Workflow Settings

In addition to the actual module structure of the workflow, it also has settings for billing, notification, lifetime, etc.

In the web administration, click Workflows > Workflows in the menu (the list of existing workflows opens). Click on the desired line. The workflow editor opens.

To make the settings for a workflow, click the Workflow Settings icon in the bottom right corner of the Workflow view.

Field Description
Use as default workflow For each workflow type (print, scan, copy, fax workflow) there is always a default workflow (if the setting is activated, the setting is deactivated for the workflow that may have been set as the default so far). The default workflow is called up when the corresponding icon in the left-hand menu is pressed on the device (the dialog is also displayed if the workflow is defined as a OneClick workflow). If a user is not authorized to use the default workflow, the next one in the workflow order takes its place (see also Sort Workflows). If there is no workflow that the user is allowed to use, the icon disappears from the menu. A workflow defined as the default cannot be deleted (the delete icon in the list view is replaced by the default workflow icon).
Use as OneClick workflow If this option is enabled, the workflow is used as a OneClick workflow (i.e. it is executed immediately when the workflow tile on the device is pressed - settings cannot be changed by the user). The use as a OneClick workflow cannot be disabled by the user.
Use as favorite With this option, you set the workflow as a favorite (it is displayed in the Favorites bar on the device). The use as a favorite cannot be deactivated by the user.
Start directly after login on device This setting is only available for a workflow of the type Print Workflow | Print All. This allows you to specify whether or not all print jobs are to be output immediately after the user logs in to the device.

A workflow (and all associated files) is always deleted when the End module has been passed. The settings below therefore only affect workflows that are waiting in a module (e.g. in The Print Job List Module that is waiting for the user to print or delete the print job). The lifetime check is monitored continuously (every time a workflow is started or the process is restarted by the IIS).

If the deletion time falls on a Saturday or Sunday, the deletion time is automatically postponed to 23:59 hrs. on the next working day.

Field Description
Delete automatically If this option is disabled, a waiting workflow is never automatically deleted (e.g. print@me print jobs are always retained until the user prints or deletes a job).
Max. runtime (days) The workflow and all associated files are automatically deleted after the number of days set here (this is particularly relevant for print@me print jobs). The lifetime check is monitored continuously (every time a workflow is started or the process is restarted by the IIS).

In the price list settings, you specify which price list is to be used. A price list must always be assigned to the workflow. A device can (but does not have to) be assigned a price list (see Device List). First select which one should preferably be used. For the definition of price lists, see also Price Lists.

Field Description
Use price list of Specify which price list is to be used (workflow or device).
Price list for workflow The workflow price list specified here is used if the workflow price list is to be used or the device price list is to be used but no price list is assigned to the device.

Notifications can be sent when various events occur. You can specify a sender for these e-mails for each workflow. Specify this sender under e-mail Sender for system e-mails.

E-mails can be sent when the following events occur:

  • Send notification if an error occurs while processing the workflow.
  • Send notification if the maximum runtime of a workflow has been exceeded.
  • Send notification if a module output was not found.
Field Description
Notification active Specify whether or not to send an e-mail for this event. If this setting is not available, the notification cannot be deactivated.
Type of notification The e-mails can be sent in HTML or text format. In some places a message can also be sent as a push notification with IQ4docs Messenger, see also IQ4docs Messenger. The length of push notifications may be limited depending on the operating system.
Recipient Specify one or more e-mail addresses (separated by semicolons) to which the e-mail should be sent. It is also possible to use the e-mail address stored with the user (%EMAIL%), see also Variables.

If this field is not displayed, the e-mail notification automatically uses the e-mail address of the user executing the workflow (this field is not available for push messages). When testing the connection, the e-mail address of the user currently logged in to WebAdmin is then used.
Sender Specify an e-mail address to be used as the sender of the e-mail. This is also the address that is used when the recipient of the e-mail clicks on Reply in the e-mail program. It is also possible to use the e-mail address stored with the user (%EMAIL%), see also Variables; this can be useful for some events, since the user who has encountered the problem can be contacted by e-mail.

If this field is not displayed, the e-mail notification automatically uses the e-mail address of the user executing the workflow (this field is not available for push messages). When testing the connection, the e-mail address of the user currently logged in to WebAdmin is then used.
Language Select the language in which the e-mails should be sent.
Subject Specify the desired text to be used as the e-mail subject.
Message Enter the desired message here. Depending on the type of notification, use plain text or HTML code here.

If this field is not displayed, the text will be supplied in full from the message template.

Send Test Notification sends a test message with the selected settings. For the test, the user data of the user who is currently logged in to the WebAdmin are used (if you make changes to the data of this user, you must log out and log in again in order for this data to be loaded). It might not be possible to resolve variables at this point because the workflow was not actually executed. When testing, also note the settings for the recipient and sender.

Load Defaults fills the fields for Recipient, Sender, Language and Subject with default settings - any values that may have been entered are replaced.