OVERVIEW
The newly
redesigned RightFax Workflow Wizard, powered by Teamplate, extends
RightFax with workflow automation capabilities that enable RightFax
users to improve connectivity, control, collaboration and accountability.
The RightFax Workflow Wizard automates fax routing, approval
and delivery processes to streamline business functions, such
as processing insurance claims, loan approvals, mortgage applications,
purchase orders and more. This enhances collaboration, improves
productivity, reduces errors and accelerates processing times
while providing an added level of process accountability and
control not available with manual- or email-based routing and
approval processes.
FEATURES
AND CAPABILITIES
Add process
accountability to faxing - Inbound faxes are associated with
predefined workflow processes ensuring that fax-related tasks
are assigned to individuals or groups. Pervasive task lists
ensure that faxes will not be lost or ignored, but instead will
be processed in a timely and efficient manner. Build fax-enabled
workflows without programming - Enable knowledge workers or
developers to create and deploy fax-based workflows by using
the newly redesigned Web-based workflow wizard. The RightFax
Workflow Wizard makes workflow development easy by providing
a simple, intuitive visual interface, a WYSIWYG Web form designer,
robust templates, pre-defined Web forms and custom actions.
Custom actions include: send fax, receive fax, monitor job status
and delete fax. Pre-defined templates enable accelerated model
development by providing a fully functional pre-built model
that can either be deployed or modified to suit an organization's
specific requirements.
The new
version of the RightFax Workflow Wizard features a redesigned
user interface that makes it easier to build a workflow than
ever before. Non technical workers are able to follow the step-by-step
methodology to build and deploy a Web-based workflow without
any coding or programming required. The wizard has been simplified
to provide Advanced Knowledge Workers and nontechnical workers
with a simple guide that directs users through a clear, linear
workflow design process. A road map indicator provides an outline
of the steps required to complete a workflow design. A "you
are here" feature indicates where you are in the design
process and how many design steps remain.
The new
wizard features a more visual design and provides knowledge
workers with easy access to a context- sensitive help button
throughout the design process. The design for User interactive
tasks and System interactive tasks is clearly differentiated
to simplify the design process. User tasks feature icons to
help users understand when new capabilities, such as "send
an email notification," are added to a task. System features,
such as the "receive a fax custom action," are provided
with clear instructions and field auto population whenever possible.
CAPTARIS
RIGHTFAX WORKFLOW WIZARD FEATURES A NEW DRAG-AND-DROP WEB FORM
BUILDER
The RightFax
Workflow Wizard continues to feature a library of sample Web
forms but now also features a new Web browser-based WYSIWYG
drag-and-drop Web form designer. The simple Web form designer
enables non technical workers to build Web forms, and then add
or relocate Web form controls on a form canvas. Control Properties
are clear and accessible. Labels, check boxes, textboxes, etc.,
can be easily relocated and renamed to suit the needs of the
users. Radio buttons can be easily grouped and optionally set
as pre-selected to simplify both the designer and user experiences.
Receive and route faxes - Monitor RightFax accounts for new
inbound faxes. Route received faxes based on the DID to appropriate
people or departments to initiate or facilitate a workflow.
Monitor
status - Check fax status including tasks, subordinates' tasks
and the overall workflow process through the task list and overdue
task list. Monitor overdue faxes to ensure that faxes are addressed
in a timely manner. Send faxes - Initiate a fax to a single
recipient as part of an established or new workflow process.
Send notifications
- Send email notifications internally or externally to notify
responsible parties that they have fax- related tasks that need
their attention. Monitor business activity - Manage the status
of inbound faxes through Business Activity Monitoring (BAM).
Generate productivity graphs and tables and export BAM data
into Microsoft Excel for further analysis.
Purge faxes
- Delete faxes from the server to free up server resources.
HOW IT
WORKS
The RightFax
Workflow Wizard provides the ability to create workflows for
RightFax deployments. It ships with a user administration tool,
a workflow server (or engine), a Web-based wizard-driven workflow
development environment, a set of pre-defined model templates
and Web forms to help design workflow for receiving, routing,
approving and sending fax documents. The RightFax Workflow Wizard
leverages functionality of both RightFax and Captaris Workflow
technologies and uses Web services to integrate the two products,
embed receiving and sending faxes within workflow.
RightFax
sends, receives and internally routes faxes. The RightFax Workflow
Wizard uses an exposed Web service on the RightFax server to
read inbound or send outbound fax information. The RightFax
Workflow Wizard polls the RightFax server and passes the inbound
fax image/metadata to the Workflow engine. As the workflow process
advances, the workflow routes the fax based on user input and
business logic. The workflow engine stores fax images in a shared
virtual folder using lIS. These faxes can be referenced by a
hyperlink from within a special Web form.
Datasheet:
RightFax Workflow Wizard
| COMPONENTS
|
SYSTEM
REQUIREMENTS |
| Captaris
Workflow Database Setup 5.0.x.0 |
Microsoft
Server 2000 and Server 2003. This includes |
| Captaris
Workflow Server Setup 5.0.x.0 |
clustered
servers. RightFax 8.7 or 9.0 SP1 |
| Captaris
Workflow Server Client Tools 5.0.x.0 |
Microsoft
.NET Runtime (Version 1.1 of .NET Framework) |
| Captaris
Workflow liS Setup 5.0.x.0 or Captaris Workflow Server |
liS
5.0 or higher and access to Microsoft SQL Server 2000 |
| Share
Point Integration 5.0.x.0 |
and
SP3 |
Captaris
Workflow RightFax Adapter Installation 5.0.x.0
|
|
| Captaris
Workflow RightFax Repository Installation 5.0.x.0 |
|
A CUSTOMER
SCENARIO EXAMPLE (AUTO INSURANCE CLAIMS)
Situation:
An insurance company processes automobile accident claims from
their policyholders. As part of the claims processing procedure,
incoming claim forms and accident reports are received via fax.
Each of these inbound fax claim forms must go through the same
repetitive routine for the claim to be settled and auto repair
or replacement to follow. Information must be entered; claims
must be routed, reviewed and assessed; and then approved or
denied. Finally, agents and policyholders must be notified for
a settlement to be issued and executed.
Challenge:
Organizations that complete this routine manually or using email
alone face multiple problems, including lost documents, erroneous
information, slow and costly claims processing, lack of accountability
in the decision-making process and no control environment to
monitor and manage the life cycle of the automobile insurance
claim document.
Solution:
RightFax and the RightFax Workflow Wizard automate routing and
approval of auto insurance claims documentation to add process
accountability, improve efficiency and eliminate errors. The
RightFax Workflow Wizard also reduces loan processing time and
costs and provides an escalation procedure to ensure the timely
processing of each claim.
How it works:
An inbound fax insurance claim can be received by RightFax and
then passed into a predefined workflow for processing. As soon
as the workflow is initiated by the inbound fax, a task is assigned
to an individual or a group and that task is then populated
into their workflow task list. In addition, an optional email
notification can be sent to them indicating that a workflow
task needs to be performed. The workflow can be designed to
either be automatically routed based on inbound DID metadata
information, or it can be manually routed by a processing clerk
based on information contained within the fax image itself.
To ensure that the fax is managed in a timely manner, escalation
capabilities can be built into the business rules for each workflow.
When each task is assigned, the escalation timer begins to count
down. If the task is not completed by the due time, reminder
email notifications can be issued, and/or the task can be reassigned
to an overflow team or to a manager for completion. The tasks
are typically performed by completing a Web form containing
a link to the fax, and possibly, also a link to previous users'
notes. When the workflow is completed, the final task would
typically send a fax to the originator indicating the status
of the claim.
The entire
process is efficient, controlled and accountable. Faxes are
addressed in a timely manner and cannot be lost, misplaced or
ignored. Workflow-enabled business rules can be used to substantiate
the organization's claim process and ensure that personnel are
following approved procedures. Workflow task lists clearly communicate
which tasks are assigned and when they are due. SAM provides
managers with real-time insights into the status of all workflow
activities.
Datasheet:
RightFax Workflow Wizard
DESIGN
LIMITATIONS OF A WIZARD
Captaris
has provided the RightFax Workflow Wizard to enable users with
a step-by-step, linear, wizard-driven, development tool for
developing simple fax-triggered workflow for fax routing and
approval models. The RightFax Workflow Wizard is designed to
empower non technical workers to build workflow models without
any knowledge of scripting, programming or developer environment.
The RightFax Workflow Wizard is designed to provide organizations
with a simple fax routing and approval workflow solution delivered
in a wizard format. In order to provide a simple wizard-driven
solution, some functional limitations inherently must exist:
The RightFax
Workflow Wizard provides users with a visual, graphical process
map to view the overall process and the current status of each
task within that process. The map provides a visual representation
of the workflow and does not directly impact flow functionality.
The RightFax Workflow Wizard manages the placement of tasks
within this map and does not provide users with the ability
to easily manipulate location placement within this visual map.
To simplify the building of a workflow the RightFax Workflow
Wizard manages task placement upon this map and does not force
users through a sophisticated graphical drag-and-drop exercise.
The result is that the RightFax Workflow Wizard provides a simplified
build process but limits the control over the visual process
map image that is produced to depict the overall workflow. The
RightFax Workflow Wizard provides users with a series of predefined
Web forms to streamline the building of customized workflow
models. The RightFax Workflow Wizard allows users to select
forms from a form library and perform minor edits to those Web
forms. To simplify the workflow build process the RightFax Workflow
Wizard limits a user's ability to have full control over the
placement and editing of Web form controls within Web forms.
The RightFax
Workflow Wizard is able to automatically direct workflow routing
by reading DID information encapsulated within the fax metadata.
This, however, is only possible when the inbound fax has been
created containing the DID information, which is then stored
in the fax metadata for future access. The RightFax Workflow
Wizard does not provide the ability to pass information from
one workflow task to another workflow task. Data entered into
one task form cannot be accessed by another task.
The RightFax
Workflow Wizard attempts to reduce the complexity associated
with building workflows. The RightFax Workflow Wizard provides
step-by-step guidance with the assumption that the user building
the workflow has knowledge of RightFax, Captaris Workflow, general
workflow design principles and an understanding of the use of
XML in model design. Improve Accountability, Connectivity, Control
and Collaboration throughout the Document Lifecycle by Extending
RightFax with Powerful Workflow Capabilities
