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.)

The definition of 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

Links

Remarks

New folder

Displays a blank folder form to add a new folder

Refresh

Refreshes the folder list displayed

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 screen

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

Process list screen

Links

Remarks

New

Displays a blank process form to where you can add a new process

Refresh

Updates the process list

Delete

Delete a 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

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