ImageSite® Workflow automates your most important business and engineering processes. Define your work as a series of inter-related workflow steps with assigned deadlines. Assign users to perform tasks at each step with detailed instructions and linked documents.

ImageSite Workflow automatically notifies users at each step (by email), telling them that they have work to perform. Pending work is also listed in each user's workflow Inbox. Users complete their assignments using linked documents and the broad range of ImageSite's collaboration features.

Users advance workflows as each task is complete, from the current step to a next step, thereby automatically notifying the users who are expected to perform work at the next step.

This cycle continues until the process is complete. The result is a highly efficient workflow that can be managed against an expected schedule. Completed workflows include the entire history of tasks performed; including dates, times, comments, and relevant linked documents.

Company to Company Collaboration

Since there is no software to install on individual computers - all the user needs is a Web browser. This means that ImageSite can be used by both internal users and with external partners such as consultants, suppliers, contractors, or customers.

Internally, workflow can be used to automate work processes in small groups or across entire organizations. Assigned tasks display in each user's Workflow Inbox, creating an automated "todo" list. E-mail notification helps focus users on new work as it is assigned.

Externally, workflow is a great way to connect with your customers, suppliers or contractors. Simple workflows can be used to route information for review and approval to external company users. Since workflow sends traditional email, even external users are notified of new actions or information. Workflow tasks that are late are automatically flagged for follow-up, so nothing falls through the cracks.

Save Time

Automatically route work assignments to the right users with email notification and a pending work inbox. Reduce down time between work steps.

Save money

Lower overhead costs since less administrative staff is needed to push work from task to task.

Eliminate errors

All tasks are handled through a consistent and automated workflow process so lost, misplaced, or delayed work is eliminated.

Improve service

Customer-related tasks are expedited, meeting or exceeding the service levels expected.

Improve control

• Work with confidence that your most important tasks are handled consistently and effectively.
• Manage work in progress, optimize workflows for greatest efficiency.
• Maintain complete records of workflow tasks including all participants, decisions, linked documents, comments, date & time stamps, and more.

Key Workflow Functions

ImageSite offers extensive ad hoc distribution and collaboration features that can greatly boost productivity. The Workflow module extends these benefits by providing structured work processes that automate collaboration activities. These workflows ensure that users follow specific procedures to handle important business tasks.

• Review workflow diagrams to understand which step is currently active, users at each step, and deadlines set for each activity.
• Assign multiple reviewers to any step of the workflow.
• Delegate work to others by reassigning responsibility for a task from yourself to others.
• Receive email notifications of tasks that have been directly assigned or delegated to you.
• Receive email updates from users to whom you have delegated assignments.
• Receive email notices of work that is past due.
• Link workflow tasks directly to documents, markups and other information you need to get the job done.
• Establish workflow decision criteria to ensure that the appropriate people review or approve documents.
• Notify various individuals via e-mail of the steps that require attention or steps that are past the scheduled due date.
• Add descriptive comments to explain decisions or collaborate with others in the workflow process.
• Use custom attributes to categorize and find workflow tasks. Automate those workflow tasks based on workflow decision paths.
• Enable multiple users any workflow step to perform parallel work processes. Use the "Any Can" condition at any workflow step to enable a first-come-first serve approach. Use the "All Must" condition at any step to enable group consensus and decision making.
• Maintain work history of workflow activities with date & time stamps.
  Monitor progress of workflow tasks against individual or multiple schedules. Identify workflow issues that are approaching deadlines and take corrective action.
• Link individual workflows together to let the exit of one process become the start of another workflow process.
• Use a powerful search engine to quickly find work in progress based on various attributes including type, title, creation date, description, comments, and more.
• Monitor progress of workflow tasks against individual or multiple schedules.
• Identify workflow issues that are approaching deadline dates and take corrective action.
• View reports on screen or export data for further analysis.
• Leverage ImageSite’s security model so that only designated users can access the appropriate features & stored information.
• Automatically update document attributes based on workflow process.

Engineering Change Requests

Use Workflow to automate your engineering change process. Route work packages for review and approval and then forward the change request to CAD users for drawing updates. Workflow drives users directly to associated documents and markups. The recipient can collaborate with the originator and resolve questions immediately. Users check out linked documents, update drawings and check-in revised files. ImageSite automatically handles all revision control information. When changes are complete, the work is automatically routed to management for review, approval, and drawing release.

Issue Management

Establish structured response strategies through resolution for all types of business or engineering issues. Tailored uniquely to your business, issue management can range from simple routing slips to complex, multi-step processes with critical schedule deadlines.

For example, a local government building permit department can define issues related to building code violations. Construction firms can identify as-built issues and route them to the design group for immediate response and resolution. Field service staffs can identify issues with the installation of equipment. Quick resolution helps boost customer satisfaction.

New Document Indexing and Review

ImageSite Workflow is an excellent way to provide structured review and approval for new documents going into ImageSite. Workflow automatically routes documents to designated users for quality control review, indexing and release approval. Once approved at each workflow step, the documents automatically move to a new folder so that other users may participate in assigned tasks.