The integrated workflow system is a core component of Fabasoft Folio. A central element is the “work list” that is clearly displayed as a “to do” list for individual users showing activities awaiting completion (i.e., activities and their individual working steps). Processes are used to define who receives which activities in his/her work list and when. The respective users have the choice between performing the activities or, within the context of their specific access rights, delegate or instruct another user to complete the job.
Each user’s activities are displayed in the respective work list. An activity is an open task that is divided up into several working steps.
To start an activity, perform the following steps:
Users can carry out the working steps defined for an activity if the activity has been placed in his/her work list.
To execute a working step of an activity, perform the following steps:
In brackets next to the name of the working step, it is displayed whether this working step has not been executed yet (open), or this working step can be executed again (repeat).
An activity can be postponed and set to be completed at a later date. The activity is removed from the “To Do” tab and placed on the “Suspended/Pending” or “Long-Term Suspended” tab. After the set time period has elapsed, the respective activity will re-appear on the “To Do” tab.
Note: The “Long-Term Suspended” tab is only available if it is correspondingly configured. For this purpose a time interval has to be defined in the workflow configuration from when a suspension is considered as long-term. As soon as the activity is no longer considered as log-term suspended, it will be moved from the “Long-Term Suspended” tab on the “Suspended/Pending” tab.
To suspend an activity, perform the following steps:
Activities that have been postponed can be manually reactivated for completion before the time period has elapsed.
To reactivate a suspended activity, perform the following steps:
The activity is removed from the “Suspended/Pending” tab and placed to the “To Do” tab of the work list.
A user can be substituted by another user in a specific role and even personally. Users can act as an assigned proxy by selecting the respective role and placing themselves in the context of the access rights for that specific user.
To accept an activity as a substitute, perform the following steps:
The activity is moved to the “To Do” tab and the working steps can be executed.
A user can delegate an activity in his/her work list to another user, which also transfers the process responsibility. The other user receives that activity in his/her work list.
To delegate an activity, perform the following steps:
A user can instruct another user to perform a specific activity. It is also possible to instruct several users (at the same time or successively) to perform activities. Templates can be created and reused if the need for this occurs regularly.
Details for performing a prescribe
In the standard view, the following fields are available for defining a prescription:
Deadlines can be defined for every prescribed activity. Click “Show Deadlines” to show the fields for specifying deadlines. The following fields are available:
Prescribe several activities
To apply the settings for a prescribed activity, click the “Take” button. A graphical preview of the prescribed activities is displayed, and you now have the option to insert additional activities that are also prescribed. Click the relevant “+” button in the graphical display to insert an activity before, after or parallel to an already defined activity and enter the prescribe data.
In the graphical display, you can switch between the individual prescribe activities and edit these again. To do so, click the activity you want to edit. The prescribe data will be displayed again and can be edited. To apply the changes, click the “Take” button.
Change order of the prescribed activities
In the graphical display, you can also change the order of the prescribed activities using the drag and drop feature. To do so, perform the following steps:
Delete an activity again
To remove a prescribed activity, double-click the activity to select it and click “Delete”.
Store the prescribe as a template
To store the prescription as a template for repeated use, click the “Save as Template” button, enter a Name for the prescribe template and click “Next”.
To switch to the advanced view, click the “Advanced View” button. There you can make additional entries (for example, regarding substitution).
You can configure e-mail notifications for workflow events (e.g. pending activity expired) via “Account” > “Workflow” > E-Mail Notification for.
Approval processes comprise those process definitions and activity definitions that Fabasoft Folio provides as standard.
For each business object for different tasks a responsible user can be defined. These responsibilities are entered on the “Document” tab in the Responsibility field of the business object. If in a Category responsibilities have been defined, they are automatically taken over by the assigned business objects. The responsibilities can be adjusted in single business objects.
Note: If for the “Approve” role no responsible user has been defined, the “No participant defined” error message is displayed when executing the approval process.
To obtain approval for a business object, do the following:
The approval process will then be initiated for the business object and the user responsible receives the Approve activity in his/her job listing.
After the approval you get the Approved activity, if the business object is not approved you get the Approval denied activity. Both activities can be finished clicking Accept.
To approve a business object, do the following:
Note: The approval (including the remark) will be added to the business object on the “Remarks” tab. In addition, the approved status of the object will be backed up in the form of a recorded or approved version.
To refuse approval of a business object, do the following:
Note: The non-approval (including any comment) will be added to the business object on the “Remarks” tab.
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 executed with the Fabasoft Folio Workflow Engine.
For BPMN process diagrams a meaningful presentation is chosen depending on the context. In PDF overviews, when using the Folio network drive or the Folio App a picture of the process is displayed. In exported process diagrams (ZIP file) a PNG file and a SVG file (vector graphic) are provided as graphical preview.
Besides process diagrams also choreography and conversation diagrams can be created.
BPMN process diagrams are used to model business processes, which can be directly executed in Fabasoft Folio.
To create a process diagram, perform the following steps:
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 currently selected in the design pane. The right pane is also used to assign Folio objects for process execution purposes.
The keyboard shortcuts Ctrl + Z and Ctrl + Y can be used to undo and redo actions. Ctrl + S allows saving changes made in the editor. For copying, cutting, pasting and deleting elements the keyboard shortcuts Ctrl + C, Ctrl + X, Ctrl + V and Del are provided. The executability of the process can be checked with the “Check Executability in Fabasoft Folio” button.
Executable process must or may contain following elements:
Note: Go-to sequence flows can currently not be executed.
The usability of BPMN process diagrams can be restricted to template and document categories on the “Process Execution” tab in the Usable for field. This way processes are only offered if they are useful for the object on which the process should be carried out. When selecting activity definitions for tasks in the BPMN editor, only activity definitions are provided that correspond to the usability of the process diagram.
BPMN process diagrams may be imported and exported. In case of an executable process diagram, possibly assignments to Folio objects have to be adapted, if the Folio objects are not available in the target system. Component objects will be identified by the reference. Non component objects will be identified by the External Key (if defined by the administrator) or object address.
To upload a process diagram, perform the following steps:
To download a process diagram, perform the following steps:
To be able to execute BPMN processes, the processes have to be released using the context menu command “Release Process for Execution”. The process can be released for the user himself (testing purposes) or for groups that are assigned to the user. The user needs change rights on the groups.
To release a process, perform the following steps:
Released processes can be easily identified by the symbol. On the “Process Execution” tab, in the Released for Execution field all released process instances are listed.
The release state can be removed by executing the context menu command again and removing the check marks for the corresponding groups.
A renewed release affects only newly started processes. Processes already in progress are carried out using the old released version.
Note: The Usable for field (“Process Execution” tab) can be used to restrict the usability of the process to defined document categories and template categories. If collapsed subprocesses also define restrictions, the executability of the process is restricted to the corresponding intersection.
To execute a BPMN process on an object, perform the following steps:
The process is started on the object.
For managing business processes under “Account” > “Workflow” the tabs “Personal Settings” and “Predefined Settings” are provided. The Ad Hoc Process Templates and Predefined BPMN Processes fields show an overview of the templates and BPMN processes that are available for the user. You can edit your personal settings.
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:
In each area a folder is provided that lists all corresponding objects of the process folder as a not hierarchically structured list.
Processes, participants and outputs that are assigned to the process folder but currently not used in the structure are shown on the “Recycle Bin” tab of the process folder.
For each document, participant and output you can view the related processes at any time.
To define a process, perform the following steps:
To assign outputs to a BPMN process diagram, edit the properties of the BPMN process diagram. Define the outputs on the “Process Folder” tab in the Outputs field.
Note: On the “Process Folder” tab of a BPMN process diagram the subprocesses, documents and participants are listed that are defined in the process diagram. In the detail view on the desk, the information can also be found on different tabs.
You can define documents, participants and outputs implicitly via BPMN process diagrams, as described in chapter “Defining a Process”. Alternatively, you can define documents, participants and outputs in the corresponding lists of the process folder and use them in the BPMN process diagrams.
To define a document, a participant or an output, perform the following steps:
Note: You can use output groups to structure outputs.
To show the processes a document, a participant or an output is assigned to, perform the following steps: