This topic covers:
adding a new Definition via the Definitions page
using the Editor to define the functionality through Steps, Conditions, and Subworkflows
Checking in and promoting a version to Production
Note
It is recommended that you have any Groups, Lists, Extended Data Templates and Data Lookups that you intend to use in a Definition in place before you begin building the Definition. See Ancillary Workflow Elements.
Adding a Definition
From the Main Menu choose CONFIGURE > Definitions.
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Click +NEW to display the Add Definition dialog.
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Enter the basic information such as name, type, and whether or not to auto-assign.
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Name
(required)Name of the Business Process Definition.
Note
The name should be unique to make finding a Definition easier.
Type
(required)Drop-down list of available Business Process Definition types, such as Custom and Order.
Auto Assign
(required)Default method to be used for auto-assigning tasks when a User Group is assigned:
Least Effort Time: When the task status changes to In Progress, the system finds the assigned group's user having the least amount of effort currently assigned to them and auto-assigns the task to that user.
None: No user is assigned and the entire Group is responsible for completing a task until an individual is assigned to it.
Description
Description of what the Business Process Definition does.
If your company needs additional data to track for a workflow, add User-Defined Extended Data to capture that information.
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Adding Extended Data Ad-hoc
To add a row as a User-defined ad-hoc item:
Click
to add a new line to the list of extended data. (Show picture)
Enter the Field Label (how the Extended data filed will be labeled in the Workflow).
Select the Type of data from the drop down (Integer, Text, Yes/No, etc...).
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If you select List as the Type you'll also need to select the List.
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Enter or select a Default Value. Default Value is pre-filled on a running instance of the business process, but can be overwritten during the flow if required.
If needed click
to enter a smart data item or Data Look Up.Use the Required check box to mark the field as required if applicable. When checked (required) you cannot proceed with the business process until this field has been filled in. If you attempt to go forward with the field being left blank, the field will turn yellow. Unchecked means the field is optional.
Notice that the new link isdisplayed with a green bar on the left side of them in the table.
Linking to an Extended Data Template
To link an Extended Data template:
Click
to open the Link Extended Data Templates dialog. Show Picture
Click the search button to display the available templates.
Hover over the far left column in the table, to display the link button, then click on the link to add it to the table on the right.
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Click Save to save the link as a new row in the Edit Definition window.
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Managing Existing Extended Data
With ad-hoc links, the Type and Default Value fields and the Required check box are always editable. Also, Edit and Delete icons are displayed when you hover over the row.
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Clicking the Edit icon lets you edit the Field Label.
With linked Extended Data Templates, only the Required check box is open for editing. You cannot edit the pre-configured Type or Default Value. Hovering over the row displays icons for managing a linked Extended data field.
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The Refresh icon
indicates the Extended Data Template has been updated since this link was added to the Definition. This icon is displayed whether or not you hover. The link MUST be refreshed to apply the updates before you can save changes.The linked icon
indicates this is an Extended Data Template. If you need to convert this Extended Data field to an ad-hoc field, click this icon to remove the link. This makes the Type and Default value fields editable, and adds the Edit icon so you can also edit the Field Label.When you're finished with the above, click SAVE. This opens the Editor page. Use the Editor to build a Definition by creating a flow of connected Steps, Conditionals, and Subworkflows.
Note
You can export Workflow Definitions by clicking the Export link in the lower right corner.
Building the Definition in the Editor (Steps, Conditionals, Subworkflows
The Editor has four sets of controls.
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The buttons along the top are for adding/deleting Steps, Subworkflows and Conditionals
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Opens the Add Step dialog - This option is available only if the Definition is checked out to you.
Opens the Add Conditional dialog. This option is available only if the Definition is checked out to you.
Opens the Add Subworkflow dialog - This option is available only if the Definition is checked out to you.
Deletes the selected item.
Toggles the transition for the selected Conditional between True and False.
Updates the layout to display any changes.
The Version # drop down menu provides version control and editing options.
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Check In saves the Business Process Definition to the system so it can be modified by someone else. This is only available if the Definition is checked out to you.
Check Out opens the Definition to allow editing. This is only available only if the Definition is checked in.
Discard removes all changes since the last check-out and changes the Definition's state back to Checked In. This is only available only if the Definition is checked out to you.
Note
If this is the first version of the business process definition, and it has not been checked in yet, selecting Discard will delete the Definition, not just the current changes you made.
Promote makes the current version the active Definition which can be used to start the Workflow. This is only available only if the Definition is checked in.
Edit Definition opens the Edit Definition window containing the same information as the Add Definition window. This is only available only if the Definition is checked out to you; otherwise, the option is View Definition.
Edit Assignment Sets opens the Available Assignment Sets / Configuration for Assignment Set window to allow adding or editing Assignment Sets. This is only available only if the Definition is checked out to you, otherwise, View Assignment Sets is displayed.
The controls at the bottom left are for scrolling/zooming the canvas.
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Workflows with many steps may not display all the steps when you first open the Editor or Layout pages. You have the following options when navigating the Business Process Definition canvas:
To see more Steps of the Definition on the canvas, you can click and drag anywhere on the canvas area, or use the pan tool.
To zoom in and out, use the scroll button on your mouse or the zoom bar on the canvas.
To make the canvas longer or shorter, click and drag the double bar at the bottom of the canvas when the cursor is a double arrow.
Selecting an item displays a toolbox next to the selected item with Edit (Pencil) and Delete (X) options, and displays item details with an associated submenu below the Definition canvas.
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Icon
Applicable Object(s)
Action
Steps, Subworkflows, and Conditionals
Opens a dialog for editing the selected object.
Subworkflows
Takes you to the promoted version of the definition configured for subworkflow.
Steps, Subworkflows, Conditionals, and Transitions
Deletes selected object.
Transitions (arrow out of Conditionals)
Toggles the transition condition (TRUE/FALSE) based on current configuration.
To build a definition:
Start by checking out the version (Version # > Check Out) to enable the Add Step/Conditional/Subworkflow buttons.
Then add Steps, Conditionals and Subworkflows as needed. Refer to the respective topics for details:
Steps
A Step is a collection of Tasks. Each Task performs one logical operation within a Step. A Task may be manual (completed by an individual) or automated (completed by a machine resource). In a Workflow, a Step cannot be started until all of the Tasks within the preceding Step have been completed.
To Add a Step:
Click
to open the Add Step dialog. (Show picture)
Enter the Name and Description and click SAVE.
Add one or more Tasks to the step as needed.
To Add a Task to a Step:
Select the Step where you want to add the Task. This displays a toolbox next to the selected item with Edit (Pencil) and Delete (X) options, as well as item details with an associated submenu below the Definition canvas.
Either click the Edit icon in the toolbox, or select Edit from the submenu.
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This opens the Step Details dialog.
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Click
. This displays an ADD button above the task list. Show Picture
Click
. This adds a new row to the bottom of the Task list, and the right side of the page displays fields to define the new task. This area has two tabs (Details and Data Links). Details are displayed by default. Show Picture
Enter Task Details. Name, Rank, Action, and Duration are required fields. The Action defaults to Manual. You can select an Automated Action from the gallery instead if needed. In this case you'll need to define the Action's parameters. You may also choose to add an Assignment Set for this Task.
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Task Name
(required)Defaults to the name of the selected Task, but can be overwritten.
Rank
(Required)Order in which this Task should be performed, in relation to other Tasks within the same Step. (1 = first, 2 = second, etc.) If two tasks can be perform simultaneously, they can be assigned the same rank.
Action
(Required)See below.
Duration
(Required)Maximum number of time units the Task is scheduled to take.
Note
Duration is actual chronological time. If the duration is set for 12 hours and the Task starts at 5:00 PM on Friday, it becomes overdue at 5:00:01 AM on Saturday.
Description
Description of what is to be accomplished in this Task.
Effort
Amount of actual time a participant takes to perform a task. It does not include time waiting for other outside activities to complete.
Clear the check box to change the amount of time and units for the Effort.
Check the check box to use the same settings as Duration.
Assignment Set
Assignment Sets can be used to ensure the same user or group are assigned to a related set of tasks. This is done by assigning the same Assignment Set to all applicable tasks. Here you can assign an Assignment Set to this Task by selecting one from the drop down menu (list of all existing Assignment Sets within the Work flow), or click the New link to add an Assignment Set.
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Name
Name of the Assignment Set.
Default Group
Drop-down list of available User Groups. Select a Group to let the system automatically assign the user to the tasks.
Note
If you select Default Group, do not select a Default User. You must select only one.
Default User
Drop-down list of available users. Select a User to automatically assign that user to the associated tasks.
Note
If you select Default User, do not select a Default Group. You must select only one.
Auto Assign
Determines if/how the system assigns the User to the associated tasks:
Inherit from Definition
Least Effort Time
None
Default Group
Name of the Group responsible for completing the Task.
Note
If you do not assign a Default Group or User, the Task will have a status of In Error once a Workflow using this Definition is started.
Default User
User name of the participant responsible for completing the Task.
Note
If you do not assign a Default Group or User, the Task will have a status of In Error once a Workflow using this Definition is started.
Auto Assign
Method the system should use to assign the task:
Inherit from Definition: Use the assignment method selected for the Definition.
Least Effort Time: When the task status changes to In Progress, the system finds the assigned group's user having the least amount of effort effort currently assigned to them and auto-assigns the task to that user.
None: No auto-assignment is performed. Tasks are assigned manually.
Actions
The Action defaults to Manual - to be manually completed by a user. Click the link to display the Actions gallery where you can select an automated action (completed by the system) if needed.
Note
The Gallery includes the Manual option.
If you select an Automated Task, the associated parameters are displayed at the bottom of the Task Details. After you complete te parameter definitions, you can click the Parameters up/down arrow to collapse the view.
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Automated Tasks can contain parameters whose values are populated when the coordinator enters the information for a new Workflow.
Notes:
Any steps created for an Order-based Workflow Definition have, at minimum, the top two actions in the gallery list: 'Billing System Update' and 'Complete Order'. Set Start Date', 'Set End Date', and 'Update Billing Status' are optional.
'Send Notification' is not the same as the 'Send Email' action. Send Notification is a generic notification sent within CostGuard that is based upon the customer's account number. This Action automates the Send Notification functionality from within the client. The notification is sent through the CostGuard account, using the templates within CostGuard. This is not the Workflow user.
Click the Data Links tab if you need to add Data Links.
Hovering over an item in the Unlinked Column displays a single (>) and double (>>) arrow. Clicking > moves the item to the Linked Column. Clicking >> moves it to the Required column.
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When the Task Details are complete, click SAVE. This closes the Edit Step dialog and adds the new Task to the list at the bottom of the editor page.
Links to more on Actions
Conditionals
A Conditional is a decision point between Steps, Subworkflows, or other Conditionals within a Business Process Definition.
To Add a Conditional:
First determine how you want to add the conditional:
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To link the Conditional after a Step or Subworkflow, select the item.
To link the Conditional to another Conditional, select the Conditional. The new conditional is added with the decision of True.
To add the Conditional unlinked do not select anything.
Click
to open the Add Conditional dialog. (Show picture)
Enter a Name and Description and click SAVE.
Add the rules to the Conditional.
Note
All Conditionals must have at least one rule before the Definition can be checked in. If not, the system displays the following error: [LoggingNumber=500449] All clauses must have at least one child clause or child condition.
Conditional rules are evaluated starting at the bottom of the hierarchy.
To Add a Rule to a Conditional:
Select the Conditional. This displays a toolbox next to the selected item with Edit (Pencil) and Delete (X) options, as well as item details with an associated submenu below the Definition canvas.
Either click the Edit icon in the toolbox, or select Edit Conditional Details from the submenu.
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This opens the Edit Conditional Details dialog.
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Note
The Edit option in the submenu opens a Step Details dialog where you can edit the Conditional name and/or Description.
Click the Add Condition link to add a rule to be evaluated separately.
OR
Click the Add Group link to add a set of rules to be evaluated together.
Select All to have the rules evaluated as an "and" statement.
OR
Select Any to have the conditions evaluated as an "or" statement.
Select the rule name, its operation (=, >, >=, <, <=, <>), and enter the evaluation value.
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When all the rules have been added, click SAVE.
Subworkflows
A subworkflow is a step that automatically starts a specified (existing) Business Process Definition within the Business Process Definition where the Subworkflow is added. This creates a hierarchical link between Workflow definitions. Subworkflows let you build large, complex business processes or smaller processes linked together.
To Add a Subworkflow:
To add a Subworkflow:
Click
to open the Add Subworkflow dialog. Show picture
Enter the Name (required) and Description (optional) and click SAVE.
Edit the Subworkflow to select the associated Business Process Definition and define other Subworkflow details.
To Define a Subworkflow:
Select the Subworkflow. This displays a toolbox next to the selected item with Edit (Pencil) and Delete (X) options, as well as item details with an associated submenu below the Definition canvas.
Either click the Edit icon in the toolbox, or select Edit from the submenu.
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This displays the Step Details dialog.
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This dialog has three basic sections:
Name/Description (as previously defined)
Subworkflow Configuration
Extended Data
Click Edit to make the Step Detail fields editable.
Use the Subworkflow Configuration section to select the Business Process Definition and other details as follows:
Workflow - This field is required. Use the drop-down menu to select the Business Process Definition to execute for this Subworkflow. The menu lets you search for a definition. Only promoted definitions are available for selection.
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Workflow Name - This field is optional. Enter the Workflow Name to display when the subworkflow step goes to In Progress status and a subworkflow is created. The value from the Workflow field will be used if Workflow Name is not specified. You can insert SmartData to configure the Workflow Name. Clicking on the Smart Data icon displays a list of extended data fields already configured on definition and Data Look Up option.
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Coordinator - This field is required. The system defaults the Coordinator to the same user as configured on the Parent Workflow (Inherit from parent). You may specify a different Coordinator by selecting one from the drop-down menu.
Step Waits for Subworkflow to Complete - When checked, the Parent Workflow will wait for the subworkflow to complete before moving on to the next step in the process. When not checked, the subworkflow step will immediately go to Completed status when the subworkflow instance is created. The link between the parent and subworkflow will exist regardless of the wait indicator configuration.
Override Extended Data as needed. Selecting Workflow definition (step 4.1 above) displays the associated Exended Data configuration. You can override the defaults for this specific subworkflow configuration.
You can add new User-Defined extended data. Upon clicking add, the system will display two input boxes. The first input box is required and should be populated with the desired field label. The second should be populated with a default value.
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Passing Data from a Subworkflow to the Parent
You can pass extended data defined in the subworkflow back to the parent. When you hover over a row of extended data, the system displays a Map Data Back to Parent link.
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Clicking this link displays a list of all extended data on parent workflow. Select extended data from list. To remove the mapping click the red x (
). Note
There may be instances where you have several subworkflows behind a conditional and each may capture key data that is needed within the parent workflow. Because they are behind a conditional not all the subworkflows may run, some may be excluded. For this reason, the system does not limit the number of times parent extended data can be selected. You can have an extended data fields from each subworkflow map back to a single field in the parent workflow.
Click on the Info icon for help.
Info icon
Add/edit Assignment Sets as needed - Assignment Sets can be used to ensure the same user or group are assigned to a related set of tasks. This is done by assigning the same Assignment Set to all applicable tasks. If you didn't add Assignment Sets as part of Task configuration, or if you need to make changes, see Adding or Editing an Assignment Set.
Add/Edit Extended Data - You can add User-defined Extended Data as an ad-hoc item or link to a predefined Extended Data template. Ad-hoc items exist solely within the Definition where they are added. Extended Data Templates are available to be used within an Definition. To add Extended Data see Adding/Editing Extended Data.
Check-in and Promoting the Version
You can maintain multiple versions of a Business Process Definition. To be available for use as a Workflow, a version must be promoted to the Production environment. Only one can be promoted at a time. You can revert to a previous version, if necessary.
To promote a version via the Editor, check in the version (Version # > Check In).
Note
Definitions cannot be deleted once they're checked in. When you check a version in you may enter reference notes as need. Also, you have the option of promoting the version to production, or you can defer this until later.
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If you defer promoting until later, the Promote option is located under the version drop down menu: Version # > Promote.
Note
If you return to the Editor and discard the changes, any changes made to the Step Details will no longer be saved. However, if you save the change in the Step Details they will not be available until the Definition has been Checked In and the Version Promoted.
Starting a Definition and Managing Workflows
Once promoted you can start the Definition (Workflow) via the START menu option. The Start page gives you the option to auto-start the Workflow, or put it in a Waiting status. Auto-start starts the Workflow and opens its Overview. Waiting status opens the Layout page where you can review the logic flow and start the Workflow as needed. See Starting a Workflow.
For details on managing Workflows (search, edit, pause resume, etc... see Managing Workflows.