What is DocuWorks Tray?

In offices, it is common to put paper documents in the tray of the person in charge of the next process or one's boss as part of one's work.
DocuWorks Tray is optional software to transfer documents in digital format using DocuWorks instead of using trays.

Procedure
1.
A sales representative puts an order sheet from a customer in the tray of a person in charge of order receiving.
2.
The person in charge of order receiving picks up the order sheet, makes a copy of it, bundle it and a manufacturing instruction sheet together, and puts it in the tray of a person in charge of manufacturing.
3.
After manufacturing, the person in charge of manufacturing bundles a copy of the manufacturing instruction sheet and an inspection request sheet together, and puts it in the tray of a person in charge of inspection.
4.
The person in charge of inspection conducts inspection, bundles a copy of the inspection request sheet and a shipping slip together, and puts it in the tray of a person in charge of shipping.
5.
The person in charge of shipping picks up the shipping slip, and ships the good.

Tray gadget

Trays are displayed as gadgets on the desktop. Therefore, they can be placed anywhere on the desktop. Trays can be hidden temporarily and shown again as desired.

Folder to save documents in a tray

To create a tray, specify a folder where to save documents in the tray. Documents loaded into a tray are saved in the folder.
If the save destination is a Windows folder, the following types of folders can be selected:
  • Folder on a PC on the network or a server
  • Shared folder on user's PC
  • All folders on user's PC
Note
The type of folders that can be selected depends on the type of save location.

Transferring documents using trays and shared folder on a server

Multiple users can transfer documents using trays if a document save location is assigned to a shared folder on a server.

Creating a tray

Click [Create New Tray] on the DocuWorks Tray plug-in toolbar, and create a tray in wizard format.
When a tray is created, a tray gadget appears on the desktop.

To distribute a created tray to other users or departments, export tray settings to the "tray file".
When a user receives a distributed tray file by e-mail and double-clicks it, a tray is created with the same settings.

Transferring documents using a tray

To load a document into a tray, drag and drop a file from the Desk Workspace or Internet Explorer to a tray gadget.

When you put a document in the tray, the appearance of the tray gadget changes to a tray containing some paper sheets. The height of the stack of sheets shown on the gadget reflects the amount of the documents in your tray. This allows you to quickly know the amount of documents in your tray you need to work with.

If another user loads a document into a tray, this is notified to the user in the following ways.

To export a document from the tray, open a tray gadget, then drag and drop the document from the tray window to the Desk Workspace or another tray.

Keeping track of the work progress or load status

If trays related to a series of processes are displayed on the desktop, you can intuitively grasp the number of documents left unhandled in each process or the status of document transfer to the next process. This allows you to know which processes are running a backlog and which processes are overloaded.

If you import the tray file of the process you want to get information for, the tray can be displayed immediately on the desktop.
However, all trays whose status is to be displayed must have access rights for a document save folder.

Link between trays and mailbox of multifunction device

You can automatically convert faxed or scanned documents in the mailbox of the multifunction device to DocuWorks documents and load them into a tray.
For details, refer to the following topics.