WorkflowPermanent link for this heading

The workflow provides following new features.

Better Overview in the WorklistPermanent link for this heading

In the worklist dashboard, in the to do list also the concerned objects are displayed beside the activity. In addition the concerned objects are listed in an own area.

Process FlowPermanent link for this heading

The workflow allows users to be included in the editing of business objects using processes. Processes consist of individual activities that can be processed in the worklist.

The “Processes” tab is available for objects on which at least one process has been started so that you can easily follow the process flow. An overview of the activities already executed and the current activity is displayed for each process.

Click on the process name to display the complete process with any loops and conditions. The process flow that has already been executed is indicated by bold lines. Paths that were not traversed are visualized with dashed lines.

You can use the context menu of the process elements to execute the commands allowed in each case. For example, if you have the appropriate rights, you can change the participant of an activity that has not yet been executed using the “Edit” context menu command.

Process StatisticsPermanent link for this heading

To obtain an overview of the running processes, several process statistics are available that illuminate the individual aspects of process execution.

Note: The settings can be configured for groups on the “Workflow” tab.

The statistics can be displayed for:

  • Process Administrators
    Provides an overview of all predefined and ad hoc processes of the organization.
  • Process Owners
    Provides an overview of all predefined processes for which the user is defined as the process owner.

Note: The process owner can be defined on the “BPMN Process Diagram” tab of a BPMN process diagram.

You access the process statistics via your worklist. The statistics are available for the following three levels: general overview, process definition and specific process.

General Overview

  • Process Statistics
    Provides an overview of the number of running processes and delayed processes.
  • Process Throughput
    Shows the number of started and completed processes and their difference in the selected time period.
  • Running Processes
    Shows the number of running processes and their changes in the selected time period.
  • Running Processes per Process Definition
    Shows the percentage breakdown of the process definitions of the running processes.
  • Activities of Running Processes
    Shows the percentage breakdown of the status of the activities of the running processes.
  • Delayed Activities
    Shows the percentage breakdown of the activities of the delayed processes.
  • Start Date of Running Processes
    Shows the number of running processes grouped by the start date in the selected time period.
  • Due Date of Activities
    Shows the activities of the running processes that need to be processed in the next two weeks.

Based on a Process Definition

  • Process Throughput
    Shows the number of started and completed processes and their difference in the selected time period.
  • Running Processes
    Shows the number of running processes and their changes in the selected time period.
  • Activities of Running Processes
    Shows the percentage breakdown of the status of the activities of the running processes.
  • Delayed Activities
    Shows the percentage breakdown of the activities of the delayed processes.
  • Start Date of Running Processes
    Shows the number of running processes grouped by the start date in the selected time period.
  • Due Date of Activities
    Shows the activities of the running processes that need to be processed in the next two weeks.
  • Processes
    Displays all processes (including completed processes) of the process definition.

Based on a Process

  • Runtime
    Shows the runtime of the process in days compared to the average runtime of the underlying process definition.
  • Activities
    Shows the percentage breakdown of the status of the process's activities.
  • Overview
    Shows the most important metadata of the process.

Note: The “Settings” action can be used to define the time period (from last week to last year) of the time-dependent statistics.

Working With BPMN 2.0Permanent link for this heading

Fabasoft Folio supports the international standard BPMN 2.0 (Business Process Model and Notation) for business process modeling. In addition to the renewed BPMN editor that allows you a simple graphical modeling, you can directly execute the business processes with the workflow engine. You get a tailored to your business workflow, without having to program a single line.

Multi-Instance ActivitiesPermanent link for this heading

Multi-instance activities can be used for processing an activity sequential or parallel by several process participants. You can use multi-instance activities in pre-defined processes and ad-hoc processes. This allows you, for example, to realize a parallel approval by several users.

Predefined Process (BPMN Editor)

In the BPMN editor, you can specify the loop type of a task.

  • None
    From the defined activity, one instance is created, which is offered to the defined process participants in the worklist. The first process participant, starting the processing, takes over the activity. The activity will be removed from all other worklists.
  • MI Parallel
    From the defined activity, one instance is created for each defined process participant and stored parallel in the respective worklists. All process participants must process the activity.
  • MI Sequential
    From the defined activity, one instance is created for each defined process participant and stored sequentially in the respective worklists. All process participants must process the activity one after the other.

As process participant, you can specify a Distribution List, an Organizational Unit or a Property of the Object from which a list of process participants can be determined. Distribution lists can only be used together with multi-instances. An organizational unit or property of the object can be used both in multi-instances and in non-multi-instances. In the case of multi-instances, a separate activity instance is created for each resolved process participant, in the case of non-multi-instances only one activity instance for the entire organizational unit or property of the object (single-valued) is created. Multi-valued properties of the object are only allowed for multi-instances.

Ad-Hoc Process

In ad-hoc processes, you can also choose between “No Multi-Instance”, “Parallel” and “Sequential”.

Notes

  • Distribution lists are immediately resolved at the start of the process. When a Property of the Object or Organizational Unit is used, the process participants are resolved during the runtime of the workflow (when the state of the corresponding activity is set to “Can Be Started”)
  • If the property of the object is single-valued and contains an organizational unit, all users directly assigned to the organizational unit receive an activity. Subordinated organizational units are not considered.
  • If the property of the object is multi-valued, all directly defined users receive an activity. In addition, all directly defined organizational units receive a joint activity.

Processes and FormsPermanent link for this heading

If a user-defined form is applied to a document, a two-part view is opened when you perform the “Open” step of activities like “Edit” or “Release”. This allows you to view the document and capture metadata directly.

If a BPMN process is restricted to the category of a user-defined base form, the process can also be used for forms derived from the base form.

Additional ImprovementsPermanent link for this heading

The workflow offers additionally the following new possibilities:

  • To make it easier to define signatures as a condition in BPMN processes, the properties Last Signature, Last Signature on/at, Last Signature by and Remark of Last Signature have been introduced.
  • The Applicable for property is now available directly in the BPMN editor. If the process is restricted to a category of a user-defined form or to an object class, the defined fields can be used in the condition editor.
  • In the BPMN process editor, an app.ducx expression can be defined for tasks in the Expression When Completing the Activity field. This expression is executed when completing the activity.
  • For the definition of an abstract participant of a process, a property of the object (e.g. Last Signature by) can be used. The participant is evaluated at runtime. This is particularly useful for automatically started processes because abstract participants such as process initiators do not make sense in that case.
  • The abstract participant “Property of the File of the Object” can be used to determine the participant based on the properties of the object's file.
  • A wait action can be implemented using an intermediate conditional event. The process is not continued until the condition (app.ducx expression) has been fulfilled. The check interval determines how often the condition is checked.
  • If the activities “Review”, “Approve” or “Release” are used in ad hoc processes, the following applies:
    • Negative results (e.g. “Approval denied”) are reported via an automatically inserted activity to the person who started the ad hoc process. The remaining commonly prescribed activities that have not yet been completed are set to “Not Executed”.
    • Activities for positive results (e.g. “Released”) are only automatically inserted if they are the last activity in the process.
  • If the activities “Review”, “Approve” or “Release” are inserted in running processes, negative results are reported to the person who inserted the activities. The remaining commonly inserted activities that have not yet been completed are set to “Not Executed”.
  • BPMN condition expressions are evaluated with NOCHECK. This avoids evaluation errors that properties are not assigned to the object class.
  • In the workflow settings, in the Show News About New Activities on the Welcome Screen field, you can define whether news about new activities in the worklist are shown on the welcome screen (if enabled in principle).
  • The activity “Review” is now additionally available.
  • The activity “Execute Expression in Background” is used for executing an app.ducx expression in the background. The process is not continued until the background task has been executed.
  • “Approve and Close” Activity
    The provided standard activities are extended by the “Approve and Close” activity. When the “Approve and Close” work step is performed, the object is signed with the “Approve” signature and the object is finalized, such that no further changes are possible.
  • The “Add Remark” activity is now available. This way remarks with attachments can be added to objects in the workflow.
  • You can define whether when finishing an activity in the worklist the next activity will be opened or whether the “to do” list will be opened (account menu > “Advanced Settings” > “Workflow” > Automatically Open the Next Activity After Finishing an Activity).