Table of Content

About

A workflow is a modular pipeline enriching documents with (potentially several) actionable data. Actionable data can for example be specific data points extracted from a document or a digital twin of a document that can be used as rich input for GenAI pipelines.

A workflow consists of these key components:

• Import Channels: How and from where data enters the system (e.g. FTP, Email, API).

• Processing Blocks: How data is transformed or analyzed.

• Reviewing Blocks: If and to what extend human validation is required.

• Export Channels: How and to where data is exported to from the Acodis platform (e.g. FTP, Email, API)

A workflow is composed of so-called

The following workflow nodes are available in the Acodis platform:

Moreover, each workflow also has a workflow node (also available in the right-hand side panel). The workflow node needs to be present in the workflow and connected, if manual importing and reprocessing documents should be possible.

A workflow in the Acodis platform has four associated views to

1. manage the workflow setup Workflow | Workflow Editor

2. manage workflow versions Workflow | Published Versions

3. inspect and review documents processed with the workflow Workflow | Transaction List

4. manage user access to the workflow and documents processed in it Workflow | Manage Access

All these views can be accessed using the right-click menu (context menu) of the workflow in the left-side panel.

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The right-click menu (context menu) of a workflow offers access to the four views mentioned above

Export Assets

Documents processed in a workflow can be equipped with export assets (also called export artifacts). These can be generated when a document passes through a

1. Analysis node and/or

2. Transformation Node

These export assets can then be configured in the workflow editor to be exported in one of the

1. Email Export Channel

2. FTP Export Channel

3. API Channel (Import & Export)

Workflow Editor

Workflows can be designed using the visual Workflow Editor v21. In the workflow editor, workflow nodes added (new or existing ones), connected and configured according to the requirements of the workflow. Each node has its own specific set of configurations that can be set in the right-hand side panel.

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Adding existing workflow nodes to the workflow and connecting them in the workflow editor

The workflow editor, also allows the user to edit existing nodes/resources in the right-hand side panel using right-click. New workflow nodes can be created with right-click on the design area.

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Edit and create workflow nodes on the spot in the workflow editor

Published Versions

Workflows are versioned V22 and with it the configurations saved. This ensures that productive workflows are unchanged unless a new version is actively published and activated. A new version of a workflow can be created using the “Publish” button in the workflow editor.

The workflow versions can be inspected and managed using the Published Versions overview.

Documents that are sent to the workflow, are always processed with the workflow version that is set to be “Active” in the published versions overview.

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The Published Version overview allows inspection and management of all published versions of the selected workflow. In this case workflow version 6 has been marked as “Active”. Hence all newly incoming documents will be processed using version 6 of the workflow

It is recommended, to use personal notes v32 to describe workflow versions

Transaction List

The transaction list is of all documents that passed the workflow. It is mainly responsible for

1. monitoring & managing documents in the workflow in all its statuses

2. accessing the review document viewer for documents that require a review

3. enabling manual upload of documents and download of export assets that are produced in the workflow. The “Import” button is only enabled, if the current active version of the workflow contains at least one manual import node.

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The transaction list of the workflow “My First Workflow”. Using “Edit Workflow” button navigates to the workflow editor.

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When the active version was published without a manual import node the import button is disabled.

A document in the transaction list can have the following statuses:

• scheduled : The document is queued for processing

• IN progress : The document is still being processed in the workflow

• pending review : The document has at least one workflow node which requires review and hasn’t been marked as reviewed

• processed : The document finished processing in the workflow

• processing failed : The document produced an error during processing

Actions

The Actions context menu on the transaction can be accessed using the three dot icon on the right side. It provides following actions:

• Download Original - Downloads the originally uploaded file

• Add to Collection - V37 Opens a dialog that allows to send a transaction with all its annotations to a Collection. This is only available for transactions that are processed and only for ADMINistrators Workflow managers that have access to the workflow.

• Reprocess - V38

  • When the original node at which the file entered the workflow still exists in the active version, the file gets sent to that node and processed again.

  • When the original entry node is no longer available in the current version and

    • there is more than one manual import present in the current version a dialog to choose which one to use if shown

    • there is just one manual import present, it directly send it throw that one

    • there is no manual import is present the reprocess option is disabled.

• Manage Access - Edit which users can view and access the selected transaction. This is only available for ADMINistrators Workflow managers

• Download Data - Allows to download export assets/artifacts that are produced while processing this document. This is only available for transactions that are processed.

• Delete - Deletes the transaction

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Actions menu in the transaction list

Multi-Selection Actions

When multiple transactions are selected a context menu appears at the bottom. It provides following actions:

• Delete - Deletes the transactions

• Add To Collection - V37 Opens a dialog that allows to send transactions with all their annotations to a Collection. This is only available for transactions that are processed and only for ADMINistrators Workflow managers that have access to the workflow. If no processed transaction is selected, the option becomes unavailable.

• Download Data - V37 Allows to bulk export artifacts that are produced while processing the selected transactions. A dialog will show up that lets the user choose from artifacts that are available in all processed transactions. Generally, a ZIP containing an artifact for every processed transaction is produced. Some artifacts, for example Data Points Excel Export, allow to configure a special Aggregation mode.
  If no processed transaction is selected, the option becomes unavailable.

• Reprocess - V38

  • When the original nodes at which the files entered the workflow still exists in the active version, those files get sent to that node and processed again.

  • For the files whose original entry node is no longer available in the current version and

    • there is more than one manual import present in the current version a dialog to choose which one to use if shown, and those files get sent to that node and processed again.

    • there is no manual import is present an error informing about the impossibility to reprocess the affected files is shown.

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Adding multiple documents to a collection

Transaction Review

The transaction review is a user interface that enables the review of a document in a workflow. The transaction review is reached by clicking on a document in the Workflow | Transaction List of a workflow.

The main purposes of the transaction review is to

1. inspect documents that are processed in a workflow

2. manually edit and validate a document in a workflow, if human-in-the-loop was configured in the workflow. (For more details on adding a human-in-the-loop component to your workflow, refer to Review)

The transaction review is divided into the following visual components

1. the workflow history of the document

2. the Analysis Document Viewer of the document for the selected workflow node in the workflow history

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Currently the user inspects the document in the analysis workflow node “SDS Mixture Extraction” as seen in the workflow history (1). The analysis document viewer (2) on the right enables reviewing the document in this analysis.

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How to use the transaction review of the workflow “SDS Workflow”

Manage Access

Users in the role of ADMINistrators Workflow managers can manage the access of users on workflows. Access can be managed using the Manage Access - dialog.

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The Manage Access dialog lets the user to set access permissions to the workflow itself and documents imported into the workflow

The Manage Access dialog lets the user configure the access permissions of users related to

1. accessing the workflow: Specify who can view and access the workflow

2. accessing the documents: Specify who can view and access the documents that are newly imported to the workflow.

Access to individual documents can also later be edited in the transaction list using the “Manage Access” options in the action menu.

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User access to documents in the workflow can also later be edited by clicking on the “Manage Access” option in the Action menu

Prerequisites

Workflows can be created and managed by users in the role of ADMINistrators Workflow managers.

Users in the role of Case handlers are limited to reviewing and viewing documents passing through the workflow via the transaction list.

When publishing a workflow, the workflow is checked for a set of validation requirements. Publishing is prevented as long as there are validation errors, while validation warnings let the user confirm before publishing. The validation requirements checked are the following:

How to use

Getting Started

In a custom workspace, workflows can be built using the workflow editor based on existing or new workflow nodes (also called resources)

1. Create a new workflow by clicking on the plus next to the workflows section in the left panel

2. Click on the newly created workflow to get to the workflow editor

3. Drag existing workflow nodes/resources from the right hand side resource panel or create new resources using right-click.

4. Connect the workflow nodes using the connector lines

5. Configure all nodes by clicking on them and set the configuration in the right-hand side panel

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   The SDS Review workflow node is configured in the right-hand side configurations panel

6. Publish the workflow once ready and activate it by clicking on the checkbox in the published versions screen

7. Send documents through your workflow by either

   1. manually uploading them to the transaction list

   2. manually sending them to the workflow from one of the Collection

   3. through one of the configured import channels (FTP, Email, API)

Usage Example

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Sub-Pages

For any questions you can contact our support team.