Configuring Workflows

An Equitrac workflow is a use case or sequence of interactions for a user at an MFP. Each workflow can be started by a user by selecting an icon on the MFP console after authentication. These icons are analogous to AutoStore forms on an MFP console.

A variety of scan, print, and native workflows (fax, scan, and copy) can be configured in System Manager. Workflows can be configured to be accessible to all users, or only available to users assigned to specific departments.

Common scan workflows can be configured for email, network folders, RightFax and SharePoint destinations. Workflows are configurable, and can be used to create icons to be added to workflow containers allowing quick access to the specific functions at the device.

As an example you can create a scan workflow as follows:

  1. In System Manager, navigate to Configuration > Workflows and scanning > Workflow management.

    When the Workflow management dialog box first opens, a list of preconfigured workflows is displayed. Any of these can be edited to suit the scanning needs of the organization. Additionally, custom scan-related, system-managed and device-managed workflows can be created.

  2. In the Workflow management dialog box, click <Add...> (or select an existing workflow from the list) to open the Workflow definition dialog box.


  3. Enter a descriptive Name for the workflow which users can identify and select at the MFP.
    Note: If the length of the chosen name exceeds the available space on the display, the name is truncated to fill the available space.
  4. Click the Active check box to enable the workflows to be available to use.
  5. From the Scope drop-down list, select either Departmental or Global. Global workflows are accessible to all users, while Departmental workflows are available to users assigned to a specific department.
    Note: Departmental workflows must be Active in order to apply them at the department level. Inactive workflows are listed in the Department properties, but cannot be applied.
  6. From the Destination drop-down list, select the workflow type.
  7. Define the scan destination attributes by clicking the ellipsis button (...) beside the corresponding attribute’s default value in the Define attribute attribute-name default value dialog box and click OK.
  8. Click the Image preferences button to set the scan workflow resolution and type.
  9. Click the Output file size button to define the scan file size settings.
  10. Click the Output formats button to select the scan output formats that will be available to users at the scanners. These formats are produced out of the device proper, as opposed to those set up through the SPE. See the Equitrac Administration Guide for more details on SPE settings.
  11. Click OK to save the workflow.
  12. Click OK again when the all the desired workflows have been configured.
    Note: Multiple workflows can be grouped in a container (which can themselves be nested in child containers). If only one workflow is configured and available in the Launcher (or equivalent) container upon user login, the Samsung Smart UX automatically starts that workflow. If the workflow is in a 'child' container, autostart does not apply.
For more information, see the Equitrac Office or Equitrac Express Administration Guide.