2020 Update Rollup 3

Business Process ManagementPermanent link for this heading

Through integrated workflow functions you can optimize your internal processes and ensure that you no longer waste any time with lengthy, tedious processing steps. Incoming documents, e-mails, memos and orders are forwarded to the responsible employees via individual controls and saved to the relevant case file (to the appropriate business context). Via the files, employees and colleagues also have all information about a business case instantly available to them. This allows you to optimally distribute work assignments across all departments and locations without risking knowledge bottlenecks.

  • Shorter processing times through automated forwarding.
  • Clear, traceable business processes.
  • Assurance of conformity to internal and external compliance regulations.
  • Optimal distribution of tasks to those with the relevant know-how.
  • Model your company's business procedures in an audit-proof way.
  • Business processes with the relevant documents proceed along the defined structure automatically from work station to work station.
  • Ad hoc process editing enables employees to react quickly and independently to changes.
  • Active notification of changes on a business document, either by RSS feed or e-mail.

Processes and ActivitiesPermanent link for this heading

In Fabasoft Folio, the terms business process (or simply process) and workflow are used synonymously to describe an ordered sequence of serial or parallel activities, which in turn consist of a list of steps to be executed, and control elements such as conditions and loops.

A process can be attached to one or more objects. Additionally, multiple independent processes may be attached to an object at the same time.

Activities must be embedded within a process and cannot be instantiated independently, so they are always part of a process.

The following list provides a brief overview of the process elements of Fabasoft Folio:

  • Activities are process elements for the execution of tasks. An activity is assigned to a so-called workflow participant who is responsible for its completion. Each activity contains a list of steps describing the tasks that must be executed in order to complete the activity. In addition to this, an activity can also have deadlines, e.g. a deadline for its completion.
  • Control elements include conditions, case differentiations and loops.
  • Sub processes are processes embedded within a process.

Fabasoft Folio provides a process editor for the visualization and an easy editing of processes.

Figure 53: Approval process in Fabasoft Folio

Note: The white paper “An Introduction to Fabasoft app.ducx” provides extensive examples on how to define activities, processes and process control elements using Fabasoft app.ducx.

Ad Hoc WorkflowPermanent link for this heading

Users can prescribe ad hoc activities to other groups, user roles and/or users. The following actions result in ad hoc process changes:

  • Delegating activities
  • Rejecting activities
  • Taking over activities
  • Retracting activities
  • Suspending activities

The WorklistPermanent link for this heading

The worklist in a user’s portal contains the list of activities assigned to the user, to one of the groups the user belongs to, or to one of his user roles.

Figure 54: A user’s worklist

Access Control in WorkflowsPermanent link for this heading

Fabasoft Folio enables the modeling of a customer's concrete organizational structure using users, groups and roles. This makes it possible to define access rights for the concrete organizational structure.

  • Only registered and securely authenticated users have access to the business documents.
  • Access rights are flexibly controllable.

Workflow NotificationsPermanent link for this heading

Notification definitions allow you to define notifications for the following events:

  • a deadline of an activity has expired
  • a new activity has been received
  • an activity has been taken over by another workflow participant
  • a process has been suspended
  • a process has been terminated

For each defined event, you can specify a custom notification text.

EscalationsPermanent link for this heading

Escalations allow you to inform users (e.g. via e-mail) about deadlines defined for activities that already expired or are about to expire. Escalations are triggered by an automated task executed in the background by the Fabasoft Folio AT Service. Escalations are therefore not processed in real time but in the interval defined in the automated task.

SubstitutionsPermanent link for this heading

Fabasoft Folio allows you to define substitutions so other users can act as proxies and complete activities on your behalf, e.g. if you go on vacation.

You can delegate one or more of your roles to another user substituting as you for a defined period of time. The user to whom the roles are delegated can then assume these roles for the specified period of time.

Note: Administrators may also set up substitutions on behalf of other users.

Figure 55: Substitutions

Business Processes With BPMN 2.0Permanent link for this heading

The support of BPMN 2.0 (Business Process Model and Notation) allows you to model business processes and benefit from the advantages of a platform-independent notation. The created process diagrams can be directly used as a basis for automating your business processes.

In the graphical BPMN editor, besides the modeling of the process, for example Folio users and activity definitions can be assigned to BPMN elements, in order to be able to execute the process directly with the Fabasoft Folio Workflow Engine.

The BPMN editor is subdivided in three areas. The left pane contains the BPMN elements that can be dragged and dropped on the middle design pane. The right pane (folded by default) shows properties for the element that is selected in the design pane. The right pane is also used to assign Folio objects for process execution purposes.

Figure 56: BPMN editor

To be able to execute BPMN processes, the processes have to be released. The process can be released for the user himself (testing purposes) or for groups that are assigned to the user.

Figure 57: Release process for execution

Process FolderPermanent link for this heading

The process folder allows you to file processes in a structured way and link them with documents, participants and outputs. The processes can be viewed and analyzed from different angles.

The process folder is structured in following four areas:

  • Processes
    A modeled business process can reference subprocesses, documents, participants and outputs.
  • Documents
    The documents that are needed in the process.
  • Participants
    A participant represents an area of responsibility within a process.
  • Outputs
    An output defines a result of a process. Outputs can be structured with help of output groups.

Figure 58: Process folder

For each document, participant and output you can view the related processes at any time.

Figure 59: Related processes