work on and with SAPERION documents. 14 2.3 The Workplace Fig. 2–8: Example of Work Area with Query Form Each form automatically fills the entire work area. The size of individual form elements, for example the results list or the document preview, can be increased or decreased as needed. It is also possible to hide individual form elements (see section 'Panes'). Using the dynamic display, users can customize their own forms to suit their individual working habits using the options available. i The size configured for the individual form elements is saved when the form is closed and opened again. In the following section, we introduce the main forms you will be using in your work with SAPERION. 2.3.1.1 Index Forms Index forms are used to archive documents; you can enter search information for retrieving and accessing documents here. These forms normally consist of an identifying attribute (document ID) and other descriptive attributes such as author, file reference, or keywords. The indexing form consists of fields for storing indexing data. Sometimes, you must enter data into the fields (obligatory fields), while in the case of other fields, you may choose whether or not to enter data. The quality of an electronic archive can be measured based on the user’s ability to retrieve documents. For this reason, note that documents with empty fields can only be retrieved during a later search if the corresponding fields are also empty in the search. Therefore, make sure to describe the documents as extensively and accurately as possible. Buttons in indexing forms Buttons in indexing forms can have many different functions and can be given custom names by the administrator. As standard, the form can contain the following buttons: + [OK] checks whether all indexing data have been entered correctly, archives the document, and closes the indexing forms. + [Cancel] or the key closes the form without saving changes. + [Result] carries out a manual recognition procedure if an OCR/barcode recognition software is installed. The result is written directly into the corresponding form fields. + [Skip] saves the document for later processing. 15 2 The User Interface + [Save only] archives the current indexed document but does not close the form. By using this function, you can index a document (must be structured!) multiple times. + [Forward] forwards the document to another employee. 2.3.1.2 Query Forms Query forms enable users to search for documents. Here, users can enter the search criteria that will be sent to the archive as a search query. Depending on the customizing, it is possible to enter value ranges ('from...to' for date values, etc.). The result is a hit list with the documents that have been found. i If you have the option of text retrieval in your query mask, please bear in mind that the entry of several terms need to be tagged by quotation marks, e.g. 'invoice fiscal year'. 2.3.1.3 Input Forms Input forms are special index forms that enable the user to make new entries in the look-up tables. 2.4 Panes The SAPERION Rich Client user interface can be divided into different sections, or panes. A pane can be recognized by a small pushpin icon, which indicates that the pane is located in a place where it can be displayed clearly. Click the pushpin icon to close the components in the pane. This can be useful when the required components are not used continuously but only as required. For example, you can choose to show document properties. In addition, you can position the panes within the SAPERION interface to meet your individual requirements. Minimize a pane The pushpin icon in the header enables the pane to be minimized to a tab. This tab opens automatically as soon as you move the cursor over this tab. If you would like to open the pane again, click the pushpin icon. 16 2.4 Fig. 2–9: Panes Arrange a pane You can reorganize your SAPERION user interface by moving the panes and arranging them differently. To do so, proceed as follows: 1. Move the pane that you would like to arrange by pressing and holding the left mouse button while the mouse is positioned in the header of the pane. The system displays the possible positions of the panes using directional icons. 2. Select the desired position by moving the mouse pointer to the corresponding position icon. The corresponding pane position is highlighted in gray. Release the mouse button to place the pane in the desired position. 2.4.1 Further Adjustments to the User Interface You can make additional adjustments to the user interface in the system configurations, provided that you have the required user authorizations. 1. Click button [SAPERION], then menu entry 'Settings' > 'System...'. The dialog 'System Configuration' is displayed. 2. Change to the 'User Interface' tab in the dialog. Here you can enter the following parameters: + Language: Select one of the installed languages from the drop-down menu. + Skin: Select an interface design from the drop-down menu. i + Switching the skin from Larix to Picea requires a client restart for the correct display of all elements. Save position:When this checkbox is activated, the corresponding elements will be opened in the position in which they were last set. 17 Panes 3 3. Document Capturing with SAPERION + Font: Here, you can change the character set used for the status bar and the results list. + Microfiche display:When this parameter is activated, the contents of the baskets are displayed as microfiches as standard. When the 'ALT' key is pressed, the normal display appears. + Embedded forms:When this parameter is activated, the forms are displayed in SAPERION. When this checkbox is deactivated, the forms are displayed in separate windows. + Confirm closing of Client: When this parameter is activated, the user must confirm this action before the program is ended. Click button [OK] to save your settings. Fig. 2–10: 'System Configuration' Dialog: 'User Interface' Tab 3 Document Capturing with SAPERION When you capture documents with SAPERION, your documents are digitally entered into the system and archived to allow efficient access at a later date, enabling all authorized users to find and edit these documents at any time. Here, there are different types of document creation available for you to use: + Scanning documents or selected frames of documents + Importing files + Automated transfer of e-mails or incoming faxes + Automated import of files with data indexes using directory monitoring + Transferring mass printing data using COLD 3.1 i Scanning Documents It is only possible to scan documents using the "Scan" client type. Normally, different scan profiles are configured for the use of scanners. This way, you can achieve the best results for your particular type of document. 18 3.1 1. Click ribbon IMPORT > group SCAN > dropdown menu SCAN PROFILE. 2. Select the required scan profile. Scanning Documents If no suitable scan profile is available, you can adjust an existing profile to suit your needs or create a new profile. 3.1.1 Configure Scan Profiles 1. Click ribbon IMPORT > group SCAN > dropdown menu SCAN PROFILE. 2. The "Scanner Settings: [Scanner Name]" dialog is displayed. 3. Click [Load...] to load an existing scan profile in order to edit it. You can configure the settings for the connected scanner in the scanner settings as decribed in the following table. 4. Click [Save] to save the scanner profile. Scanner setup Parameter Description Parameters In the "Parameters" area, you can configure the settings for "Resolution," "Contrast" and "Brightness" using the scroll bar. Here, the minimum and maximum values depend upon the installed scanner. The higher the resolution, the better the image quality. However, this increases the scanning time and the storage requirement for the scanned data. For normal archiving, a resolution of 200 dpi is sufficient. If you are using OCR, higher resolutions (at least 300 dpi) and higher contrast are recommended. Image format For the image format, you can choose between different formats supported by your scanner (e.g. black and white text). Configuration If the scanner supports double-sided scanning, you can choose between single-sided and double-sided scanning. Page format Here you can select the page format of the document. Frame In the "Frame" dialog area, you can configure the settings needed to scan frames from documents (see section "Configuring a document frame scan" below). [ADF] Click the [ADF] button (Automatic Document Feeder) to configure the automatic paper feed of a scanner for processing a document batch (see section entitled "Configuring the Automatic Document Feeder" below). 19 3 Document Capturing with SAPERION Parameter Description [Driver] Click [Driver] button to install the scanner driver provided by SAPERION. Here, a standard search dialog opens in which you can select the required driver (.sca). [Extended] Click [Extended] button to make additional special configurations for controlling the scanner, regardless of the driver that you have selected. [Driver settings] Click [Driver Setting] button to can view the original scanner dialog. Use only driver settings When this checkbox is activated, the settings made in the original scanner dialog are always used. 3.1.1.1 Configuring a Document Frame Scan The entire document is scanned by default. You can also define a scan profile in which only a particular frame from a document is scanned. Here, you can enter the "Row," "Column," "Height" and "Width" values for the document. You can also define the document frame using a document that you have previously scanned. 1. Scan the entire document. SAPERION opens the document in the Viewer. 2. Click riboon EDIT > group CLIPBOARD > command SELECT ALL. 3. Drag the frame (red) around the required frame. 4. Open the "Scanner Settings" dialog as described above and click [Use]. The frame that you have selected in the document is displayed in the frame preview (red). The "Row," "Column," "Height" and "Width" values are automatically calculated and entered by SAPERION. 5. Enter the other parameters as needed and click [Save] to save your scan profile. The system lists the scan profile under the name that you have entered so that you can access this profile for future scans. 3.1.1.2 Configuring an Automatic Document Feeder (ADF Options) For a scanner with an automatic document feeder, you can configure the settings for scanning a document batch. The following settings are available: Fig. 3–1: "ADF options" dialog 20 3.1 Scanning Documents ADF options Area Description Automatic When the "Monitor all" checkbox is activated, the document feeder is monitored automatically. When documents are placed in the document feeder, these documents are scanned. Enter the time increments and time periods at which the document feeder is to be checked for documents. Separation pages If you would like to combine multiple pages for a document as part of the scan procedure, you can separate document units from one another by placing white or black separation pages in the document batch. Empty back sides 3.1.1.3 Blank reverse sides can be automatically detected and removed. Configuring the Import of Scanned Pages In the "Scan Import Parameters" dialog, you can define actions that are to be taken during each scan procedure before the scan is placed in the input tray. 1. Click ribbon IMPORT > group SCAN > dropdown menu SCAN PROFILE. The "Scan Image Setup" dialog appears. 2. Configure the settings according to the following table and then click [OK] to save your settings. Scan Image Setup Parameter Description Rotation The documents can be automatically rotated 90° or 180°. Black borders The borders created during the scanning procedure can be removed or colored white. In the default settings, the black borders are ignored. Noise filter You can set the automatic dust removal to different strength levels. Depending on the strength, the dust filter affects the saved results (a strong filter reduces the quality of the scan result). Fill gaps Small gaps can be filled (e.g. with documents that are too light). Here, you can set a sensitivity (none, light, medium, strong). Storage format Select the storage format (image, PDF, or PDF/A 1b). Deskew With FineReader, you can deskew crooked scans for documents for which you would like to use text recognition. Forms Background pages are automatically assigned to documents to be archived according to certain criteria (set by the system administrator). 3.1.1.4 Scanning via the TWAIN Interface TWAIN is a standard interface for transferring image data (e.g. from the scanned pages to the computer). Many scanner manufacturers deliver a TWAIN driver along with the device. This driver can be used to configure and control the scanner. 21 3 Document Capturing with SAPERION If your scanner is connected via the TWAIN interface (depending on the settings configured by your administrator), you will not use the SAPERION configuration menu; instead, you will use a configuration program provided by the scanner manufacturer. Normally, this program is opened when you trigger a scanning command in SAPERION. i Not all manufacturers comply with the specified standards for the delivered TWAIN drivers. If this is the case, please contact your scanner manufacturer to obtain the correct driver. 3.1.2 The Scanning Procedure You can begin the scanning process after you have configured all of the settings for the scanner as described above. To do so, proceed as follows (the described steps are for a sheet fed scanner): 1. Click ribbon IMPORT > group SCAN. 2. If needed, select a predefined scan profile. 3. All scanned documents will be created in the "Documents" folder. 4. The scanned documents are displayed in the SAPERION Viewer. i 5. If you do not want to view a preview after the scan is complete, you can deactivate this option in the system configuration. You have the option of editing the document directly in the Viewer as long as you have the appropriate user authorizations. 22 3.1 Scanning Documents Fig. 3–2: Example of SAPERION Viewer 3.1.2.1 Repeat the Scanning Procedure If the result of the scan does not meet your requirements, you can repeat the scanning procedure. This function is not only available for the last document you have scanned; it can also be used with every scanned page. SAPERION always replaces the document that is currently selected. If no document is selected, this function is deactivated. 1. Select the document to be replaced from the list in the "Documents" folder. 2. Place the document in the scanner. 3. Click ribbon IMPORT > group SCAN > command REPLACE PAGE. 23 3 Document Capturing with SAPERION The scanned document replaces the document selected in the list. 3.2 Import files (File Transfer) Another way to transfer documents to SAPERION is to import files. You can import files from any medium (hard disk, floppy disk, CD-ROM, etc.). Imported files can be saved in SAPERION in the following formats: + Application file Files imported as application files can be previewed and annotated (e.g. using notes, redacted text passages, etc.) in the internal SAPERION viewer if the multi-format viewer is configured. An external tool must be configured to edit the file. + Image file (images) Each image file is imported as an individual object (in the case of multi-page documents, each page is displayed as an object). Image files can be viewed and annotated in the internal SAPERION viewer by default. + Stream Large files are segmented when they are imported into SAPERION. Once the entire document is segmented in this way, it is treated like a structured document in SAPERION. Each individual segment represents a section of the entire file. 3.2.1 Configure the File Transfer For the file transfer, you can configure settings that will be applied to each file before it is saved in SAPERION. 1. Click ribbon CAPTURE > group SETUP > command LOADED FILES. The "File Import Parameters" dialog appears. 2. Configure the settings as described in the following table and then click [OK] to save your settings. 24 3.2 Import files (File Transfer) File import setup Parameter Description File type Here, you can determine whether the file is to be imported as an image file (bitmap) or an application file. + Bitmap When you activate the radio button [Bitmap], you can also select the type of image file (e.g. BMP, TIF, etc.) from the drop-down menu. Image files are always imported as a copy and the original file remains unchanged. + Application file When you activate the radio button [Application file], you can also select the import mode from the drop-down menu. + Copy If you select the entry "Copy", a copy of the file is imported into SAPERION and the original file remains on the original medium. If you select "Copy and Delete," a copy of the file is imported into SAPERION and the original file is deleted. The file is not actually deleted until the archiving takes place, so as to ensure that no documents are lost. NOTE: When manually importing files, these file type settings can be changed again at any time. SAPERION always stores the most recent parameters. Check directory Files from a particular directory can be automatically imported into SAPERION. Enter the file path to the directory and the time increments as well as the time period in which the directory is to be checked for new files. 25 3 Document Capturing with SAPERION Parameter Description Image processing In the "Process image" area, you can define actions to be placed in the input tray. The following configurations are possible: Deskew + Rotation The documents can be automatically rotated 90° or 180°. + Black border The borders created during the scanning procedure can be removed or colored white. In the default settings, the black borders are ignored. + Noise filter You can set the automatic dust removal to different strength levels. Depending on the strength, the dust filter affects the saved results (a strong filter reduces the quality of the scan result). + Fill gaps Small gaps can be filled (e.g. with documents that are too light). Here, you can set a sensitivity (none, light, medium, strong). + Storage format You can select the format in which the image file is saved in SAPERION. In addition to the standard bitmap format, the PDF and PDF/A 1b formats are also available. With FineReader, you can deskew crooked scans for documents for which you would like to use text recognition. Forms Background pages are automatically assigned to documents to be archived according to specific criteria (set by the system administrator). 3.2.2 The Loading Procedure After you have configured the file transfer according to your needs, you can import the files into SAPERION. To do so, proceed as follows: 1. Click ribbon IMPORT > group DOCUMENTS > command OPEN FILE. The "Open" dialog is displayed. 26 3.2 Import files (File Transfer) 2. Select the file to be imported. By pressing and holding the key, you can select other individual files and by pressing and holding the key, you can select a list of files. 3. Select the file type. If you have selected "Stream," you must configure a number of additional settings: + Block size Here you can specify the size of the individual segments. Values between 1 MB and 4091 MB are possible. i + A stream may consist of a maximum of 65,000 segments. If the actual number of segments exceeds the defined segment size, the system automatically corrects the size of the segments. Archive immediately When this checkbox is activated, the segments are not saved in the input tray; they are archived immediately and the activated index form appears. i Immediate archiving is recommended for very large files that are divided into very small segments. 4. Select the required operation from the drop-down menu. 5. Select whether images are to be loaded immediately. When the "Archive immediately" checkbox is activated, the image will be imported immediately once it has been transferred. If the checkbox is not activated, the image is loaded only after the image has been archived or called up in the Viewer. 6. Select whether the files are to be loaded in their original format. When the "Original format" checkbox is activated, the files are loaded in their original format. The files can then be called up and displayed in an external viewer. 27 4 7. Archive Documents Click [Open] to load the selected files. Loaded files are saved in the "Documents" folder. 4 Archive Documents 4.1 Trays After the files have been transferred, the loaded or scanned pages are stored - depending on the settings in the system configuration - in the respective tray. From here, documents are structured (see section "Document Structure" below) and then indexed. Trays are only selectable when they are containing documents. In this case they are accessible via IMPORT ribbon > TRAYS group or alternatively via the navigation under "My Applications". Following trays are available depending on configuration: + "Input" Tray Documents that are loaded or scanned are deposited here when the indexing mode is set "manual" in the system configuration. This is the default setting. Both the joining as well as the indexing of documents is performed manually by the user. + "Documents" Tray When the indexing mode "automatically join" is activated all imported documents are deposited directly in the "Documents" tray. All defined rules for the automatic joining are evaluated. The indexing is executed by hand. + "To Do" Tray All documents are deposited here when the indexing has been failed (e.g. due to the reason that mandatory fields are not filled). These documents can be indexed at a later time. 4.1.1 Tray Parameters Via the navigation the "Tray Parameters" dialog can be opened for the purpose of adapting the properties of a tray or to open a tray of a different user. 1. Mark the tray you want to modify in the folder tree structure of the navigation. 2. Click in "Edit..." entry in the context menu. The "Tray Parameters" dialog opens. 3. Make here the following entries: + Description: Enter a name for the tray. 28 4.2 4. 4.2 Document Structure + Type: Select the required type from the dropdown menu. + User: Click the [User] button to open the dialog for user selection. Assumed that you have the access rights, you can display the tray of the selected user. Click [OK]. Document Structure In the contents window of the "Document" tray, you have the option to keep imported files in their elementary structure (e.g., individual scanned pages) or create a document structure. A document structure consists of a user-defined number of individual sub-files. In addition, application and image files can be combined in the same subdirectory. Documents consisting of multiple document pages (multipage TIF files) are created individually after they have been imported. These individual documents can also be combined to form structures. 4.2.1 Creating a Document Structure 1. Select the file that you would like to assign to a structure and click the "Order" entry in the context menu. 2. The system creates a structure with the name of the file you have selected. The file itself appears indented below the structure. 3. If necessary, you can use drag & drop to add additional files to your newly created structure. You have furthermore the facility to edit documents while creating a structure. For this purpose, several commands are available (depending on your user rights and licenses) in the DOCUMENT TRAY ribbon > EDIT group: Command Description View Opens the selected file in the page view matching the file type Edit Opens the selected file in the page view matching the file type for further editing Edit name Option for editing the name of the selected file Delete Deletes the selected file immediately without a confirmation message Delete all Deletes all the files in a "Document" tray Save as Saves the selected file in the specified directory Encrypt Specifies an encryption profile for the selected file Security Specifies an access list for the selected file 29 4 Command Description Rendering Renders the selected in the specified format 4.2.2 Archive Documents Edit a Document Structure You can edit a document structure as follows: 1. In the structure, select the list that you would like to edit. 2. Click DOCUMENT TRAY ribbon > STRUCTURE group. Alternatively you can also use the commands in the context menu. The following commands are available: Command Description Order Creates a new document structure Disconnect Deletes the selected document structure Format Adapts the document structure format Complete Completes the document structure. No further elements can be added Add page Adds a page to the selected document structure Add all Adds all pages to the selected document structure Up Moves the selected document up to a layer (inclusive all subordinated files) Down Moves the selected document down to a layer (inclusive all subordinated files) Right Moves the selected file a layer to the right Left Moves the selected file a layer to the left 4.3 Archive Documents in SAPERION For archiving, you can select the basic or structured document from the "Documents" tray and place it in the desired folder using drag & drop. The document can be archived directly or can also be added to an existing structure. With SAPERION you have the possibility of archiving documents from the "Document" tray or from an external application, such as Microsoft Windows Explorer or Microsoft Outlook. i Please keep the restriction for document archiving in SAPERION in mind: File names must not contain the following characters: \/:*?"<>| 4.3.1 Archive the Document Directly If you want to archive the document directly in a folder please follow the described steps: 30 4.3 Archive Documents in SAPERION 1. Highlight the desired document (file symbol) rsp. the directory structure in the external application or in the "Document" tray. 2. Drag the selected document whilst the left mouse button is pressed to the folder in the navigation. The stored index form opens. ! Using drag & drop with the right mouse button archives all documents in the list without opening the index form. As you cannot store any index data for the selected files, it is difficult to find these files again in the future. 3. Fill out the fields in the index form. The system automatically provides an ID that can be changed as needed. 4. Click [OK] in the form to close the archiving. 4.3.2 Archive the Document in a Structure If you want to archive the document within an existing structure, the respective folder must be already opened. This is the only way to drag & drop the document to a file in a result list. Alternatively you can add a document to an existing structure via the structure window of the viewer. For this purpose the respective document must be opened in the viewer. 1. Open the folder respectively the application where the structure is contained you want to add the document. The result list will be displayed after the query. 2. If you want to archive via the structure window of the viewer select the required document in the result list. By this way it will be automatically displayed in the viewer. 3. Highlight the desired document (file symbol) respectively the directory structure in the external application or in the "Document" tray. 4. Drag the selected document whilst the left mouse button is pressed to the tab of the folder that you have previously opened. The stored index form opens. 31 4 4.3.3 Archive Documents 5. As soon as you release the left mouse button on the required entry in the result list or in the structure window of the viewer, the dialog "Content: Structure" opens. Here, you are offered an overview of the document structure. The newly added document is placed at the end of the structure. 6. You can move the added document within the document structure. To do this, click and drag the document to the desired position. 7. When closing the dialog "Content: Structure" you will be prompted to confirm the change of the document. 8. Click [Yes] to confirm. The dialog "Generate New Revision" opens. 9. Enter a comment and if necessary a revision number. Click [OK]. The document is then archived as a new revision in SAPERION. Archiving without Documents You can also create an empty document structure (consisting of a folder) for archiving purposes. You can add the actual document to this structure at a later time. However, you can now find a reference to this document when you conduct a search. 4.4 Document Filing Documents are loaded once into SAPERION (e.g. by scanning or loading the respective file) and are then saved in the archive with their index data. However, since a single document often belongs to several different business processes, it must be allocated resp. saved in different files. This can be achieved with document filing: Files are linked to the respective original document in the document files e.g. there is no further save procedure for documents. From Version 7.1, document filing is only possible in: 32 4.5 + Document collections + eFiles + Migrated outliners + Folders below an application Remove a Filing Document from Folder If you want to file a document into a folder, please follow the described steps: 1. Execute a query. You can see all found documents in the result list. 2. Highlight the desired document in the result list, drag and drop it with the left mouse button on the desired folder in the navigation pane. 3. The number of documents in a folder is displayed behind a folder name in brackets (...). If the filing was successful, the number within the brackets increases. 4.4.1 Filing in Folders below a Search Form If a folder that should contain filing documents is below a search form then it is only possible to save documents of this query. When you open the folder, the search form is also opened in the result list with filing documents. 4.4.2 Filing in Folders which are not below a Form If you want to save documents from different queries as filing documents in a folder, this folder must not be below a search form. When you open the folder, a list with filing documents is opened which you cannot edit in this folder. You can only display and print these documents. 4.5 Remove a Filing Document from Folder 1. In the result list, highlight the document which you want to remove and click "Unfile document" command in the context menu. The "Remove document from folders" dialog opens. 33 4 Archive Documents 2. You get an overview of all folders which contain the respective document (symbol [red cross]). 3. Click the folder from which you do not want to remove the respective document. Click [OK] to confirm. 4.6 Cross Reference If a document is linked in several folders, you can get an overview about where this document is saved by opening the dialog "Cross Reference". 1. In the result list, highlight the document on which you would like to get the cross reference. 2. Click entry "Cross Reference" in the context menu. Dialog "Cross Reference" is opened. 34 5.1 3. 5 The SAPERION Viewer The folders containing the respective document are highlighted with a symbol [green cross]. Working with SAPERION Documents This section deals with the use of the electronic archive. Here, you will learn how to call up and process archived documents. After you have logged on to the system, you can start a search query. The SAPERION system returns a results list containing documents that correspond to your search criteria. You can display, edit, annotate, print, save, delete and send these documents or restore old document revisions. Application files can be checked out in your personal work environment and the corresponding documents can be saved. 5.1 The SAPERION Viewer The internal SAPERION viewer is primarily a tool for displaying files. Image files are displayed by default, while application files can be handled in one of two ways: Standard Viewer Using ActiveDocument technology, the SAPERION viewer can be used to display the following application files: + Office documents (Word, Excel, PowerPoint) using an installed Microsoft Office application + HTML/XML documents using Internet Explorer + Saved Web links (URL files) in Internet Explorer i + When the user displays the saved Web links, the corresponding websites are loaded and displayed in the viewer. PDF files using Adobe Acrobat Reader The program required for displaying and processing these documents is integrated into the SAPERION Viewer. The menu commands and task bars from Acrobat Reader are integrated and can be used as normal. If you wish to use the full range of functions, you can switch from the integrated display to the normal display in the application. Annotations cannot be made directly in the viewer; these would have to be made in the corresponding external application. Multi-format Viewer If you wish to preview or annotate application files in SAPERION, the viewer can be configured by your administrator to become a multi-format viewer. The multi-format viewer creates a graphic rendering of the application file, and annotations are saved without altering the original document or structure. The annotations can be viewed and edited each time the document is displayed in the multi-format viewer. 35 5 i Working with SAPERION Documents While the multi-format viewer can display old unstructured documents as well as streamed documents, you will not be able to annotate these. Once the multi-format viewer is configured, it is the default viewer. Even with the multi-format viewer configured, you can continue to use ribbon START > group DOCUMENT > EDIT... command to display the document in the original application. 5.1.1 Document Display Options To display a document in the SAPERION viewer: 1. Select the document that you would like to display from the results list and click the entry. Alternatively, if the internal viewer is not configured to automatically display documents, you can click ribbon START > group DOCUMENT > command VIEW. The document opens in the SAPERION viewer or in a corresponding application program. i Note that via the double-click only the display mode (read-only) of the document is activated. Select the command EDIT, to edit the document. Multi-Format Viewer If, while using the multi-format viewer, you wish to view your document in the original application, select "View with original application" from the context menu, or choose DOCUMENT > ORIGINAL APPLICATION in the viewer window menu. 5.1.2 Processing Options Changes to documents from the electronic archive are revisions, i.e. the document is not overwritten. The edited components (document structure, image and application files, index files, inserted objects, access lists) are saved to the original document. The editor of a document can leave a comment for each revision. Using the SAPERION revision management tool, users are able to access old revisions of a document at any given time. i If multiple files of a document are changed all at once, a revision is created for the modified subdocument when the entire document is checked in. The revision ID and comment are identical. "Objects" in SAPERION include annotations (notes, text markers, arrows, stamps, black markers). The graphical objects are saved as a link to the corresponding document and created in the viewer. In addition, you can select the following processing options: + Frame for cutting a selection of a document in order to print this section or copy it to another document as a press clipping. 36 5.1 + The SAPERION Viewer Hyperlinks (SmartLinks) with which the user can open another document or a special query form with preset search criteria (see section "SmartLinks" above). 5.1.3 Edit Application Files For application files in the "Documents" folder that have not yet been archived, you can carry out necessary modifications directly in the original document. In order to edit the document in the original application, the appropriate application must be installed. For application files that have already been archived, the user checks out these files for processing in a work environment managed by SAPERION. Once a revision has been created, the file is checked back into the archive. Normally, the user initiates the processing of an application file by double-clicking the file or clicking [Edit] in the results list. SAPERION then opens the corresponding application program with the selected document. In addition, the document is automatically checked out in the work environment. Multi-Format Viewer To edit your document while using the multi-format viewer, select "Edit with original application" from the context menu, or choose DOCUMENT > ORIGINAL APPLICATION in the viewer window menu. 5.1.4 Check In and Check Out If you would like to edit an application file, you can check out this file as follows: 1. Select the document in the results list. 2. Click ribbon START > group DOCUMENT > command CHECK OUT. The document that you have currently checked out is displayed in the results list with a floppy disk icon. i 3. While the document is checked out, other users are able to access a read-only version of the last revision to be archived, but they are not able to modify the document. The [Delete] and [Index] buttons are deactivated for this document until it is checked in. Click the button [SAPERION] and select "Checked-out documents..." The "Work Environment" dialog appears. 37 5 Working with SAPERION Documents Fig. 5–1: "Work Environment" Dialog 4. 5.1.4.1 This dialog lists all of the documents that you have checked out. Here, you can select the following options: + Edit: The selected document in the list is opened for editing in the SAPERION Viewer. + Print: The selected document in the list is printed. + Check in: The selected document in the list is saved as a new revision in the electronic archive. If it is taking a considerable amount of time to edit the file, it is recommended that you check the file back in only once you have finished the editing. This prevents the need for frequent revisions. + Discard: The selected document in the list is removed from the work environment without transferring the existing document revision into the electronic archive. + Close: This closes the dialog. Work with the Workspace The "Work Environment" dialog provides you with an overview and direct access to all documents that you are currently processing. Apart from the system administrator, no other users have access to your work environment. As mentioned above, you have many different editing options that you can carry out directly from your work environment. This way, you can gradually work on documents that you have checked out. When a change is made, SAPERION automatically creates a new revision of the document. Once you are finished, you must check this revision back in manually. If you do not make any changes to documents that you have checked out, these documents are automatically removed (deleted) from the work environment when you close the corresponding prompt window. This has the advantage that documents can be released for other users to edit. To prevent documents from remaining checked out by mistake, when you leave SAPERION, the system issues a note, providing you with the option of checking in or deleting documents that you do not need. 38 5.1 The SAPERION Viewer Fig. 5–2: "Changed documents exist" Dialog i SAPERION recognizes modified application files in the checkout directory via the corresponding file date. In Word, it is recommend that you deactivate AutoSave under EXTRAS > OPTIONS > SAVE because, in certain systems, Word saves the changes to the text without changing the file date. 5.1.5 VIEW Ribbon The VIEW ribbon in the SAPERION viewer contains command groups that let you navigate through your file or change the way you view it. Fig. 5–3: VIEW ribbon 5.1.5.1 Change the displayed Pages and Documents In the SAPERION Viewer, you can move freely within a document. You can find the following commands in the VIEW ribbon > NAVIGATION group: Commands in Group NAVIGATION Previous document First page 39 5 Working with SAPERION Documents Previous page Next page Last page Next document 5.1.5.2 Scaling (Zooming) the Document You can scale the display of the document in the SAPERION viewer as needed. To do this, use the following commands in the VIEW ribbon > SCALE group and FRAME group: Commands in Group SCALE Zoom In Zoom Out Fit... + No Auto Scale: The document remains the same size, even when the size of the window changes. + Fit to Page: The document is adjusted to fill the entire window, even when the size of the window changes. + Show Full Page: The entire document is always displayed. Commands in Group FRAME Enlarge 40 5.1 The SAPERION Viewer Reduce 5.1.5.3 Links If the document currently displayed in the viewer is linked from another document, the Previous Link command enables you to navigate back to the original document. 5.1.6 EDIT Ribbon The EDIT ribbon in the Viewer is where you make adjustments to your file, such as cutting and pasting, rotating the file, or adding annotations. Fig. 5–4: EDIT ribbon 5.1.6.1 CLIPBOARD Group Use the commands in the clipboard group as you would in any other program. 5.1.6.2 ROTATE Group You can rotate the displayed document by a preset angle or a user-defined angle. If you would like to keep the rotated version, save the document as a revision in the archive. The following commands are available in the EDIT ribbon > ROTATE group: Commands in Group ROTATE 90° Right Rotate 180° 90° Left 41 5 Working with SAPERION Documents User defined A dialog opens in which you can enter the angle of rotation: 5.1.6.3 INSERT Group The ribbon EDIT > group INSERT contains different objects, which are described individually in the following section. If you are using the multi-format viewer, you can also access the objects by selecting a file in the results list and clicking the ribbon START > group DOCUMENT > command EDIT > EDIT ANNOTATIONS, or by selecting these commands from the right-click context menu . i The multi-format viewer stores any objects by their location in the document, not by the content the object refers to. If the content should move (by adding text or pages, for example), the object will not move with it. If the page is deleted, the object will be shown on the last page. This is especially important to keep in mind when using the black marker object. Notes If you would like to add a note to a document, proceed as follows: 1. Click ribbon EDIT > group INSERT > command NOTE. 2. Press and hold the left mouse button and draw open the note field in the desired part of the text. The "Text Entry" dialog appears. Fig. 5–5: "Text Entry" Dialog 3. Enter the note text: + Text: Enter a text of the desired length to be displayed as a note. + "Font" tab + Character Set: Select the desired character set. + Alignment: Select the desired alignment of the text. 42 5.1 + + Display as Icon: The note is displayed as an icon in the document. The note is opened only when the user clicks the icon. "Special" tab + Text color: Changes the text color. + Background: Changes the background color of the note. + Color: Define whether the background should not be colored, colored or transparent. + Security: Create an access list that limits user access to the note. + Access List: Select a preconfigured access list, or create a new one. i 4. i The SAPERION Viewer This section does not contain any additional explanation of the other functions in this dialog, which aid in print data transfer (COLD). Click [OK] to save your note. Adding notes to documents that have not been released is not recommended, as the notes may not appear the next time the document is loaded. Text Markers You can highlight important text passages in a particular color by using "text markers": 1. Click the ribbon EDIT > group INSERT > command TEXT MARKER . 2. Press and hold the left mouse button and draw a frame around the text passage that you would like to highlight in a particular color. 3. When you release the mouse button, the text field is highlighted. 4. If necessary, you can double-click the selected text passage to edit the text marker options. The "Edit Text Marker" dialog appears. Fig. 5–6: "Edit Marker" Dialog 5. 6. Define the text marker according to your requirements: + Color: Select the color of the text marker. + Security: Create an access list to define which users are able to view the selected text. + Access List: Alternatively, you can select a preconfigured access list, or create a new one. Click [OK] to save your settings. Arrow 43 5 Working with SAPERION Documents If you would like to draw the reader’s attention to a particular part of the document, you can graphically display this using an "Arrow". 1. Click ribbon EDIT > group INSERT > command ARROW. 2. Press and hold the left mouse button to place the arrow in the desired place in the text. 3. Double-click the pointer to open the "Arrow parameters" dialog. Fig. 5–7: "Arrow parameters" Dialog 4. 5. Enter the following information: + Direction: Specify the direction of the arrow. + Width: Specify the width of the arrow (standard = 0). + Color: Select the color of the arrow. + Security: Create an access list to define which users are able to view the pointer. + ACL: Alternatively, you can select a preconfigured access list. Click [OK] to save your settings. Stamps Frequently occurring comments on documents (e.g. "Checked," "Finished," etc.) can be made using a stamp. Create a new stamp 1. Click the button SAPERION > SETTINGS > MANAGE STAMPS. The "Manage Stamps" dialog appears. Fig. 5–8: "Manage stamps" Dialog 44 5.1 2. The SAPERION Viewer Click [New]. The "Edit Stamp" dialog appears. Fig. 5–9: "Select stamp" Dialog 3. You can now define a graphic file, text or a custom formula of any level of complexity as a stamp: + Graphic files Double-click the "Stamp" column to select a graphics file and add it as a stamp. The graphic file must be in the format ".bmp" or ".wmf". When the "Scale" checkbox is activated, you can scale the graphic file to any size. When the "Keep Aspect" checkbox is activated, the ration of height to width cannot be changed. + Text Double-click the "Text" column to enter text. + Formulas Double-click the "Text" column to enter a custom formula of any level of complexity and use this formula as a text stamp. Example: The comment "Finished" is to be displayed together with the user name and the date. "Finished:"+username+";"+sysdate 45 5 i Working with SAPERION Documents Note that the text must be entered in quotation marks. Otherwise, you can enter the same variables that you entered in the configuration of the title line. 4. In the "Character Set" and "Attributes" areas, you can make more specific settings for the text. 5. Click [OK] to save the new stamp. In the "Manage Stamps" dialog, you can now see a new entry for the stamp you just created. 6. Click [OK] to close the "Manage Stamps" dialog. Apply a stamp Proceed as follows to apply a stamp to your document: 1. Click ribbon EDIT > group INSERT > command STAMP. Click the stamp icon to display a list of the existing stamps. Fig. 5–10: Select Stamp 2. Double-click the desired stamp from the list displayed. 3. Click the desired place in the document to place the stamp. Assign access lists and signatures i Access lists and signatures can only be assigned once you have applied a stamp. 1. Double-click the stamp you have inserted in the document. The "Select stamp" dialog appears. 2. Click [Security]. In the "Edit Access Control List" dialog, you can create an access list which you can use to define which users are able to view the stamp. Alternatively, you can select a preconfigured access list by clicking [ACL...]. 3. Click [Signature] to place a digital signature on the stamp. 4. Click [OK] to save your settings. Black Markers The "Black Markers" option allows you to black out parts of the document so that they are hidden from unauthorized persons. This ensures that certain users are not able to view confidential text passages. By defining an access list, you can specify a list of users who belong to this group. 1. Click ribbon EDIT > group INSERT > command BLACK MARKER. 2. Press and hold the left mouse button to draw open a black marker on the desired position in the text. 46 5.1 The SAPERION Viewer 3. When you release the left mouse button, the "Edit Access Control List" dialog opens. 4. Here, you can create an access list to define which users are able to view the black markers. 5. Click [OK]. i The black marker works only in SAPERION. If the document is later downloaded and opened in the original application file, the black marker will not be there and the blacked-out text will be visible. Page Frame Mode You can create custom-sized frames for a particular document. In the SAPERION viewer, you can implement predefined DIN formats (e.g. DIN A4) for your document. 1. Click ribbon EDIT > group INSERT > command PAGE FRAME . 2. Press and hold the left mouse button and draw open a rectangle of the desired size (displayed as red). When you release the mouse button, SAPERION automatically creates the next largest page format in DIN format. Frames can be placed anywhere in the document and the user can move these frames and change their sizes. i 5.1.7 If the frame is wider than it is tall, the system automatically creates a frame in landscape format. ADVANCED Ribbon Fig. 5–11: ADVANCED ribbon 5.1.7.1 Use a Noise Filter The SAPERION Viewer contains the "Noise Filter" image editing tool. Using this tool, you can achieve optimum results because the image can be made to look "cleaner." The electronic noise removal can be set to four different levels (light, medium, strong, very strong). You can select the desired strength as follows: 1. Click ribbon EDIT > group FILTER > command NOISE FILTER. 2. Select the desired entry in the drop-down menu. Fig. 5–12: Noise Filter 47 5 i Working with SAPERION Documents Note that your selection for the strength of the noise filter affects how easy it is to read the entire document: The stronger the filter, the more difficult it is to read the document. 5.1.7.2 Press Clippings Excerpts of a document can be inserted in another document. Objects created using this procedure are known as "press clippings." If you would like to insert a particular excerpt (e.g. of a text or image) from an archived document in another document, you can select, copy and then insert this excerpt into the other document. Note that when you open the document, the size may differ from that of the excerpt you inserted. This may occur if the original and the copy have different resolutions or if they are scaled differently. i This function is only available for black and white documents. 1. First, define the excerpt of the document that you would like to insert. To do so, proceed as described in the section entitled "Page Frame mode." 2. Copy the page frame by clicking the "Edit > Copy" entry in the context menu of the right mouse button. 3. Now open the document into which you wish to insert the excerpt. 4. Insert the copy into the desired document by clicking the "Edit > Paste" entry in the context menu of the right mouse button. 5. If necessary, position the excerpt (you can move the excerpt as needed by double-clicking and then pressing and holding the left mouse button) before setting the fixed position. 6. Click ribbon ADVANCED > group FILTER > command INSERT PRESS CLIPPING to set the fixed position of the inserted copy. The excerpt can no longer be marked. 5.1.7.3 SmartLinks SmartLinks enable users to link from documents or open queries. For example, you can insert Smartlinks in a construction drawing so that users can double-click the SmartLink to open a certain detailed image or a corresponding search form. i SmartLinks can be created using documents that have been archived. Creating SmartLinks 1. Open the document for which you would like to create a SmartLink by selecting the document and clicking ribbon START > group DOCUMENT > command EDIT. The document opens in the SAPERION Viewer. 48 5.1 2. The SAPERION Viewer Drag the archived document to which you would like to create a link from the results list to the page that was displayed. To achieve this you have to drag the document onto the edit window and place it at the desired position. The "SmartLink Parameters" dialog appears. Fig. 5–13: "SmartLink Parameters" Dialog 3. 4. Enter the parameters for the link. + Description Enter a unique description for the SmartLink (this description is displayed when you click the frame of the SmartLink). + Mode Variable: You can enter a keyword. Keyword: Enter the field name in which the search term is to be implemented. + Execute query Select a query form that is to be opened when a user clicks the link. + View next document (default setting) The document that you moved to the page is displayed. Click [OK] to save your settings. Edit SmartLinks 1. Open the document in which you would like to edit the SmartLink by clicking the command EDIT. The document opens in the SAPERION Viewer. 2. Click ribbon ADVANCED > group SMARTLINKS > command LINK LIST. The "SmartLinks in Document" dialog appears. 49 5 Working with SAPERION Documents Fig. 5–14: "SmartLinks in Document" Dialog 3. Double-click the SmartLink that you wish to edit from the list of links assigned to the document. Alternatively, you can select the link in question and click [Edit]. The "SmartLink Parameters" dialog appears. 4. Make the desired changes and click [Close]. Print link report The SmartLink report makes it possible to document all of the SmartLinks in a particular document. You can print the report with a report form or save it as a file in CSF format. 1. Open the document for which you would like to generate a SmartLink report by selecting the command EDIT. The document opens in the SAPERION Viewer. 2. Click ribbon ADVANCED > group SMARTLINKS > command PRINT LINK REPORT . The "SmartLink Report" dialog appears. 50 5.1 The SAPERION Viewer Fig. 5–15: SmartLink Report" Dialog 3. 4. 5. ! Select an option by activating the corresponding radio button: + Print Report + View Report + Create CSF file Click [Next]: + To print and display the report, you must select a report form. + For the CSF file, enter a file name. Because the SmartLinks may be linked to one another, the report creation must be set to end at a particular depth. Select the desired recursion depth. The larger the number you enter, the longer it takes to create the report. 5.1.8 OPTIONS Ribbon Fig. 5–16: OPTIONS ribbon 5.1.8.1 VIEW Group The SAPERION viewer offers the ability to configure control elements as required. Doing so, you can customize the viewer user interface. The appropriate commands are under OPTIONS ribbon > VIEW group. 51 5 Working with SAPERION Documents Fig. 5–17: Viewer user interface Commands of the group VIEW (Options) Thumbnails When the checkbox is activated, the thumbnail view of the currently-open document is active. Position Here you can select whether the thumbnail view is positioned on the right or left side of the editing area. Document structure When the checkbox is activated, the structure window is displayed below the editing area. Always on top The activation of the checkbox ensures that the open viewer window remains in the foreground. Number of pages Here you can select how many pages of the currently open document are displayed at the same time. 5.1.8.2 NOTES Group In OPTIONS ribbon > NOTES group, you can find additional display options: Commands of the group NOTES Hide black markers If you have the appropriate user authorizations, you can hide the black markers around the document. Display Author When this option is activated, the author of the document is displayed. 52 5.1 Display Mode 5.1.8.3 The SAPERION Viewer Use View, Hide, or Transparent to affect the way you see annotations in the viewer. SETTINGS Group Click ribbon OPTIONS > group SETTINGS > command ABOUT.... to open an overview table with all the information about the document in question. Fig. 5–18: "Document Information" Dialog 5.1.9 Document Button At the far left of the viewer ribbon is the document button. Fig. 5–19: Viewer Document button Similar to the SAPERION button in the main ribbon, the button can be expanded to display a list of commands. Document button commands Window Properties Allows you to determine where and how to save the window position, as well as add a caption. Save Saves the changes you make to the document. Note that this saves a revision only, and does not archive the document to the file system. Send Depending on your mail settings, you can send the file as a copy, a link, or both. Revisions... Opens the Edit Revisions dialog, where you can review the revisions you've made. Original Application... Edit or display your document with the original application, if installed. Print Prints the document from the viewer window. 53 5 Close Working with SAPERION Documents Closes the viewer window. 5.2 SAP Notes in the SAPERION Viewer For SAP-based installations, users have the ability to use the SAPERION viewer to open and edit documents which are archived in SAPERION. A login onto SAPERION is not necessary. The viewer is invoked by the technical user who is normally set up in the user administration. This user is tagged as "anonymous user" so that multiple technical users can be defined. Technical users are not allowed to login from a client using the regular SAPERION login dialog. Please refer to the "SAPERION SAP View" for details. When opening an SAP-document in the SAPERION viewer, you are able to do the following: + read and edit SAP notes + dispatch SAP documents per e-mail. i The multi-format viewer is the default viewer, if configured. Fig. 5–20: Creating SAP Note 54 5.3 1. Saving Documents Click EDIT ribbon > INSERT group > SAP NOTE command. The "Edit note" dialog opens. Fig. 5–21: Dialog "Edit Note" 2. Enter a note and click [Add]. The entered note appears in the list and can be retrieved at any time in this dialog. i For every note, the author and creation date is logged. 3. Complete the action by clicking the [OK] button. 4. If required, you can send the document per e-mail. Click the DOCUMENT ribbon > SEND. Following dispatch options are available: + Send as Copy + Send as Link + Send Copy and Link. Fig. 5–22: Send document as mail After the selection of one option, your mail program opens for the dispatch of the document. 5.3 Saving Documents It is possible to save one or more documents from the result list in a file directory outside SAPERION. 55 5 i Working with SAPERION Documents This function is only possible with the respective user rights. Hints concerning the Storage of Documents + File names with the same name are consecutively numbered. + When saving a document with substructure the value from SYSDOCUMENTDESCRIPTION is used; otherwise the name of the structure is used or the SYSROWID. + When saving a document structure with only one file the file name is displayed for you to select. + In cases several TIFF files which are listed one after the other in a document structure one multipage TIFF will be created for saving. Proceed as follows to save documents: 1. Highlight one or more files in the result list (Ctrl + left mouse click or Shift + left mouse click). 2. Click START ribbon > DOCUMENT group > SAVE AS command. Alternatively you may use the "Save as" command in the context menu. A dialog opens for selecting the storage location. The directory which has been used before is displayed. 3. Enter a name for the file to be saved. 4. If you want to save more than one file, select if you want to save them as a folder or a ZIP file. 5. Click [Save] to save the file. 5.4 Sending Documents Documents which are archived in SAPERION can be dispatched comfortably via e-mail. i When sending documents all TIFF files are packetized in one multipage TIFF file. 1. Select one or more documents in the result list which you want to send. 2. Click START ribbon > DOCUMENT group > SEND command. Alternatively you may use the "Send" command in the context menu. Fig. 5–23: "Send" command 3. Following options are available: + Send as copy + Send as link 56 5.5 + 4. 5.5 Release of Documents Send copy and link After the selection of one option, your mail program opens for the dispatch of the document(s). Release of Documents SAPERION offers the "Release documents" feature that enables the controlled access of a document. This means that, a document can be released only to selected users (authors, such as editors, inspectors). After the release, an expanded circle of users may be allowed to receive read access to the document. i The release does not include index data of the document, therefore for the reader the current index is always visible. Initially, a document is protected by an ACL which permits access to defined authors. In cases the release is carried out for this document, a respective state and an additional pre-defined ACL is set. By means of the additional ACL the access for users with reading permission is controlled. This ACL must therefore be configured in a manner that reading permission and not edit permission is available for the required group of users. From the point of release on, this group can access the document while authors may edit and generate a new revision of the document further on. The modification and thus the new revision of the document are not visible to readers until a new release has been carried out. i Only the current version of a document can be released; the release of previous revisions is not possible. 5.5.1 Option: Signature and Password Submission A password can be used to increase security for a document that has been released. Furthermore, the document can be given an electronic signature. If a signature is used, the user is offered a dialog with a choice of signature procedures. The complete document is signed. If it is a structured document, a signature is created for all of the objects it contains. The release function can also be triggered by means of appropriately configuring of the “Authentication” attribute when a business case is forwarded. A release of documents including the option "Password submission" takes place as described in the following steps: 1. Select the document that you want to release in the result list. 2. Click the right mouse button in order to open the context menu. 3. Select the entry "Release...". The "Authentication" dialog opens. 57 6 Workflow Fig. 5–24: "Authentication" 4. Your user name is already stated. Enter the appropriate password (please use the date of application with which you have logged in to SAPERION). 5. Finally, click the [OK] button to release the document. 6 Workflow 6.1 General Introduction In this section, you will learn how to work on assigned tasks within a workflow. With SAPERION Workflow, you can actively control and log work processes. By modeling work processes, you can assign roles, authorizations, and responsibilities to each employee and automatically forward the necessary documents as needed. This way, you can define serial and parallel processes and ink processes together. 6.1.1 Overview SAPERION Workflow is used to ensure compliance within a company. You can imagine this software as a team of administrators providing guidance for predefined processes. Adhoc workflows allow the user to create individual checklists. Workflow is normally used for the following reasons: + To ensure traceability through historization + To monitor running processes for administrators + To support process controlling using journal dates + Escalation if deadlines are missed. With SAPERION Workflow, the user can display work processes and workflows using process models. The work process can contain, e.g. a technical document check with different tasks such as releases or commentary assigned to certain employees. The process is precisely defined in the process modeling. A workflow is started based on an archived document. The document passes through different instances coupled with different tasks. This way, the work process is processed step by step before it can be completed. By doing this, you can model serial and parallel processes as well as the links between processes. 58 6.2 Processor Roles Workflows are either manually initiated by a user or triggered fully automatically in connection with predefined actions (e.g. each time a particular document is archived) in SAPERION. Assigning organizational structures (users, groups, roles, etc.) ensures that all employees in the workflow are provided with the right documents to work on at the right time. These include the tasks assigned to the individual person for processing as well as the groups/departments that the employee is part of. The core components are combined to make up a workflow: + Process model A process model is a purpose-oriented diagram of workflows. Process models are created based on a certain system and display form. The structure of these process models reflects the temporal/logical sequence of functions, making it possible to automatically process and communicate processes based on the model. + Business process The business process is the work process used to create multiple tasks and to organize the sequence of these tasks. Tasks can be defined so that a particular activity is determined by the result of the previous activity. In this case, the activities are dependent upon one another. + Tasks Tasks are activity units in a work process. Normally, the triggering agent (employee, group, etc.) as well as temporal factors such as sequence, scheduling, etc. are assigned to a task. A message is a special kind of task (see the section entitled "Messages" below). A message does not have to be forwarded because the process flow is not interrupted; it must only be taken into consideration. Normally, messages are sent by line managers when the process deviates from the standard track. You can prevent problems from occurring in critical process phases by acting in a proactive manner. + Processor The processor receives a task from the process flow, completes this task and forwards the workflow according to the process model. This way, the processor can write comments for the task in question. 6.2 Processor Roles A distinction is made between the different roles of the processor within the workflow process. Employees carry out different processing functions depending on the role assigned to them. For more information on the different processing options available with different roles, see section "Processing the tasks". 59 6 Workflow Processor roles Processor Role Description Owner of a business process You are automatically designated as the owner of all business processes that you have started. Alternatively, the ownership of an instance can also be transferred to you over the course of a process. The owner of a business process is authorized to assign tasks to other employees (however, the tasks are reassigned to the owner if he or she is not authorized to assign tasks within the defined process flow). In addition, the owner can stop or delete a business process. The process diagram, including a history of all completed processes, is available for the owner to use to monitor the business process. Substitute As the substitute, you receive the new tasks for the employee that you are representing. These are displayed directly in your task list. The objects can be recognized by the icons, which show a stylized image of a user. You can process and forward these tasks just as you do with your own. In addition, you can access the task list of the employee you represent in the "Substitution" area. You can take over the tasks from the task list. Tasks that you have assigned in this way can also be reassigned to the employee that you are representing as soon as this person returns. Administrator The workflow administrator can stop, unlock, and delete a business process. The administrator is authorized to change the employee assignment of a particular task. Group member Group members also have access to the task pool of a group of users. Individual users can take over the task and assign themselves as the processor of the task. The users can also place the task back into the pool. 6.3 Workflow Inbox The "Tasks" area is the control center for business process processing. This area displays all tasks and task pools in line for processing, regardless of whether the workflow in question is structured or adhoc. Once the business process task have been assigned to you, these will be displayed in your workflow inbox. The number of tasks is displayed in brackets behind the folder number in the "My Tasks" area, with the first number representing the number of unread tasks, and the second the total number of tasks in the inbox (e.g. 6/6). When you click a folder, all of the business processes in that folder appear in the task list. The "Description" column displays a concrete description of the task (e.g. "Process document" or "Release"). Fig. 6–1: Example: workflow inbox 60 6.4 Business Processes Folders of the workflow inbox Folder Description My Tasks Under "My Tasks" you will find all workflow tasks that are assigned to you for processing. This folder contains the following subfolders: Tasks + Reminders: This folder contains tasks for which you have assigned a later due date for processing. + Overdue Tasks: This folder contains business processes that you must process immediately because they have exceeded the specified time limit for processing. + Completed Tasks: This folder contains completed tasks. + Owned Tasks: This folder contains business processes for which you, as the owner, are responsible. This folder contains the folders of the groups or roles of which you are a member or of users for whom you act as a substitute.. 6.4 Business Processes As mentioned at the beginning of this section, a work process is always based on a document and a process definition. As long as your scenario is workflow-enabled, you can start a work process for each component of the scenario. The work process can be started automatically (e.g. through an event via API) or manually. This depends on the configuration of the workflow in your work environment. The manual variants will be described here. Document-specific context menus for starting and processing the work process are available in the document. i A workflow can only be started once the document has been successfully archived. 6.4.1 Starting a Workflow manually Proceed as follows to start a workflow: 1. Complete a query in your scenario, go to the results list, and select the document for which you would like to start the work process. 2. Click ribbon START > group WORKFLOW > command START WORKFLOW. The "Start Process" dialog appears. Alternatively, you can select the entry "Start Process" in the context menu by clicking the right mouse button. 3. Select the desired process definition from the list of available process definitions and click [OK] to start the process. Depending on the process definition, the first task of a work process is sent to a specific recipient or you must specify the recipient. 61 6 i Workflow Depending on the configuration, it is possible to start one or more work processes for a document. 6.5 Substitution As a SAPERION user, you have the option to specify a substitute to take over your workflow tasks in your absence. i Tasks that you receive during your absence are saved directly in the "Tasks" folder of your substitute and marked with the appropriate icon (cog icon with stylized user). 6.5.1 Setting Absence Times Proceed as follows to specify a substitute for your absence: 1. Click the button [SAPERION] > "Settings" > Current User..." menu entry. The "Edit current user..." dialog is displayed. 2. Click [Substitute]. The "Organizational Structure" dialog is displayed. 3. Select the desired substitute by double-clicking the corresponding user name. The name appears in the dialog field on the right. 4. To register yourself as absent, deactivate the "Present" checkbox. 5. If the checkbox "Permit access by substitute to tasks" is activated your substitute will have access to your personal "Task" folder if there are any tasks in it. 6. Click [OK]. 62 6.6 i Display of the Workflow Process in the Preview If you select the entry "SAPERION & eMail" in the drop-down menu of the communication field or if you select "eMail (external)," you receive an e-mail as soon as your workflow task has been transferred. Make sure that you enter the corresponding e-mail address (in field "eMail"). 6.5.2 Unplanned Substitution Should you require a substitute for unexpected reasons, e.g. because you are ill, your group administrator can specify a substitute for you and register you as absent. Optionally, tasks that are due can also be delegated to another available employee so that they can processed on schedule. 6.6 Display of the Workflow Process in the Preview While you are working on a assigned business case you have the facility of displaying the complete workflow process in the document preview. By doing so you will get a clear overview of the progress in the past and the in the future, but also information about the overall context. The current state will be marked by in color. i The display is only valid for workflow processes modeled by SIGNAVIO. Additionally this function is an option your administrator has to activate. To display the workflow process you need to change to the tab "Signavio View" in the preview window. 6.7 Adhoc Workflow Adhoc Workflow enables you to create a routing slip and forward it to your employees for processing. To do this, you can use predefined activities that help you define how the necessary process steps are processed and forwarded. The routing slips you have created can be saved for use at a later point in time (as personal adhoc templates). The type of system license determines whether you are able to save the checklist for yourself only or for other users as well (public adhoc templates). When you create an Adhoc Workflow, an assistant helps you make the necessary entries in just a few steps. 63 6 6.7.1 Workflow Creating a Routing Slip A routing slip is created based on an original document. The Adhoc Workflow Assistant supports you step by step through the creation of the routing slip. You can then save the routing slip or start it immediately. 1. In the results list, select the original document on which you would like to base the routing slip. 2. Open the context menu and click the menu item "Start Adhoc Process" or click the corresponding ribbon. The first dialog of the Adhoc Workflow Assistant appears. The name of the original document is normally listed in the "Subject" field. Depending on the configuration of your system, you may be able to enter other content in this dialog. You can also replace or complete the existing values. 3. Enter a subject for the workflow. If you activate the "Routing slip is extendable by recipients" checkbox, the recipient will be able to change the routing slip. This way, the user can add new steps or delete steps that have not yet been completed. Click [Next]. i 4. The status of the checkbox cannot be saved in the template. Each time an adhoc workflow is started, the checkbox may need to be reactivated. The system lists all activities that you can select as tasks from the routing slip. Select a task and click [Next]. 64 6.7 Adhoc Workflow Activities available Activity Description Approval The recipient can either confirm or reject this release. If the recipient rejects the release, the routing slip is returned to the previous processor. Review The recipient has the option of confirming the check, rejecting it or sending it on for correction. If the recipient rejects the check or sends it on for correction, the routing slip is returned to the previous processor. NOTE: If you select a check or release as the first task and the task is rejected, the routing slip is returned to the employee who started the routing slip. Edit The recipient concludes the editing process by clicking "Next." Notice (asynchronous) The recipient receives an entry in his or her "Tasks" folder for information purposes only. The recipient is only able to delete this entry. Notice The recipient concludes the editing process by clicking "Next." 5. Select the recipient of the task. You can type the name of the recipient into the field or select the recipient using the button [...] in the user dialog. i If a group or role is selected as a recipient, the task is saved in the task pool. Further information on the task Parameter Description Description The name of the activity is used as the default description for the recipient. You can also enter your own description in order to provide the recipient with more detailed instructions for processing. 65 6 Parameter Description Complete by You can define an escalation date for each task to make sure that tasks do not remain in the routing slip for long periods of time without being processed in a timely fashion. The task in the recipient’s "Tasks" folder is set to unread as standard. The type of escalation triggered is dependent upon the default settings specified by the administrator. If the case is not processed by the date specified, an escalation process is initiated. 6. They system issues a prompt asking whether you would like to create another task. If you answer yes, perform steps 4 to 5 again in order to create additional tasks in the routing slip. If you answer no, move on to step 7. 7. The system displays the complete routing slip with all tasks. In this step, you can complete the processing for each individual task. Then click [Start] to start the routing slip that you have just created. Steps of procedure Option Description "Step," "Recipient," "Work By clicking these elements of a task, you can Instructions","Deadline", "Ti- change the values for these elements. me", "Edit" and "Delete" "Change" /"Delete" With the "Change" and "Delete" properties, you can determine whether the recipient is able to change or delete individual tasks from the routing slip in realtime. "Routing list extendable" With the "Routing slip extendable" property, you can enable recipients of the routing slip to modify the list at runtime to include additional tasks. [New] The user can add a task by clicking [New]. A new task is added after the selected task. [Delete] A selected task can be deleted by clicking [Delete]. [Up]/ [Down] Using the [Up]/[Down] button, the user can change the sequence of the tasks. 66 Workflow 6.7 i 6.7.2 Adhoc Workflow If you have not saved the routing slip that you have created, it will no longer exist after it has been processed. Make sure to save the routing slip if you want to use it more than once. You can save the routing slip by clicking [Templates]. Depending on the configuration (license) of the system, you are provided with different options for saving the list. Create a Routing Slip from existing Templates Often, routing slips are very similar to one another, meaning that you are often required to list the same tasks again and again. By using templates, you can dramatically reduce the amount of time required to create a routing slip. SAPERION offers you different options for creating templates: You can create a routing slip as described above and save it as a template. You can then edit this template and save it again under another name. This method can be used when there are only a few changes required to turn an existing template into a new routing slip. You can also insert an existing template into a routing slip that you are creating. 1. Create a new routing slip as described above. 2. Select the work step after which the template is to be inserted. 3. Click [Templates] to open the "Load Private Template" dialog or the "Load Public Template" dialog. 4. Select the desired template and close the dialog. This expanded routing slip can be edited according to your needs and then saved as described above. 6.7.3 Start a saved Adhoc Workflow Like structured processes, routing slips that have been saved are started via the context menu of an original document. Personal templates are selected and started using the "Personal Adhoc Templates" context menu. Public templates are selected and started using the "Public Adhoc Templates" context menu. 1. Select the document you would like to process using an Adhoc Workflow. 67 6 i 2. Click the right mouse button, select the "Personal Adhoc Templates" or "Public Adhoc Templates" item. In both cases, the selection list containing the existing routing slips is displayed. 3. Select a routing slip and close the dialog by clicking [OK]. The routing slip is then loaded in the Assistant and can be started for processing by clicking [Start]. Workflow The system license determines whether you can display public adhoc templates. 6.8 Processing the Tasks You can process the contents by displaying or processing the original document, provided that it is available, or by calling up the index form of the original document (e.g. as an application form). Only once he or she has finished the required work can the processor forward the business process. Depending on the definition in the process, the processor can forward the business process using different entries in the context menu. These will be described in more detail in the following section. Basically, the processing of the task is completed by using the corresponding entries in the ribbon or in the context menu. You can enter a comment when forwarding the business process. If you cannot complete your task for technical reasons, you normally have the option of delegating this task to another employee. If this option is not available, you can turn down the task by entering a reason and sending the task back to the owner. 6.8.1 Processing Options Depending on the type of activity and your authorizations, the context menu of the task entry or the TASKS ribbon provide you with different functions for workflow processing. ! This section describes the processing options for a business process. The list contains all processing options. However, you may not be able to view all of these options, because your user profile may not have all of the appropriate authorizations. Processing commands of workflow tasks Command Description Edit The selected base document in the workflow inbox can be opened in the viewer for editing purposes View The selected base document in the workflow inbox can be opened in the viewing mode in the viewer, editing is not possible. Print The selected base document in the workflow inbox can be printed by means of this command. For this purpose the "Print" dialog opens where you can define the required printing options. Save The selected base document in the workflow inbox can be saved in any directory. 68 6.8 Processing the Tasks Command Description Index Since, in a technical sense, each workflow is also related to a document, it may be necessary to process the index as well. You can also enter comments and a revision number as a new revision of the document has been created. Check out This options allows you to check out the document for which you have started the workflow. Document index This option allows you to edit the index values of the document for which you have started the workflow. Comments This option allows you to view the existing comments for a workflow and enter your own comments as needed. Forward Forwarding the workflow concludes the processing of a particular process step. This makes it the most important function in the process flow. Depending on the definition used, the forwarding function may require you to complete different tasks, see also section "Forward" below. NOTE: Note that you can enter a custom definition for the forwarding outboxes. For manual connections the context menu entry can be named individually. Take notice In addition to the tasks, your tasks folder may also contain messages. These special "tasks" do not have to be forwarded because they do not interrupt the process flow. The process step must only be acknowledged by the processor/ recipient. A message is only completed as a task once you have read this information. Example: The processor of the workflow receives a message that the document was rejected. After the processor acknowledges this message and executes the command "Take notice", the task is no longer displayed in the task list. Messages can be easily identified by the "Mail" icon. Delegating If you cannot process a task for certain reasons, this gives you the opportunity to transfer this task to another processor. The user’s authorization with regard to delegation is specified in the process definition. A selection dialog appears, allowing you to specify the recipient. In the "Select Workflow Recipient" dialog, you can select the user in question (see section "Forward"). Not responsible If you receive a workflow for which you are not responsible, you can use this option to return the workflow to the owner or the party in charge of the activity. This person is responsible for deciding how to proceed. This person can either process the workflow or delegate it to another processor. Reminder While you are processing a workflow, you may notice that you are missing important information that is expected at a later time. In this case, you can mark the task with a reminder so that it is displayed in your tasks list at a later time specified by you. During this time, you can find this task in the "Reminder" folder. From here, you can change or delete the reminder tasks, see also section "Reminder" below. Process diagram The "Process Diagram" option in the menu gives you the option to identify the specific point of the process that you are currently in and track which stations have already been completed. Double-click an activity to display all business processes that contain this activity and for which you are specified as the owner. If there is no business process with the correct status (e.g. start and end activity), the list remains empty. History By selecting "History" in the context menu or in the ribbon, you can display the progress of the current workflow in a table. See also section "History" below. 69 6 Workflow Command Description Task description If the text in the "Description" column of the workflow inbox list is insufficient, this menu can be used to call up a more detailed description of the task. 6.8.1.1 Forward In the simplest case, only the "Next" function appears in the ribbon or context menu. When you select this function, the task is complete. In many cases, however, you must specify the following process step. In this case, you may select one of many named forwarding outboxes in the ribbon or context menu (e.g. a forwarding action may include the decision "Reject/ Accept"). To prevent errors, the system often issues a prompt to secure outboxes that are used infrequently. Certain process paths require a documented reason for action, meaning that you are required to enter a comment text in a dialog that can be found in the history for reference later in the process flow. In this case, it is not possible to forward the workflow without leaving a comment. If you have several workflow tasks which require a forwarding in your workflow inbox, you may select first all respective items in the task list then execute the "Forward" command. i A forwarding of several tasks at once is not possible when a process contains a user activity in which a validating form is embedded. In this case the menu item "Forward" is not available when more the one work item is selected. It is also possible that you may be required to confirm the next processor or next responsible party. The system requires that you enter one or more recipients. The "Workflow User Selection" dialog is displayed. You can make the following entries here: 1. Select the desired recipients within the organization structure. To do this, navigate through the organization structure or conduct a search. 2. Add the desired recipients by selecting the recipients and clicking [Add] or by doubleclicking the recipients. The selected recipient is displayed in the window to the right. 70 6.8 i 3. 6.8.1.2 Processing the Tasks The "Favorites" area contains a list of the last 20 selected recipients. Then click [OK]. The business process is then forwarded to the selected recipients. Reminder The time for the reminder is specified in the "Reminder" dialog: 1. Select the task in the tasks list for which you require a reminder. You can also choose multiple tasks by selecting them while holding the -key. 2. Click ribbon START > group TASKS > command REMINDER or select the "Reminder" entry in the context menu. The "Reminder" dialog appears. 3. Select the desired reminder time and then click [OK]. You may select one of the following options: + a fixed point in time + a relative point in time after a given number of hours, days, work days, weeks, or months + a relative point in time on a specific day of the week after a specified number of weeks. 4. Optionally, the reminder can be sent to another recipient simultaneously so that this recipient can continue to process the task after the reminder date. You can select the recipient by clicking [To...]. 5. Click [OK] to save the reminder. 6.8.1.3 History Via the menu entry "History" in the context menu or in the ribbon it is possible to open a dialog which offers a tabular display of the task's history. 71 6 Workflow Fig. 6–2: "Process History" dialog The table contains the following information: Process history Column Description Incoming Time at which the activity was received by the user. Outgoing Time at which the user forwarded the activity. Receiver User to whom the activity was forwarded. Action The connection used to forward the workflow. Task The task that was completed. Executor User who executed the task, if the recipient did not complete the task. Time Time in minutes in which the workflow task has remained in this workflow step. The time will be set after this step is completed (therefore you will normally get this information in your "Completed Tasks" folder). Comment i Reasons required for forwarding are logged here. For security reasons, your administrator can specify whether or not the name of the processor and/or the time is to be logged. For this reason, you may not be able to view this information. Optionally, you can display the progress in terms of time only and not grouped according to activity. To do this, activate the "Order by timestamp" checkbox. 6.8.2 Processing Tasks as a Substitute As the substitute, you can receive tasks in two different ways: + If the tasks to be completed are tasks that the absent party has already received but not yet completed, these tasks are saved in the "Substitute" folder in the "Tasks" pool. You must actively move these tasks into your own "Tasks" folder in order to process them. + If the tasks to be completed are tasks that were transferred during the absence of the absent party, these tasks are saved directly in your "Tasks" folder for processing. 72 6.8 Processing the Tasks Processing commands for workflow tasks of substitutes Command Description Assign to me Select a task in the task list of the "Substitute" folder. Select the "Assign to me" entry in the context menu or in the ribbon. The system issues a security prompt. The task is saved in your "Tasks" folder for processing. Reassign to receiver You can return the unprocessed tasks to the original addressee after their period of absence has elapsed. NOTE: This function only becomes available when the absent party is registered as "Present" in SAPERION. 6.8.3 Processing Tasks as an Administrator The following menu items are special functions that are only available for users with administrative authorizations. This can be the owner of a workflow or a general administrator. Processing commands for an administrator Command Description Change owner Using the menu item "Change Owner" the current owner of this workflow can specify another user as the owner (only one person can be entered here). Pause A workflow can be held by the owner. The workflow is now displayed with a stop sign for the previous recipient and this recipient can no longer process the workflow. By doing this, it is possible to enable the owner to troubleshoot his or her workflow as necessary. Continue The "Continue" menu item, which is only displayed when the workflow is being held, continues the workflow in question. The business process is now displayed in the input trays of the previous recipient (without a stop sign) and he or she is now able to process the business process again. Terminate Using this menu item, which is only visible when a business process is being held, the user is able to end the business process at a specified point in time. Ending the business process means ensuring that the end activity is executed and the work process is recorded in the history. Delete Using this menu item, which is only visible when the business process is being held, the user is able to delete the business process at a specified point in time. The deleted business process does not appear in the history. Unlock document If the base document on which a workflow business has been started is defined as "locked", the administrator is able to unlock locked documents. Test mode This mode enables exclusively the administrator to test process models. 6.8.4 Processing Tasks as a Group Member ! Tasks in a group folder cannot be processed immediately. They must first be transferred to the personal "Tasks" folder of a member of the group. 73 6 Workflow Processing commands for group members Command Description Take over If you would like to process a task from the group folder, you must first actively transfer this task. Select the desired task, then click the menu item "Take over". This will transfer the task from the group folder into your personal "Tasks" folder. It can no longer be processed by other group members. This prevents the task from being processed by two group members at the same time. NOTE: If you have not refreshed your task pool and you attempt to transfer a task from the pool, the system may issue an error message. In this case, the task in question has been taken over by another member of the group since the last time you refreshed your display. Put back If, at a later time, you notice that you are unable to process a task that you have accepted, you have the option of returning this task to the group folder. The icon indicates which tasks have been removed from the group folder (see icons below in the workflow inbox). Select the task that you have accepted, then select the menu entry "Put Back". This moves the task back to the group folder so that it can be accepted and processed by another group member. 6.8.5 Processing an Adhoc Workflow Task The Adhoc tasks in a routing slip are listed for processing in the task list of the recipient. These tasks are processed like a normal user activity. Depending on the setup of the routing slip, the recipient has the option of changing or deleting tasks that have not yet been processed. The recipient can also be provided with the authorization to expand the routing slip at runtime to include additional tasks. The following menu items are exclusively available for processing an adhoc workflow task. Fig. 6–3: Example: Context menu of an adhoc workflow task Processing commands for adhoc workflow tasks Commands Description OK The"OK" command is available for the "Process" and "Review" activities. When executed, the adhoc workflow task will be forwarded to the next defined activity. 74 6.8 Processing the Tasks Commands Description Forward With the "Forward" command the "Process" activity will be forwarded to the next activity. By means of this command the also the "Notice" and "Notice (asynchronous)" activities are forwarded. Reject The "Reject" command is available for the "Process" and "Review" activities. When executed the task will be sent back to the previous processor of the adhoc workflow routing slip. NOTE: In cases the first activity is rejected the business case owner will receive this activity. He has then the possibility to modify the routing slip or the activity and may restart the adhoc workflow. For correction With the "For correction" command a "Review" activity can be sent back to the previous processor. Edit adhoc process In some cases recipients of an adhoc workflow task are allowed to modify the routing slip by deleting or changing upcoming activities. For this purpose the "Edit adhoc process" command is provided in order to open the adhoc workflow assistant. NOTE: A modification is only possible when the option "Routing slip can be modified" is activated when defining or starting the adhoc workflow process. 6.8.6 Commands for Workflow-enabled Documents The following is a list of specific workflow commands in the context menu of a workflow-enabled document together with a description of their functions: Fig. 6–4: Example: Context menu of original document Commands for workflow-enabled documents Command Description Start process You can use this menu to start a business process. When you click this entry, the system displays the last process that you used for other documents. If you do not find a suitable entry, click "Select" to select a process from all existing predefined processes. Start Adhoc Process Using this menu, you can create and start a routing slips (for more information see the section entitled "Adhoc Workflow"). Private Adhoc Templates Using this menu, you can load, edit, and start your own saved routing slips (for more information see the section entitled "Adhoc Workflow"). Public Adhoc Templates Using this menu, you can load, edit and start publicly saved routing slips (for more information see the section entitled "Adhoc Workflow"). 75 6 Workflow The following entries are only displayed once a business process has been started for the document in question: Commands of documents on which workflow has been started Command Description Tasks A list of all current business processes for this document is displayed. History Using this menu, you can display a list of all current and finished business processes that are active or finished for this document. Comments Using this menu, the user can see all comments that are made during a business process. 6.9 Icons and Color Markings of the Workflow Inbox In the results list, different icons and color markings are used to reflect a particular status of the business process. The icons are displayed at the beginning of each row of the results list. Recognizing messages (e-mail icon). The established icons for checked-out documents and annotations are available as additional information. In addition, the following color information helps you to classify the task quickly (see following section). Icons in the Workflow Inbox Icon Description Standard workflow icon: A business process has been started for the document. This icon is displayed in the results list of the original document when at least one business process is active for the document in question. If the business process is currently being processed via the server, e.g., immediately after being forwarded, no additional processing functions are available. After the results list is refreshed, the business process becomes active for the next recipient or for the processor. Tasks that are overdue or tasks with reminders. Tasks that you have received as a substitute for another user or tasks that you have taken over from group pools. The activity in question is a message/ for information. The business process was held and is now in the possession of the owner, who is responsible for deciding which procedure to carry out next. This is the case if the owner has held the document or the recipient has been registered as "not responsible." A notice icon displayed without an exclamation point alerts the user to the presence of a comment. A notice icon displayed with an exclamation point shows that the last processor added a comment. Shows that the recipient is not present. At the same time, the business process is highlighted in orange. Workflow error, review by the administrator is required. 6.9.1 Colors in the Inbox Workflow Colors indicate the status of a business process. 76 7.1 Introduction Colors in the Workflow Inbox Color Description Bold Tasks for which the contents have not yet been viewed are marked as bold. To mark the task as read, open the contents or the index of the task. Gray A task that you have forwarded is normally displayed as gray in your task area until the next time you refresh the results list (F5). Green You have received the task while acting as a substitute for another employee. Orange You received the task while this employee was registered as absent. Blue The task is past the set due date and an escalation takes place according to the process definition. Red The task is locked because the process has been stopped due to technical reasons or because of a system error. i Note that the colors may vary, as they can be customized by the administrator. 7 eFile - Electronic File 7.1 Introduction SAPERION 7.1 now provides the option to create electronic files. Electronic files (eFile) provide a central point for business information. In one single application employees are supplied with all necessary structured and unstructured information for making a decision. With the SAPERION eFile functionality, you can archive in a legally secure manner. In addition, the complete DMS functionalities like check-in/check-out and the integration and synchronization of master data are available to you. Contrary to paper files, the access can be differentiated: by assigning ACLs to certain sensitive data, you can control access to (parts of) a document. 7.1.1 Files A file generally contains documents that functionally and organizationally belong together. It represents a defined view of a part of a document storage. For the user, the file is a hierarchical representation of the file content, structured by registers. A file contains the following elements: + File Cover The file cover defines the contents of the file. For example, a department project file might list the project number, customer name, description, name of employee responsible, etc. + File Plan 77 7 eFile - Electronic File A file plan is basically a template containing registers: by using a pre-configured file plan, you ensure that each new file is created with the identical file structure. This way, documents are consistently stored in the same structure and can easily be retrieved. Documents defined in a file plan can also be copied to a new file. You can also create file plans yourself, if this feature is enabled for you by means of ACLs. Please keep in mind that the maximum number of registers applied in parallel on one level is 3400. i + The file plan is an optional feature that your administrator must activate. File Documents You can collect documents as required in a file, e.g. a leasing file contains the leasing contract, documents about the leased product, leasing conditions etc. 7.2 Electronic File Structure In many companies and departments, files are still in paper format. Searching for these files, managing and maintaining them is - contrary to the eFile - very elaborate. Also, the access cannot be reasonably controlled. With the SAPERION eFile functionality, you can administer different document formats (images, MS Office, etc) within the file. Files - including their register structures - can be imported and sent, while documents can be copied into different files. Using an example of departmental files, we would like to introduce you to eFiles and how to create and manage such files. 7.2.1 Project File Example To create an electronic file application, you need tables and forms which you or your administrator have to create. Depending on the size of your company and its structures, various formats are possible. These are described in detail in the "Forms Design" chapter in the Administrator manual. i It is only possible to create eFile applications in the Rich Client. The following screenshot shows how a project file can be structured with registers: Fig. 7–1: Example File Structure with Registers 78 7.3 File Plan With an electronic file, it is possible to initiate repetitive or automatic processes, such as: + Creating a new project for a customer + Managing purchase orders + HR processes such as staff appraisals + Legal processes such as managing contracts with vendors These processes can be modelled by the administrator, using the process designer as a template. The person responsible for the project or file can trigger ad hoc processes using routing slips (see the Workflow chapter in this manual for more information). The main advantages of an electronic file are that sensitive data can be archived safely, and found quickly and easily. Fig. 7–2: Sample File with Documents When the desired tables and forms are available to you and a file application has been created for you, you can create a file plan, create new and delete existing files and registers, file documents, and more. These points are explained in the following sections. 7.3 File Plan The file plan consists of a file which has exactly the name of the folder class which will be used for the new files. Click the FOLDERS ribbon > EDIT group > CLASSES command to display the name of the class. Right-click the class and choose Edit... from the context menu to see how the class is defined. The class definition contains the name of the file and document DDCs, as well as which workflow (if any) is associated with the folder class. 79 7 eFile - Electronic File To learn how to set up a file plan or import/export it, see the "File Plan Converter" Best Practice manual. 7.4 Creating a New File To create a new file in your file application: 1. In the navigation area, right-click your file application. 2. Select "Create File" from the context menu. The dialog "Project Folder Properties" is opened. Fig. 7–3: "Project Folder Properties" Dialog 7.5 3. Enter the desired index data. You have to enter a description as this is a mandatory field in this example. You can enter information in the other fields if desired; these are optional. 4. Click [OK] to create the file. File and Folder Operations You can search for files, edit or delete them, add and delete folders, change the access settings and save files or folders for access outside of SAPERION. These operations can easily be accessed via the context menu when your project is listed in the navigation bar. Fig. 7–4: eFile Navigation The same operations are also available in the ribbons. 7.5.1 Searching for Files To search for eFiles: 80 7.5 1. File and Folder Operations Click your file application in the Workspace to bring up the file query form. Fig. 7–5: Query Dialog 2. Enter any search parameters in the query text fields and click [Result] to start the search. To search for all files in a file application, leave the fields blank and simply click [Result]. 3. The files found are listed in the result window. Fig. 7–6: Search Result Files To see the properties of a particular file, click it. To open the file, double click it. The documents belonging to the file will be listed in a separate window. You can now search for particular documents, and edit them as described elsewhere in the End User manual. i You can also carry out a superordinate search in electronic files. For example, you might want to search across all employees in your company for any income tax forms still outstanding. This search option is described further in the "Forms" chapter in the Administration manual. The file will also be listed in the navigation bar to the left, where you can now access the context menu for the commands described in the following sections. 7.5.2 Creating a Folder To create or add a folder (also called register) to your file: 1. Click your file and choose "Create Folder" from the context menu. The "New Register Property" dialog is opened. 2. Enter the name for your new register in the "Register Name" text field and click [OK]. The new folder is listed in the navigation bar under the file. 81 7 eFile - Electronic File You can of course add folders to existing folders. Simply right-click the existing folder you wish to add a folder to, to call up the context menu. Then follow the steps above. 7.5.3 Editing File Properties To edit a file's properties: 1. Select "Index" from the context menu. The "Project Folder Properties" dialog is opened. 2. Change the entries as desired and click [OK]. The "Generate New Revision" dialog is displayed. Change the predefined comment as required, as well as the revision number. 3. Click [OK] to accept the changes and to close the dialog. 7.5.4 Saving a File or Folder To save a file or folder (and all included documents) for use outside of SAPERION choose "Save As..." from the context menu. In the dialog that opens, save the file/folder to the location with the name that you want and click [Save]. You now have a folder with all documents and subfolders where you can access it using standard file system commands (e.g. MS Explorer). 7.5.5 Deleting a file or folder To delete a file or folder, choose "Delete" from the context menu. You will get a warning dialog before the deletion goes through. Note that no "Delete" command will appear in the context menu if the selected folder contains subfolders. Subfolders must be deleted before the parent folder can be deleted. 7.5.6 Changing Access Settings To change the access settings for a file or folder, choose "Access..." from the context menu and use the Select Access List dialog to change the access settings for the file or folder. 7.5.7 Refresh Click "Refresh" to refresh the file or folder listing, for example after adding or deleting documents. 7.6 Filing Documents Which documents you add to a file depends on the function that this file is to fulfill. You can add all possible file formats. The SAPERION default viewer can display the file formats for which you have the appropriate software installed on your system, e. g. Adobe Acrobat Reader for PDFs. 82 8.1 7.6.1 Ribbon References Document Handling in eFiles The following document filing options are available: + Upload one or more documents from a file system You can use drag and drop to upload documents from your file system, such as MS Explorer. If this is the first time a file is being added, you will need to enter index information. + Link documents from a search result list After doing a document search, documents in the result list can be linked to files. + Add documents to a file via API See the Programming manual for more information. + Move documents within a file Documents can be moved within a file using drag & drop. This is only possible with Rich Client; in the Web Client this is done via multi-filing. + Link documents between two files, or within the same file several times By holding down the Ctrl key, you can link the same document within a file, or between several files, similar to copying a document in your file system. + Link files to one another via drag & drop You can use drag & drop to copy one file into another. SAPERION creates a shortcut to the original file (that you dragged from), and you can access everything within that file (i.e., folders & documents). Note that the linked file cannot be "Saved As" while the original of course still can. When you create a folder or a document in the original file, the folder or document will also appear in the link when you refresh the link. 7.6.1.1 The Cross-Reference Command The "Cross Reference" option, found both in the document context menu as well as in the ribbon, lists all the locations where instances of the document appear, based on the document's index information. (The location of the original document is not listed.) Each location leads to a submenu containing the following two options: + Open folder As the name suggests, the "Open folder" command opens the folder in which that particular version of the linked document resides. + Unfile document When you unfile a selected document, it is removed from that particular folder. Note that this removes only that one instance. To remove all instances, you would choose the "Delete" command. 8 Appendix 8.1 Ribbon References With SAPERION 7.1 the concept of menu navigation has been switched over to ribbons. This results to changes of both user interface and menu control of SAPERION Rich Client. 83 8 Appendix To make it easier for users of SAPERION version 6 to find menu entries, in the following tables the commands of version 6 are listed in reference to version 7.1. Fig. 8–1: SAPERION version 7.1 ribbons example 8.1.1 SAPERION Main Menu 8.1.1.1 File Fig. 8–2: SAPERION version 6: "File" menu "File" menu SAPERION Version 6 SAPERION Version 7.1 New page... Import > Documents > New Page Open... Import > Documents > Load File(s)... Transfer... Import > Documents > Transfer Scan Import > Scan > Single Page... Scan from ADF Import > Scan > Page Feed... Redo scanning Import > Scan > Replace Page... Input... Import > Trays > Input Documents... Import > Trays > Documents To Do... Import > Trays > To Do Print... SAPERION > Print Printer Setup... SAPERION > Print > Settings... Check Out Start > Document > Check Out Check In Start > Document > Check In Discard changes Start > Document > Discard Workspace SAPERION > Checked Out Documents... Exit SAPERION > Terminate 8.1.1.2 Edit Fig. 8–3: SAPERION version 6: "Edit" menu "Edit" menu SAPERION Version 6 SAPERION Version 7.1 Undo (discontinued) 84 8.1 SAPERION Version 6 SAPERION Version 7.1 Cut Cut (only in the context menu) Copy Copy (only in the context menu) Paste Paste (only in the context menu) Delete Document Tray (Indexing) > Edit > Delete Mark All (discontinued) 8.1.1.3 Ribbon References View Fig. 8–4: SAPERION version 6: "View" menu "View" menu SAPERION Version 6 SAPERION Version 7.1 Navigation Folder structure Documents The ribbon is only visible at documents that are not archived yet. Status line SAPERION > Settings > Display status bar Icon bar Corresponds to ribbons Setup icon bars... Configuration of the icon bar for the quick access toolbar via [Arrow] icon in the upper window area. User settings > Save (discontinued) User settings > Restore (discontinued) User settings > delete (discontinued) 8.1.1.4 Archive Fig. 8–5: SAPERION version 6: "Archive > Query" menu "Archive" menu - "Query" entry SAPERION Version 6 SAPERION Version 7.1 Query > New... (obsolet) Query > Create Reader... Advanced > Search result > Create Reader... Query > Quality assurance... Advanced > Search result > Quality Assurance... Query > Print... SAPERION > Print > Search Query... Query > Print preview... SAPERION > Print > Print Preview Query > Form > New... Design > Applications > Create Search Form... Design > Applications > Create Index Form... Query > Form > Open... Design > Applications > Edit Form... Query > Form > Activate... (obsolete) Join (discontinued) Join All (discontinued) 85 8 Appendix Fig. 8–6: SAPERION version 6: "Archive > Folder" menu "Archive" menu "Folder" entry SAPERION Version 6 SAPERION Version 7.1 Folder > New Advanced > Folder > New Folder > Open... Advanced > Folder > Load... Folder > Save... Advanced > Folder > Save... Folder > Save As... (discontinued) Folder > Delete... Advanced > Folder > Delete... Folder > Refresh Advanced > Folder > Update Folder > Back to Form Advanced > Folder > Back to Form Fig. 8–7: SAPERION version 6: "Archive > Index" menu "Archive" menu - "Index" entry SAPERION Version 6 SAPERION Version 7.1 Index > Manual Document Tray (Indexing) > Archive > Index... (This command is only visible in the ribbons when the document to be archived is selected). Index > Automatic Document Tray (Indexing) > Archive > Index... > Automatic indexing... (This command is only visible in the ribbons when the document to be archived is selected). Index > Edit Document Tray (Indexing) > Post-process > Single document Index > Edit all Document Tray (Indexing) > Post-process > All process Index > Edit options Document Tray (Indexing) > Post-process > Options Index > Bulk import Import > Documents > Bulk Import... Index > Form > New... Design > Applications > Create Search Form... Design > Applications > Create Index Form... Index > Form > Open... Design > Applications > Edit Form... Index > Form > Activate... Document Tray > Archive > Activate forms... Fig. 8–8: SAPERION version 6: "Archive > Definition" menu "Archive" menu - "Definition" entry SAPERION Version 6 SAPERION Version 7.1 Definition > New... Design > Tables > Create... Definition > Open... Design > Tables > Load... Definition > Edit Design > Tables > Edit... Definition > Save as... Design > Tables > Save as... Definition > Define Print form... Design > Print Forms > Print Lists... Definition > Define cover sheet... Design > Print Forms > > Cover Sheets... Definition > Define background form... Design > Print Forms > Background Forms... 86 8.1 SAPERION Version 6 SAPERION Version 7.1 Definition > Format rules... Design > Tables > Documents Formats... Ribbon References Fig. 8–9: SAPERION version 6: "Archive > Audit" menu "Archive" menu - "Audit" entry SAPERION Version 6 SAPERION Version 7.1 Audit > Show... Administration > Logging > Query Audit > Print... SAPERION > Print > Log Table... Audit > Print-preview... SAPERION > Print > Print Preview Audit > Options... Administration > Logging > Settings... Audit > Save Administration > Logging > Export... Audit > Form > New... Design > Applications > Create Search Forms... Audit > Form > Load... Design > Anwendungen > Maske bearbeiten... Audit > Form > Activate... Administration > Logging > Configure Forms.. 8.1.1.5 Options Fig. 8–10: SAPERION version 6: "Options" menu "Options" menu SAPERION Version 6 SAPERION Version 7.1 Input... Import > Settings > Import... OCR... SAPERION > Settings > OCR... Dictionaries (discontinued) System... SAPERION > Settings > System... AutoCorrect.. SAPERION > Settings > AutoCorrect... Process Designer... Design > Model > Process Designer... Events... Design > Model > Events... Macros... Design > Model > Scripts... Encryption... Administration > General > Encryption Content Types > New... Administration > Records Management > New content type... Content Types > Edit... Administration > Records Management > Edit content type... Retention Classes > New... Administration > Records Management > New retention class... Retention Classes > Edit... Administration > Records Management > Edit retention class... Records-Management Policies... SAPERION > Settings > Records Management > Rules... Localization... Administration > General > Localization... User > Logout SAPERION > Terminate User > Change... SAPERION > Switch Current User... User > Edit... Administration > User > Administration... 87 8 SAPERION Version 6 SAPERION Version 7.1 User > Edit current... SAPERION > Settings > Current User... User > Access control lists... Administration > User > Access lists... 8.1.1.6 Appendix Help Fig. 8–11: SAPERION version 6: "Help" menu "Help" menu SAPERION Version 6 SAPERION Version 7.1 Report... (discontinued) Index (discontinued) Using Help SAPERION > Help > Display help... Info... SAPERION > Help > About... 8.1.2 Context Menus In the following commands of the context menu of selected documents are listed. Some among them are available both in the context menu and in the ribbons in version 7.1. 8.1.2.1 Context Menu of Unarchived Documents Fig. 8–12: SAPERION version 6: Context menu of unarchived documents Context menu of unarchived documents SAPERION Version 6 SAPERION Version 7.1 Edit Document Tray (Indexing) > Edit > Edit... Print Print (only in the context menu) View Document Tray (Indexing) > Edit > View... Save Document Tray (Indexing) > Edit > Save As... Delete Document Tray (Indexing) > Edit > Delete Document Tray (Indexing) > Edit > Delete All (This command is visble only in the ribbons) Edit name Document Tray (Indexing) > Edit > Edit Name... Cut Cut (only in the context menu) Copy Copy (only in the context menu) Paste Paste (only in the context menu) Encrypt... Document Tray (Indexing) > Edit > Encrypt... Signature > New... Document Tray (Indexing) > Signature > Create... Signature > Start mass signing Document Tray (Indexing) > Signature > Start Mass Signing... Signature > Finish all signatures Document Tray (Indexing) > Signature > Finish All 88 8.1 SAPERION Version 6 SAPERION Version 7.1 Order Document Tray (Indexing) > Structure > Order Split Document Tray (Indexing) > Structure > Split Format... Document Tray (Indexing) > Structure > Format... Complete Document Tray (Indexing) > Structure > Complete Up Document Tray (Indexing) > Structure > Up Down Document Tray (Indexing) > Structure > Down Right Document Tray (Indexing) > Structure > Right Left Document Tray (Indexing) > Structure > Left 8.1.2.2 Ribbon References Context Menu of Archived Documents Fig. 8–13: SAPERION version 6: Context menu of archived documents Context menu of archived documents SAPERION Version 6 SAPERION Version 7.1 Edit Start > Document > Edit View Start > Document > Display Print Print (only in the context menu) Save... Start > Document > Save As... Index... Start > Document > Index... Delete Start > Document > Delete Security Start > Document > Set access lists... Check Out Start > Document > Check Out Check In Start > Document > Check In Start Adhoc Business Case... Start > Workflow > Start process... > Start Adhoc Process... Private Adhoc Templates... Start > Workflow > Start process...> Private Templates Public Adhoc Templates... Start > Workflow > Start process...> Public Templates Start Business Case... Start > Workflow > Start process... 8.1.2.3 Context Menu of Workflow Inbox Fig. 8–14: SAPERION version 6: Context menu of workflow inbox Context menu of workflow inbox SAPERION Version 6 SAPERION Version 7.1 Edit Start > Document > Edit View Start > Document > Display Index... Start > Document > Index... Check Out Start > Document > Check Out 89 8 SAPERION Version 6 SAPERION Version 7.1 Check In Start > Document > Check In Comments... Start > Workflow > Comments... Forward Start > Tasks > Forward Reminder... Start > Tasks > Reminder... History... Start > Tasks > History... Task Description... Start > Tasks > Advanced > Task Description... Edit Adhoc Business Case... Start > Tasks > For Correction > Edit Adhoc Process... Reassign... Start > Tasks > Reassign... Change Owner... Change owner... (only in the context menu) Pause Start > Tasks > Advanced > Pause Business Cases Process diagram (only in the context menu) Clean Up Start > Tasks > Advanced > Unlock Document Test Mode Start > Tasks > Advanced > Test Mode Help Start > Tasks > Advanced > Help 8.1.3 8.1.3.1 SAPERION Viewer Document Fig. 8–15: SAPERION Version 6: Viewer menu "Document" Viewer: "Document" menu SAPERION Version 6 SAPERION Version 7.1 Save Document > Save Revisions... Document > Revisions... Edit in Application.. Document > Original Application... Print... Document > Print... 8.1.3.2 Edit Fig. 8–16: SAPERION version 6: Viewer menu "Edit" Viewer: "Edit" menu SAPERION Version 6 SAPERION Version 7.1 Undo (discontinued) Cut Edit > Clipboard > Cut Copy Edit > Clipboard > Copy Paste Edit > Clipboard > Insert 90 Appendix 8.1 Ribbon References SAPERION Version 6 SAPERION Version 7.1 Delete Edit > Clipboard > Delete Mark all Edit > Insert > Mark > Mark all Rotate Edit > Rotate > 90°/ 180°/ 270°/ Custom Noise filter Advanced > Filter > Noise Filter > Light/ Medium/ Heavy/ Very Heavy Melt press clipping Advanced > Filter > Insert Press Clipping 8.1.3.3 Page Fig. 8–17: SAPERION version 6: Viewer menu "Page" Viewer: "Page" menu SAPERION Version 6 SAPERION Version 7.1 Next page View > Navigation > Next Page Previous page View > Navigation > Previous Page Start of document View > Navigation > Previous Page > First Page End of document View > Navigation > Next page > Last Page Next document View > Navigation > Next Document Previous document View > Navigation > Previous Document Smartlinks > Back View > Links > Previous Link Smartlinks > Edit... Advanced > Smartlinks > Link List Smartlinks > Report... Advanced > Smartlinks > Print Link Report Hits > Next hit (discontinued) Hits > Previous hit (discontinued) Hits > Find... (discontinued) 8.1.3.4 Insert Fig. 8–18: SAPERION version 6: Viewer menu "Insert" Viewer: "Insert" menu SAPERION Version 6 SAPERION Version 7.1 Text Edit > Insert > Notes Mode Marker Edit > Insert > Text Marker Mode Arrow Edit > Insert > Arrow Mode Stamp Edit > Insert > Stamp Mode Black marker Edit > Insert > Black Marker Mode Page frame Edit > Insert > Page Frame Mode CAD (discontinued) 91 8 SAPERION Version 6 SAPERION Version 7.1 Calculator (discontinued) 8.1.3.5 Objects Fig. 8–19: SAPERION version 6: Viewer menu "Objects" Viewer: "Objects" menu SAPERION Version 6 SAPERION Version 7.1 Mark frames Edit > Insert > Mark Align (discontinued) Order (discontinued) Alignment (discontinued) 8.1.3.6 View Fig. 8–20: SAPERION version 6: Viewer menu "View" Viewer: "View" menu SAPERION Version 6 SAPERION Version 7.1 Scale > Enlarge View > Frame > Enlarge Scale > Reduce View > Frame > Reduce Scale > Free... (discontinued) Scale > Enlarge 5% View > Scale > Zoom In Scale > Shrink 5% View > Scale > Zoom Out Scale > No auto scale View > Scale > Fit > No Auto Scale Scale > Fit to page View > Scale > Fit > Fit to Page Scale > Show full page View > Scale > Fit > Show Full Page Thumbnails Options > View > Thumbnails Position Options > View > Position Document structure Options > View > Document Structure 1 page, ..., 16 pages Options > View > Number of Pages Annotation display > Hide black markers Options > Notes > Hide Black Markers Annotation display > Display Author Options > Notes > Display Author Annotation display > Display Options > Notes > Display Mode > View Annotation display > Hide Options > Notes > Display Mode > Hide Annotation display > Transparent Options > Notes > Transparent 92 Appendix 8.1 SAPERION Version 6 SAPERION Version 7.1 Always on top Options > View > Always on Top 8.1.3.7 Options Fig. 8–21: SAPERION version 6: Viewer menu "Options" Viewer: "Options" menu SAPERION Version 6 SAPERION Version 7.1 Setup stamps... SAPERION > Settings > Manage Stamps CAD editor (discontinued) Info... Options > Settings > About... 8.1.4 8.1.4.1 SAPERION Process Designer File Fig. 8–22: SAPERION version 6: Process Designer menu "File" Process Designer: "File" menu SAPERION Version 6 SAPERION Version 7.1 New... File > New Open... File > Load... Save File > Save Save as... File > Save as... Export as XPDL... File > Export as XPDL... View Documentation... File > View Documentation... Print... File > Print Print Preview... File > Print Preview... Create Version File > Create Version Syntax Check... File > Syntax Check... Close File > Close 8.1.4.2 Edit Fig. 8–23: SAPERION version 6: Process Designer menu "Edit" Process Designer: "Edit" menu SAPERION Version 6 SAPERION Version 7.1 Delete Designer > Edit > Delete 93 Ribbon References 8 SAPERION Version 6 SAPERION Version 7.1 Mark all Designer > Edit > Select All 8.1.4.3 Appendix Objects Fig. 8–24: SAPERION version 6: Process Designer menu "Objects" Process Designer: "Objects" menu SAPERION Version 6 SAPERION Version 7.1 Select Designer > Objects > Select New Activities Designer > Objects > Create New Element Order > Front Designer > Objects > Order > Foreground Order > Back Designer > Objects > Order > background Adjust > Left/ Right/ Top/ Bottom Designer > Objects > Adjust > Left/ Right/ Top/ Bottom Adjust Size > max. Width/ max. Height/ min. Width/ min. Height Designer > Objects > Resize > max. Width/ max. Height/ min. Width/ min. Height 8.1.4.4 View Fig. 8–25: SAPERION version 6: Process Designer menu "View" Process Designer: "View" menu SAPERION Version 6 SAPERION Version 7.1 50%/ 75%/ 100%/ 150%/ 200% Designer > Appearance > Size > 50%/ 75%/ 100%/ 150%/ 200% Fit to window Designer > Appearance > Size > Fit to Window Font... Designer > Appearance > Font Background Color... Designer > Appearance > Background Color Grid Designer > Appearance > Grid Snap to Grid Designer > Appearance > Snap to Grid 8.1.5 8.1.5.1 SAPERION Macro Editor File Fig. 8–26: SAPERION version 6: Macro Editor menu "File" Macro Editor: "File" menu SAPERION Version 6 SAPERION Version 7.1 Save VBA > Save 94 8.1 SAPERION Version 6 SAPERION Version 7.1 Save as... VBA > Save as... 8.1.5.2 Edit Fig. 8–27: SAPERION Version 6: Macro Editor menu "Edit" Macro Editor: "Edit" menu SAPERION Version 6 SAPERION Version 7.1 Undo Start > Clipboard> Undo Cut Start > Clipboard> Cut Copy Start > Clipboard> Copy Paste Start > Clipboard> Paste Delete (discontinued) Find... Start > Search > Search Replace... Start > Search > Replace Go to line... Start > Search > Go to line... Mark all (discontinued) 8.1.5.3 Execute Fig. 8–28: SAPERION version 6: Macro Editor menu "Execute" Macro Editor: "Execute" menu SAPERION Version 6 SAPERION Version 7.1 Start Start > Execute > Start Stop Start > Execute > Stop Single step Start > Execute > Single Step Step over Start > Execute > Step Over Toggle breakpoint Start > Execute > Toggle breakpoint Quick watch... Start > Execute > Quick watch 8.1.5.4 Options Fig. 8–29: SAPERION version 6: Macro Editor menu "Options" Macro Editor: "Option" menu SAPERION Version 6 SAPERION Version 7.1 Dialog Editor... Start > Options > Dialog Editor Font... Start > Options > Font 95 Ribbon References