Quick Tips and Tricks

How to Use Workflow Inbox in Query

Wouldn't it be great if you could share a list of websites with everyone in your office? What if you could go into PaperWise Query to access the Workflow Inbox, a partner's website, or your own intranet? One thing most users do not realize is that you can store web pages in PaperWise and interact with them the same as in your web browser.

One of the most convenient things that PaperWise can store is a web page. You can store a web page using the MHTML file format. An MHTML file is short for MIME HTML. MHTML is an archiving file for web pages that binds the many features of the page into a single file for viewing. Items like image files, audio files, and even flash files can be bound into a single file for archiving purposes, Best of all, you can use it like a normal web page.

This opens up many possibilities in Query, including setting up the Workflow Inbox to work within Query so you don't have to switch back and forth from different applications. You can also save copies of websites you have visited that may contain important documentation that you can reference in the future. You can also keep archived copies of your own corporate website, intranet site, and even your favorite websites.

Let's start by learning how to send a web page into PaperWise. It is a two-part process. First, go to your favorite website (or a site that you frequently use at work).

To save the web page into an MHT file (using Internet Explorer 7):

1. With your website open, click the Page button's downward arrow.
2. Select Save As from the drop-down menu.
3. In the Save Webpage window, name the file in the File name field.
4. Click the downward arrow in the Save As type field and select Web Archive, single file (*.mht). (see image above)
5. Select Desktop as the location you will send the file and click Save.

Now the website has been conveniently saved to your desktop. Minimize all open applications and look for the MHT file on your desktop. Double click the MHT file and it will open in your default Internet browser. It should look exactly like it did on the live page it was taken from. It will also function the same with one important exception.

Any page saved as an archive file will always contain the information from the day it was captured. Future changes to the page will not be automatically updated to the saved file unless you manually save the changes by repeating the steps and providing the same file name to override the existing file. There are a few exceptions to the rule like rotating banner ads.

Now you can send the file to PaperWise just like you would any other file. Just right-click on the file and select Send To > PaperWise. This will open PaperWise Send To allowing you to index the web page file so you can easily retrieve it in Query.

Using Workflow Inbox in Query

As mentioned earlier, one of the tricks you can do is create a web page document that allows you full access to the Workflow Inbox. It's similar to a seamless integration to help save time and keep your computer's resources free. Here is a brief overview on how to set this up.

To set up the Workflow Inbox to work in Query:

1. Open the Workflow Inbox login screen.
2. Follow the steps to saving an MHT file (reviewed above).
3. Send the Workflow Inbox MHT file to PaperWise.
4. Index the file using information that identifies it as the Workflow Inbox.
5. Click the Current button.

Open up Query and search for your web page. Pull it up in Query and login. The Workflow Inbox will work the same in Query as it does in the browser. (see image above)

Using Tabs to Increase Your Web Efficiency

If your job requires you to visit the same sites on a daily basis, create a search tab called Web Links. Do a search for all frequently used web pages. Now you can leave that tab open in Query for quick access to any of your web pages. This will save time since you won't be switching back and forth from Query to your internet browser all day. (see image to the right)