Basic settings for the digital inbox

Features

For your work with the digital inbox you put in the dialog Settings as well as the following basic settings in the program parameters:

  • Combine employees in user groups
  • Define workflows for the tasks
  • Specify the directory from which files are automatically received
  • Make pre-assignments for the automated inclusion of the documents in your construction file
  • Create digital stamps
  • Set preferences for text comments

Settings dialog

The dialogue Settings opens in the cloud manager immediately after ordering the demo version and after taking out a subscription.

In order to add / change existing settings at a later point in time, the dialog Settings in the cloud manager via the context menu via the right mouse button ...


... as well as in the digital inbox via the counter Settings in the menu Inbox be opened.

In dialogue Settings make the basic settings for your work with the digital inbox:

The new settings will be applied the next time the digital inbox is started and after pressing the button F5 used in the digital inbox.

About the user right Edit Settings in the rights group Digital inbox control which users open the dialog Settings can open.

user groups

A workflow can consist of several processing steps. For each processing step you specify which user is responsible for this. Individual users can be selected for this purpose. In addition, you can combine several users in user groups and assign a user group to a processing step. If a user group is set, the task is shown to all users of this group for editing. In the network, a task can only be edited by one user at a time and is blocked for the other users while editing.

After upgrading from DATAflor BUSINESS 2020 on DATAflor BUSINESS In 2021, the user groups of the construction file that are set in the program parameter 130.10.30 user groups are defined.

To create a user group, click on the right edge of the dialog and then select the employees in the lower area that you want to combine in the user group. All users can be selected who are in the user data the access right DATAflor Construction file assigned.


You can also set the user groups for the digital inbox in program parameter 180.10.10 user groups create and edit.

Incoming directory

You can import files individually into the digital inbox, but you can also use the automatic import from defined directories. To do this, specify which directories the DATAflor Should monitor the workflow service.

  • The directory must be on the server and in UNC format (e.g .: \\server name\ ...) must be specified.
  • The DATAflor Workflow service must have read, write and delete rights in this directory.
  • You can have multiple directories monitored.
  • The directory from which the file was imported is displayed in the inbox. To do this, the Source namethat you assign for the directory is used.
  • Use the BUSINESS- Client management, define separate directories for each client so that the files can be imported into the digital inbox of the correct client.

  • The DATAflor Workflow service is connected to the server on which your DATAflor BUSINESS is installed, executed by default with the local system account, so that read and write rights are usually available.
  • The directory being monitored is located rather on the server on which your DATAflor BUSINESS is installed, the DATAflor Workflow service requires a user who has read and write access to the directory to be monitored. You can call the service user on BUSINESS-Change the server in the service management of the operating system. Open the properties of the DATAflor Workflow service and activate on the tab Sign up the option This account:. Then select the user and save the user's password.
  • If you have any questions, please contact your system administrator.

FTP directory

For data transfer from software partners, files from one or more directories can be stored in one or different FTP-Servers are automatically imported into the digital inbox. To do this, enter the access data for the FTPServer and define which directory of the DATAflor Workflow service is monitored.

  • The specified FTP-User must have read, write and delete rights in this directory.
  • You can have multiple directories on different FTP-Servers monitored.
  • The directory from which the file was imported is displayed in the inbox. To do this, the Source namethat you assign for the directory is used.
  • Use the BUSINESS- Client management, define separate directories for each client so that the files can be imported into the digital inbox of the correct client.

Workflow definitions

Define the workflows that the tasks are to be processed in your BUSINESS should go through. A workflow can consist of several processing steps. For each processing step, you specify by which employee or which group it is to be carried out.

  1. Select workflow

    There are two workflows available: incoming invoices and other. In the inbox, each task is assigned to one of these two workflows.
    Select in the field Workflowwhich workflow you want to define / change.


  2. Specify the input processing step

    A workflow can consist of several processing steps. When files are received via the Directory monitoring is the first processing step of the Input, ie the new tasks are first displayed to the user who is in the processing step Input is fixed. If a user group is set, the task is shown to all users of this group for editing. In the network, a task can only be edited by one user at a time and is blocked for the other users while editing.

    When importing files using the Import in the menu Inbox, by drag & drop or using the function Scan the task is displayed directly to the user who imported the file.



  3. Define processing steps
    By clicking add another processing step to the workflow.
    For the workflow invoice there are four different processing steps to choose from: Bearbeitung, Examination, Release and Booking; for the workflow Others only the processing step Bearbeitung.
    Posting an incoming invoice is only in the processing step Booking possible. The processing step Booking can only be used once, all other processing steps as often as required.


  4. Assign mail basket

    Define which users are responsible for each processing step. In addition to selecting a user or a user group, you can use text variables.

    For the workflow invoice are the text variables [Construction manager] and [Responsible course] available, ie the task is forwarded to the site manager or the person responsible for the LV to which the task is assigned.

    For the workflow Others is the text variable [Site manager / seller] available, ie tasks that are assigned to a course in the construction site phase are forwarded to the construction manager of the course; Tasks for LV in the offer phase to the seller of the LV.

  5. Select form

    For the workflow invoice you can choose which input form is displayed: Incoming Invoice Basic or Incoming Invoice Details.
    At the latest in the processing step Booking the detail form must be used, but it can also be displayed to users of previous processing steps.

    With the formular Incoming invoice basis the user can assign the basic data such as supplier, document number, document date and LV to a task.

    At the formular Incoming invoice details the fields that have to be filled in order to post an incoming invoice, e.g. invoice amount, tax rate, status, payment condition, etc.


  6. Complete workflow definition

    Once you have made the required settings for a workflow, switch to the selection list Select workflow to another workflow. When all workflows have been processed, switch to by clicking on [Continue] to the next setup step.

You can adapt the definition of a workflow to the way you work in your company at any time: for example, you can add or remove a processing step, or assign a different user or user group. The new workflow definition is used for all tasks that are newly added to the digital inbox. Tasks that already exist in the digital inbox continue to run through the "old" workflow.

Pre-assignment building file

For every file that is imported into the digital inbox, a task is created in the digital inbox. As soon as a new task is processed or forwarded in the digital inbox, it is automatically saved in the construction file. Store for the workflows invoice and Others which document information is used in each case.

in The Field designation You can

  • Enter text that will be used for each document
  • Use text variables that are automatically filled by the program
    (Enter "[" using the key combination Alt Gr + 8 shows a list of the available text variables)
  • or leave the field blank and assign the name to each document individually in the digital inbox

Example: Incoming invoice workflow

Example: Workflow other


Digital stamp

In the digital inbox, the imported files are displayed in the file view. In the file view you can add comments to the document: text markers, text boxes, post-its and digital stamps. By default, the stamps are geprüft and open available. In program parameter 180.10.20 Stamp you can edit the existing stamps, create new stamps and delete stamps that are no longer required.

  • By clicking create new stamps.
  • Assign a name to the stamp. The name is automatically entered in the field Text adopted.
  • If you want the description and text to be different, enter the text that is to be placed on the document in the field Text .
  • Define the font, font formatting and font color for the text of the stamp; as well as the size (height and width) of the stamp and, for the edge of the stamp, the width.

    Example: Designation = "iO" and text = "ü" with font = "Wingdings" results in the stamp "iO", which puts a ✔ on the document.

  • With the arrow functions and Define the order in which the entries in the digital inbox are displayed in the selection list.


Text comments

In the digital inbox, the imported files can be added to the document: text markers, post-its, digital stamps and text fields. In program parameter 180.10.30 Text you can save default settings for the text comments, e.g. font, size, color and the size and border width of the fields.

  • By clicking create new presets.
  • Assign a name for the default setting.
  • Define the properties of the preset.
  • With the arrow functions and Define the order in which the entries in the digital inbox are displayed in the selection list.


Further steps