Work Queue
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Department of Health Services

Electronic Case File User Guide

Page Last Updated: October 27, 2018

ECF Capture

Work Queue

 

 

Page Functions

Menu List Navigate to the work queue or scan page. Click Electronic Case Files to open the drop-down menu with page options.   Most users will only have the option to navigate to the Work Queue page and Scan page. Admins and super users will have additional options.
Show Search Hide or Unhide the search criteria fields.   The box is checked by default to show the search criteria fields. Uncheck to hide the search criteria fields.
Search Search with the entered search criteria. Results will appear in the work queue table.
Reset Reset search criteria. Click Reset and then Search to display default entries in work queue table.
Refresh Work queue updates automatically when the page loads.   Click Refresh to load new work tasks in the work queue since the last page load.
Back Display the previous 20 entries in the work queue.   If you click Back on the first page, the work queue will be empty.
Next Display the next 20 entries in the work queue.   If you click Next on the last page of entries, the work queue will be empty.

Sections

Search Criteria

Searches are saved until you click Reset or log out.
Search Criteria Use
Activity Name

The Activity Name indicates what work currently needs to be done on a folder; either indexing or review.

 

The Activity Names are:

Activity Name Description
Document Review - Fax All incoming fax documents received at the CDPU or MDPU.   See Document Review for instructions.
Document Review - Scan Documents that are scanned at an agency and routed to the CDPU for review and indexing.   See Document Review for instructions.
Document Review - Indexing Documents that were returned to Document Review due to errors identified during Document Indexing.    See Document Review for instructions.
Document Indexing Documents that are ready to be indexed to a case, RFA, ACCESS, or unknown number.   See Index a Document for instructions.

Document Type

The Document Type determines how the scanned folder is routed through the work queue.

 

The Document Types are:

 

Document Type Default Priority

Description
Scan First CDPU 2 Scanned locally and indexed at the CDPU using the Scan First workflow.
Scan First Local 2 Scanned and indexed locally using the Scan First workflow.
Scan First Returned Mail 7 Same as Scan First CDPU, but marks the document as a lower priority for indexing.
Process First CDPU 3 Scanned locally and indexed at the CDPU using the Process First Workflow.
Process First CDPU Priority 6 6 Same use as Process First CDPU, but marks the document as lower priority for indexing. This is used only for indexing backlogged documents.
Process First Local 5 Scanned and indexed locally using the Process First Workflow.
Process First OIG 6 Used by the CDPU for Office of Inspector General documents.
Fax CDPU 2 Assigned to all incoming faxes received by the CDPU
Fax MDPU 2 Assigned to all incoming faxes received by the MDPU
Source The source indicates if the documents in a folder were added by incoming fax (FAX) or the ECF Capture scan page (SCAN).
Priority Priority is numbered from 1 - 10 with 1 being the highest priority and 10 being the lowest. Priorities are tied to Document Types and can only be adjusted by CDPU and MDPU managers.   Documents are sorted in the Work Queue by Priority and then Capture Date.
User ID The WAMS user ID of the person who scanned the documents in a folder.
Capture Location CDPU, MDPU or agency name   Users are only able to see documents in Capture Locations they have access to.
Capture Date The date and time a folder was created due to scanned documents or received fax.
Job ID A unique string of characters created for each activity in a folder's life-cycle. A new job ID is created at creation, review and indexing.   Be prepared to provide the Job ID when reaching out to technical support.

Work Queue

The work queue is designed to easily find active and pending tasks. It is sorted by Priority and then Capture Date by default, so that the oldest and highest priority documents are at the top.   The page refreshes every time that the page is loaded. Click Refresh to update the work queue to find new work tasks that came in during the time spent on the page.   Two people cannot have the same activity open at once. If a second worker attempts to open the same activity as another worker they receive an error that the activity is locked.   The Columns are:
Column Use
Activity Name

The Activity Name indicates what work currently needs to be done on a folder; either indexing or review.

 

The Activity Names are:

Activity Name Description
Document Review - Fax All incoming fax documents received at the CDPU or MDPU.   See Document Review for instructions.
Document Review - Scan Documents that are scanned at an agency and routed to the CDPU for review and indexing.   See Document Review for instructions.
Document Review - Indexing Documents that were returned to Document Review due to errors identified during Document Indexing.    See Document Review for instructions.
Document Indexing Documents that are ready to be indexed to a case, RFA, ACCESS, or unknown number.   See Index a Document for instructions.

Document Type

The Document Type determines how the scanned folder is routed through the work queue.

 

The Document Types are:

 

Document Type Default Priority

Description
Scan First CDPU 2 Scanned locally and indexed at the CDPU using the Scan First workflow.
Scan First Local 2 Scanned and indexed locally using the Scan First workflow.
Scan First Returned Mail 7 Same as Scan First CDPU, but marks the document as a lower priority for indexing.
Process First CDPU 3 Scanned locally and indexed at the CDPU using the Process First Workflow.
Process First CDPU Priority 6 6 Same use as Process First CDPU, but marks the document as lower priority for indexing. This is used only for indexing backlogged documents.
Process First Local 5 Scanned and indexed locally using the Process First Workflow.
Process First OIG 6 Used by the CDPU for Office of Inspector General documents.
Fax CDPU 2 Assigned to all incoming faxes received by the CDPU
Fax MDPU 2 Assigned to all incoming faxes received by the MDPU
Capture Date The date and time a folder was created due to scanned documents or received fax.
Capture Location CDPU, MDPU or agency name   Users are only able to see documents in Capture Locations they have access to.
Source The source indicates if the documents in a folder were added by incoming fax (FAX) or the ECF Capture scan page (SCAN).
Priority Priority is numbered from 1 - 10 with 1 being the highest priority and 10 being the lowest. Priorities are tied to Document Types and can only be adjusted by CDPU and MDPU managers.   Documents are sorted in the Work Queue by Priority and then Capture Date.
Folder Name A unique folder name is assigned to each group of documents that are scanned together. It is automatically generated by ECF Capture when the Scan page is opened.   The folder name includes the date and time the documents were scanned and the location where the scan took place.
Job ID A unique string of characters created for each activity in a folder's life-cycle. A new job ID is created at creation, review and indexing.   Be prepared to provide the Job ID when reaching out to technical support.

 

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P-16102

Release 25-01
February 22, 2025
Need Help? Contact the Wisconsin Help Desk at 608-261-4400 (Madison) | 1-866-335-2180 (Toll-Free) | helpdesk@wi.gov (email) and request assistance with CARES ECF
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