Docwize Inbox
The Docwize Inbox is a central location where users can view and action documents that have been sent to them via a workflow. Both initiator and recipient(s) of a workflow can view the status of a workflow in the Docwize Inbox. The actions the user must take are defined in the Action Request section. Although action requests can be customized, the most general ones include signing, annotating, stamping, reviewing documents, and completing custom fields.
What users can do in Inbox
- View workflow tasks assigned to them
- Open documents linked to a workflow item
- View workflow status
- Complete action requests
- Filter inbox items using quick filters or advanced multi-condition filters
- Review user tasks, system tasks, distribution, messages, and related workflows for the selected document
- Visualize the workflow flow for a selected item
Docwize Inbox Features
Example: Docwize Inbox
The Docwize Inbox has three main sections:
- Left sidebar
- Upper vertical section
- Lower central section
Left Sidebar
The left sidebar provides users with a list of workflow tasks in their inbox. Filters can be applied to the list to limit the display according to the selected criteria.
Example: Left Sidebar of Inbox
| Field | Description |
|---|---|
| Search | Allows users to search for a key word/phrase within the names of workflow subjects and/or document names sent to workflows. |
| Last Updated | A dropdown that controls the sort order of the inbox list. The default setting is Last Updated. |
| Advanced filters | Opens the Advanced Filters panel, where users can build named, multi-condition filters to narrow the inbox list. See Advanced Filters below. |
| Refresh | Refreshes the list of workflows in the inbox to the most up-to-date list. |
| Workflow task item | The arrow expands or contracts details of a particular workflow task. When expanded, a list of all the documents sent when the workflow task was initiated will appear. Blue icon: indicates that the action request(s) for the specified document have not been completed. Green tick: indicates that the action request(s) for the specified document have been completed. |
| (Varies) | The number shown next to the workflow subject line indicates how many documents were included when the workflow was initiated. |
Advanced Filters
Clicking Advanced filters opens a dropdown with a Clear filters option and an Add filter button. Clicking Add filter opens the Advanced Filters dialog, where users can build a named filter using one or more conditions.
Each condition consists of a Select Field dropdown (searchable), an Operator, and a value. Multiple conditions are combined using AND logic by default. Conditions can also be grouped using Add inner group for more complex filtering.
| Button | Description |
|---|---|
| Add condition | Adds a new condition row to the filter. |
| Add inner group | Adds a nested group of conditions, allowing more complex AND/OR logic. |
| Apply | Applies the filter to the inbox list without saving it. |
| Apply & save | Applies the filter and saves it for future reuse under the given filter name. |
| Clear filters | Removes all active filters from the inbox list. |
Upper Vertical Section
When a workflow task is selected from the left sidebar, the upper vertical section populates with details about that workflow.
Example: Upper Vertical Section
| Field | Description |
|---|---|
| Subject | Subject of the workflow. |
| Initiator | User who initiated the workflow. |
| Date | Date the workflow was sent. |
| Time | Time the workflow was sent. |
| Status | Status of the workflow (e.g. In Progress, Completed). |
| Workflow template | Name of the workflow template. |
| View Activities | Opens a dialog with additional details about the workflow task's documents. |
| Refresh | Refreshes action requests and tasks against the selected workflow item. |
| ⋮ (kebab menu) | Opens options to export a report of the workflow or share the workflow. Exported reports are accessible via the Downloads module. |
| Search Documents | This search function enables users to search for key words/phrase found in the document name of the set of documents pertaining to the selected workflow task. |
| List of documents | A list of documents pertaining to the selected workflow tasks are displayed in a vertical row. When a user clicks on one of the documents, it will highlight the selected document in the left sidebar too. (See more detailed information below.) |
Details in the List of Documents
Example: Document in List of Documents
| Field | Description |
|---|---|
| Document type icon | Visually indicates the document type. |
| "Cupboard..." (example) | Indicates the document description. |
| Ref | If applicable, indicates the document reference number. |
| Type | Indicates the document type. |
| Green dot by paperclip | When applicable, indicates it is a main document. |
| Red dot by paperclip | When applicable, indicates it is an attachment. |
| ⋮ (kebab menu) | Opens a dropdown menu with additional actions that can be applied to the selected document, depending on the user's permissions. |
Lower Central Section
Example: Lower Central Section
| Field | Description |
|---|---|
| User Tasks | Displays user action requests pertaining to the selected document. The list can be filtered by status: All, Pending, Incomplete, Sent, or Complete. |
| System Tasks | Displays system tasks applied to the selected document. The badge shows the total count of system tasks. |
| Distribution | Displays distributions pertaining to the selected document. |
| Messages | Displays messages pertaining to the selected document. |
| Related Workflows | Displays other workflows that are linked to the selected document. |
| Visualize Flow | Opens a visual diagram of the workflow, showing the full flow and the current position within it. |
| Refresh | Refreshes action requests and tasks against the selected workflow item. |
| Add Action Request | Enables users to manually add an action request to the selected document, outside of a regular workflow. Requires the Adhoc Action Requests permission. |
Action Request Card
When User Tasks is selected, an Action Request Card displaying the following information pertaining to the selected document is visible.
Example: Action Request Card
| Field | Description |
|---|---|
| Demo Action Request (example) | Name of the action request. |
| Sent | Time the action request was sent. |
| ⋮ (kebab menu) | Enables users to replace the assigned user or resend the task. |
| From | Indicates who initiated the workflow, the recipient of the action request, and, if applicable, the due date. |
| To | An orange Open button prompts the user to complete the relevant action request. A greyed-out Open button indicates the action request is already complete. |
| Due | If applicable, reflects the due date of the action request. |
| Manual label | Appears on action request cards that were added manually using the Add Action Request button, rather than generated automatically by a workflow. |