Workflow settings

Configure controls that influence the steps and length of users’ workflow at the MFP.

Field	Description
User data entry	When During scan is OFF (clear the During scan check box), user data entry screens (if any) are shown after scanning is finished and the user pressed Next on the Preview screen. When During scan is ON (select the During scan check box), these screens (if any) are displayed while scanning is still underway. Users can move on from the Preview screen (if not hidden) even while scanning is still in progress. For details, see New Workflow topic. The During scan check box has no effect on the Konica Minolta devices since the device screens cannot be displayed when scanning is in progress.
Preview Screen	This option can only be enabled (by selecting the Hide check box) if the User data entry functionality is enabled. It controls the appearance of the Preview form. When this setting is enabled, the Preview form is not displayed.
Background processing	Select the Enabled check box next to this setting to allow the connector profile to use background processing. When background processing is enabled, the Redirect screen shows the following options: Done: Takes users to the Home screen where they can scan a new document. New document: Enables users to scan another document, using the same connector. New destination: Enables users to send the current document to a different connector. To learn more about background processing, refer to Background processing.
Bypass redirect screen	Select the Enabled check box next to this setting to allow the user to bypass the Redirect screen and return to the Main form immediately. This option can only be enabled if Background processing is turned on.
Logoff automatically	Select the Enabled check box next to this setting to have the user to logged off when the job is put into the processing queue. This option can only be enabled, if Bypass redirect screen option is turned on. If the SingleSignOff Advanced Setting is set to True, the ShareScan application is closed and the user is navigated back to the Device main screen on the MFPs, if the vendor / platform supports this.
Display before preview screen	Choose which service screens to display during scanning (if a form is not required /enabled, it is displayed after scanning is completed).
Additional Fields	Display the Additional Fields form during scanning.
Encryption	Display the Encryption form during scanning.
File Naming	Display the File Naming form during scanning.

Preview Screen

In certain setups (see below) you cannot leave the Preview screen until all the pages are scanned and transferred. These configurations are similar to the legacy ShareScan workflows, however, you can still utilize scanning time to fill out data entry forms like document encryption, file naming or Activity Tracking additional fields.

Press the connector button to start scanning.
While scanning is underway, you can start entering document information, set encryption, specify a document name and so on.
You have to wait until the thumbnail is displayed and touch Next on the Preview screen.
And finally collect your papers and leave.

The Next button is shown and scanning and image transfer should be completed if:

Background processing is turned off or
User data entry is turned off and the connector used needs to display form(s)/screen(s) after the Preview screen or
the document service (extender) used in the connector profile needs to display form(s)/screen(s) after the Preview screen.

Legacy ShareScan workflows are supported on both web-based and non web-based devices. The new User data entry workflow is only available for web-based devices.

Preview Screen Behavior

One major new feature in Preview screen behavior as compared to legacy behavior is that the ScanMore button is always enabled.

Leaving Preview Screen

You can leave the Preview screen in the following ways:

Online mode: (Background processing disabled) the workflow behaves the same way as it did in the pre-v5.4 legacy workflows: all connector and system screens are displayed after the Preview screen. The Next button becomes enabled only when all the images are transferred to the Manager.
Background: (Background processing enabled) two further options are available:
- The profile is configured in a way that there is no document service in the workflow displaying a validation screen/form: either there are no document services using input images, or document services are configured as using input images, and they are set to express mode (no user interaction). In this scenario the user does not have to wait until the image transfer is completed (User data entry).
- If the above condition is not met, the button behavior is the same as in the Online case. The difference lies in the workflow, since the final document is created in background mode, similarly to the pre-v5.4 background legacy workflows.

After Preview Screen

When you use the User data entry option as described above, you either see the Redirect screen or the ShareScan Home screen (if Bypass redirect screen is enabled).

In the legacy workflow (when User data entry is off), you get one of the following scenarios:

document encryption, file naming, Activity Tracking additional fields (if enabled along with the User Modify option)
document service validation screens (if enabled)
any connector screens/forms, (if applicable)
the redirect screen/form, if Bypass redirect screen is not enabled.

Buttons on the Redirect screen

The New Document button is enabled for online jobs only. You can start scanning a new document by touching the ScanMore button on the Preview screen with your connector settings retained.

The New Destination button (and selecting a target) starts the new workflow, with the images of the previous job retained and the image of the last thumbnail shown on the Preview screen.