Parameters

The Parameters tab attaches scan parameters to a workflow. Parameters appear as interactive fields on the MFP panel and in the web and mobile clients, letting users enter metadata at capture time — a document reference, customer name or billing code — which then flows into filenames, folder routing, destination configuration and metadata files.

Screenshot: Scan Workflow editor — Parameters tab

How It Works

Scan parameters are reusable definitions created once in the Scan Parameters section. The Parameters tab does not create parameters — it links existing definitions to this workflow. A single parameter such as "Customer Name" can therefore be shared by many workflows without duplicating its configuration, and each workflow can override the parameter's default value and editability for its own needs.

When a user runs the workflow, the linked parameters are shown as fields on the device panel in the order listed here. The values the user enters travel through the whole pipeline:

• Filenames — insert a parameter into the filename pattern as [parameter_key].

• Folder routing — parameter values can build subfolder paths at the destination.

• Metadata — values are written into the metadata sidecar file (JSON, XML or CSV).

• Destination configuration — values can feed destination fields such as e-mail recipients or SharePoint columns.

Linking a Parameter

1. Open the workflow editor and go to the Parameters tab.

2. Click Add Parameter to open the selector. Only parameters not already linked to this workflow are listed, and system parameters are hidden.

3. Choose a parameter — it is added to the table with its title, key, type and default value.

4. Repeat for further parameters, then click Save to store the workflow. Parameter links are synchronised with the workflow on every save.

Per-Workflow Configuration

The Edit (pencil) action on a linked parameter opens a small configuration dialog with two overrides that apply only within this workflow.

Default Value

Overrides the parameter definition's default for this workflow — for example a "Department" parameter might default to "Sales" in one workflow and "Finance" in another. The input adapts to the parameter type:

The Folder and Site types do not expose a default-value override.

Allow User Editing

Controls whether the field is editable on the device:

• On — the field is displayed and the user can change the value before scanning.

• Off — the field is hidden and the default value is applied silently. Use this to embed fixed metadata (a document category, a constant code) without asking the user for input.

Ordering Parameters

Parameters appear on the device panel in the order shown in the table, top to bottom. To change the order, drag the grip handle at the start of a row and drop it in the new position — the display order is saved with the workflow. There is no need to remove and re-add parameters to reorder them.

As a guideline, place the most frequently changed parameters at the top, group related fields together, and leave optional fields toward the bottom.

Hot Folder Folder Levels

When the workflow's flow type is Hot Folder, the Parameters tab works differently. Instead of linking library parameters, it defines the subfolder structure that OptimiDoc reads metadata from:

1. Click Add Folder Level.

2. Enter a name describing what the level represents (for example "User Login" or "Contract Type").

3. Choose the Folder Level — level 1 is the first subfolder, level 2 the second, and so on.

4. Optionally enable Is Login to treat that folder's name as the user's login for accounting. Only one level can be the login level.

Up to five folder levels can be defined, and existing levels can be edited in place. A file dropped into …\JSmith\Invoices\ would, with two levels mapped to login and document type, be attributed to user JSmith and tagged as an Invoices document.

Available Parameter Types

For full documentation of each type — including data-source configuration and validation options — see the Scan Parameters Reference.

In Summary

The Parameters tab turns a workflow into an interactive form. Reusable parameters are linked from the central library, given a per-workflow default and editability, and arranged by drag-and-drop into the order users see on the device. For hot folder workflows the same tab instead maps the incoming subfolder structure to metadata. Together with filename patterns and destination routing, parameters are how a scan carries business context all the way to its destination.

Related articles

• Input Options

• Output Options

• Scan Parameters Reference

• Scan Workflows Overview