The SmartSearch Content Management suite delivers a tool for document process automation through its Work XChange document workflow component. As an optional module within SmartSearch, Work XChange takes a graphical approach to creating and maintaining workflow automation through a highly intuitive drag & drop design tool featuring Workflow Activities.

Document Workflow activities include rules based:
- User Initiated & Automated Workflow Actions
- Notifications & Escalations
- Document Routing
- Document Checkpoints
- Metadata Updates

User Initiated & Automated Workflow Actions
Work XChange features two types of workflows for process automation:
User Initiated Workflows require a physical “Action” by the user to trigger an event. These fully customizable actions are integrated directly into the SmartSearch Document viewer and feature a conditional display, which only presents Actions when a pre-determined criterion is met. User Initiated Workflows may also be executed from the results grid allowing for the processing of multiple transactions.

Automated Workflows run in an unattended manner based on pre-determined criteria. These processes require no user intervention and happen automatically behind the scenes. Automated Workflows can be used in tandem with User Initiated Workflows to address a number of workflow activities including:
- Document retention scheduling
- AP Invoice Routing & Approvals
- Human Resources Credentialing

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Participants
Users designated as part of the workflow process are defined as participants within Work XChange. The participant may also be a group of users or an individual who are selected for automated notification whenever a workflow action is required. In the event a participant is out of the office, a delegate can be defined so that notifications can be re-routed.

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Notifications & Escalations
Work XChange provides automatic email delivery through SMTP based on a condition being met. Outbound messages can be custom formatted and even include embedded SmartSearch metadata within the message.

Document Routing
With this activity, documents are routed automatically to the appropriate party based on either a user initiated action or a condition being met. Documents can be routed based on a simple rule or more complex rule with multiple conditions and actions.

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Document Checkpoints
Document checkpoints search an Archive or Multiple Archives for validation that all criteria have been met in order to initiate the workflow.

A prime example would be in a loan process
Has the loan application been received?
Has the flood certification been received?
Has the appraisal been received?

- If all conditions have been met the document could be automatically routed to underwriting to begin processing.
- If all conditions have not been met the documents would wait in queue with status notifications or escalations being managed through Work XChange.

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Metadata Updates
Metadata updates automatically change a field value based on a condition being met. Metadata updates support both pick lists and date math (i.e. Set Date Approved Field to @today).

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