Using Easy Workflow Inbox

This topic describes the Easy Workflow Inbox window that allows you to view, open, and perform actions on the assigned work items. The Pin option in the title bar allows you to retain the window open; when you pin the window, it remains open even if you open a work item file.

Toolbar in Inbox window

You can use the pin option in the toolbar to keep the Easy Workflow Inbox window open when you have opened a work item file from the tabs. The following options are available in the Easy Workflow Inbox toolbar:

  • Start Workflow: Allows you to start a workflow only if your user role has been assigned the permission to start workflows.
  • Open: Allows you to open a work item and perform a step on it.
  • Refresh: Refreshes work item list.
  • EShare Files: Allows you to select an EShare file from the Open from EShare Server window that is displayed.
  • Filter: Allows you to filter records based on various options provided. The Assign On Date allows filtering records based on the date filters. The View Workflow(s) option is available only in the My Workflow History tab and has the following options.
    • Started by me: Displays the list of work items of workflows that you have started.
    • Task completed by me: Displays the list of work items of workflows that you have approved or rejected.
    • Task completed by my group: Displays the list of work items approved or rejected by the group to which you belong.
    • Task completed by other while I was out of office: Displays the list of work items approved or rejected by another user when you were out of office.
  • Search: Allows you to search for a work item from the work item list.
  • Advanced View: Allows you to view the following additional tabs if your role is the Admin Role or your user profile has the View all work items from selected workflow groups option selected.
    • Pending Workflow Items(Other): Displays all the pending workflow steps assigned to all the users.
    • Workflow History(Other): Displays all the completed workflow steps of all the users.
    • All Workflow Items(Other): Displays all the workflow steps and workflow status of all the users.
  • Actions: Displays various options such as Work Item Status, Copy and Start New Workflow, and Change Priority. While some options are displayed always, some are displayed based on your user role and workflow definition.
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    • Workitem Status: Is displayed always.
    • Copy and Start New Workflow: Is displayed only when Start workflows from selected workflow groups is selected for your user role.
    • Force Check In: Is displayed only when Force check-in files of other users is selected for your user role.
    • Change Priority: Is displayed only when Change priority of workflow is selected for your user role.
    • Reassign Steps to Another User: Is displayed only when Reassign steps to other users or user groups is selected for your user role and only for work items in Inbox and Pending Workflow Items (Other) tabs.
    • Terminate workflow on this file: Is displayed only when Terminate workflow is selected for your user role.
    • Terminate workitems: Is displayed only in the Pending Workflow Items (Other) tab when you have selected multiple work items and when Terminate workflow is selected for your user role.
    • Complete workflow on this file: Is displayed only when Complete workflow is selected for your user role.
    • Complete workitems: Is displayed only in the Pending Workflow Items (Other) tab when you have selected multiple work items and when Complete workflow is selected for your user role.
    • Edit Custom Fields: Is displayed always but the custom fields are displayed only if they are included in the workflow definition.
    • Send Reminder Email: Is displayed always but only in the Pending Workflow Items (Other) and All Workflow Items(Other) tabs.
    • Send Reminder Emails: Is displayed always but only in the Pending Workflow Items (Other) tab when you have selected multiple work items.
    • Workitem Excel History: Is displayed always but the work item history is displayed if Save Workbook History on operation is enabled on the Advanced tab of the workflow definition.
    • Show Email History: Is displayed always but the email history is displayed only if the work item has any email history.
    • View Step Instruction: Is displayed always but the step instructions are displayed only if they are provided during the workflow definition.
    • Supporting Documents: Is displayed always.
    • Gantt Chart: Is displayed only if View reports for selected workflow groups is selected for your user role.
    • Detailed Workitems (Report): Is displayed only if View reports for selected workflow groups is selected for your user role.

      • Note: The options to restart, pause, and resume auto-run task are available only for an auto-run step type in the Pending Workflow Items (Other) tab.

    • Reset Layout: Is displayed always.
  • Export: Allows you to export the data that is displayed in the selected tab to formats such as PDF, HTML, or text file.
  • Tools: Displays the options to go to Easy Workflow Cockpit, view reports and audit trail report, and also configure your out-of-office settings.
  • Exit: Closes the Easy Workflow Inbox window.

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