ESMA Paperless User Manual V1.1.0
ESMA_Paperless_User_Manual_v1.1.0
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Customer Document About ESMA Paperless 1.1.0 - User Manual This document represents the user manual for Paperless Routing Slip 1.1.0 over Microsoft SharePoint Server 2013 server farm Ver. DATE AUTHOR V1.1.0 21/12/2017 Laura Vazquez Edificio Miribilla Santiago Compostela, 12, 4ª A 48003 Bilbao – Spain Tel: +34 944 276 308 Fax: +34 944 271 547 Bilbao | Madrid | Pamplona DESCRIPTION Updated version with the CRs: CR30, CR31, CR32, CR33, C37, CR38, CR39 ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual Table of Contents 1 Introduction ................................................................................................................5 1.1 Purpose...................................................................................................................... 5 1.2 Definitions, acronyms and abbreviations.................................................................. 5 2 Paperless main menu...................................................................................................6 3 How to create a new workflow ....................................................................................7 3.1 4 How the workflow information is organised in screen ........................................... 10 My Workflows ........................................................................................................... 12 4.1 What is the “Workflows to be signed" list .............................................................. 12 4.2 What is the “Status of initiated workflows” list ...................................................... 14 5 How can a step of the workflow be completed ........................................................... 15 6 How can a step of a workflow be re-assigned ............................................................. 17 7 How to work with the attachments ............................................................................ 17 7.1 How a document can be added to a workflow ....................................................... 17 7.1.1 How to upload a document................................................................................. 18 7.1.2 How to upload multiple documents.................................................................... 20 7.2 How to know who modified a document................................................................ 22 7.3 How to move an attached document ..................................................................... 23 7.4 How to remove an attached document .................................................................. 24 8 Possible status of a workflow ..................................................................................... 27 9 Which actions are available on workflows .................................................................. 28 9.1 Saving a workflow when its status is “Draft” .......................................................... 28 9.2 Launching a workflow ............................................................................................. 29 9.3 Deleting a workflow ................................................................................................ 29 9.4 Put On Hold a workflow .......................................................................................... 30 9.5 E-mail a workflow .................................................................................................... 31 9.6 Link workflow(s) ...................................................................................................... 31 9.7 Cancelling the creation of a workflow .................................................................... 33 Page 2 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual 10 11 12 9.8 Signing a workflow step .......................................................................................... 34 9.9 Rejecting a workflow step ....................................................................................... 36 9.10 Cancelling a workflow step ..................................................................................... 37 9.11 Re-assignment of steps in a non-restricted workflow ............................................ 37 9.12 Re-assignment of steps in a restricted workflow .................................................... 38 Which permission rules are applied on workflows ...................................................... 38 10.1 General rules ........................................................................................................... 38 10.2 Specific rules for non-restricted workflows ............................................................ 40 10.3 Specific rules for restricted workflows .................................................................... 41 Searching for workflows ............................................................................................ 42 11.1 Advanced Search ..................................................................................................... 42 11.2 All workflows ........................................................................................................... 45 11.3 Signed Workflows.................................................................................................... 46 Reports ..................................................................................................................... 48 12.1 Reports home page ................................................................................................. 49 12.2 Create a new report ................................................................................................ 50 12.3 Report outcome (results) ........................................................................................ 51 12.3.1 How to customize a report outcome .................................................................. 54 12.3.2 How to save a report outcome ........................................................................... 56 12.4 12.4.1 How to create a report template ........................................................................ 57 12.4.2 How to generate a report from a template ........................................................ 58 12.4.3 How to edit a report template ............................................................................ 60 12.4.4 How to delete a report template ........................................................................ 61 12.4.5 How to share a report template.......................................................................... 63 12.4.6 How to receive reports by e-mail on a regular basis .......................................... 65 12.5 13 Report Templates .................................................................................................... 57 How to save a report outcome ............................................................................... 67 12.5.1 How to download a report in Excel format ......................................................... 68 12.5.2 How to view a report in HTML format ................................................................ 69 Notifications Service .................................................................................................. 70 Page 3 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual 14 Printing Service ......................................................................................................... 71 Page 4 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual 1 Introduction This document represents the User Manual of Paperless Routing Slip 1.1.0 for a Microsoft SharePoint Server 2013 environment. 1.1 Purpose The purpose of this document is to guide users in the use of the Paperless system. 1.2 Definitions, acronyms and abbreviations This section provides the reader of the user manual with an overview of terms used throughout this document. Actor An actor is the user who completes a step of the paperless workflow. Among other actions, actors can initiate and launch a workflow or either sign or reject a step in the workflow. Closed “Closed” is one of the possible statuses that a workflow may have in the system. This status is assigned when all the steps in it have been signed and all the workflow information is moved to the archive. Deleted “Deleted” is one of the possible statuses that a workflow may have in the system. This status is assigned when the initiator clicks the option “Delete” meaning that the workflow is no longer valid or that it should not have been initiated in the first place. Draft “Draft” is one of the possible statuses that a workflow may have in the system. This status is assigned when the initiator has created a workflow but has not launched it yet. In progress “In progress” is one of the possible statuses that a workflow may have in the system. This status is assigned when the workflow initiator launches the workflow and while there is at least one step left to complete in the workflow. On hold “On hold” is one of the possible statuses that a workflow may have in the system. This status saves all changes made in the workflow without the need to sign it. Page 5 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual Rejected “Rejected” is one of the possible statuses that a workflow may have in the system. This status is assigned when the actor of the current step rejects another step previously signed by another actor. In this case, the workflow is returned to the rejected step. Initiator The initiator of a workflow is the actor who launches it. Responsible Assigned Person in the workflow. Backup Group Members of this group can perform any action as if they were the “Assigned Person” (responsible). Launch This action is performed by the initiator of the workflow and it means to start its execution. It implies the assignation of the next step in the workflow to the corresponding actor and a change of the current workflow status to “In progress”. 2 Paperless main menu The information that concerns paperless workflows can be divided into six sets of information: Figure 1 – Main menu 1 My Workflows: This tab provides access to the list of “Workflows assigned to me” (more details in section 4) and the list “Workflows initiated by me” (more details in section 4.2). New workflow: This tab provides a list1 of links to initiate different types of workflows (see section 3 for details on how to create a new workflow). Advanced Search: This tab allows the user search workflows by different criteria. You will have access to initiate only those workflow types associated to your role/profile Page 6 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual 3 All workflows: This tab provides access to all the workflows executed in the system by any user. Signed workflows: This tab displays the workflows in which the user has at least signed one of the steps. The signed workflows view will contain a column to indicate the date in which the workflow was last signed by the current user. Reports: This tab provides the possibility to generate and save reports, as well as creating report templates. How to create a new workflow Workflows can be created from a set of links available under the tab “New workflow”: Figure 2 – New workflow tab When clicking in this tab a list of links will be displayed grouped by categories/types: Page 7 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual Figure 3 – List of links to initiate workflows Each link will redirect user to the workflow creation form, where the name of the workflow will be already set depending on the link clicked. The availability of this links depends on the group of users the actor belongs to. For instance, the type “Approval of internal documents” can only be initiated by ADs; therefore, if the user does not belong to this group he will not be able to start this type of workflow. The system will automatically populate the following information in the form: Workflow type (Name of the workflow): This field corresponds to the name of the workflow type being executed. For instance “RECOVERY ORDER REQUEST”, “GENERAL Page 8 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual WORKFLOW” or “REQUEST FOR REGULAR TELEWORKING”. This name is provided by the system depending on the link clicked in the “New workflows” tab. Workflow ID (WFID): This number is automatically provided by the system and uniquely identifies a workflow in the system. Workflow status: Provides information of the current situation of the workflow: draft, in progress, rejected, deleted or closed. See section 7.4 for details of the status workflow. The user will complete the following required2 information: General Fields: These fields will be completed by workflow actors. The list of available general fields to complete will depend on the type of workflow being executed. One of the most important general fields is the “Restricted” field. This field can contain 3 possible values: Non-restricted: This is the default value. It indicates that the workflow is nonrestricted and therefore any user would be able to find it through the search functionality and access to it. Restricted. Indicates that the workflow is restricted and only allowed users will be able to open it. It can only be modified to non-restricted by the initiator of the workflow or members of a backup group, regardless of the status of the workflow (it is possible to modify it even if the workflow is in “In progress”, “On Hold”, “Rejected” or “Closed” status). Actors/Steps: Provides the list of steps a workflow is divided into and that need to be completed in order to consider a workflow as “Closed”. The number of steps of each workflow type is defined by administrators. Each step contains a group of users 3 that are allowed to sign each step. All actors involved in the workflow can change the actors assigned for the upcoming steps, regardless of whether the workflow is restricted or non-restricted. Documents: The user can attach, download, preview or remove4 different types of documents to a workflow. Each type of document should be loaded in the corresponding section. The documents section is divided into four sections (tabs): Main documents. 2 No fields are mandatory in order to save or launch the workflow. The group of users that are allowed to sign each step of a workflow are defined by administrators. 4 It is required to provide a reason for deleting a document. 3 Page 9 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual Documents ABAC. Supporting documents. Documents to be signed on paper Paper signed documents. 3.1 My comment: This field allows the actor assigned to the step add comments. These comments will be saved and displayed in the “Previous comments” field. Previous comments: This field is not editable. It provides the history of comments introduced by previous actors in “My comments” field. How the workflow information is organised in screen After the user selects the workflow type to be initiated from the “New workflows” tab, the form in Figure 4 is displayed. All types of workflows have the same structure. Sections of a workflow: Figure 4 – Workflow sections 1. Workflow basic information: “Workflow type”, “Workflow ID” and “Workflow status” are automatically populated when a new workflow is created. Page 10 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual 2. Action buttons5: Allow the user to save, launch, delete, cancel, sign, put on hold or reject a workflow or a workflow step. The same sets of buttons appear at the top and bottom of the page. 3. Workflow general fields6: General Fields need to be completed by workflow actors and provide relevant information of the workflow. For instance, “Urgent”, “Workflow Subject” and “Link to Workflow(s)” fields are part of the general fields. 4. Workflow steps/actors: Provide information regarding the list of users (and their corresponding role) executing each step of the workflow. These fields will also be used to modify the assigned actor of a step. See section 5 for more details. 5. Step description: This section provides a description of the current workflow step that is to be signed. It is an informative section to guide the user on how to proceed in order to sign the step. This section is collapsed by default. Users can expand this section using “+” button (to expand) “-“button (to collapse) located on the top right hand side of the section. 6. Workflow documents: This section provides the possibility to add/download/preview attached documents. See section 7 for more details. 7. Workflow comments: Allows the current actor of a step add new comments and review previous comments introduced by other actors. To add a comment the user can directly write it in “My comment” box. The history of comments for the workflow will be displayed in “Previous comments” field. 8. Comments for closed WFs: Allows any user add and review previous comments introduced by different actors only for WFs in “Close” status. To add a comment the user can directly write in “My comment” box. The history of comments for the workflow will be displayed in “Previous comments” field. 5 The available action buttons will depend on the current status of the workflow (e.g. “Reject” button will not be available if the workflow has not been launched). See section 9 for more details on WF actions. 6 The general fields depend on the workflow type selected. Some fields will only be available for specific workflow types. Page 11 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual Figure 5 – Workflow comments section for closed workflows 4 My Workflows Workflows assigned to an actor are listed in “My workflows” tab: Figure 6 – My workflows tab 4.1 What is the “Workflows to be signed" list The top of the page, under “Workflows to be signed” displays a list of workflows (restricted and non-restricted) for which the user has a step assigned pending to be signed. Page 12 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual Figure 7 – Workflows to be signed list The purpose of this list is to offer, from a single point, a direct access to: Workflows created by the user that are still in “Draft” status. Workflow steps assigned to the user pending to be signed (“In Progress”). Workflow steps re-assigned back to the user because they have been set to “Rejected” status by another actor of the workflow. After the user signs the step, the status will automatically change to “In progress” status. Workflows paused by the user (“On Hold”). This section can be described as a to-do list. Columns displayed already offer certain information about workflows that will help the user prioritize the work (for instance, the “urgent” or “deadline” columns). Columns displayed in the “Workflows assigned to me” section: Workflow ID: Number that uniquely identifies the workflow. Link: Allows the user open the corresponding workflow. The user will proceed to create the workflow (if it is in “Draft” status) or to sign/reject a step (if it is “in progress” status). Workflow subject: The value of the “Subject” field of each workflow. If the workflow type does not define a “Subject” field it will appear empty. Amount: The value of the “amount” field of each workflow. If this value was not set or if the workflow type does not define a field “amount” the value will appear empty. Page 13 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual Workflow status7: The possible status in this section: “Draft”, “In progress”, “On hold” or “Rejected”. In case of “Rejected” status, the workflow will appear highlighted with a red icon. Figure 8 – Rejected workflows are highlighted by a red icon 4.2 Workflow type: Type of each workflow. Created: The date in which the workflow was created. Urgent: This value can either be “Yes” or “No”. Workflow Deadline: The value of the “deadline” field of each workflow. If this value was not set or if the workflow type does not define a field “deadline” the value will appear empty. Restricted: This column displays a “tick” when the corresponding workflow is classified as restricted. What is the “Status of initiated workflows” list As an initiator of a workflow this list will help the user review the status of all the workflows (restricted or not) initiated by him/her. This list is available in the Paperless homepage, under the tab “My workflows” tab: Figure 9 – My workflows tab Below the “Workflows to be signed” list. 7 Workflows in “Closed” status are displayed in “All workflows” tab. Workflows in “Deleted” status are not displayed anywhere; they are removed from the system. Page 14 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual Figure 10 – Status of initiated workflows list The columns of the list offer information about: 5 Workflow ID: Number that uniquely identifies the workflow. Link: The workflow ID displayed as a link will redirect the user to the form of the workflow. Workflow subject: The value of the “Subject” field of each workflow. If the workflow type does not define a “Subject” field it will appear empty. Amount: The value of the “amount” field of each workflow. If this value was not set or if the workflow type does not define a field “amount” the value will appear empty. Workflow status8: The possible status values in this section: “Draft”, “In progress”, “On hold” or “Rejected”. In case of “Rejected” status, the workflow will appear highlighted with a red icon. Workflow type: Type of each workflow (i.e. “Payment of grants”). Assigned person: Name of the user responsible of the current step of the workflow. Urgent: This value can either be “Yes” or “No”. Restricted: This column displays a “tick” when the corresponding workflow is classified as restricted. How can a step of the workflow be completed Those workflows in which the user has a pending step to be signed will be displayed in the “My Workflows” list (see section 5). 8 Workflows in status “Closed” are displayed in “All workflows” tab. Workflows in status “Deleted” are not displayed anywhere; they are removed from the system Page 15 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual The workflow form is used by workflow initiators to create a workflow and by other actors of the workflow to complete a step of the workflow. This form contains all the information relevant to the execution of a workflow (specific fields, actors, documents, comments...). By clicking on the workflow Link number, the system will open the workflow to sign or reject the step assigned to him/her. The user will be able to review and modify the following information: Urgent: It is possible to modify the value of this checkbox before signing/putting on hold/rejecting the step. General information: The value of these fields could have been completed by any other previous actor of the workflow, but the current user is also able to modify any of them (except the " Restricted”9 field) before clicking “Sign”, “On Hold” or “Reject” if needed. Workflow actors: The workflow is divided into a certain number of steps each of one executed by a group of users. Any actor involved in the workflow or member of backup groups will be able to change the actors assigned for the upcoming steps. My comment: This field provides the possibility of introducing a comment before signing or rejecting a step. Please note that just one comment can be added per step. The comment will be saved when clicking “Sign”, “On Hold” or “Reject” buttons. Previous comments: This is an informative field which contains a list of actions taken by all previous actors of the workflow and any comment added by them. The comment the user may have introduced in “My comment” field will be displayed in this field. Documents: An actor can add/delete documents when the workflow is assigned to him/her regardless of the step number, except (for deleting), if additional versions of that document have been generated by other users. The initiator of the workflow is always able to delete documents, even documents not uploaded by him/her. After modifying and/or reviewing the workflow information the user can either sign, put on hold or reject a step. 9 The “Restricted” field is only editable by the workflow initiator. Page 16 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual 6 How can a step of a workflow be re-assigned Actors on a workflow are subject to be replaced by any other actor on the workflow for instance to avoid situations in which a workflow is on hold because the actor of the current step is on holidays. The initiator, members of the backup group of the step or any actor involved in the workflow can modify the actors assigned to current and subsequent steps. Previous steps already signed cannot be modified. Once the actor of the current step has been replaced, the new actor will have the new pending step accessible from the list “Workflows to be signed” and will have all the necessary controls available to sign/reject the step of the workflow. If, for instance, the new actor assigned is the logged user, once the actor has been changed and the page refreshed, the user will see all the controls active again so that he/she can add comments, upload documents etc. It is also possible to select a “blank” actor in a workflow step. This means that the corresponding step shall not be executed and therefore it will be skipped. 7 How to work with the attachments 7.1 How a document can be added to a workflow Documents in a workflow are organized in five categories separated by tabs: Main. ABAC. Supporting. To be signed on Paper. Paper signed docs. Figure 11 – Types of documents Page 17 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual Please note that, together with the type of document, there is a number between brackets. This number indicates the number of documents uploaded per type. Workflow initiators or other actors will be able to: Upload new documents. Upload new versions of an attached document. Download any attached document. Move any attached document. Preview any attached document. Remove documents uploaded by them only when the workflow is assigned to him/her regardless of the step number, except for the case when additional versions of that document have been generated by other users. View the version history of any attached document Documents added will appear in a table where each row will contain the name of the document attached and the document version number. 7.1.1 How to upload a document To upload a new document, first click on the tab corresponding to the category where the document will be uploaded. Click on the “New Document” button: Figure 12 – “New Document” button to upload a document to a workflow In the popup window displayed, click on “Choose File” button to select a file from the computer: Page 18 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual Figure 13 – Select a file to upload Although the user has selected a tab for uploading a document, it will be possible to indicate a different tab during the upload process. They could select the tab with the option “Documentation type”, as displayed in the image below: Figure 14 – Select the tab where the document will be uploaded Page 19 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual If the user selects the option “(Empty)”, the system will not do anything, maintaining the document in its current location. Complete the rest of fields, if desired, and click OK. The document will be uploaded to the workflow. The first time a document is uploaded to a workflow, it is saved as version 1.0. If a document with the same name is uploaded to the workflow and to the same category, the number of the version is automatically incremented. The “Modified By” column will show who updated the document. Figure 15 – Who the document modified 7.1.2 How to upload multiple documents To upload new documents, first click on the tab corresponding to the category where the documents will be uploaded. Click on the “Multiple Uploading” button. Figure 16 – Multiple Uploading button A popup window will appear where it is possible to drag and drop files from the computer to the area indicated with an arrow: Page 20 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual Figure 17 – Area to drag and drop files to be uploaded Once the files have been dropped click “Upload” button to add them to the list of documents attached to the workflow. The first time a document is uploaded to a workflow, it is saved as version 1.0. If a document with the same name is uploaded to the workflow and to the same category, the version is automatically incremented. This functionality (multiple upload) can also be used to attach files contained in other SharePoint libraries. Limitations10 to upload multiple files: Documents should not exceed {1.5 GB}. 10 The limitations specified herein are configurable by Paperless administrators, so the following values are approximate. Page 21 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual 7.2 The maximum amount of documents to be uploaded at the same time cannot be larger than {10}. Internet Explorer browser should be used. How to know who modified a document Paperless allows users to know who updated any version of the document. Figure 18 – Version History Right click on the space between the document name and version number, and then click Version History from the menu to open the history dialog box. The version history dialog box will be opened with all changes made in the document: Who updated the document In which step uploaded the document When uploaded the document Page 22 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual Figure 19 – Version History Panel 7.3 How to move an attached document Paperless users can move documents through tabs. Only the initiator and the assigned person will be able to change the location of a document when the workflow is not “Closed”. If a user wants to move a document to other tab, he will have to click on the menu item and select the option “Edit Properties”. Figure 20 – Edit Properties After clicking in Edit Properties option, a new screen will be shown where the user will select the tab where the document will be moved. Figure 21 – Tabs Option Page 23 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual The document will be uploaded to the workflow in the indicated tab. Figure 22 – Document moved to ABAC tab If the document that is going to be moved, already exists in the destination, Paperless will display an information message and will not allow to perform this action. Figure 23 – Information message 7.4 How to remove an attached document To remove a document, open the drop down list corresponding to the document, and select “Delete”. Page 24 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual Figure 24 – Delete a document Please note that this option can only be performed as long as any of the following points are met: If the status of the workflow is “Draft”. If the user is the initiator. All versions of the document have been uploaded by the same user. If it is not the case, an informative message is displayed, explaining the user that he or she has not permissions for the deletion of that document. Figure 25 – Informative message After the permissions validation, if the abovementioned requirements are met, it is requested to the user if he or she wants to delete the document (SharePoint window). Page 25 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual Figure 26 – Confirmation message If the user does want to delete the document, Paperless displays a pane requesting the user the introduction of a comment. The introduction of this comment is mandatory. This panel overlaps in a layer superior to the form, so that it leaves disabled any button of the Paperless interface (Cancel, Sign, Save,…). No action will be possible related to the WF as long as the user does not introduce a comment. Besides, there is no option to save the comment in blank since this field is mandatory. Figure 27 – Panel for adding a comment If a user accesses the WF at that very moment, he or she will see in the “My Previous Comments” window the trace of the document’s deletion. Page 26 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual Figure 28 – Comment added 8 Possible status of a workflow The status of a workflow describes a point in the execution of a workflow. The status a workflow is assigned by the system: Draft: This status is assigned when the initiator has created a workflow but has not launched it yet. In progress: This status is assigned when the workflow initiator launches the workflow and while there is at least one step left to complete in the workflow. On hold: This status is assigned when the actor of the current step clicks the option “On hold” meaning that the workflow is in a paused state. Deleted: This status is assigned when the initiator clicks the option “Delete” meaning that the workflow is no longer valid. Rejected: This status is assigned when the actor of the current step rejects a previously signed step. Closed: This status is assigned when all the steps within a workflow have been completed. Figure 29 illustrates how the status of the workflow can change in the system depending on the action performed by the user. Page 27 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual Figure 29 – Changes on the Paperless workflow status 9 Which actions are available on workflows This section depicts which are the actions available from the workflows. 9.1 Saving a workflow when its status is “Draft” Saving a workflow allows initiators, or in case there was defined a backup group, all members of this group, to save their work on a workflow without launching it. The button “Save” is only available to these users in the top right side of the workflow creation form. By clicking this option the system will: Save any changes made to the general fields of the workflow Save any comment added Page 28 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual Save any change made on workflow documents Save any change made on workflow actors Set the status of the workflow to “Draft” Add the workflow to the “Workflows to be signed” list After clicking the button, the system will redirect the user to the Routing Slip homepage. 9.2 Launching a workflow The button “Launch” is only available for workflow initiators and those users who are members of the backup group from the top right side of the workflow creation form. By clicking this button the system will: Save any changes made to the general fields of the workflow Save any comment added Save any change made on workflow documents Save any change made on workflow actors Set the status of the workflow to “In progress” Remove the workflow from the “Workflows to be signed” list Add the workflow to the “Status of initiated workflows” list If the workflow is “Urgent”, Paperless will send an email to the next actor of the workflow. This means that the workflow will be assigned to the next actor of the workflow so he/she can sign the corresponding step. After clicking the button, the system will redirect the user to the Routing Slip homepage. 9.3 Deleting a workflow Deleting a workflow modifies its status to “Deleted” which means that it will no longer appear available to be signed or rejected by any user of the system. Use this option whenever a workflow should have not been initiated in the first place. Page 29 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual Please note that this button only appears available for workflow initiators and initiators and those users who are members of backup group so if you are any other workflow actor and you think the workflow should be deleted, add a comment explaining the situation and reject the current step re-assigning the workflow back to the initiator. In case you are the initiator of a workflow, to delete a workflow click on the button “Delete” that appears on the top right side of the screen. This action will: Save any changes made to the general fields of the workflow Save any comment added Save any changes made on workflow documents Set the status of the workflow to “Deleted” Remove the workflow from the “Workflows to be signed” and from the “Status of initiated workflows” lists After clicking the button, the system will redirect the user to the Paperless Routing Slip homepage. 9.4 Put On Hold a workflow Putting On Hold a workflow allows initiators to save their work on a workflow without having to sign it. The button “On hold” is only available to initiators, user responsible of the step and those users who are members of a backup group. By clicking this option the system will: Save any changes made to the general fields of the workflow Save any comment added Save any change made on workflow documents Save any change made on workflow actors Even if the workflow is “Urgent”, Paperless will not send an email to the next actor of the workflow. Set the status of the workflow to “On Hold” The action will be recorded and it will be shown in the section of “My previous comment” Page 30 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual Add the workflow to the “Workflows to be signed” list, continuing the workflow assigned to user who made this action. After clicking the button, the system will redirect the user to the Routing Slip homepage. 9.5 E-mail a workflow The envelope icon displayed in the middle of the workflow form will allow sharing the workflow with specific users my e-mail. The icon will be available for all workflow types in any status. Figure 30 – Forward to recipient icon When the user clicks on the icon, a new e-mail will be opened in Microsoft Outlook with some information already populated (Subject and e-mail text). The e-mail text will contain a link to the workflow ID being shared. 9.6 Link workflow(s) All workflow types provide the possibility of linking a workflow to already existing workflow(s) through the “Link to workflow(s)” field located in the general fields (see Figure 31). Page 31 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual Figure 31 – Forward to recipient icon When the user introduces the ID number of a WF in the current “Link to workflow” field, it will become a hyperlink to the related WF when the user clicks on the “Add” button. It will be possible to introduce multiple related workflow IDs. After clicking on the “Add” button the system will validate if the ID number introduced corresponds to an existing workflow ID. If the ID is correct, it will be displayed below as a hyperlink. If the ID is not correct (does not correspond to an existing one), a message will be displayed to inform the user. Figure 32 – The ID is not correct The system will also display an informative message when the actor introduces a restricted WF ID and does not have access to it at the time of clicking on the “Add” button. Users with no access to the linked restricted workflow will not be able to open the WF ID even if they have access to the parent workflow. Figure 33 – The ID doesn’t have access to Page 32 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual If a workflow is not restricted it will always be possible to open the linked workflows by clicking on the corresponding workflow ID. It will be possible to delete created ID hyperlinks by clicking on the grey cross located on the right of each link (see Figure 31). The actor assigned to the current step will be able to add and delete linked workflow IDs. An actor that is not assigned one to the current step cannot add or delete linked workflow IDs. 9.7 Cancelling the creation of a workflow The button “Cancel” that appears on the top right side of the workflow creation form will have different consequences on the system depending on previous actions. If the user has never saved the workflow before (by clicking the button “Save”) the cancel button will cancel the creation of the workflow. This means that all the information added or any document uploaded to it will be lost. Also, the workflow will not appear on the list of “Workflows to be signed”. However, if the workflow has previously been saved, the “Cancel” button will cancel the creation of the workflow but it will not disappear from your “Workflows to be signed” list as it is in “Draft” status. In this case, the “Cancel” button will discard any changes made on the general fields section, any comment added/modified, any change made to the workflow actors and any document uploaded. Page 33 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual Figure 34 – Cancellation flow After clicking the button, the system will redirect the user to the Paperless Routing Slip homepage. 9.8 Signing a workflow step By clicking on an item from the list “Workflows to be signed” the user will access the workflow form of the corresponding workflow ID where he/she will be able to review all its information, documents, comments and actors that have participated on it. To sign a workflow step the user needs to be the actor of the current step of the workflow or member of a backup group of the current step. Then, the user needs to click the button “Sign” that appears on the top right side of the screen. By clicking this button the system will: Page 34 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual Save all the changes made to the general fields of the workflow Save any comment added Save any change made on documents Save any change on workflow actors If the workflow is “Urgent”, Paperless will send an email to the next actor of the workflow. In case the workflow has the next steps to sign empty, Paperless will show a warning message. This message will warn the actor about that this action will close the workflow. Figure 35 – Warning Pop-up Message After clicking “Sign” or “Accept” (in case of the pop-up message) the user will be redirected11 to the Paperless Routing Slip homepage where he/she can review that the step just signed has disappeared from the list “Workflows assigned to me”. In case of clicking “Cancel”, no action will be done over the workflow, closing the pop-up message and keeping the actor in the workflow interface. 11 In case you are the actor assigned to two (or more) consecutive steps, you will be able to sign both steps without the system closing the workflow and redirecting you to the Homepage after the first step is signed. When the first step is signed, the page will automatically refresh and you will be able to sign the next consecutive step assigned to you. Page 35 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual 9.9 Rejecting a workflow step If the user selects a workflow from the “Workflows to be signed” list he/she will access the workflow form, where he/she will be able to review all its information, documents, comments and actors that have participated on it. To reject a workflow it is required to be the actor of the current step of the workflow. This is applicable to restricted and non-restricted workflows. The workflow is rejected by clicking on the “Reject” button displayed at the top right side of the screen. By doing so, the workflow actor´s section will be replaced by the list of the previous actors of the workflow. To reject the step a previous actor needs to be selected (only one). To be able to assign a rejected WF to a previous actor it is mandatory that the user introduces a comment in “My comment” box justifying the reason for the step rejection. Once the user has provided this information, he can proceed on assigning the workflow by clicking on the “Assign” button. By clicking this button the system will: Save any data added or modified from the general fields section Save any comment added to the workflow Save any change made on workflow documents Save any change made on workflow actors Paperless will send an email to the assigned person. After the button “Assign” is clicked, the system will re-assign the workflow to the selected actor which implies the removal of the pending step from the user´s list of “Workflows assigned to me”. The status of the workflow will change to “Rejected” and it will be highlighted with a red mark. A particular case of rejection occurs when the user who signed the rejected step has been removed from the system: For non-restricted workflows, the rejected step will be automatically assigned to the default user of the group. For restricted workflows the rejected steps will be automatically assigned to username (deleted) where username corresponds to the deleted user. In this case, if you are the initiator of the workflow, it will be your responsibility to manually assign the step to another user. When the user who signed the rejected step was removed from a group but added to another one (therefore, not deleted from the system): Page 36 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual For non-restricted workflows the step will be automatically assigned to the default user of the group the user belonged to. For restricted workflows the step will be assigned to the initiator. 9.10 Cancelling a workflow step By clicking on the button “Cancel” in a workflow step, users will be redirected to the home page of the Routing Slip and the following actions will be executed: Any change on the general fields of the workflow will be lost. Any comment added will be lost. Any change made on workflow actors will be lost. Any change on documents will be lost. The action will be recorded. The step, however, will remain in the list of “Workflows assigned to me” as it has neither been signed nor rejected. 9.11 Re-assignment of steps in a non-restricted workflow In general, any assigned actors of a non-restricted workflow will be able to change the actor of the current step and/or any actors of the subsequent steps of the workflow. Actors of previous steps appear in disabled drop-down lists avoiding modifications on past actions. Besides, there are a couple of special situations where actors of a workflow can also be re-assigned: (1) A member of the group of the current step will be able to re-assign the actor of the current step. Imagine that the current step is performed by the OIA group to which the users A, B and C belong to. Even if the step is assigned to actor “A”, either user “B” or “C” can access the workflow and change the actor of the current step. (2) A member of FIA or OIA group (these groups are configurable and they will depend on the configuration done by Paperless administrators) and the initiator of the workflow have the same rights to re-assign actors as a member of the groups of the current step (see previous point). Please note that a user in this situation will only be allowed to change the current step of the workflow. The system avoids: Page 37 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual Any changes on the general information section. Any changes on the document section. Any comments to be added. The signing/rejecting of the step. Any changes on the actors assign to a step different than the current one. 9.12 Re-assignment of steps in a restricted workflow In general, any assigned actors of a restricted workflow will be able to change the actor of the current step and/or any actors of the subsequent steps of the workflow. Actors of previous steps appear in disabled drop-down lists avoiding modifications on past actions. Unlike the non-restricted workflows, this type of workflows does not have special situations. 10 Which permission rules are applied on workflows 10.1 General rules Paperless Routing Slip workflows offer a set of embedded rules in order to avoid any non-authorized access to workflow controls. That is, it is at any moment guaranteed that only actors of the workflow can sign or reject a step or that only the designated users can initiate certain types of workflows. These rights are controlled taking into consideration five aspects: Who the logged user is Which group(s) the logged user belongs to Who the initiator of the workflow is Who the actors of the workflow are Who the actor of the current step of the workflow is Based on this information, the system applies the following rules to verify which actions are available for each user. Specifically the rules applied are: Users with rights to initiate workflows: Page 38 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual Have access to the links to initiate workflows Before launching a workflow: o Edit workflow general information (general fields, link to workflow, confidentiality) o Add a comment o Add/update/remove/move/download/preview documents and view versions o Delete documents o Change any actor of the workflow steps o Save/launch/delete/cancel the workflow Once the workflow has been started (“In progress/Rejected/On hold”): o Have access to the workflow details once it has been launched o Save/cancel the workflow o Delete the workflow if it has been re-assigned to the initiator (independently to the step number) o Delete documents o Change any actor of the workflow steps that have not been signed yet o Update the confidentiality of the workflow o Add Link To workflows o Add a comment Once the workflow was closed: o Add comments in the virtual post-it of a closed WF. The user who has the current step of the workflow assigned or is member of a backup group12 (workflow responsible): Once the workflow has been started (“In progress/Rejected/On hold”): 12 Paperless Admins will be able to select a backup group at step level. This means that all members of this backup group will be able to perform any action as if they were the assigned person. Page 39 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual o Access the details of the workflow through the “Workflows to be signed” list o Edit workflow general information o Add/review comments o Add/update/remove/move/download/preview documents and view versions o Delete documents before the step is signed and provided that the user is the editor of all versions of the document. o Change any actor of the workflow steps that have not been signed yet o Sign/reject/put on hold/cancel the step o Cannot update the confidentiality of the workflow o Reassign the current step Once the workflow was closed: o Add comments in the virtual post-it of a closed WF. Any assigned actor of the workflow: o Can re-assign the current or subsequent steps of a workflow. This is in order to prevent a workflow from being stopped even if the actor of the current step and/or the initiator of the workflow are on leave. 10.2 Specific rules for non-restricted workflows The following rules are applicable to non-restricted workflows Users belonging to the same group of users as the actor of the current step, members of groups FIA and OIA 13or the initiator will access workflow details in read-only mode: General information will not be available to be changed All buttons will be disabled except a “Close” button 13 These groups are configurable by Paperless administrator Page 40 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual Controls to change actors in the workflow will be disabled except for the list to reassign the actor of the current step Add comments in the virtual post-it of a closed WF. Any other user of the system will be able to access the workflow details in read-only mode: General information will not be available to be changed All buttons will be disabled except a “Close” button Controls to change actors in the workflow will be disabled Add comments in the virtual post-it of a closed WF. 10.3 Specific rules for restricted workflows Only the following users will have access to restricted workflows, regardless the workflow status: The initiator of the restricted workflow Any actor of the workflow steps: Actors involved in a restricted workflow will have access to workflow information at any moment during the life of the workflow Members of the “paperless-restricted-admin” group will be able to access the workflow details in read-only mode. Members of FIA, OIA or of the group owning the current step of the workflow will not have rights to see or access the workflow unless they are the initiator of the workflow, one of its actors or they belong to the specific group with permission for restricted workflows. Documents attached to steps in restricted workflows will only be displayed by the initiator, the user responsible for the corresponding step and users included in the specific group with permission to see restricted workflows. Specific rules for restricted workflows are also applicable to: Lists (All workflows, workflows pending to be signed and status of initiated workflows). Search results. Report results. Link workflow(s). Page 41 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual This means that the system will not list or offer as search results any workflow they are not allowed to see. 11 Searching for workflows There are three functionalities that can be used to search for workflows and that can be found through following tabs of the Paperless Routing Slip homepage: “Advanced Search”, “All Workflows” and “Signed Workflows” 11.1 Advanced Search To search specific workflows in the system there is advanced search functionality available through the tab “Advanced search”. Figure 21 – Advanced Search tab This page offers a set of fields that can be used to find specific text in a workflow and specific values in the general fields of a workflow: Page 42 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual Figure 36 - Advanced Search form Specifically, it is possible to search workflows based on: Workflow Subject The date range when the workflow was modified The data range by Deadline Workflow ID Workflow Type Workflow Status Actor Page 43 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual The Role in workflow that the selected actor had in the workflow Staff Name Urgent VAT ABAC Commitment Contractor FWC Reference Incident Ticket Keyword in all fields Signed by me WF Please note that all the system will look for workflows in the system that match with all the requested values. That is, all the fields are concatenated using an “And”. For instance when specifying a workflow type “CARRY FORWARD REQUEST” and status “In progress”, the system will look for all the workflows of the type “CARRY FORWARD REQUEST” that are “In progress”. When the query is ready, click the “Search” button to search. The results of the search will appear on a list as follows: Figure 37 – Advanced Search results The following columns are displayed: Workflow ID: Link to the workflow details. Workflow Subject: The text added to the “subject” field of the workflow. If the workflow type does not have this field, it will appear empty. Amount: The text added to the “Amount” field of the workflow. If the workflow type does not have this field or if it does not contain a value, it will appear empty. Workflow Status: “Draft”, “In progress”, “Closed” or “Deleted”. Workflow Type: Type of the workflow (i.e. “Approval of Internal Documents”) Page 44 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual Created: Date when the workflow was created. Urgent: This field will have the values “Yes” or “No”. Deadline: The date added to the “Deadline” field of the workflow. If the workflow type does not have this field or if it does not contain a value, it will appear empty. Contractor: The text added to the “Contractor” field of the workflow. If the workflow type does not have this field or if it does not contain a value, it will appear empty. FWC Reference: The text added to the “FWC Reference” field of the workflow. If the workflow type does not have this field or if it does not contain a value, it will appear empty. Results can also be sorted in the table by clicking on the name of each column. 11.2 All workflows The tab to access this functionality can be found on the top of the page: Figure 38 – All workflows tab This tab shows14 all non-restricted workflows that are in the system and those restricted workflows where the user is the initiator, an actor, regardless its status. Users included in the group with access to all Paperless Workflows will display all workflows (restricted or not). Specifically the information that will be shown in the list is: Workflow ID: Number that uniquely identifies the workflow. Link: Link to the workflow details. Workflow subject: The text added to the “subject” field of the workflow. If the workflow type does not have this field, it will appear empty. Amount: The text added to the “Amount” field of the workflow. If the workflow type does not have this field or if it does not contain a value, it will appear empty. 14 Users with Staff-Ext role assigned will be able to see “All Workflows” tab content but they will not be able to access a specific workflow they have not been part of Page 45 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual Workflow status: “Draft”, “In progress”, “On Hold”, “Closed” or “Deleted”. Workflow type: Type of the workflow (i.e. “Payment of grants”) Assigned person: The person responsible of the current step of each workflow. It will appear empty for those workflows “Closed” or “Deleted”. Urgent: This field will have the values “Yes” or “No”. Created: Date when the workflow was created. Created by: Name of the person who launched the workflow. Signed by: Displays the name of the logged user only in those workflows in which he has signed at least one of the steps. Restricted: This field will indicate if the workflow is restricted or not. For non-restricted workflows it will be empty and for the restricted a “tick” will be shown. To narrow the search it is possible to use the filter and sorting capabilities available in the name of its column. Figure 39 – All workflows 11.3 Signed Workflows The tab to access this functionality can be found on the top of the page: Page 46 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual Figure 40 – Signed Workflows tab This tab displays the workflows in which the user has at least signed one of the step. By default the screen displays 50 records sorted by the date of the signature of the logged user. If there are more than 50 records the user has to move to the next page by clicking on the arrows. There is no limit in the number of pages, it is possible to search any signed workflow. Figure 41 – Signed Workflows results Specifically the information that will be shown in the list is: Workflow ID: Number that uniquely identifies the workflow. Link: Link to the workflow details. Workflow Subject: The text added to the “subject” field of the workflow. If the workflow type does not have this field, it will appear empty. Signed Date: The date in which the workflow was last signed by the current user. Amount: The text added to the “Amount” field of the workflow. If the workflow type does not have this field or if it does not contain a value, it will appear empty. Workflow Status: “Draft”, “In progress”, “Closed”, “Rejected” or “Deleted”. Workflow Type: Type of the workflow. Assigned Person: The person responsible of the current step of each workflow. It will appear empty for those workflows “Closed” or “Deleted”. Urgent: This field will have the values “Yes” or “No”. Page 47 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual Created: Date when the workflow was created. Created By: Name of the person who launched the workflow. Restricted: This field will indicate if the workflow is restricted or not. For non-restricted workflows it will be empty and for the restricted a “tick” will be shown. To narrow the search it is possible to use the filter and sorting capabilities available in the name of its column. 12 Reports The tab to access this functionality can be found on the top of the page: Figure 42 – Reports tab Page 48 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual 12.1 Reports home page Figure 43 - Reports home page This page is divided into the following main areas: 1. A “report quick access” menu that provides quick access to the functionalities to create new reports, access saved report templates and “My reports”. 2. The main area where the page selected in the “report quick access” menu is displayed. Page 49 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual 12.2 Create a new report By clicking on the “New report” option under the “report quick access menu” displayed on the left hand side of the page, the system will load the page shown in Figure 30. This page allows users to define the parameters to generate a report. Please note that it is mandatory to specify the “Created” time range and that the input dates should not exceed one year. After providing all the needed parameters in the page, please click the button “Create Report” located at the bottom of the page to obtain results from the application. Figure 44 - Report input parameters Page 50 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual NOTE: When a report outcome exceeds 200 records and in order to avoid performance issues, the report will not be displayed on screen and will be automatically saved under the “My reports” section when the user clicks ‘Show steps’. System will display the following message: Due to the large amount of data being processed, the report will automatically be saved in the "My Reports" section when it has finished executing. You can also use the “Clear” button to automatically clear all fields from this page. Figure 45 - Clear fields 12.3 Report outcome (results) Results obtained when using the reports functionality are listed as displayed in the following image: Page 51 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual Figure 46 - Report outcome By default the report outcome displays the following information for each workflow found: a. Workflow ID b. Workflow Subject c. Workflow Status d. Workflow Type e. Created By f. Created g. Assigned Person h. Step Number i. Restricted j. Urgent k. Deadline Page 52 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual l. Payment Order m. Provider n. ABAC Commitment o. Amount Number of Workflows found matching user query. Pagination if result number is greater than 50. You can enhance the report outcome including details of all the steps in each workflow. This functionality is accessible by clicking on “Show steps” button (see Figure 47 - Show steps). This action will modify the report outcome so that it includes columns with details on who is the assigned actor and corresponding role of each step of the workflow in question, the days taken to sign or reject each workflow step, the date in which the step was signed or rejected and the comment introduced when a workflow step is rejected. Step 1 Assigned To (repeated) Role (repeated) Days to sign/reject (repeated) Signed date (repeated) Rejected date (repeated) Rejected comment (repeated) Page 53 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual Figure 47 - Show steps 12.3.1 How to customize a report outcome Once you obtained a report outcome, it is possible to decide which columns should be displayed by default in the report outcome, the columns displayed order and how data should be sorted (e.g. ascending or descending order). This functionality is available through the “Customize report outcome” displayed below the report outcome. For example, in Figure 48, the ”Amount” column is not checked, therefore, it will not be displayed in the reports outcome. This customization can be applied one single time, clicking on the “OK” button, or it can be applied to all reports executed henceforth by clicking on “Save Settings”. This is, by saving these settings, the next time you log into the application the system will remember the preferences on the report outcome parameters, position and sorting defined. Page 54 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual Figure 48 - Customize report outcome Page 55 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual 12.3.2 How to save a report outcome It is possible to save the report outcome by clicking on the “Export to Excel” button displayed below the report outcome. Figure 49 - Export to excel The report will be saved and stored under the “My reports” section in two formats: HTML format Excel file format Figure 50 - My reports By default, the name of the report is saved with the date and time when the report was generated. Figure 51 - Report name Page 56 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual 12.4 Report Templates Report templates can be used as a starting point for new reports by using a previously defined query. It is also possible to share these templates with other users. Moreover, users can specify the frequency to automatically receive a specific report defined in a template. 12.4.1 How to create a report template Once a report is generated it is possible to save it as a template by clicking on the “Save as template” button (see Figure 38). These templates will contain the values provided in the fields to generate the report. Figure 52 - Save report as Template After clicking on “Save as template” button the system will display “Report Template” section. Please provide a “Template Name” and click on “Save Template” button. Page 57 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual Figure 53 - Report Template Once the template has been saved, it will be displayed in “Report Template” table (see Figure 40). Figure 54 - Report template list 12.4.2 How to generate a report from a template From the “Report Templates” section it is possible to generate a report using a criteria already saved on a report template. In order to do so, click on the name of a report template. Its details will be loaded on the right side of the page. You can use the button “Generate report” in order for the system to generate a report outcome based on the selected template. Page 58 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual Figure 55 - Report Templates detail Reports generated will also offer buttons to “Customize report outcome” (see section 12.3.1), “Show steps” and “Export to Excel”. (See Figure 42). Figure 56 - Data for Report Template Page 59 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual 12.4.3 How to edit a report template The details of a report template (e.g. name) can be modified at any moment but not the criteria introduced to generate the reports (e.g. “Actor” or “Role in a workflow” fields). In order to modify a template details click on “Edit Template” button. Figure 57 - Edit Template You can modify the “Template Name”, “Share template” and “Send by e-mail regularly” (see Figure 44) fields. Figure 58 - Edit template After updating all the relevant information, click on the “Save template” button in order to save changes. Page 60 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual 12.4.4 How to delete a report template Templates can be deleted by using the button “Delete template” displayed after selecting the corresponding template, as shown in the following image. Figure 59 - Delete Template A message is displayed to confirm the deletion (see Figure 45) Page 61 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual Figure 60 - Confirm delete template After clicking “OK” the application will delete the template and you will see a confirmation message (see Figure 46). The template will no longer be displayed in the template list. Please use the button “Cancel” in the confirmation question in order to cancel the deletion of the template. Figure 61 - Template deleted successfully Page 62 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual 12.4.5 How to share a report template Templates can be shared with other users. The icon displayed at the right of the “Share template” field allows you to choose the users to share the template with (see Figure 48) Figure 62 - Share template By clicking on this icon you will be able to select users to share the template as explained in Figure 49. Page 63 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual Figure 63 - Select users to share the template with Figure 64 - Select users to share the template with Users with access to a template will automatically receive an e-mail to view or reject the template. If the email recipient rejects to have access to the shared template, the template will automatically be deleted from his/her list of templates. Page 64 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual Figure 65 - E-mail content received when a template has been shared 12.4.6 How to receive reports by e-mail on a regular basis Users can use the application to receive report by e-mail on a regular basis. This can be done by ticking the “Send by e-mail regularly” checkbox (see Figure 66). It opens a new section which allows configuring the frequency and the starting and ending date of the automatic emails and the report recipients. By default in the “Report recipients” list the application will add the template owner. Page 65 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual Figure 66 - Automatic report sending configuration Automatic reports sent by e-mail will contain an excel file format with the report information defined in the corresponding template. Page 66 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual Figure 67 - Report received by e-mail 12.5 How to save a report outcome It is possible to save the report outcome by clicking on the “Export to Excel” button. Figure 68 - Report saved in "My reports" The report will be saved and stored under the “My reports” section in two formats: HTML format Excel file format Page 67 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual Figure 69 – My Reports view 12.5.1 How to download a report in Excel format In order to download a report in Excel format, click on the report name and provide a valid username and password. Figure 70 - Enter username and password to view excel report Page 68 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual Figure 71 - Report excel format 12.5.2 How to view a report in HTML format In order to see a report in html format go to “My Reports” and click on “View Report” Figure 72 - View Report in My Report The report will be opened in another tab. Page 69 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual Figure 73 - Report Viewer 13 Notifications Service A reminder e-mail with a summary of all workflows that they have pending of signing, is sent to users. The frequency of e-mails delivery is defined by administrators, being initially set to 24hrs. The e-mail will contain a list of workflows pending of being signed grouped by “URGENT/NONURGENT”. It will show in first place the most urgent workflows. As a general rule, the workflow in “On hold” status will be excluded from the list. The Paperless administrator can decide whether the “On hold” workflows are included or not in notifications. The content of the aforementioned notifications is as follows: Subject Paperless file for your action Dear [User Name], Body URGENT WORKFLOWS The file [WF Subject] [WF Status] is pending your action. Please click on this link: [WF Link] Page 70 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual NON-URGENT WORKFLOWS The file [WF Subject] [WF Status] is pending your action. Please click on this link: [WF Link] This is an automated message, please do not reply. Where: (3) (4) (5) (6) [WF Subject] is the subject of the workflow [WF Status] is the status of the workflow [WF Link] is the link to the workflow [User Name] is the Display Name of the assigned user. Figure 74 – Notification Email 14 Printing Service Paperless generates PDF files with the information of each Closed and Deleted workflow. This PDF file is available from the workflow interface as shown in the following image. Page 71 of 73 21/12/2017 v1.1.0 BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual Figure 75 – Link to printable document The content of the printable document is as follows: PDF File (only in Closed/Deleted workflows) Workflow Information A header with the Workflow Title and Workflow ID General Fields Actors assigned and the description of each step Comments An index with the attached documents in the workflow and their print order. NOTE: Please note that only the following formats are allowed: Index Page 72 of 73 21/12/2017 v1.1.0 Word Documents: .doc, .docx Excel Documents: .xls (*), .xlsx PDF Documents: .pdf Images: .png, .gif, .jpg, .bmp, .jpeg BILBOMATICA ESMA - Purchase Order - 170018511EB1 ESMA - Paperless 1.1.0 User Manual Those documents with a different extension, they will be shown as “(not printed)”. (*) Warning: Even though .xls files are allowed, as the previsualization in OWA is not supported, we do not recommend to add files with this format. Figure 76 – Index Attached Files Attached files will be separated by sections and only the documents with an allowed extension will be included in the printed file. It will be included a table with all actions done in the workflow. This table will have the following columns: Logs Page 73 of 73 21/12/2017 v1.1.0 Creation Date Step Number Workflow Status Action Taken Assigned Person Computer Name Action Details Workflow Comment BILBOMATICA
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