WEBCON BPS Add-ins – quick manual

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applies to version 8.x.x

WEBCON BPS has three Add-Ins for Microsoft applications: Outlook, Project and Word, which allow to improve day-to-day work. This article describes functionalities and methods of using each of available Add-Ins.

Installation

There are two ways of installing Add-In to MS Office:

1)      From installation folder

  • Inside installation folder of WEBCON BPS, there is folder named “MS Office 2010 AddIns”, that contains WEBCON BPS Add-Ins for each MS application mentioned above
  • Open one of the folders and run “WebCon.WorkFlow.Outlook2010.vsto” file.
  • A window will appear, click “Install” to begin installation
  • Once everything is set up correctly, a notification about successful installation will appear. Click close. Installation has been done.

2)      Installation of Add-In using URL

  • To obtain installation address, you need to contact with Administrator.
  • Click in given link, if address will not run automatically, copy it, run internet browser, paste HTML paths and click enter.
  • A window will appear where you have to permit installation of AddIn by clicking install.
  • After installation another window will appear, informing about sucessfull installation. Click close.
  • AddIn was successfully installed, now you can run the program.

Update

Once Microsoft Outlook, Project or Word is opened, Add-Ins will automatically search for new version of Add-In.

Outlook Add-In

After opening MS Outlook, three WEBCON BPS Add-In will appear in “Tools” section.

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  1. Show/hide – shows or hides Add-In context window
  2. Profile settings – allows for selection and configuration of user profile(s)
  3. About – shows information about Add-In

Please note. If WEBCON BPS Add-In has been installed from correctly configured BPS site, a default user profile will be added automatically. In case of installing Add-In from another location where BPS Config is not active, during first start of Outlook, information about no chosen profile will appear. User profile needs to be configured to make Add-In work properly.

To configure user profil, click “Add” in “Profile settings” tab.

Notification about no chosen profiles shows up every time when there are no user profiles configured.

1.0)“Show/Hide” – there are four tiles in AddIn main window: “New”, “Tasks”, “Browse”, “Search”

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1.1)“New” – on start, by default in newly configured profile, there are two tiles. Picture below shows one already added process tile.

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1.2)“Add” – allows adding shortcuts to processes (max. 12).

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  • “Tile name” – used for naming a tile. In case of leaving it empty, name will be entered automatically, based on chosen process name
  • “Tile description” – used for defining a description of a tile displayed once user hovers over a tile. In case of leaving it empty, this field will be filled in automatically with name of chosen process, type of document and workflow
  • “Order” – used for setting an order of defined tiles
  • “Process” – to select process
  • “Document type” – to select document type
  • “Workflow” – to select workflow

Please note. Only processes with “Workflow available for smartphones” and “Possibility of start with smartphone” options checked, will show up in drop-down list. If there are no such processes, the list will be empty.

  • “Browser start” – used to define if process should be started in browser
  • “Path” – if checkbox “Browser start” is not checked, it defines from which step the process should start.
  • “Mapping” – Mapping allows to fill form fields, with given data or values from e-mails.

“+” – adds another form field

“Envelope” – allows to choose values from email

“Edit” – allows to modify values

“Delete” – deletes chosen form fields

  • “Cancel” – cancels all changes and goes back to previous screen
  • “Save” – saves configuration

1.2.2) Edit/Delete – once you click with right mouse button, context panel opens with options to edit or delete tile.
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Edit – edits configuration of  tile

Delete – deletes tile

Arrow – closes context panel

1.2.3) “Others” – is used for one-time start of a workflow without saving a configuration
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1.3) “Tasks” – shows all tasks assigned to logged in user. Allows to browse specific elements assigned to user in given processes.

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  • “Home” – goes back to home page
  • “Back” – goes back to previous view
  • “Next” – goes to next view
  • “Refresh” – refreshes the view on the tree
  • “Search” – allows to search through content
  • “Add to favorites (start)” – allows to add particular element or search structure to favorites
  • “My tasks” – allows to go to certain tasks assigned to logged in user

1.4) Tab “Browse” – allows to go through whole archive of processes available to logged in user and create own structures of search.

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  • “Home” – goes to homepage
  • “Back” – allows to go back to previous view
  • “Next” – goes to next view
  • “Refresh” – refreshes the view on the tree
  • “Search” – allows to search through contents
  • “Add to favorites” – allows to add a particular element to favourites, which gives quicker access to it.
  • Process structure ‘archive’ – allows to search through whole site content
  • Own search structure – allows to create own search structure. “Add to favourites” button saves it.

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1.5) “Search” tab – search tool which allows to search elements by ID, signature, form fields or all. Found documents may be sorted.

 

 

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2.1) “Profile settings” – allows to choose profile to use, edit profile properties, add or delete profiles.

  • Chosen profile is always bolded and has a indicator on the left side
  • “Edit” – allows to modify chosen profile
  • “Delete” – deletes chosen profile
  • “Add” – adds new profile

2.2) “Adding new profile”

  • Enter name which will identify profile on profile list in settings
  • Enter site address, on which WEBCON BPS is installed
  • Choose type of logging in to a site. Integrated logging uses current user account. With that option unchecked, it is reuqired to enter  domain, username and password.
  • BPS integration parameters – in BPS integration parameters it is possible to choose how the program should act in given cases. By default program always asks about any changes. For instance, before sending an email, if user puts an identifier to e-mail, appliaction will ask if user wants to add a copy of email to BPS element.

 

Any change can be confirmed or declined. If “Don’t ask more” is checked, the application will save user’s choice and will always act in the same way.

 

3.1) “About” – shows the most important information about installed Add-In, such as name of Add-In, program version, laws and company.

 

4.1) “Context menu” – by clicking with right mouse button on chosen mail or attachment,WEBCON BPS context menu will show up. It lets perform following actions:

  • Start a new workflow with ability to choose certain process or previously configured tile.
  • Show details of e-mail. If there is element identifier in the subject of an email, user can display details of workflow related to an e-mail
  • “Add to paired” – allows to add e-mail or attachment to certain element.

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