Process Definition
Overview
Processes are organized in folders administered by managers. Only one folder level is possible in WorkflowGen.
A folder is assigned to a global participant. The persons who are part of that participant are known as folder managers or process managers. A manager may be one or more persons. However, the participant type List of persons with a coordinator cannot be used for the purpose of assigning folder managers.
Managers have full access to the process definition of their processes, but not to other folders or other administration features.
Users with a WorkflowGen Administrator profile have complete access to all folders and their associated processes.
A process can have several versions, but only one can be active at any one time for the purpose of launching new requests. Existing requests launched in prior versions continue to function with the older process definition until the requests are closed but the processes for those prior versions cannot, for the most part, be edited.
A process can be declared as a sub-process and then used in another process action as an independent or embedded sub-process.
A process is made up of the following components:
Participants (e.g. requester, actor)
Relevant data (e.g. form, agreement, amount, etc.)
Actions (e.g. find information, validate, process, wait)
Transitions (e.g. next actions, conditions)
Assignment method (e.g. automatic, manual, etc.)
Notifications (e.g. assignment, closing, etc.)
Defining a process involves building a number of rules. To simplify implementation, WorkflowGen groups process definition into several sections:
Process information
Information related to process creation (status, version, etc.) and general parameters (archiving, notification upon closing, process lead time).
Participant
Global participants selected or process-specific participants that will take on the roles of either a requester, an actor, or a process supervisor.
Data
Data that are used by the process per request and that are relevant and necessary to carry out the process workflow.
Form
WYSIWYG built-in form designer to create the forms used by the workflow.
Workflow
Workflow definition that is made up of actions and their associated transitions, conditions, and exceptions.
Full screen / Exit full screen
Display or quit the process definition full screen mode.
Report
Provides both an overview and details of all parameters used in the process, and also provides a description of any workflow design errors. As well, the report shows summary usage statistics on the process.
Test
Allow testing the process if the status is set to In test. To be able to select the Test link, the process/folder manager must be one of the requesters of the process.
Process folder
Process folder list screen
Menu banner
Links
Remarks
Refresh
Refreshes the folder list displayed
New folder
Displays a blank folder form to add a new folder
Filters
Filter on *
Remarks
Name
Filters by folder name
Description
Filters by folder description
* A filter can be applied to a part of a field.
Folder list
Columns
Remarks
Folder
Folder name; a link displays the process list contained in the folder
Description
Folder description
Process
Number of processes contained in the folder
Edit
Link to edit the folder information
Folder form
Fields
Remarks
Folder name
Unique identifier for the folder; must respect nomenclature and be limited to 30 characters (required field)
Description
Folder description limited to 255 characters (required field)
Process manager
Name of the global participant managing the folder (required field)
Process manager
A process manager must be a Person or List of persons type global participant.
Deleting a folder
A folder cannot be deleted if it contains processes.
Process list screen
Menu banner
Links
Remarks
Refresh
Updates the process list
New
Displays a blank process form to where you can add a new process
Filters
Filter on *
Remarks
Name
Filters by process name
Description
Filters by process description
* A filter can be applied to a part of a field.
External filters
Remarks
Status
Filters by process status
Process list
Columns
Remarks
Name
Process name and version; a link displays the process form in edit mode
Description
Process description
Status
Process status
