Triaging Documents

Infinity provides an index screen for a simple triaging of incoming documents. The Required Documents Panel provides an interface for defining which documents are required, which are present, and sending requests for missing documents.

For details on the general concept of Document Triage in IPP, please refer to chapter Document Triage in the IPP Concepts Document Triage in the Concepts part.

Section Preparing a Workflow for Document Triage describes how to set up a workflow using the predefined document request model which is required for Document Triage.

The index screen consists of the following panels:

Refer to section Document Triage Example for an example on how to set up a workflow to perform a Document Triage.

Preparing a Workflow for Document Triage

To use the Document Triage functionality, you require the predefined document request model (DocumentRequestPredefined.xpdl) provided by Infinity. You find this example model prepared for Document Triage in the Document Triage example ZIP file, which you can download from here:

    all-tutorials.zip

The example resides in folder document-triage.
here.

Predefined Document Request Model Structure

The predefined Document Request model contains a Document Request data type. It enables a document of this type to wait for incoming documents.

The REQUEST_ITEM type defines fields to specify the document in question. It is a structured data containing the following fields:

Data Field Description
Name The name of the required document. Each row defines a required document "slot" that is visible on the Document Triage screen.
Exists Document Name field becomes a link when the document exists.
Accepted Indicates that the document is OK for processing.
Required Indicates that the document is required.
DocumentLocation Location of the document
IsAttachment Indicates that the document is an attachment.
IsTemplate Indicates that the document is a template.
ConvertToPDF Determines if the document should be converted to PDF.
DocumentId Document Id
DocumentType Document Type
Comment
ACL

REQUEST_ITEM
Figure: Type Structure of REQUEST_ITEM

The data type DOCUMENT_REQUEST defines a field with cardinality one or more of the REQUEST_ITEM type. This document type can be used for document rendezvous workflows.

Additionally the model contains a UI Mashup application Document Triage Panel, which can be used in a document triage process to invoke a Document Triage panel.

UI Mashup Application
Figure: Document Triage Panel UI Mashup Application configuration

Enter your correct server base URL in the Default Value entry field of the serverBaseUrl configuration variable.


Figure: Enter Server Base URL

In case you like to know more about UI Mashup applications in general, please refer to chapter UI Mashup Application in the Business Process Modeling Handbook.

Creating a Document Triage Model

To invoke document triage by using the predefined model, create the following two processes:

Find an example model DocumentTriageExample.xpdl prepared for Document Triage in the Document Triage example ZIP file, which you can download from here:
    all-tutorials.zip
the online documentation in the Tutorials Examples - Document Triage section. The example resides in folder document-triage.

Preparing a Process for Document Triage

Add a simple document triage process:

  1. Add a manual activity to provide the option to upload documents
  2. Drag and drop the Document Triage Panel UI Mashup application from the predefined Document Request model to the diagram canvas of the document triage process.
  3. Connect the activities
  4. Set the process properties to support process attachments.

The process now looks similar to the following:


Figure: Example Document Upload process

Preparing a Document Rendezvous Process

To prepare a process invoking a Document Rendezvous, do the following:

  1. Create structured data to be used as Business Object.
    For details on defining structured data as Business Objects refer to chapter Specifying Structured Data as Business Object in the Business Process Modeling Handbook.
  2. Create a Task to define requested documents. This can be a manual task, or a script application task with JavaScript filling values for the document request.
  3. Create a manual activity reading data to the Business Object data.
  4. Create a Rendezvous Route Activity (Task = None):
    1. Begin the Activity ID of the Route Activity with DocumentRendezvous, e.g. DocumentRendezvous_Loan. Do not include spaces in the ID!
    2. Mark this Activity as Hibernate Initially

    Route Activity Properties

  5. Create in and out data mappings from this activity to the DOCUMENT_REQUEST data.

See section The Document Rendezvous Process of the example for more details.

For details on the Document Rendezvous concept in general, please refer to chapter Document Rendezvous in the IPP Concepts Document Rendezvous in the Concepts part.

Populating the Data Panel

To populate the Data Panel, select a Business Object from the drop-down list.

Select a Business Object
Figure: Select a Business Object

Once a Business Object is selected, the Process Data panel populates accordingly.

Data Panel
Figure: Data Panel populated for Business Object

You can search for Business Objects matching a specific pattern by entering characters in the search fields accordingly. The search is case-insensitive. Note that the Business Object instances search result is filtered based on the user's permissions also depending on department grants. Please refer to section Visibility Restrictions of Business Object Instances depending on Department Grants of chapter Managing Business Objects and section Read and Write Access of Business Object Instances of chapter Business Objects in the Concepts handbook Read and Write Access of Business Object Instances of chapter Business Objects in the Concepts Handbook of the Infinity Process Platform Documentation for details.

For general details on using Business Objects, please refer to chapter Managing Business Objects.

Using the Process Data Panel

Tabbing out of a field initiates a Business Object Instance search. The results are returned in a table below.

Data Panel Table
Figure: Data Panel Table

Clicking a row in the table selects that participant record and initiates a search for Pending Activities using this record set. The results of this search are populated in the Pending Processes Panel tree. However, it is not mandatory to select a record set.

Note
Each new search resets the Pending Processes tree.

Document Thumbnails Panel

A Thumbnail panel is provided to support navigating the documents associated with the in-scope Process Instance and also to support drag operations for adding documents to both, the Pending Processes Panel and the Startable Processes Panel.

Document Thumbnails Panel
Figure: Document Thumbnails Panel

Expanding and Collapsing Pages

In case a document has more than one page, you have the option to expand and collapse the pages. Click the expand/collapse icon in the upper right corner of the document thumbnail to expand Document pages.

Expand/Collapse Document pages
Figure: Expand/Collapse Document pages

The single pages of the Document are now listed below the Document name.

Expanded Pages
Figure: Expanded Pages

Changing the Page Order

You have the option to re-order or reverse the order of pages in a document.

Re-ordering pages

To re-order pages in the document, simple drag and drop pages to a desired location in the Thumbnails document.

Reversing the page order

To reverse the page order of documents having more than one page, click the Reverse Page Order icon on the left side of the document.

Reverse Page order
Figure: Reverse Page order

Opening the Document or Page in the Document Viewer

Clicking a document or page in the Thumbnails panel opens or updates the Document Viewer Panel with that document or page.

Dragging Documents to create References

Documents can be dropped onto process attachments or specific documents nodes to create a document reference in that target process instance. Refer to the Process Attachments or Specific Documents sub-sections of sections Pending Processes Panel and Startable Processes Panel for details on dragging and dropping documents to these nodes.

Splitting Documents

Splitting multi-page documents is supported for TIFF and PDF files.

To split a document, select the thumbnail pages of the document that you want to split and drag it to one of the following nodes:

This will create a new document.

A dialog opens to ask if you like to create a new document with the dragged pages.

Confirm Split
Figure: Confirm splitting of document

Click OK to confirm or Cancel to cancel the split process.

Note that the new document resulting from the split will be saved as a TIFF file. The name of the new document is composed with the original name appended with _split<number>.tiff. For example, a new document created from pages extracted from a file Business.tif will be named Business_split1.tiff.

The new document is created with the selected document pages in the target node and added to the Thumbnails panel.

New Document
Figure: New Document created from split pages in target tree node

New Document
Figure: New Document created from split pages in Thumbnails panel

Refreshing the Documents Panel

To update and refresh the Documents panel, click the Refresh icon on top of the panel:

Refresh
Figure: Refreshing the Documents Panel

Document Viewer Panel

A document viewer panel is provided to render document content. Clicking a document or page(s) in the Thumbnail panel opens the document or page(s) in this embedded viewer.

Note that clicking a document in the Pending Processes Panel or Startable Processes Panel tree opens it in a separate Document Viewer tab and not in the Document Viewer panel.

Document Viewer Panel
Figure: Document Viewer Panel

In case a document is not supported, a "unsupported file type" message is displayed in the viewer.

Using the Document Toolbar

The document toolbar supports:

Pending Processes Panel

The Pending Processes tree lists the process and activity instances matching the participant data that are waiting for documents.

It supports document rendezvous by allowing documents to be dragged from the Indexing Activity of the Process Instance (document thumbnails) to process instances or activities that are waiting for these documents.

For details on the Infinity Document Rendezvous concept please refer to chapter Document Rendezvous in the Infinity Concepts Document Rendezvous in the Concepts guide.

Pending Processes Panel
Figure: Pending Processes Panel

A checkbox is provided to choose if to display or hide already completed process instances.

Show/Hide Completed Processes
Figure: Show/Hide Completed Processes

The following tree nodes are displayed:

Process Instances

Each top-level node represents a Process Instance that has at least one Activity that is waiting for one or more documents.

Launching Process History

An option to launch Process History is provided on the right side of the process instance node.

Launching Process History
Figure: Launching Process History

Descriptors

The Descriptors node displays the descriptor key value pairs in a comma separated list.

Descriptor node
Figure: Descriptor node

Pending Document Request Activity Instances

Activity nodes are listed for each Activity Instance that is waiting for documents. The documents that the Document Request Activity is waiting on appear as sub-nodes under the waiting Activity and are indicated as not filled.

Rendezvous Activity nodes
Figure: Rendezvous Activity nodes

When a document is dropped onto a waiting Document Request activity node the document is immediately added.

Drag Document
Figure: Dragging a document to a Document Request Activity node

The node then is indicated as filled.

Removed Rendezvous Activity node
Figure: The Rendezvous Activity node is removed.

A tooltip is provided to view the name of the uploaded document.

Tooltip
Figure: Tooltip showing uploaded Document

Once the required documents are available, the waiting activity can be completed by clicking the rocket icon.

Removed Rendezvous Activity node
Figure: The Rendezvous Activity node is removed.

The node of the completed activity is removed from the tree. For details on the Infinity Document Rendezvous concept please refer to chapter Document Rendezvous in the Infinity Concepts Document Rendezvous in the Concepts guide.

Clicking a document in the tree opens it in a separate Document Viewer tab.

Removing Documents from a Pending Document Request node

To remove a document from a Pending Document Request node, you have the following two options:

  1. Either use the option Remove <documentname> from the context-menu:

  2. or simply drag the Document node sideways

The node is displayed as empty after this operation.

Specific Documents

All specific documents for the Process Instance appear directly as nodes under the pending process.

In case a specific document was uploaded to the process, the icon is marked as filled. If it is empty, you can drag a document from the Document tree to the node.

Drag Document
Figure: Dragging a document to a Specific Document node

Once a document is dropped onto a Specific Document node the document is immediately added to the Process Instance. The specific document icon is filled to indicate that a document is added.

Filled Document icon
Figure: Filled Document icon

Once a specific document is filled, that document is locked and is no longer a drop target.

Note that this does not trigger any Activity completion!

Clicking a document in the tree opens it in a separate Document Viewer tab and not in the Document Viewer panel.

Removing Documents from a specific documents node

To remove a document from a specific documents node, you have the following two options:

  1. Either use the option Remove <documentname> from the context-menu:

  2. or simply drag the Document node sideways

The node is displayed as empty after this operation.

Process Attachments

Process Attachments nodes provide a drop target for adding documents to process attachments via drag-and-drop of the document thumbnails in case the process supports process attachments.

Dropping a document onto the Process Attachments node immediately adds that document to the Process Instance as a process attachment.

Dragging a document to Process Attachments
Figure: Dragging a document to Process Attachments

All process attachments in the Process Instance are listed.

Selecting a Document Type

The default Document Type for Process Attachments is applied when a document is dropped into the Process Attachments node. A drop-down list is provided for each Process Attachment to modify its Document Type.


Figure: Select a Document Type

Note that assigning a document type in a non-split operation applies that document type to the original document and not just to the document reference.

Removing Documents from Process Attachments

To remove a document from the Process Attachments node, you have the following two options:

  1. Either use the option Remove <documentname> from the context-menu:

  2. or simply drag the Document node sideways

Refreshing the Pending Processes Panel

Click the Refresh icon on the right upper side of the panel to update the Pending Processes Panel.

Refreshing the Panel
Figure: Refreshing the Pending Processes Panel

For example in case a specific document or process attachment is uploaded in another view, these will be displayed in the tree view after a refresh of the panel.

Startable Processes Panel

The Startable Processes tree contains all processes that the currently logged-in user is authorized to start.

The following tree nodes are displayed:

Startable Processes Panel
Figure: Startable Processes Panel

Startable Process Node

Each top-level node represents a startable process in IPP and is used to stage new process instances.

When a Document is dragged onto a Startable Process node:

Note that only one Startable Process Instance can be staged per Startable Process at one time. If a user wants to create multiple Process Instances in the same Process Definition, he must stage and submit each of them one at a time.

Specific Documents

Each specific document has its own document node and is indicated as either filled or not filled. See section Specific Documents for pending processes for more details.

Process Attachments

The Process Attachments node is a container node for adding process attachments. A leaf node is displayed for each document in process attachments. Please see section Process Attachments for pending processes for more details on this node.

Refreshing the Startable Processes Panel

Click the Refresh icon on the right upper side of the panel to update the Startable Processes Panel.

Refreshing the Panel
Figure: Refreshing the Startable Processes Panel

For example in case a model is deployed meanwhile, its startable processes will be displayed in the tree view after a refresh of the panel.

Document Triage Example

The following DocumentTriageExample.xpdl example model contains workflow to demonstrate Document Triage. The model contains two processes, one for Document Rendezvous waiting for incoming Documents, and one for the Document Triage with the predefined UI Mashup activity for indexing.

You find this example model prepared for Document Triage in the Document Triage example ZIP file, which you can download from here:

    all-tutorials.zip

The example resides in folder document-triage
here.

As described at the beginning of this chapter, we need to import the predefined model containing the Document Triage Panel UI Mashup Application. This DocumentRequestPredefined.xpdl model is also contained in the Document Triage example ZIP file.

Please refer to the Document Triage Tutorial in our Tutorials Document Triage Tutorial in the online documentation Tutorials for a more detailed guiding through this example.

Business Object and Document Data

The model contains the following data:

The Document Triage Process

The Document Triage process serves to upload documents and invoke the Document Triage screen.


Figure: Example Document Upload process

It contains:

The process supports process attachments.

The Document Rendezvous Process

Process Loan Application invokes a Document Rendezvous.

Claims Processing Example
Figure: Loan Application Example Workflow

It uses a Script task Define Requested Documents for easier reading of Document Request data with the following settings:

Manual activity Get Application Info reads data to the Business Object data.

The Route Activity Document Rendezvous - Loan fulfills the requirements for a Rendezvous activity:

  1. ID begins with DocumentRendezvous
  2. Activity is marked as Hibernate Initially

Route Activity Properties
Figures: Document Rendezvous Activity

In and out data mappings exist from this activity to the DOCUMENT_REQUEST data.

Data Paths settings

The process supports process attachments and has the following data paths:

Running the Example

To run the example, first deploy the two models. Then proceed with the instructions in the following sections:

Starting the Loan Application process

Start the Loan Application process:

  1. Click the Loan Application process in the Workflow Execution perspective.
  2. Enter values in the data fields for your structured data and complete the activity.
  3. The subsequent Document rendezvous activity is hibernated waiting for the incoming Documents.

Starting the Document Triage process

Now start the Document Triage process:

  1. Click the Document Triage process in the Workflow Execution perspective.
  2. Attach some documents to the Document Upload activity including one Tiff document containing several pages and complete it.

  3. The Document Request panel opens for Document Triage.
  4. Select the Business Object in the Business Object drop-down list.

  5. The Data Panel opens.

    Example Index Screen

  6. In the Business Object table select the Business Object instance.

    BO

  7. The pending Loan Application process is displayed in the Pending Processes tree accordingly.

    Pending Processes

Viewing details on the Loan Application process

To view details on the process history of the Loan Application process, click the Info icon on the right side of the Loan Application node.

Open the Process History
Figure: Open the Process History of the Loan Application

Expand the Process History panel. In the Activity table, you see that the Document Rendezvous - Loan activity has the status Hibernated.

Process History
Figure: Viewing the Process History Activity Table

Dragging documents to the Pending Document Request node

To complete the Document rendezvous, we drag required documents to the nodes for requested documents of the Pending Document Request node.

  1. Drag a document from the Document panel to the PaySlip node of the Pending Document Request node.

  2. Expand the Tiff document that contains several pages. Select one of the pages and drag it to the ID node of the Pending Document Request node.

  3. In the confirmation dialog confirm the creation of a new document with the dragged page.

    Confirmation

  4. Now the document icons beside the Pending Document Request subnodes are indicated as filled.

  5. In the tooltip of the ID node, you can see the name of the newly created document.

    Tooltip

Completing the Pending Document Request

Now that the required documents are uploaded, the Pending Document Rendezvous can be completed. Click the icon on the right side of the Pending Document Request node to complete it.

Complete the Document Rendezvous
Figure: Complete the Document Rendezvous

The process is now removed from the Pending Processes tree.

Continuing with the Loan Review activity

Viewing the Process History of the Loan Application again, we see that activity Document Rendezvous - Loan now is completed and activity Loan Review suspended.

Process History
Figure: Viewing the Process History Activity Table

In the Process Documents section, you see the documents that were attached during the Document Triage:

Process Attachments
Figure: Process Attachments

In the Workflow Execution perspective open the user worklist.

Worklist
Figure: Loan Review activity is available in worklist

Start the Loan Review activity.

Start the Loan Review activity
Figure: Start the Loan Review activity

The activity displays the entered Business Object values.

Loan Review
Figure: Loan Review

If you select the Show Completed checkbox in the Document Triage Pending Processes screen, the completed Loan Application process is displayed.

Completed Process displayed in Document Triage screen
Figure: Completed Process displayed in Document Triage screen