Electronic Workflow System Manual

Electronic Workflow System Manual
Manual For User
WU eOffice
INFOMA:WebFlowTM
The Web based workflow system
Electronic Workflow System Manual
Essential Vocabularies
Electronic Workflow System was developed to maximize Walailuk University’s records
management in documents, circulars, orders and other documents sending and receiving, both internally and
with other parties. The system can help managing tremendous amount of document transaction, reducing
complex document activities, enable speed of retrieval, tracking of document status and prevent document
lost. The system was developed upon the records management philosophy from “the Regulations of the
Prime Minister’s Office on Records Management, B.E. 2526.”
Department/Basket refers to access point where documents/correspondences are sent to. Mostly,
baskets are departmental document receiving point. The basket can be accessed by many users for
processing document activities. As for Walailuk University, basket can be an individual inbox
User refers to one who has responsibility in document activities such as sending, receiving, make
notes/orders or tracking concerned documents. One user can access many basket (as main department or
other department responsible for) according to line of responsibility and authorization which is granted by the
system administrator
Incoming Documents refers to incoming documents/correspondences registered. These documents
mostly come from other organizations. They are most likely sent to the central registry where they are
registered and passed to executives to assign action officer responsible for the document. Documents from
other organizations and internal memos can be sent to INFOMA recipients online (both of which are the
recipient’s incoming documents) to act e.g. make notes about actions to be taken, etc.
Outgoing Documents refers to documents/correspondences/memos to be sent to other
departments or organizations. They are mostly signed by executives, and in case correspondences to other
organization, signed by CEO. Memo’s running reference number is run separately in each department. As
for correspondences going to other organizations, the reference numbers are run continuously as one unit
throughout the university
Document type refers to documents other than incoming or outgoing documents that has need to
run reference number separately such as orders, announcements. The system will run the reference number
separately by document type which can be used in a single department or throughout the university.
Series refers to records series for incoming/outgoing documents classified for grouping documents
into series. Series example e.g. meeting, cabinet resolution, complaint. This is for grouping document
purpose only and will not be run registered number.
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Manual For User
WU eOffice
INFOMA:WebFlowTM
The Web based workflow system
Log in to E-Office System
Using Microsoft Windows, selecting Internet Explorer which might appear as an icon on your
desktop
After launching the browser, enter the URL below
URL:
http://eoffice.wu.ac.th
Log in
You will see the system log in page. Type in your user name and password, then press Login. The system
will verify your access right and display subsystem of the “E-Office System”
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Manual For User
WU eOffice
INFOMA:WebFlowTM
The Web based workflow system
The sub systems include:1. Electronic Workflow System
2. Electronic Document System
3. Electronic Document Search Engine
4. Reservation System
5. Manuals
6. Electronic Forms
7. Logout
E-Office Main Page
Note After finishing any sub systems, please press Logout to log out from the E-Office system and come to
the welcome page. Where you’ll see the Login area. You may then close this window.
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Manual For User
WU eOffice
INFOMA:WebFlowTM
The Web based workflow system
Log in to Electronic Workflow System
If you want to work in the Electronic Workflow system, after logged in, the system will verify your access
right. You can then select Electronic Workflow System menu where you’ll see this Electronic Workflow
System Login page. Select the database you want to work with. You need not to provide user name and
password again since you are already granted access from E-Office system. Please notify that the system
has already put your name in the login area.
Log in to Electronic Workflow System
Select database then press OK to log in or Cancel and go back to E-Office page
Note in using Electronic Workflow System at Walailuk University, you can select language mode before log
in to the system
ภาษาไทย For displaying menus in Thai
English For displaying menus in English
As for data, it will be as entered. For example, when registering in Thai, the data will be Thai, only if
you want to use Thai data with English menu, you can do so.
You cannot change language after you enter the system. If you want to do so, you’ll have to log out
to come to this screen and select the language, the database and press log in again
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INFOMA:WebFlowTM
The Web based workflow system
Manual For User
WU eOffice
Introduction
After logged in, the system will check your access right (e.g., standard, read-only) and security level
access, including searching rights to confidential document. The system then display main menu with your
name and department to which you are in. You can check your information from section 2 in the illustration
1 Main menu
2
User info
3.
Document menus
4
Settings
check your info from main page
New Documents Alert
Once entered, the system will launch new document alert system called
Flow Alert appeared on the top left corner. It displays new incoming
documents that have never been registered (see number of document from
blue tab). You can select timing for alerting.
Setting document alert timing
You can set document alert timing by selecting timing from the dropdown
list as 1 minute, 3 minutes, 5 minutes or stop. If you want to close the window but want to continue the alert,
you can minimize the window from the minimize button
or you can close the alert with the close button
This will not effect your document working routine
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INFOMA:WebFlowTM
The Web based workflow system
Manual For User
WU eOffice
Note If you close the FlowAlert with the
press “Home” menu
then want it back, just press Refresh (F5) or
System Elements
Home page is the first page appeared after entering the system. The homepage is divided into 4 main
sections.
section 1. Main menu consists of main menus of the system. Remaining in the same position on every
page, main menu consists of : Home
Select when you want to come back to the home page
Search
Select to search documents within your department
Report
Select to print reports
Logout
Select to log out and go to the log in screen
Search
Report
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INFOMA:WebFlowTM
The Web based workflow system
Manual For User
WU eOffice
Log out
Section 2. User info inform user name, department to which he/she is in
Section 3. Document menus consists of 7 menu groups
To be processed consists of
Inbox – to be registered consists of new incoming
documents or registered documents you sent and returned
In-process consists of documents during process
Returned document consists of rejected or withdrawn
documents
Registration
Incoming doc registration is for registering incoming
documents
Incoming doc registration is for issuing internal memo
reference number for communicating within your
organization (signed by supervisor)
Outgoing doc registration is for issuing organization’s
outgoing correspondence reference no (signed by executive)
Special
Special commands is for batch closing, sending
documents or reporting statistics, KPI and thesaurus control
Lists
Incoming documents are registered incoming documents
that are registered from Registration menu or from Inbox
Internal documents are issued memos for internal
communication or outgoing documents signed by supervisor
Outgoing documents are issued organization’s
correspondences
Sent documents
Sent documents are documents sent to other
departments. You can withdraw documents here.
Must Follow up
Must-Follow documents are documents of all status (in
process, closed, sent) that are selected as ‘Follow up’
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INFOMA:WebFlowTM
The Web based workflow system
Manual For User
WU eOffice
Administration
Administrator is a menu for controlling users,
department or configuration for first use
Section 4. Setting
You can adjust personal setting per use, explore tools or changing working department / database. This
facilitates you as a Single Log in.
Display setting is for adjusting display items per page. Select preferred
amount then continue to use the system as usual
Change Password is for changing your password
User details displays your information as a user: name-surname,
department, access rights and level and other granted department(s) you
are authorized to work for
Help displays manual
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INFOMA:WebFlowTM
The Web based workflow system
Manual For User
WU eOffice
Install program is for downloading plug-in e.g. WebReport, WebScan,
WebViewer
Change database is for changing document database without having
to log out from the system
Change department is for changing working department you are
authorized within the same document database
Main department is for coming back to work with your default
department (first department you see after log in)
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INFOMA:WebFlowTM
The Web based workflow system
Manual For User
WU eOffice
Note
Change Department and Main Department will be displayed if you are
working for more than 1 department
Menus
To be Processed
To be Processed consists of 3 sub-menus
Inbox-to be Registered displays documents sent from other department. For example, the central
registry register incoming documents and send (forward) the documents to you. The system will display
these unregistered documents. Since unregistered, the Reg. no. column will display paper icon for you
to click and register or reject and send back to the sender. If the document you registered was sent and sent
back to you, the same Reg. no. you registered will be displayed. Unviewed document will be displayed as
closed folder
Inbox- to be Registered
Note paper icon refers to unregistered document
“blue”
the sender will send paper document
“orange”
the sender won’t send paper document, so you can register and proceed
Icon
means that the document has not been read (click to view details)
in red means the document has exceed due date and has not been read
Icon
means the document has been read (click to view details)
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Manual For User
WU eOffice
INFOMA:WebFlowTM
The Web based workflow system
In-process Document displays registered incoming documents or issued internal memos that have not
been sent or closed. The system displays the document status ‘In-process’ as a clock
In-process Document
Returned Document displays unusual documents that are rejected by the recipient or withdrawn by
your department. The system display these rejected/withdrawn document status as red star
Returned Document
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INFOMA:WebFlowTM
The Web based workflow system
Manual For User
WU eOffice
Lists
Consist of 3 sub-menus, each displays documents of
its type : incoming document, internal documents,
outgoing documents
The system displays documents of all status in each
type. You can be notified in which menu you are in by
the image map above as illustrated
Incoming doc of all status (in process, sent, closed, inspected, etc.)
Internal doc of all status (in process, sent, closed, inspected, ect.)
Please notify the internal document type icon
Outgoing doc (no sent needed) Please notify the outgoing document type icon
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INFOMA:WebFlowTM
The Web based workflow system
Manual For User
WU eOffice
Sent document
Displays documents of all type (incoming internal
outgoing) that you sent to other departments. You can
withdraw documents sent to wrong recipient from here.
Please note that the document status and registration no. in this menu belongs to the recipients. If one
document is sent to many recipients, the system will display documents of all recipients.
Sent documents displays sent documents of all recipients with their (the recipient) reg no. and status
Sent items are of all document type. Please notify the internal and outgoing icon
incoming document has no icon
Must Follow up
Displays documents of all status that are selected
“Follow up” from Edit, Make notes and Send menus.
Must-follow documents has
icon as illustrated
Must Follow up displays documents of all status that are selected as “Follow up”
3 Note Documents in all menus above are sorted by recent date by default. You can sort documents by
other data by clicking the column to sort data by selected column. Please notify the triangle as sorted by
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INFOMA:WebFlowTM
The Web based workflow system
Manual For User
WU eOffice
Search result display
All document menus above and search result display documents in the same format. Search result
displays documents from search criteria. If no document type (incoming, internal, outgoing) is selected, the
result will display documents of all type. Please notify that this screen is search mode from the search menu.
Document information in document menus
Document display format consists of 9 columns
2
1
4
3
5
6
7
8
9
If more attachments are available,
Attachment display icon subjected to file type
the additional attachment icon will appear at the reg. no. column. You must press reg. no. to view these
attachments
1
2
Document status
(yellow) the document has not been read (click to view)
(red) the document has exceed overdue date and has not been read
the document has been read (click to view)
(blue) in-process registered incoming doc/issued internal doc that has not been closed or sent
(red) overdue in-process registered incoming doc/issued internal doc that has not been closed or sent
closed document
sent document
void/cancel document
during inspection document
rejected/withdrawn document
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INFOMA:WebFlowTM
The Web based workflow system
Manual For User
WU eOffice
4
Urgency status
Document type
n/a
normal
n/a
incoming document
urgent
internal document
very urgent
outgoing document
most urgent
Reg no. displays registration number. If the document has not been registered, the system will
5
display registration number as
or You can press here to do document work, e.g. view details, make
notes, send, close, inspect, end inspection, delete, void/cancel, file, borrow document
3
When pressing reg. no./paper icon, the system displays document menus
6
Ref no. you can press here to track working process, including view notes made by recipients
7
Date displays register/issue date (in case of creator) or sent date (in case of recipient)
8
Time displays register/issue time (in case of creator) or sent date (in case of recipient)
9
Subject displays subject of documents and sender-addressee as printed on the correspondences
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Manual For User
WU eOffice
INFOMA:WebFlowTM
The Web based workflow system
Document Registration
When internal organization or incoming documents from others are sent to you, registration can be
done in 2 ways
1. Register documents by inputting data yourself (Incoming document registration menu)
2. Accepting documents sent to you from Inbox (To be Processed menu)
1. Register documents by inputting data yourself
If you are central registry or receive documents from other organizations directly b hand or FAX, or receiving
document from internal departments that do not have Electronic Workflow system to send to your inbox, you
must register documents yourself.
You can register documents from Home | Incoming document registration or selecting the menu
from image map from other pages on the blue banner on the top (the area displayed your info on home
page). The system will provide registration form to fill in for reference or searching.
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INFOMA:WebFlowTM
The Web based workflow system
Manual For User
WU eOffice
1
2
3
4
2
2
Incoming document registration
Provide document index
Doc type
Registration no.
Select document type from the dropdown list in case you register
incoming document by different list
Leave black if you want the system to assign the registration no.
automatically or provide registration no. prior to latest registration no.
The system will not assign registration no. Use this in case you need
to reverse / insert registration number only
Note in case you need to insert registration no., the number must not duplicate with existing
registration no. and the inserted number must be in between existing number in 2 digit-decimal format.
Reference no.
For
Date/Time
Dated 2
Reference no. as appeared on the correspondence. You can type up
t0 50 characters. If you’d created and save the document information
as template, you’ll see
button from which you’ll be able to
choose document information inputted from list of subject
Provide number of registration number desired
Date and time registered
Provide date of document as dated on the correspondence. The
system provide current date by default, you can change the date or
select a date from the calendar from the
Urgency
button
If you want to control urgency, select urgency level from the list
Normal
urgent
Very urgent
most urgent
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Manual For User
WU eOffice
INFOMA:WebFlowTM
The Web based workflow system
Confidentiality : if the document is classified, select confidentiality level from the lsit
Normal
Classified
confidential
very confidential
highly confidential
Series
: select document series. If not selected, the system will classify as “general”
Reference
: provide reference number on the reference line. It can be up to 100 characters
Attachment
: provide attachment information. It can be up to 100 characters
From
: provide sender’s name. It can be up to 100 characters. Alternatively, select name
from your contact list from
right to From box if the sender is internal department from
3
INFOMA: WebFlow system. You can search for department’s name or press
search to display all departments in the system
To
4
right to the From box if the sender is from other organization
and that you ‘d already create a contact list from administration menu. You can
search or press search to display all contact list available
: provide address’s name. It can be up to 100 characters. You can type in or
select name from
or
like you did in From box
Subject
: provide subject of correspondence. It can be up to 255 characters
Details
: provide summary or brief information. It can be up to 2 million characters
Delivery type : select delivery type from the list
Objective
: select objective from the list
Action officer : provide action officer responsible
Retention
: assign retention by typing in the date or select a date from the calendar like you
did in the dated box
Follow up
: mark this if you wish to put it in the Must-Follow up menu on home page
Location
: provide location which the document will be stored for tracking of original
Due date
: provide due date where you need the work to be done by
Note
: provide any other information
Provide document information as available. If no information of such box is not known, just leave
blank except for the information in the box in red which must be provided. Example…
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Manual For User
WU eOffice
INFOMA:WebFlowTM
The Web based workflow system
Document index
When done, press button below in different case
Meaning of buttons
press
press
to register
to clear the form
press
to register and save what you typed in to a
template where you can call up to use later from document template
When created/create and save as template, the system will assign registration number as illustrated.
You can select to attach correspondence image here or not.
Please notify working process
When registered
Attach image there are 2 ways of attaching image
1. attaching existing file, press Browse
2. attaching by scanning press Scan
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Manual For User
WU eOffice
INFOMA:WebFlowTM
The Web based workflow system
No attachment you then have 2 options here
1. press << Register to go to new blank registration screen to register next document
2. press Proceed >> to go to document menus for editing, make notes or send
¾Adding Attachment
1. Attach existing file with Browse
Press Browse. The system displays a window to choose a file. Choose file from its’ location, then
press Open
Press Attach to attach the file
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Manual For User
WU eOffice
INFOMA:WebFlowTM
The Web based workflow system
2. Attach by scanning
Press scan, the system will launch INFOMA:WebScan (you must install this program firs). Then press
Scan New
The system launch a window for adjusting scanning option
Set resolution, paper size, and mode (grayscale, text, colour) then press Scan
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Manual For User
WU eOffice
INFOMA:WebFlowTM
The Web based workflow system
When done press Transfer
Note in scanning process, the screen may appear differently subjected to the make of the
scanner. In this manual, we use Fujitsu M3093GX scanner as an example. Other scanner may
have different scanning option screen subjected to its driver.
Attention!
Most documents are in black & white so it is recommended that you choose mode B&W (Text) to save
storage space. Other scanning option may be varied depending on model of the scanner.
Scanning Type may be of these options
Flatbed scan is scanning by opening the scanner’s cover and place the document face down manually
ADF scan
is auto feed scanning for multiple page documents
ADF & Duplex scan is auto feed scanning for 2 sided documents
Resolution It is recommended to set at minimum at 200 x 200 dpi, however, it depends on the quality of the
document. You may set the resolution higher
Frame Area is the area chosen to scan, normally it is set at size A4 document
Press Scan to scan. If there are more pages you can choose scanning option below
Appended Scanned Page is to scan next document as last page
Insert Scanned Page
is to insert next document to be scanned to the current page
Rescan Scanned Page is to scan the whole thing again, replacing what you did
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Manual For User
WU eOffice
INFOMA:WebFlowTM
The Web based workflow system
¾ Edit or Add more attachments
Each document can attach its’ correspondence/memo image and add more attachments indefinitely. You can
monitor the correspondence/memos image and its attachments when clicking the registration number to the
document details page. Please notify the bottom of the page which displays all attachments
¾ Viewing correspondence/memo image and additional attachments
The document creator (sender) or the recipient in the system can view the correspondence/memo
image from the icon in the first column. Additional attachments will be displayed its icon left to the reg. no.
You can view these additional attachments (and the correspondence/memos image) when clicking the reg.
no. and go to the document details page
View attachments
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Manual For User
WU eOffice
INFOMA:WebFlowTM
The Web based workflow system
2. Registering document from Inbox
This is one way to reduce registration process for you, if you are not the first to receive the
document in your organization. The first department who got it registers it from Registration menu and sends
it to you to your Inbox. You can see number of documents sent to you from Home > To-be Process menu
Main Page
To enter the menu To-be Processed, you can go to Home page or alternatively select the menu
from the image map on the blue banner above. You can find out the number of new incoming documents
from the Home page. When entering the menu, the system displays incoming documents as illustrated
Total number of
document in Inbox
Inbox displays incoming
documents. Use tooltip to
help using the system
When entering the menu, the system displays incoming documents waiting to be registered, the
system then display unregistered icon which implies
“blue”
to wait for the paper document. After receiving the paper, you can then register
“orange” the sender won’t send the paper document, you can register at once. Details of
document can be read from document details or attachments attached.
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Manual For User
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INFOMA:WebFlowTM
The Web based workflow system
Here at the Inbox-to be Registered menu, you can view details or attachment or tracking the
document work before registering. To register, press the paper icon.
รายละเอียดเอกสาร
Press Register to accept the document or press Back to go back to Inbox if you don’t want to
register this document at the moment
Register incoming doc
When selecting Register, the system will preview registration date and time. You can alter
registration number here if you need to reverse the registration number to the number prior to latest
registration number. Provide number in 2 digit-decimal format. Otherwise the system will assign registration
number automatically. Press OK, the system will show registration result as illustrated
Registration result
The system informs actual registration date and time. (You can then record this information on your
department’s receiving stamp) You can choose to continue to register incoming documents by clicking
Go to Inbox to go back to inbox and select more documents to register or alternatively clicking
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Manual For User
WU eOffice
INFOMA:WebFlowTM
The Web based workflow system
Proceed to go to document menus such as edit, sending, etc. You can alternatively choose to register
other documents from the image map on the blue banner above
Return document
If you see documents that do not concern you in the Inbox that the sender might have mistaken
sent you, you can return the document to the sender by pressing the paper icon and then press Return
button
press the icon
Press Return
The system will display a box to input message implying reasons for returning the document to the
sender. Then press OK
Returning document: State reason
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Manual For User
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INFOMA:WebFlowTM
The Web based workflow system
Tracking returned document at the sender’s side
If you receive returned document, the Returned
Document menu will notify you as illustrated
The system keeps track of the document root and reason which can be notified as follow
The sender’s Returned Document screen
From the Returned Document menu, press at the reference number to track document. History can be
viewed in 2 ways: View from table view and view from sending transaction from sending date
1
2
View table view
View sending transaction
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INFOMA:WebFlowTM
The Web based workflow system
Manual For User
WU eOffice
Internal Doc Registration
This is a process of issuing memos/correspondence reference number, signed by supervisor. To
issue, following the instructions
1.Select Internal Doc Registration menu
2. Provide document index, press create
3. The system will issue the reference number
4. Proceed to send to other departments or
automatically
Register to issue more memos/correspondences
Note In case of issuing memos to send to non-INFOMA department(s), you can proceed, make notes (if
any) and close right away
Outgoing Doc Registration
This is a process of issuing reference number for outgoing correspondences when contacting other
organizations. Reference number will be issued for departments, continuously. You may face password
protection. To do so, follow the instructions
1. Select Outgoing Doc Registration
3. Provide document index
2. Provide password
4. The system will assign reference number
automatically
5. The system put the issued documents in the
outgoing document list, no need to send.
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Manual For User
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INFOMA:WebFlowTM
The Web based workflow system
Document action menus
To process document work, you must go to documents display screens and reach registration
number. There are many ways of reaching document display screens, which are normally reached in
different occasion and use.
1. In- Process Æ press reg no. Æ Document Details Æ select document action
2. Incoming Doc Registration Æ attach correspondence/memo image, press proceed Æ
Document Details Æ select document action
3. List (Incoming, Internal, Outgoing) Æ press reg no. Æ Document Details Æ select document action
4. Search (search result screen) Æ press reg no. Æ Document Details Æ select document action
Document menus
Press Reg no. the system will display document details and all other document menus
Here at the document details screen, you can select document menu desired or press at the
reference number to track document. You can alternatively view attachment(s) below
Track
View
Document details
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INFOMA:WebFlowTM
The Web based workflow system
¾ Edit
If you need to add more details or edit mistype, press Edit button
Edit details
You can edit information the creator typed in. After editing, press OK. What you altered will be recorded in
document history to be able to trace what was before and after editing
¾ Make notes
Make action notes is one critical process in document working process. You can track what was
ordered and what has been done from notes taken. You can make notes by pressing Make notes button.
Provide action officer’s name and/or details. Press OK when finished
Make action notes
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INFOMA:WebFlowTM
The Web based workflow system
¾ Send
If you need to send this document, press Send button. The system will display recipient in INFOMA:
WebFlow system in actual organization structure.
Send document
Select recipient by clicking the department and press select in the send type box. Select the
selected recipient and press deselect to move the recipient out from the sending list.
If you want to sent the document via E-mail, press Email button. Then send document by providing
e-mail addresses
¾ Close
Some documents need not to send or pass on, or if sending actual document to Non-INFOMA user,
you can close the document to imply that the working process has been done. Press Close then OK
Close document
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INFOMA:WebFlowTM
The Web based workflow system
¾ Delete and Void/cancel
Delete
If the document you created and has not been sent to anyone, you can delete document by
pressing Delete button. The document will be deleted from the database and can not be traced ever
again. The registration number of such document will be missing from your list
If you want to use that reg. no., type in the deleted reg no. in the reg no. box when registering
incoming document from Registration menu or from Inbox menu
Void/cancel
If the document you created has been sent out, you cannot delete the document but you can
void/cancel it. Press Void/Cancel button, then OK. The voided document will have this status[. The
document can still be traced, but can no more proceed any document work.
The void status
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Manual For User
WU eOffice
INFOMA:WebFlowTM
The Web based workflow system
¾ Inspection and End Inspection
Inspection
In this case, you will withhold document process.
Press Inspection button. The system will withhold the document for inspection so it cannot be
passed on. The green star icon › will appear as inspection status
End Inspection
When inspected, you can End Inspection so you can proceed document as usual. Press End
Inspection
Press OK to confirm. The system will return the document status as it was before inspection.
You can proceed any document work as usual.
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INFOMA:WebFlowTM
The Web based workflow system
Manual For User
WU eOffice
Searching
Documents sent to you or documents you registered (incoming, internal, outgoing) to send to other
are in your document lists. You can search documents within your department from the “Search” menu.
Provide some search criteria to search from many search functions
Searching
Press OK. The system will display search result according to search criteria. Notify the Search
button indicating that the document list is on search function
Search result
You can press at the reg. no. to do document work or view document details
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INFOMA:WebFlowTM
The Web based workflow system
Manual For User
WU eOffice
Tracking document
All recipients of a document can trace document path and actions taken in respect of order from its
creation (registration) to the last action by pressing Ref no. from document list screens or from document
details screen
Press to track document
The system will then display document path from its creation to current status
Details in document path
1. Status
is document status of the recipient
2. Reg. no. is registration number of the recipient
3. Date/time is create/send date
4. Sender
is sender’s department name
5. Recipient is receiver of document whom which the document status and reg no. belongs to
6. Action
is action taken in the process
2
1
2
3
4
Document path
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Manual For User
WU eOffice
INFOMA:WebFlowTM
The Web based workflow system
1
Actions taken in your department
Displays all document actions taken by staffs in your department such as registration, make action notes,
close document.
2
View all actions
View all actions taken by all creator, receivers in chronological order which includes registration,
editing history, make action notes. Actions recorded includes user name and department to which he/she is
in as illustrated.
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INFOMA:WebFlowTM
The Web based workflow system
Manual For User
WU eOffice
3
View table view
Displays actions taken of department that register the document about registration, action notes
including return and withdraw history
ดูบันทึกแบบตาราง
4
View actions in pair from registration/sending date
The system displays information in pairs as illustrated
วันที่ 11/05/2549 16:37:18 สงโดย ADMINISTRATOR : ผูดูแลระบบ
วันที่ 11/05/2549 17:01:55 อธิการบดี: จิรารัตน ชางสาร:เลขานุการ
รับเอกสารตนฉบับ : เลขทะเบียน 789
วันที่ 11/05/2549 18:50:39 อธิการบดี: จิรารัตน ชางสาร:เลขานุการ
นําเสนอ/ผูปฏิบัติ : บันทึกงาน: รับทราบ
Include sender and receiver’s names
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INFOMA:WebFlowTM
The Web based workflow system
Manual For User
WU eOffice
Reports
Reports are available, if you have Microsoft Office installed.
Choose Reports from the menu and select types of report. Provide report criteria e.g. incoming
documents report – provide registration date or registration number
reports
Report types
Incoming doc
Internal doc
Delivery slip
Outgoing doc
Report by doc type
for reporting incoming document registered
for reporting internal memos issued by your department
for printing delivery slip ready to signed by the recipients
for reporting outgoing correspondences
for reporting other types of document (if any)
Provide report criteria. Reports can be generated in Microsoft Word format or INFOMA WebReport
format
Press OK to view report
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Manual For User
WU eOffice
INFOMA:WebFlowTM
The Web based workflow system
Note
You can choose and/or criteria. If you don’t specify, the system will ‘and’ criteria by default. After providing
report criteria, press OK, the system will display report according to criteria as illustrated
You can view report before printing using the Internet Explorer toolbar (File > Print). You can alter
column width and other look before printing.
If you choose to print with INFOMA: WebReport, you must install the program first. You can order to
print from the programs’ shortcut
Shortcut details
DIKS for saving the report in HTML format
Printer for printing the report
Document left and right for viewing report if there are more than 1 page
Copyright © 1992-2006 by Excel Link Co., Ltd. All Right Reserved.
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Manual For User
WU eOffice
INFOMA:WebFlowTM
The Web based workflow system
Change Password
You can change your password from Change Password menu in Home page
The system display a window to change password. You must provide original password first, then provide
new password twice.
Change password
The system will record new password. When log out, you must provide log in with new password.
Changing password
1. You can change password at all time
2. password can be numeric and English character (case not sensitive)
3. password length must not exceed 14 characters
Copyright © 1992-2006 by Excel Link Co., Ltd. All Right Reserved.
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Manual For User
WU eOffice
INFOMA:WebFlowTM
The Web based workflow system
First time Setting
The registration number begins with 1 from new calendar year automatically. If you begin to use the
system sometime during the year when you want to switch from manual system to electronic, you can
continue your registration number by setting last registration number you use (in the manual system) from
the Administration menu
Select Administrator. The system will then display administration menus. Select Department
Press E to edit the setting (Cannot press D for delete-allow only system administrator)
Editing registration number
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Manual For User
WU eOffice
INFOMA:WebFlowTM
The Web based workflow system
Provide last incoming and internal registration number used in the manual system, then press Edit.
For example, if you want to begin using INFOMA: WebFlow with reg. no. 21, provide 20 in the box
If you have additional document list, your document type will appear at the Doc type menu, where
which you can adjust last registration number as well
Additional document type reg no. setting
Log out
You can press Log out from the menu then OK to log out from the system and go back to the log in
screen
Copyright © 1992-2006 by Excel Link Co., Ltd. All Right Reserved.
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Manual For User
WU eOffice
INFOMA:WebFlowTM
The Web based workflow system
Installing INFOMA: WebScan
From Home page, select Install Program, then select WebScan according to your computer’s
operating system
save
Select location to save file
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Manual For User
WU eOffice
INFOMA:WebFlowTM
The Web based workflow system
Go to location you saved the file, double click the file
Press Unzip
When unzipped, it will be like this
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Manual For User
WU eOffice
INFOMA:WebFlowTM
The Web based workflow system
Go to the location you unzipped, double click
Double click the setup.exe
Next
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Manual For User
WU eOffice
INFOMA:WebFlowTM
The Web based workflow system
Install
Provide server IP/domain
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Manual For User
WU eOffice
INFOMA:WebFlowTM
The Web based workflow system
Finish
When scanning document, press scan
First time use, it will appear like this. Deselect Always ask… then Open. Next time it will open scan screen
automatically
Copyright © 1992-2006 by Excel Link Co., Ltd. All Right Reserved.
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Manual For User
WU eOffice
INFOMA:WebFlowTM
The Web based workflow system
It will then open INFOMA: WebScan
Installing INFOMA: WebViewer
From Home page, select Install Program, then select WebViewer according to your computer’s
operating system
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Manual For User
WU eOffice
INFOMA:WebFlowTM
The Web based workflow system
save
Select location to save file
Go to that location and double click the file
Unzip
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Manual For User
WU eOffice
INFOMA:WebFlowTM
The Web based workflow system
When unzipped, it’ll look like this
Go to the location you unzipped, double click the WebViewer folder
Double click setup.exe
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Manual For User
WU eOffice
INFOMA:WebFlowTM
The Web based workflow system
Next
Install
Finish
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Manual For User
WU eOffice
INFOMA:WebFlowTM
The Web based workflow system
To view attachment, click the icon, the system will ask like this. Deselect Always ask… and press Open
The system will open the attachment with INFOMA: Viewer. Next time it won’t ask you to open or save ever
again
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