This document will assist with workflow processing within the Perceptive Content desktop client.
System Access Restrictions
The ability to view items and complete actions within Perceptive Content is restricted based on approved system security access. An FAQ on requesting access updates is available here. Questions regarding which security group(s) will provide the access needed can be directed to firstname.lastname@example.org.
Table of Contents
Notification of a New Document in a Workflow Queue
Based on department needs, some workflow queues are configured to automatically send an email notification to designated users when a document is added to the queue. The subject line of these emails typically start with "New Document in" as shown in the example below. This notification email or ongoing monitoring of the workflow queue prompts designated users to complete workflow processing tasks.
Processing the Document in Workflow Using the Desktop Client
- After logging in to the Perceptive Content desktop client using your NinerNet credentials, the menu bar below will appear. The available icons will vary based on your approved system access.
2. Click the Workflow icon in order to open the Workflow section of the Perceptive Content Explorer window.
3. Click the + beside the name of the Workflow that requires your action so that queues you have access to will be visible. Once located, click on the name of the queue you wish to act upon so that documents available for action will appear in the right panel of the screen.
4. Locate the document you wish to process and double click it to open it in the Perceptive Content Viewer.
5. The displayed details associated with the item vary based on user View options selected. Some commonly activated document viewing options are:
Actions - This pane allows the user to perform available actions related to the item such as routing forward in workflow, emailing, exporting or printing.
Properties - This pane displays the document keys and custom properties associated with the item.
Related Documents - This pane displays related documents.
Tasks - This pane displays any associated tasks.
Thumbnails - This pane displays previews of pages/documents included in the item.
6. Update available Document Keys, Custom Properties and Notes for unlocked fields per your department policy.
7. Use the menu icons at the top and bottom of the screen or the Actions options to complete additional required processing tasks. Available options will vary based on user access rights. Adding annotations and using Route forward are two common workflow actions. Note that you must be on page one to use annotations.
Financial Aid Workflow Processing Note
- Within FA Financial Aid workflow queues, if the document type was changed or you had to re-link the document, select the corresponding Re-Route workflow queue when routing forward so that necessary workflow redirection will occur.
Financial Transaction Request (FTR) Workflow Processing Notes
- Payment Book Receipts in the workflow queue GA PBR Merchant Processing are grouped by merchant. All documents for a given merchant are reviewed and then, to approve, the entire merchant folder is routed forward instead of individual documents.
- Payment Book Receipts in workflow can be denied by opening the individual document in the workflow queue GA PBR Processing. In the Custom Properties click Edit under FTR Approver Info: to add an approver and then set the Status Reason - FTR to Denied. Route the document forward in workflow to complete the denial. If that was the only document for that merchant, then return to the GA PBR Merchant Processing folder and Delete the folder.
- The Effective Date on an FTR that is still in workflow can be changed from the default current date by opening the individual document in the current workflow queue and editing the Effective Date in the Document Keys of the Properties section to the desired date in MM/DD/YYYY format.
Using the Drag and Drop Feature
Using the drag and drop feature a user can select a document from File Explorer and drag and drop the document into a particular workflow queue, folder or existing document.
Drag and Drop into a Workflow Queue
- Open Perceptive Content Explorer so that the workflow queue where the document to be added is visible.
2. Open File Explorer and search for the document to be added.
3. Drag and drop the file from File Explorer onto the name of the workflow queue. The ability to add documents to a workflow queue is restricted by security access.
4. A New Document property box will appear. Selecting an application plan from the dropdown may update some values automatically. Input other required values and then click OK.
5. A preview of your document will appear. Update any other required properties and click theicon to save the document in workflow.
6. Complete any Workflow actions and/or click the X in the top right corner of the Perceptive Content Viewer window to close the document.
Drag and Drop into a Folder
- Double click on the folder where the document should be added to view existing contents.
- Open File Explorer and search for the document to be added.
- Drag and drop the document to be added into the Perceptive Content Folder Viewer window.
- A New Document property box will appear. Selecting an application plan from the dropdown may update some values automatically. Input other required values and then click OK.
- A preview of your document will appear. Update any other required properties and click the icon to save the document in workflow.
- Your new document should now appear in the list of documents within the folder.
- Complete any required actions and/or click the X in the top right corner of the Perceptive Content Folder Viewer window to close the folder.
Drag and Drop a New Page into an Existing Document
- Locate the document that requires additional pages within Perceptive Content and double click on it to open it in Perceptive Content Document Viewer.
- Open File Explorer and search for the document to be added.
- If the Thumbnails pane is not open for your document, click on View on the top menu and then select Thumbnails to open the pane.
- Drag and drop the document to be added into the Thumbnails pane.
- A New Document property box will appear.
- Selecting an application plan from the dropdown may update some values automatically. Input other required values and then click OK.
- A preview of your document will appear. Click the icon to save the new page in the document.
- Complete any required actions and/or click the X in the top right corner of the Perceptive Content Viewer window to close the document.
Exiting the Desktop Client
1. Once required actions are complete, click the X in the top right corner of the screen to close the Perceptive Content Viewer and/or Perceptive Content Explorer window.
2. Once all open views are closed, click Connect and then select Disconnect on the Perceptive Content menu bar to exit the system.