Taking Advantage of the PaperSave Worklow

In November of last year, I wrote a blog about a Document Management system called PaperSave. The PaperSave document management system captures and stores documents electronically from varying drop points, routes the document through a workflow, and can upload a document directly into Dynamics GP. At that time, PaperSave had recently introduced version 6.0 of their software, which provides additional functionality to the end user through Email drop points, browser based interfaces, and a full mobile solution for workflow routings.

In this month’s blog, I wanted to dive a little deeper into the PaperSave workflow, define common workflow activities, and provide some examples of how we can utilize these activities within the workflow. First, let’s define a workflow? A workflow is a linear series of activities required to complete a task. A workflow in PaperSave begins with an Initial Step Activity and ends with the Completed Step Activity, therefore, the most basic workflow is defined below:

In between the initial and completed step activities, the workflow routing occurs. The routing defines the path the workflow item will follow and can include any or all of the following activities:

Initial Step Activity – This activity is used to define the start of a workflow and all workflows require an initial step activity.

Completed Step Activity – This activity is used to define the end of a workflow and all activities must have a path from the initial step activity to the completed step activity. All workflows require a completed step activity.

Review Step Activity – The review step activity is used for approvals. The activity can have two or more options and determine the routing path the workflow item will take. By default, the two options are Approved and Rejected.

  • Approved: The workflow item is approved and advances to the next approved step.
  • Rejected: The workflow item is rejected and follows the rejected path.
Change Step Activity – The change step activity is used to advance from one step to another step to form the linear progression of the workflow item through the workflow routing.

Change Workflow Activity – The change workflow activity is used to move a workflow item from the current workflow to a particular step in a totally different workflow.

If/Else Activity – The if/else activity is used to perform evaluations on data to determine the routing to the next activity in the workflow.
Send Email Activity – The send email activity triggers the sending of an email to a particular person or group of people.

Delay Event Activity – The delay event activity triggers an event if the workflow item stays at a particular step for a finite period of time (days.hours.minutes.seconds). This allows for the advancing of a workflow item that has not been addressed in order to not hold up the workflow process.

Auto Entry Activity – The auto entry activity is an additional option that allows the workflow item to be integrated directly into Dynamics GP. The PaperSave workflow item is then associated to a particular record in Dynamics GP for future reference.

Custom Event Activity – The custom event activity allows for additional routing options other than the base Approve and Reject options.
Script Activity –The script activity allows the processing of a script at a given step of a workflow if a workflow item advances to the script activity. This can be useful to select, append, update, and delete database records.

ANDREW FRASER | Senior Business Software Consultant

As a Senior Business Consultant, Andrew is responsible for the implementation and support of CRM, GP, and other Microsoft products assuring that our solution scoping, architecting, and delivery meet and exceed customer expectations. He helps clients analyze their current business processes and provide them with process improvements. During his time at KTL, Andrew has built lasting relationships with clients by understanding their business needs and provided value by leveraging their existing resources. Andrew has more than nineteen years of experience in implementing business software for a variety of industries including service, government, distribution, not-for-profit and manufacturing.  He graduated with a Bachelor’s Degree in Math with concentration in Computer Science and a Bachelor’s Degree in Business Marketing from St. Andrew’s University in Laurinburg, North Carolina.  His experience includes helping companies embrace technology to fulfill their organizational needs and creating innovative solutions using CRM, GP and other Microsoft products.



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