bpmonline bpms ug - creatio · bpms 3 overview bpm'online is based on a business process...

BPMSBusiness process automationUser guide

Contents1. Overview .............................................................................................................................................................. 32. Business process creation................................................................................................................................ 4

2.1. How to create a business process with the Process Designer ........................................................ 52.1.1. How to create a process with the Process Designer.................................................................. 52.1.2. Designing a linear process with the Process Designer .............................................................. 62.1.3. How to create a branching process ............................................................................................... 92.1.4. How to create and modify records with a process...................................................................142.1.5. How to use sub-processes .............................................................................................................202.1.6. How to use events ............................................................................................................................222.1.7. How to work with data ....................................................................................................................312.1.8. How to use process parameters ...................................................................................................392.1.9. How to use custom pages ..............................................................................................................442.1.10. How to use formulas......................................................................................................................48

3. Business process execution ...........................................................................................................................543.1. How to run a process ..............................................................................................................................553.2. How to go through process steps .......................................................................................................593.3. How to resume a process ......................................................................................................................623.4. How to end a process .............................................................................................................................65

4. How to monitor processes ............................................................................................................................665. Business process management tools..........................................................................................................68

5.1. [Process library] section ..........................................................................................................................695.1.1. Process settings page ......................................................................................................................695.1.2. Actions in the [Process library] section ........................................................................................70

5.2. [Process log] section................................................................................................................................725.2.1. Process log page...............................................................................................................................725.2.2. Actions in the [Process log] section..............................................................................................745.2.3. Reports in the [Process log] section .............................................................................................74

5.3. [Process design] section .........................................................................................................................765.4. Process designer.......................................................................................................................................77

5.4.1. Process designer interface..............................................................................................................775.4.2. How to work with the Process Designer .....................................................................................805.4.3. Process properties ............................................................................................................................825.4.4. Process parameters ..........................................................................................................................825.4.5. Process items .....................................................................................................................................865.4.6. Process items. Flows and connecting objects............................................................................905.4.7. Process items. Events .......................................................................................................................945.4.8. Process items. Gateways .................................................................................................................995.4.9. Process items. Standard process items......................................................................................103

bpm’online BPMS 1

User guide

5.4.10. Process items. Data processing items .....................................................................................1245.4.11. Process items. Additional process items.................................................................................129

5.5. User Task Designer ................................................................................................................................1345.5.1. User task designer Interface.........................................................................................................1355.5.2. User task properties .......................................................................................................................1365.5.3. User task items Parameters ..........................................................................................................1375.5.4. User task items Methods...............................................................................................................1385.5.5. User task items [User message] group......................................................................................1395.5.6. User task items Name spaces ......................................................................................................139

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BPMS 3

OVERVIEWBpm'online is based on a business process management platform that uses BPMN 2.0 notation. Thesystem provides the ability to model, execute and monitor processes.The ready-made processes in bpm'online represent the best global practices in marketing, sales andservice. You can also add and configure your own processes to meet specific needs and requirementsof your company.

BUSINESS PROCESS CREATIONUse the PROCESS DESIGNER to create business processes.

• How to create a business process with the Process Designer

BUSINESS PROCESS EXECUTIONThe system often follows a process workflow. Therefore, designing a business process diagram isclosely related to the user interface of the system. Depending on the settings, the process can be started manually by the user (e.g., from the commandline or from the sidebar) or automatically based on some specified events (e.g., when adding orchanging a record, or when a field achieves a specific value).The system automatically prompts the required steps and guides the user through the necessary pathduring the process.

• How to run a process• How to go through process steps• How to resume a process• How to end a process

PROCESS MONITORINGAll the steps performed during the process are stored in the system to control and ensureeffectiveness. The built-in analysis tools enable you to find the most problematic points in theprocesses for future optimization.

• How to monitor processes

User guide

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BUSINESS PROCESS CREATIONCONTENTS

• How to create a business process with the Process Designer

SEE ALSO• Process designer

How to create a business process with the Process Designer

HOW TO CREATE A BUSINESS PROCESS WITH THE PROCESS DESIGNERThe BPMS PROCESS DESIGNER provides a wide range of tools for creating business processes ofvarying complexity in BPMN 2.0 notation.This chapter contains some of the more common cases of creating business processes using BPMSProcess Designer.

ATTENTIONThe following business process design cases cover the functions of BPMonline sales enterprise. Although the Process Designer itself is identical in all BPMonline products, the system sections available in your configuration may differ from those used in this document (i.e., the [Opportunities] section is available in the sales products only).

LATER IN THIS CHAPTER• How to create a process with the Process Designer• Designing a linear process with the Process Designer• How to create a branching process• How to create and modify records with a process• How to use sub-processes• How to use events• How to work with data• How to use process parameters• How to use custom pages• How to use formulas

SEE ALSO• Process designer

HOW TO CREATE A PROCESS WITH THE PROCESS DESIGNERTo add a new process using the Process Designer:

1. Go to the [Process library] section.2. Click the [New process] button (Fig. 1). The Designer will be displayed.

Fig. 1 Adding a process using the Process Designer

SEE ALSO• Designing a linear process with the Process Designer• How to work with the Process Designer

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DESIGNING A LINEAR PROCESS WITH THE PROCESS DESIGNERBy default, the diagram of the new process already contains start and end items (Fig. 2).

Fig. 2 Basic items in a process diagram

A process is a sequence of steps performed one after another.For example, first you need to call a customer and appoint a meeting, then you schedule and conducta meeting and finally you email the meeting summary to the meeting participants.In BPMS these three activities can be placed one after another in a sequence flow. To create activities,use the [Task], [Call] and [Email] process items.

HOW TO ADD SEQUENTIAL STEPSTo add an item, take the following steps:

1. In the [Actions] group of the [Items] area, select the needed item. For example, to add a call,select the [Call] item (Fig. 3).

Fig. 3 Selecting items in the menu

2. Place the item on the Designer work area.3. Connect the new item with the process using sequence flows as shown on Fig. 4.

Fig. 4 Adding a process item on the sequence flow

4. Specify parameters of the process item in the opened process item card (Fig. 5).

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Fig. 5 [Call] item parameter card

a. In the [Caption] field, enter the name of the item to be displayed in the diagram.Captions for process items usually begin with a verb, for example, “Call a customer” or“Conduct a meeting”.

b. In the [Subject] field, enter the subject of the new item. This subject is displayed both onthe [Calendar] view and in the list of the [Activities] section.

c. In the [Start in] field, enter the time to start the activity. For example, if a call should startemmediately after an item is activated, enter “0” in this field.

d. Complete the [Duration] field to indicate the time period needed to complete theactivity.

e. Select the [Show in calendar] checkbox to make the activity appear in the [Calendar]view of the [Activities] section.

f. Select the [Show execution page automatically] checkbox if some fields in the call pageshould be filled in manually.

5. Click the [OK] button to save the process item.

NOTEActivities created by business processes can be modified by editing the corresponding fields on the activity page.

6. Add other process items in the same manner. For example, after the [Call] item, add the [Task]item to schedule a meeting with the customer and then add the [Email] process item to send ameeting summary (Fig. 6).

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Fig. 6 Linear process

7. Publish the process.

HOW TO ACQUIRE PARAMETER VALUES FROM OTHER PROCESS ITEMSProcess items can use parameter values from other process items.For example, the first process item is a call to a contact and the second one – is a meeting with thesame contact. When the process creates a task for the meeting, the [Owner] and [Contact] field valuesare already known and can be specified for the second process item automatically.To specify the task owner using parameters from a different process item:

1. Double-click the [Task] process item.

2. Click the button in the [Owner] field (Fig. 7).

Fig. 7 Filling out the [Owner] parameter in the [Task] process item

3. Click the [Parameter] button in the opened parameter window (Fig. 8).

Fig. 8 Parameter window

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4. In the left part of the window, select the “Call customer” item. This item will be the source forthe parameter value.

5. In the right part, click the [Owner] parameter (Fig. 9) and click [OK].

NOTEMost of the [Task] and [Call] item parameters correspond to the fields in the [Activities] section.

Fig. 9 Selecting a process parameter as a source

6. Click the [OK] button to save the parameter window and the process item card.7. Publish the process.

When the process is run, the employee who was specified as the call owner will beautomatically specified in the [Owner] field on the task page.

SEE ALSO• How to work with the Process Designer• [Task] process item• [Call] process item• [Email] process item• Process parameters

HOW TO CREATE A BRANCHING PROCESSYou can create processes that take alternative paths depending on the results of completed processitems. The meeting process (Fig. 10) covered in the “Designing a linear process with the ProcessDesigner” chapter can branch depending on the results of the call and meeting activities.

Fig. 10 Meeting process

For example, a call can have different results. The customer can be either interested in the meeting ornot. If the customer is interested, a meeting should be scheduled. If the customer is not interested, theprocess should end. In addition, the sales manager might not be able to reach the customer by phone,and in this case the process must schedule another call.There are two general methods of branching a process:

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• Gateways that activate one or more of their outgoing conditional flows depending on theresults of a previously executed item. For example, a process will branch depending on theactivity results.

• Branching that depends on the options selected in a user dialog by the process users. Forexample, after a meeting is completed, you can choose whether to send a summary of themeeting or not.

HOW TO USE GATEWAYSTo create a branching process with gateways:

1. In the [Gateways] group of the [Items] area, select the required gateway. For example, if theprocess can take only one of the alternative paths, use the exclusive gateway (Fig. 11).

Fig. 11 Selecting the gateway in the [Items] area

2. Place the gateway at the branching point of the process after the item that affects the processflow. For example, if the path the process will take depends on the result of the call, add theexclusive gateway after the [Call] item (Fig. 12).

Fig. 12 Adding the gateway at the branching point

NOTEIf the process should take both paths simultaneously, select the parallel gateway. For branching this gateway is used with sequence flows only.

3. Connect the gateway to the item, after which the process must branch.4. Right click the conditional flow in the logical operator menu on the process diagram.

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5. Connect the gateway to the next process item with a conditional flow. For example, if ameeting is one of the options, connect the gateway to the “Conduct a meeting” item (Fig. 14).

Fig. 14 Connecting a gateway to the next process item

6. In the opened window, select the result that will trigger the conditional flow. For example, select“Is interested”, so that a task for conducting a meeting is created only if the customer isinterested in it after the call (Fig. 15). Click the [OK] button.

Fig. 15 Selecting a condition for a conditional flow

7. Add other user tasks and conditional flows with the needed conditions in the same manner. Forexample, if a call result is “Call back later”, then the call should be made again. If this result is “Isnot interested”, the process should end (Fig. 16).

Fig. 16 Using a gateway for process branching

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User guide

8. Publish the process.As a result, the process will take a specific path depending on the call result.For example, if you indicate “Completed” in the [Status] field and “Is interested” in the [Result] field onthe activity page created by the “Call customer” process item, then the process will create the “Conducta meeting” activity. If you select the “Call later” result on the call page, then the process will createanother call. On the opened call edit page you can specify the time for the new call. Finally, if the callresult is “Is not interested”, then the process will end.

NOTETo change the condition for the conditional flow, double-click the flow and select the new condition in the opened window.

If the process branching depends on the activity results, then the drop-down list of the [Result] field inthe activity page will contain only those options that are used by the process. In the example (Fig. 16),the call page contains only the following options in the [Result] field: “Is interested”, “Is not interested”and “Call later”.

NOTEIf a branch of the process must be executed when none of the other results is selected, add the default flow that will be triggered if the activity has a result that was not specified in the conditional flows.

HOW TO CREATE USER DIALOGSTo create a branching process with the [User dialog] item:

1. In the [Actions] group of the [Items] area, select [User dialog].2. Place the [User dialog] task at the branching point of the process. For example, if the process

diverges after the meeting, add the [User dialog] task after the “Conduct a meeting” processitem (Fig. 17).

Fig. 17 Adding the [User dialog] task at the branching point

3. Fill out the process item card (Fig. 18):

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Fig. 18 Filling out the [User dialog] card

a. Use the [Caption] field to specify the name of the user dialog.b. Select a dialog mode. For example, to let the user select only one of the available

options, choose [Single selection].c. Add dialog options. For example, if a user is required to select whether to send the

meeting summary or not, add the corresponding options.d. Click the [OK] button to save the process item.

4. Select the [User dialog] item and place it on the process diagram. Click the conditional flow in

the item menu (Fig. 19).

Fig. 19 Creating an outgoing conditional flow for the User dialog process item.

5. Holding the left mouse button connect the user dialog and the following process item with aconditional flow. For example, if one of the dialog options is sending the summary, connect the“User dialog” and “Send a summary” user tasks.

6. In the opened window, select the dialog option that will trigger the conditional flow. Forexample, select “Send a summary” to create the corresponding activity if this option is selectedin the dialog (Fig. 20). Click the [OK] button to save the process item.

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Fig. 20 Selecting a condition for a conditional flow

7. Add conditional flows for the rest of the dialog options in the same way. Create a conditionalflow from the user dialog to the end event and select the “Do not send protocol” option(Fig. 21).

Fig. 21 Using a [User Dialog] item for process branching

8. Publish the process.As a result, the process flow will depend on the answer that the user selects in the dialog. For example, after the meeting is completed, the system will offer you a choice: send the protocol ornot. If you choose to send the protocol, the process will start the “Send a protocol” item. If you selectthe other option, the process will end.

SEE ALSO• How to work with the Process Designer• Conditional flow• Process items. Gateways• [User dialog] process item

HOW TO CREATE AND MODIFY RECORDS WITH A PROCESSBPMS business process can create records in the system sections, as well as open existing records forediting. For example, if you are working with a sale process, you need to create a new opportunity, anda contract for the opportunity. After the contract is signed, the opportunity must be closed.The [Edit page] item is used to work with BPMS section records, . In all cases mentioned above youwork with a record edit page. First, new opportunity edit page opens, where you enter data for thenew record. Then the system displays the new contract edit page, some fields in which are already

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filled in with data from the opportunity you just created. After that, the opportunity page opens again,so that you can close the opportunity by changing its stage.

HOW TO CREATE A NEW RECORDTo create new record in the process:

1. Select the [Edit page] item in the [Actions] group of the [Items] area (Fig. 22).

Fig. 22 Selecting items in the menu

2. Place the item on the diagram.3. In the item card, fill in the fields on the [Main parameters] tab (Fig. 23):

Fig. 23 Filling in the [Edit page] user task parameters (the [Main parameters] tab)

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User guide

a. In the [Caption] field, enter the name of the item, which will be displayed in thediagram. Captions for the “Action” process items usually begin with a verb, for example,“Create opportunity”.

b. In the [Recommendation] field, specify the actions that must be performed by the userat this stage of the process.

c. In the [Page] field, specify the needed edit page. For example, to open an opportunityfor editing, select “Page - Opportunity”.

d. Select the [Create new record] option.e. Click the [Default values] button and add all required values that the edit page should

contain by default upon opening. For example, you can specify the opportunity name,its type, and the responsible employee.

4. Save the card.5. Publish the process.

As a result, when the process item is initiated, a new opportunity edit page will open.

CREATING A CONNECTED RECORDYou can connect any record created by a process to a previously created record.For example, a process creates an opportunity, and then – a contract based on that opportunity. In thiscase, the [Account] field on the contract page can be automatically filled in with the account of theopportunity created earlier. To do this:

1. In the [Actions] group of the [Items] area, select the [Edit page] process item.2. Place this item on the diagram.3. Fill out the opened task card (Fig. 24). For example, to add a contract for the opportunity,

select the [Create new record] option and specify the contract page in the [Page] field.4. Click the [Default values] button.5. In the opened list of default values, click the [Add] button.

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Fig. 24 Adding a default value

6. In the opened card, click the button in the [Column] field and select the [Account] column(Fig. 25).

Fig. 25 Selecting a column to assign default value

7. Click the button in the [Value] field.

8. Click the [Parameter] button in the opened window.9. On the left side of the opened window, select the “Create opportunity” item. This item will be a

source for the parameter value.10. Select the [Account] parameter on the right side of the opened window (Fig. 26) and click [OK].

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User guide

Fig. 26 Selecting a created earlier record as a source of parameter value

11. Save the default value card.12. Fill in the other default values by selecting the needed field in the list and clicking the [Edit]

button.13. Save the process item card.14. Publish the process.

As a result, when this process item is started, an opportunity and a contract will be created. Theaccount from the opportunity will be specified in the [Account] field of the contract.

HOW TO EDIT A PREVIOUSLY CREATED RECORDTo edit a previously created record:

1. In the [Actions] group of the [Items] area, select the [Edit page] process item.2. Place this item on the diagram.3. In the opened process item card, specify the needed page. For example, to open an

opportunity for editing, select “Page - Opportunity”.4. Select the [Edit existing record] option (Fig. 27).

5. Click the button in the [Record id] field.

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Fig. 27 Editing existing record using [Edit page] process item

6. Click the [Parameter] button in the opened window.7. On the left side of the opened window, select the “Create opportunity” item. This item will be a

source for the parameter value.8. On the right side, select the [Record id] parameter (Fig. 28) and click [OK].

Fig. 28 Selecting a record id of an earlier created record

9. Save the process item card.10. Publish the process.

As a result, when this item is activated, the record that was created earlier will be opened. Forexample, you can open the opportunity, that was created earlier by the “Create opportunity”user task.

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User guide

HOW TO MANAGE ITEM COMPLETION CONDITIONSSaving a created or modified record is not always the only condition necessary to complete a processitem. For example, a sale can be closed only if the corresponding opportunity enters one of the finalstages: “Closed/Won” or “Canceled/Lost”.Using additional fields of the [Edit page] process item, you can specify conditions under which the itemwill be deemed complete and will activate its outgoing flows, allowing the process to continue.

1. Open the card of the needed process item. For example, open the “Close opportunity” usertask card.

2. Select the [Item is executed if object meets conditions] checkbox.3. Using a standard filter area, specify the conditions that the record must meet before the

process item can be completed. For example, to make the “Close opportunity” item completedif the opportunity is in the final stage, apply the corresponding filter (Fig. 29).

Fig. 29 Setting up item completion conditions

4. Save the card.5. Publish the process.

SEE ALSO• How to work with the Process Designer• [Edit page] process item

HOW TO USE SUB-PROCESSESSub-processes can be used to run a process as a part of another process. For example, a sale process(Fig. 30) can have a subordinate process for conducting a meeting with a customer (Fig. 31). Designinga sales process is described in the “How to create and modify records with a process” chapter.

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Designing a meeting process is covered in the “Designing a linear process with the Process Designer”chapter.

Fig. 30 Sale process

Fig. 31 Client meeting process

HOW TO ADD A SUB-PROCESS1. In the [Activities] group of the [Items] area, select the [Sub-process] process item.2. Place the item on the diagram and use the sequence flows to connect it with the process

(Fig. 32).

Fig. 32 A diagram with a sub-process

3. In the [Process] field of the [Properties] area, select the needed process diagram. For example,to add a meeting as a sub-process, select the appropriate diagram in the list (Fig. 33).

Fig. 33 Selecting a process to be run as a sub-process


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User guide

As a result, when the parent sale process is run, the items preceding the sub-process will becompleted first, then the sub-process (meeting with client) will be started. After the sub-process is completed, the parent process will continue.

SEE ALSO• How to work with the Process Designer• [Sub-process] process item

HOW TO USE EVENTSA process can react to the following types of events:

• events that occur in the process itself – for example, when an item is completed;• events that occur in the system – when records are created or modified.

In both cases, the “Event” items are used. There are two main types of events: throwing and catching.To make an event occur, the intermediate throwing event must be activated by an incoming flow.Then, the event is deemed to have occurred and all intermediate catching events in this and otherprocesses that have been waiting for this event to occur will activate their outgoing flows.The throwing event is not needed if the catching event reacts to the event occurrence in the systemobjects rather than in the process itself;

HOW TO USE THE THROWING AND CATCHING EVENTSThrowing event items create events after specific activities have occurred. For example, to start anevent after a specific activity has been completed, place the throwing event on the outgoing flow ofthe corresponding item (Fig. 34).

Fig. 34 Using the intermediate throwing event

As a result, once the activity is completed, the corresponding event will occur in the system.To initiate an activity once the event occurs, place the needed event on the incoming flow for theinitiated activity (Fig. 35).

Fig. 35 Using the intermediate catching event

As a result, once the event occurs (the corresponding throwing event is executed), the catching eventwill start and activate the next process item.

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For example, you can place an intermediate throwing signal in the meeting business process (Fig. 36)and an intermediate catching signal in the parent process (Fig. 37).

Fig. 36 Meeting process

Fig. 37 Parent process with meeting process or its sub-process

NOTEDesigning the meeting process is described in the Designing a linear process with the Process Designer and How to create a branching process chapters.

Designing the parent process for signing a contract is described in the How to create and modify records with a process and How to use sub-processes chapters.

How to add an intermediate throwing signal1. Open the meeting process.2. In the [Items] —> [Events] —> [Intermediate] menu, click the [Signal] item. Place the

intermediate throwing signal on the diagram.3. Redirect the “Not interested” conditional flow to the signal item.4. In the item properties, enter the text of the signal, for example, “IsNotInterested” (Fig. 38).

Fig. 38 Setting up the signal properties

5. Connect the intermediate throwing signal to the end process event (Fig. 39).

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User guide

Fig. 39 Meeting process with the added throwing signal


How to add an intermediate catching signal1. In the process Designer, open the process for signing a contract.2. In the [Items] —> [Events] —> [Intermediate catching] menu, click the [Signal] item.3. Place the intermediate catching signal on the diagram and add sequence flows from the

subprocess to the signal and from the signal to the end event (Fig. 40).

Fig. 40 The sales process with the added catching signal

4. In the item properties, specify the text of the signal to catch (the same as that in thecorresponding throwing signal that has been added to the process), for example,“NotInterested”.

5. Publish the process.As a result, once the throwing signal is activated in the sub-process, the intermediate catchingsignal in the parent process will activate its outgoing flows.

HOW TO USE EVENTS THAT OCCUR IN THE SYSTEMSystem events can be triggered by adding, modifying, or deleting records. The [Start signal] and[Intermediate catching signal] items are used to handle such events.For example, the signing contract process (Fig. 41) can be modified so that it is launched whencreating a new opportunity in the system.

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Fig. 41 The signing contract process with the registering an opportunity item

To do this, the simple start event must be replaced with the start signal (Fig. 42).

Fig. 42 The signing contract process that is launched when creating a new opportunity

1. In the [Items] —> [Events] —> [Start] menu, click the [Signal] item and add this signal to theprocess start (Fig. 41).

2. Fill out the signal parameters by specifying conditions that will cause it to activate (Fig. 43):

Fig. 43 Configuring the start signal parameters

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User guide

a. Set the radio button to the [Catch object-related event] position.b. Select the object whose event must activate the signal. For example, to activate the

signal each time an opportunity is created, select the “Opportunity” object.c. Select the type of event. For example, “After adding record”.d. Specify additional requirements to the record that must initiate the signal. For example,

to activate the signal only when adding an opportunity in the “Initial contact” stage, setthe “Stage is equal to initial contact” filter.

3. Save the item.4. You can specify the start event as a source of the value for the parameter. For example, the

process can a new order each time an opportunity is created in the system. The new order canbe automatically connected to the created opportunity (Fig. 44).

Fig. 44 Using the start signal as a source for the parameter value

5. Publish the process.As a result, the process will be launched automatically each time a new opportunity is createdin the system.

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HOW TO USE EVENTS FOR BRANCHING PROCESSESTo branch processes depending on an activated event, the [Event-based gateway] operator is used.Events on which process branching depends are placed on the gateway outgoing flows (Fig. 45).

Fig. 45 Using the event-based gateway

For example, the contract approving procedure that generates events on which the process branchingwill depend can be added to the signing contract process (Fig. 46).

Fig. 46 The signing contract process

The process will wait for one of the possible events to be activated: approval completion or a changein contract status (for example, changing the contract status to “Canceled”).

1. Add items from the approval workflow to the process. For example, a task for the approver willbe created. After the task is completed, the process will ask the user about the result of theapproval (Fig. 47):

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User guide

Fig. 47 The contract signing business process with the branch for approving the contract

a. Add the [Task] item that will create an activity for the employee who approves thecontract.

b. Add items to select the approval results, for example, the user dialog with the “Contractapproved” and “Contract requires improvement” options.

c. Add items to execute for each of the options. For example, if the “Contract requiresimprovement” option is selected, the process will open the contract page to modify thecontract and then will create another task to approve the contract. If the contract isapproved, the intermediate throwing message is generated.

d. Save the process.2. In the [Gateways] group of the [Items] area, select the [Event-based gateway] item.3. Place the gateway on the the diagram and connect the outgoing flow of the “Create contract”

item (Fig. 48).

Fig. 48 Adding the event-based gateway to the process

4. Add catching events to activate each of the alternative process branches (Fig. 49), for example:

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Fig. 49 Catching events for branching processes

a. [Intermediate catching signal] – reacts to the change of the contract status.b. [Intermediate catching message] – reacts to the event that confirms successful

approval.5. Fill out the intermediate catching signal card (Fig. 50):

Fig. 50 Filling out the intermediate catching signal parameters

a. Set the radio button to the [Catch object-related event] position.b. Select the object whose event must activate the signal. For example, to activate the

signal when the contract status is changed, select the “Contract” object.c. Select the type of event. For example, “After editing record”.d. Select the record that must be modified to activate this signal. For example, you can

specify a contract that was created earlier (Fig. 51).

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User guide

Fig. 51 Binding the signal to the record created previpously by the process

e. Select the [Object must meet the following conditions] checkbox.f. Set the filter for the modified record. For example, to activate the event if the contract

status is changed to “Canceled”, set the “Status is equal to canceled” filter.g. Specify the object column whose changes activate the signal. For example, to activate

the signal when changing the contract status, add the “Status” column to the list.6. Save the signal card.7. Set up the catching message item that will activate upon successful contract approval (Fig. 52):

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Fig. 52 The diagram of process with the event-based gateway

a. Select the intermediate throwing event that will be activated if the contract is approved(the “Approved” item in the current example). In the [Message] property, enter the textthat identifies the message, for example, “success”.

b. Select the intermediate catching message (the “Contract approved” in the currentexample). In the [Message] property, specify the same text that has been specified inthe same property of the intermediate throwing message. For example, if the “success”message has been specified for the intermediate throwing message, enter the sametext to the [Message] property of the intermediate catching message.

8. Add activities that will be executed on each of the process branches, for example:a. Connect the intermediate catching message to the needed process item, for example,

the [Sign contract] item.b. Connect the intermediate catching signal to the “Specify the reason for canceling the

contract” item.9. Publish the process.

SEE ALSO• Process items. Intermediate catching events• Process items. Intermediate Throwing Events• Exclusive event-based gateway

HOW TO WORK WITH DATABPMS business processes can work directly with data stored in the system. The process can add or editrecords of the sections without opening edit pages, as well as delete records.For example, instead of opening a new activity page used to approve the contract, the process cancreate a task, add participants, and change the status of the contract once it has been approved. To dothis, use the following items: [Add data] – to create a task and add its participants (i.e. create records in

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User guide

the [Activity participant] object), [Modify data] – to modify the value in the [Status] field of the createdtask.The [Read data] item is used to obtain information about system records. For example, if the processhas been launched as a result of creating an opportunity, it is recommended to obtain all data aboutthe created opportunity.Activities for working with data can be included in the contract signing process created earlier (Fig. 53).

Fig. 53 Singing and approving contract process

HOW TO READ RECORD DATA1. In the [Activities] group of the [Items] area, select the [Read data] item.2. Place the item on the diagram and connect flows so that the [Read data] item is executed after

the “New opportunity created” signal and before the “Conduct meeting” subprocess (Fig. 54).

Fig. 54 Adding the [Read data] item to a process

3. Fill out the process item parameters card (Fig. 55):

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Fig. 55 Adding the [Read data] item to a process

a. Select the object whose record data must be read. For example, if the opportunity datamust be read, select the “Opportunity” object.

b. To read data of a particular record, select the [First record from selected by specifiedrecord sorting] radio button.

c. Apply a filter with the [Id] system column. In the filter value selection menu, select the[Compare with parameter] command. On the left side of the window, select the “Newopportunity created” item. On the right side of the window, select the [Record id]parameter.


HOW TO ADD A SINGLE RECORD1. In the [Activities] group of the [Items] area, select the [Add data] item.2. Place the item on the diagram. For example, replace the “Submit contract for approval” item

(Fig. 56).

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User guide

Fig. 56 Placing the [Add data] item in a process


Fig. 57 Adding a single record using the [Add data] user task

a. Select the object to which the record must be added. For example, to add a task, selectthe “Activity” object.

b. Set the radio button to the [Add one record] position.c. In the [Set column values] block, click the [Add] button.d. On the opened page, in the [Column] field, select the column whose value must be

filled in for the added record. For example, to add an activity of the “Task” type, selectthe “Type” column value.

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e. In the [Value] field, select column value. For example, to add an activity of the “Task”type, select the “Task” value from the lookup.

f. Specify the other field values for the created record in the same manner. For example,fill out the fields of the [Contract] and [Opportunity] connection by specifying thecontract Id (from the “Create contract” user task) and opportunity Id (from the readdata user task or the start signal).

4. Click the [OK] button to save the process item.5. Publish the process.

HOW TO ADD MULTIPLE RECORDSMultiple records are added based on the selection prepared earlier. For each selection record, therecord in the specified system object can be created. For example, the process can add theopportunity owner, the contract owner and the employee with the “CEO” job title to the [Participants]detail of the record. In this example, the records are created in the [Activity participant] object, and theemployees mentioned above are records of the [Contact] object selected on different conditions.

1. In the [Activities] group of the [Items] area, select the [Add data] item.2. Place the item on the diagram after the “Create task for approving contract” item (Fig. 58).

Fig. 58 Placing the item on the diagram


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User guide

Fig. 59 Adding multiple records using the [Add data] process item

a. Select the object to which the record must be added. For example, to add taskparticipants, select the “Activity” object.

b. Select the [Add selection result] radio button.c. Specify the object that contains the needed records. For example, to obtain the contact

selection, specify the “Contact” object.d. In the [Filter condition for selection] block, set the filter conditions according to which

the records will be included in the selection.e. In the [Set column values] block, specify the values with which the fields of the added

records should be filled in.f. In the “Activity” column, specify the task whose participants should be added.g. Add one more field value.h. In the [Column] field of the field value card, select “Participant”. In the [From selection]

field of the parameter value selection window, specify the “Id” value (Fig. 60).

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Fig. 60 Filling in the [Participant] field value for records added according to the selection


HOW TO MODIFY RECORDS1. In the [Activities] group of the [Items] area, select the [Modify data] user task.2. Place the item on the process diagram, replacing the existing “Sign a contract” item (Fig. 61).

Fig. 61 Adding the [Modify data] user task to the process


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User guide

Fig. 62 Editing the record using the [Modify data] item

a. Select the object that contains the record to be modified. Select the “Contract” objectto change the contract status.

b. In the filter block, set the filter to select the modified data. For example, to select thecontract created earlier by the process (using the action with the “Create contract”caption), set the filter by the [Id] field: “Id is equal to Create contract.Created Record id”.To set the filter value from the parameter, in the filter item menu, select the [Comparewith parameter] command (Fig. 63).

Fig. 63 Using a parameter value in the filter

c. In the [Set column values] block, specify the new field values of the modified record.For example, to change the contract status for “signed”, specify the new value for the[Status] field.


SEE ALSO• [Read data] process item• [Add data] process item• [Modify data] process item

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HOW TO USE PROCESS PARAMETERSProcess parameters are used to exchange information between different processes, as well as betweenitems within the same process. Besides that, the process and most of process items, can be completedwith the specific result. For example, when the meeting sub-process is launched (Fig. 64) the contact for which theopportunity has been registered in the parent process (Fig. 65) can be passed to the incomingparameter of the sub-process.

Fig. 64 The meeting process used as a sub-process

Fig. 65 The parent process

Besides that, the meeting sub-process can be completed either successfully or not.

NOTEDesigning the meeting process is described in the Designing a linear process with the Process Designer and How to create a branching process chapters.

Designing the parent process for signing a contract is described in the How to create and modify records with a process and How to use sub-processes chapters.

HOW TO ADD PARAMETERS TO A PROCESS1. Open the process to which you want to add parameters. If the data is exchanged between the

process and the sub-process, the parameters must be added to the sub-process. For example,the contact specified in the opportunity created when running the parent process can bepassed to the “Meeting contact” parameter of the meeting sub-process.

2. In the [Structure] area of the process, right-click the [Parameters] item and select the [Add]command (Fig. 66).

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User guide

Fig. 66 Adding an parameter to a process

3. Select the added parameter in the structure and specify its properties (Fig. 67):

Fig. 67 Specifying properties of a process parameter

a. Enter the name and caption for the parameter.b. Select the parameter value data type. For example, select the “Lookup” data type for

the parameter that will contain the name of the contact specified in the opportunity.c. Specify the lookup object that contains the list of available values of the given

parameter. For example, if a parameter must contain the value of the [Contact] field ofthe opportunity page, select the [Contact] object.


HOW TO PASS PARAMETER VALUES TO A PROCESS1. Open the parent process for editing. For example, if the contract signing process must pass the

parameter value (the contact that has been specified in the opportunity) to the meeting sub-process, open the contract signing process.

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2. In the [Structure] area, find the sub-process item that contains the passed parameter (forexample, the “Conduct a meeting” sub-process). Click [+] to display the item parameters.

3. Select a parameter whose value should be passed to the sub-process (Fig. 68).

Fig. 68 Selecting a parameter

4. In the [Properties] area, specify the parameter value:

a. In the [Value] field, click the button (Fig. 69).

Fig. 69 Defining the sub-process parameter value

b. Click the [Parameter] button in the opened window.c. On the left side of the opened window, select the process item that contains the

parameter value. For example, on the left side of the window, select the “Readopportunity data” > “First item in the resulting collection” item, and on the right side ofthe window select the [Contact] item (Fig. 70).

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User guide

Fig. 70 Passing the value to a parameter

5. Publish the process.As a result, the value of the [Contact] field of the opportunity page will be passed to the“Meeting contact” parameter that has been added to the sub-process.

HOW TO ADD AN END PARAMETER1. Open the process to which you want to add an end parameter. For example, if you want the

contract signing parent process to obtain the result of the “Conduct a meeting” sub-processitem completion, add the resulting parameter to the “Conduct a meeting” process.

2. In the [Structure] area, right-click the [Parameters] item and select the [Add] command in theright-click menu.

3. In the [Properties] area, specify the parameter properties:a. Select the [Resulting] checkbox.b. Select the [Serializable] checkbox.c. Select the parameter value data type. For example, if the process result depends on the

activity result, select the “Lookup” data type, and specify the [Result of activity] object asthe lookup object.

d. Specify the value source of the parameter. For example, if you want the sub-processcompletion result to correspond to the result of the “Call contact” item, set the [Result]parameter of the “Call contact” item as the source of the process resulting parametervalue.


CATCHING END PARAMETERS1. Open the parent process where the end parameter of another sub-process should be handled.

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2. Add process items that must be activated depending on sub-process results. For example, if asub-process completion result is “Is interested”, then a contract must be created, and if theresult is “Is not interested”, the process must stop.

3. Connect the sub-process to each alternative item with the outgoing conditional flows. Forexample, if the customer is interested, then the process creates a contract, and if the customeris not interested, the process stops (Fig. 71).

Fig. 71 Adding sub-process outgoing conditional flows

4. In the conditional flow formula card, specify the condition for moving down condition andcompare the sub-process resulting parameter to the expected value. For example, to make theprocess move down the conditional flow if the meeting result is “Is interested”, the value of the“Meeting result” parameter must correspond to the “Is interested” value from the “Result ofactivity” lookup (Fig. 72):

Fig. 72 Defining a condition for a conditional flow

a. Click the [Parameter] button.b. On the left side of the opened window, select the sub-process whose result is used in

the condition for this conditional flow (for example, the “Conduct a meeting” sub-process), and on the right side of the window, select the resulting parameter of thesub-process (for example, “Meeting result”).

c. In the [Value] menu, select the [Selecting value from lookup] item. In the openedwindow, select the “Result of activity” lookup and the expected value, for example, “Isinterested” (Fig. 73).

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User guide

Fig. 73 Selecting the value from a lookup

d. Put the “==” symbol between two variables and enclose the whole expression inparentheses (Fig. 72).

5. Save the formula card.6. Place another conditional flow connecting the sub-process to the end event and specify the

condition:([#Conduct a Meeting.Meeting Result#]==[#Lookup.Result of Activity.Is Not Interested#])

NOTEThe formula variables, for example, [#Conduct a Meeting.Meeting Result#], must be added using the formula card buttons and menus only. The variables cannot be entered manually.


SEE ALSO• Process parameters• [Formula] process item• [Sub-process] process item

HOW TO USE CUSTOM PAGESCustom pages provide additional means for user interaction.For example, in the contract signing process (Fig. 74) that is covered in the previous chapters, insteadof the standard dialog “Contract approved?” with the fixed choice answers of “Yes”/“No”, the specialapproval form with the [Approve] and [Send back for revision] buttons can be displayed for the user.Additionally, in this form, the user can enter a reason the contract was not approved.

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Fig. 74 Contract signing process with a user dialog

NOTEDesigning the signing contract process is described in the How to create and modify records with a process, How to use sub-processes and How to use events chapters.

1. In the [Activities] group of the [Items] area, select the [Auto-generated page] item.2. Add the item on the diagram instead of the “Contract approved?“ item. (Fig. 75).

Fig. 75 Adding the [Auto-generated page] item to the process

3. In the item parameters card, enter the caption for the page that will be displayed for the user,for example, “Approve contract”.

4. If necessary, connect the item to system records. For example, it is recommended to connectthe contract approval form to the contract being approved. In the [Binding object] field, select“Contract”, and in the [Binding object instance] field, specify the record ID. For example, the IDof the contract created by the process can be obtained from the process item that created thiscontract (Fig. 55).

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User guide

Fig. 76 The [Auto-generated page] item parameter setup

5. Add buttons. For example, the “Approve contract” and “Modify contract” buttons (Fig. 77).

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Fig. 77 Adding a button on the auto-generated page

6. Add fields. For example, the “Comment” multiline text field used for entering the approver'scomments. If necessary, you can make this field required. To make this field required only if thecontract is not approved, clear the [Validate values] checkbox for the “Approve contract”button. In this case, clicking the button will not require the required fields to be filled in.

7. Save the process item card.8. Add outgoing conditional flows that will activate when the user clicks the buttons on the auto-

generated page (Fig. 78).

Fig. 78 Adding conditional flows for implementing button logic

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User guide


SEE ALSO• [Auto-generated page] process item• Conditional flow

HOW TO USE FORMULASAlong with the standard numeric calculations, the [Formula] process item can be used to implementadditional logic in the process.For example, using the [Formula] process item in the signing contract process, you can generate thesubject of the activity by specifying the account, opportunity, and the number of the contract.Designing the contract signing process (Fig. 79) is described in previous chapters.

Fig. 79 The signing contract process

NOTEDesigning the signing contract process is described in the How to create and modify records with a process, How to use sub-processes and How to use events chapters.

The result of the [Formula] process item completion must be passed to a parameter. For this purpose,the process parameters are used.

HOW TO ADD PARAMETERS TO A PROCESS1. In the [Structure] area of the process Designer, right-click the “Parameters” item.2. In the right-click menu, select the [Add] command (Fig. 80).

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Fig. 80 Adding an parameter to a process

3. Select the added parameter in the structure and specify its properties (Fig. 81):

Fig. 81 Specifying properties of a process parameter

a. Enter the name and caption to identify the parameter.b. Select the parameter value data type. For example, for the parameter that contains the

activity subject text the data type must be “Text”.4. Publish the process.

HOW TO ADD THE [FORMULA] PROCESS ITEM TO A PROCESS1. In the [Activities] group of the [Items] area, select the [Formula] process item.2. Place the item on the diagram. For example, if you want the formula to generate subject text

for the contract revision activity, add the formula after the “Send contract for revision” item(Fig. 82).

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User guide

Fig. 82 Adding the [Formula] item to a process

3. Fill out the formula page (Fig. 83):

Fig. 83 Selecting a parameter to which the formula result will be passed

a. In the [Set parameter value] field, select the process “Task header” parameter createdearlier.

b. In the formula field, compile the value with which the parameter must be filled in. Forexample, you need to add a comment that was entered when approving the contractto the formula. To do so, click the [Parameter] button, and in the opened window,select the “Approve contract” item. On the right side, select the parameter of the itemthat corresponds to the “Comment” field that contains the approver's comments(Fig. 84).

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Fig. 84 Adding a parameter value to the formula

c. Add any text and enclose it in double quotation marks, for example, “Revise thecontract”.

4. Save the process item card.As a result, when executing the process, the comment entered by the user on the auto-generated page will be passed to the process parameter along with the static text.

HOW TO USE FORMULA RESULTS1. Open the process item that will use the parameter value obtained using the formula. For

example, you can use the caption generated earlier, in the “Improve the agreement” processitem that was added to the process earlier.


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User guide

Fig. 85 Defining the value of the [Caption] column when creating a task

a. In the [Set column values] block, select “Caption” and click the [Modify] button.

b. In the [Value] field of the value selection page, click the button.

c. On the parameter value selection page, select the [Set from another parameter orproperty] option and click the button of this field.

d. In the opened window, select the “Task caption” process parameter created earlier(Fig. 86).

Fig. 86 Setting process parameter as a source of parameter value

3. Save the process item card.

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SEE ALSO• Process parameters• [Formula] process item• [Modify data] process item

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User guide

BUSINESS PROCESS EXECUTIONCONTENTS

• How to run a process• How to go through process steps• How to resume a process• How to end a process

SEE ALSO• How to monitor processes

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How to run a process

HOW TO RUN A PROCESSThe business process in bpm'online can be started in several ways: from the command line; from theside panel; from any section that is configured to run this process or from the page of the record in thissection. In addition, there is a possibility to run process in [Process library] section, or automatically onan event that is configured for this process.

ATTENTION!You can manually run only active published processes of the “Business Process” type. Processes of other types cannot be run manually. When you try to run an unpublished or inactive process corresponding message is displayed.

This chapter covers different ways of running a business process in the system.

CONTENTS• How to run a process from the command line• How to run a process from the side panel• How to run a process from a section or record page• How to run a process from the [Process library] section• How to run a process automatically

HOW TO RUN A PROCESS FROM THE COMMAND LINETo run a process from the command line type the command "Run process", and then — the name ofthe process, which you want to run (Fig. 87).

Fig. 87 Running a process from the command line

NOTEYou can find more details about the command-line functionality in documentation for your bpm'online application.

HOW TO RUN A PROCESS FROM THE SIDE PANEL

To run the process from the side panel, click button in the side panel and select from the list theprocess you want to run (Fig. 88).

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User guide

Fig. 88 Running a process from the side panel (using run the process button)

NOTEThe ability to run the process by button is set in the process settings.

If the process you need is not listed, select [Another process] menu item and find the process inopened window. To run the process, click the [Run] button or double-click on the process name.

The same window opens when you click the button in the side panel and select [Run process]option (Fig. 89).

Fig. 89 Running a process from the side panel (from main menu)

HOW TO RUN A PROCESS FROM A SECTION OR RECORD PAGEIf a system section has configured list of processes, which can be run from the section, then [Runprocess] button will be displayed in the toolbar. To run a process, click this button and select from thelist the process you want to run (Fig. 90).

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How to run a process

Fig. 90 Running a process from the section

The same process list is displayed on the record page when you click the [Process] button in toolbar(Fig. 91).

Fig. 91 Running a process on the record page

HOW TO RUN A PROCESS FROM THE [PROCESS LIBRARY] SECTIONTo run the process, open [Process library] section and select the process you want to run and click [Runprocess] button (Fig. 92).

Fig. 92 Running a process from the [Process library] section

The [Run process] button in [Process library] section is displayed only for processes of the “BusinessProcess” type.

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User guide

HOW TO RUN A PROCESS AUTOMATICALLYProcesses can be run automatically when certain events occur. For example, when you add a newcontact, or change an account type or activity status, you don't need to run process manually. It will betriggered by the system.You can configure a process to run automatically upon an event using the Process Designer.

SEE ALSO• How to go through process steps• How to resume a process• How to end a process

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How to go through process steps

HOW TO GO THROUGH PROCESS STEPSWhen a business process is started, the system performs the sequence of steps (process actions). Fromtime to time, bpm'online prompts the user to enter required data, for example, to specify the results ofactions performed outside the system or to make a decision by choosing how a process shouldcontinue.There are two main groups of actions: those that are performed by the process automatically andthose that require user intervention in one form or another.If you are responsible for performing a business process step, you will have access to the page onwhich you can complete it. In the course of the process, various pages in various sections can be used.For example, when performing activity, activity page is used and when entering the data for a contact,the contact page is used.For detailed information on each step of the process, use the tips that can be added by the author ofthe process. Hints are available by clicking the button.

This chapter covers different user activities performed as part of business process execution.

CONTENTS• How to perform activities• How to fill in a record page• How to work with user dialogs• How to fill in a custom page

HOW TO PERFORM ACTIVITIESIf the process requires the user to perform a task, send an email or make a call, the correspondingactivity will be created. The process proceeds to the next step only when the activity is completed andits result is specified (Fig. 93). The list of possible results can be limited to only those values that areprovided in the process item.

Fig. 93 Selecting the process activity result

If you cannot complete the activity immediately upon its activation, enter new date and time in the[Start] and [Due] fields of activity page and save the record. You can come back to this step later.

NOTEActivities created by process are available in the [Activities] section like usual records created manually.

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User guide

HOW TO FILL IN A RECORD PAGEAs part of a business process, the system can offer users to fill out the page of a new or existing record.For example, to enter information for a new contact or to specify the status of the existing document(Fig. 94).

Fig. 94 Filling a record page in the course of the process

The process proceeds to the next step after record is saved. Process may also have additionalconfigured conditions under which the task will be considered completed, for example, when specificfields are filled.If you cannot complete the step immediately upon activation, postpone it by click on [Perform later]button. System will show additional area, where you can indicate a new date and time for the step(Fig. 95).

Fig. 95 Postponed process step

HOW TO WORK WITH USER DIALOGSThe process can display a page with a question (user dialog). Depending on process configuration youcan select one or several answers (Fig. 96). Your choice will affect the further process flow.

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How to go through process steps

Fig. 96 Example of the user dialog that is displayed in the course of the process

The process proceeds to the next step when you select an answer and save page.If you cannot answer the question immediately upon the activation, postpone it by click on [Performlater] button.

HOW TO FILL IN A CUSTOM PAGEIn addition to standard pages, custom pages can be opened while executing a process. On custompages, users can fill in specific fields or click the buttons that are not available in any standard section.For example, the process can display a series of pages where you can fill out step-by-step forms thatcontains custom buttons, comments, can be used to select values from the lookup (Fig. 97).

Fig. 97 An example of the custom page that opens by the process

The process proceeds to the next step only when all conditions for this page are completed, forexample, when field is filled and button [Next] is clicked.If you cannot complete the step immediately upon its activation, postpone it by click on [Close] button.

NOTE[Pre-configured page] and [Auto-generated page] are the process items that will be displayed as the custom pages.

SEE ALSO• How to resume a process• How to end a process

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User guide

HOW TO RESUME A PROCESSProcess steps can be postponed and you have several options to resume process steps.

CONTENTS• How to resume a process in the [Activities] section• How to resume a process from a connected record• How to resume a process from the [Process log] section

HOW TO RESUME A PROCESS IN THE [ACTIVITIES] SECTIONAs a rule, working with a process involves creating activities that define the user actions to be done. Alist of such activities can be found in the [ACTIVITIES] section and on the [HISTORY] tab in othersections.Such items as [Task], [Call] and [Email] are displayed as activities most often. To complete them, openthe corresponding activity for editing (Fig. 98).

Fig. 98 Opening a process activity

When the [User dialog] and [Edit page] items are activated, process creates activities of "Task" type inthe [Activities] section. If you open such an activity, the dialog page for the corresponding actionopens instead of the default activity page. For instance, if you open task that is created to displayquestion, a dialog page with question opens. If you open the activity to create a record in the system,then a page of a new record will open.

NOTECustom pages open only for not completed activities. After task completion default task page will open.

HOW TO RESUME A PROCESS FROM A CONNECTED RECORDA process can perform steps that do not include any activities, for example, when a page must beactivated during a process, or the action is connected with a specific record in the system.If such a step is postponed, you can return to it by using the [Process] button on the page of therecord that is connected with the step (Fig. 99). If the record is connected with multiple tasks, you canselect the required task from the list.

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How to resume a process

Fig. 99 How to resume a process from a connected record page

If this record is selected from a list, system also displays [Move down the process] button (Fig. 100).

Fig. 100 Resuming a process from a list

If you click the [Move down the process] button and the record is connected with one uncompletedprocess step, the corresponding page will be opened. If there are several steps for this record,additional window will open where you will have the possibility to select required step.

HOW TO RESUME A PROCESS FROM THE [PROCESS LOG] SECTIONYou can resume any step in a process in the [Process log] section regardless of the process type. To dothis:

1. Open the [Process log] section.2. Open a record about an uncompleted process.3. On the [Process items] detail select a step that you need to resume.4. Click the [Run item] button.

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User guide

Fig. 101 Resuming a process from the [Process log] section

The page of the selected process step will be opened.

SEE ALSO• How to go through process steps• How to end a process

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How to end a process

HOW TO END A PROCESSA process ends automatically when the end event is activated or when all active process steps arecompleted. Upon completion the process gets "Completed" status. Duration of the process is alsocalculated.

NOTECompleted processes are taken into account when calculating statistics.


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HOW TO MONITOR PROCESSESRegular process execution monitoring allows you to analyze the employee's productivity on the onehand, and on the other hand — to track "bottlenecks" in the designed diagrams for their furtheroptimization.

CONTENTS• How to view the process execution history• How to cancel process execution• How to view process statistics

HOW TO VIEW THE PROCESS EXECUTION HISTORYOnce a business process is initiated, information about the process instance is saved in the [Processlog] section. In particular, the log record page contains the name of the employee who initiated theprocess, the status of the process instance (“Running” or “Completed”), and a list of the activatedprocess steps (Fig. 102).

Fig. 102 Viewing the process execution history

HOW TO CANCEL PROCESS EXECUTIONIf a process was started mistakenly or if there is any other reason to stop the further execution of aprocess, you can cancel that process. You can cancel processes using the [Process log] section. To do this, select a required process instancein the list and click the [Cancel execution] button (Fig. 103).

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Fig. 103 Canceling a process execution

HOW TO VIEW PROCESS STATISTICSUse the analytics view of the [Process log] section to analyze statistics that were collected andcalculated during process execution.For example, you can analyze the number and duration of processes and their items using pre-configured indicators and diagrams (Fig. 104). If you need to customize the source data of thestatistics, just use standard filters in the section.

Fig. 104 Example of statistics about processes

NOTEWorking with analytics, analytics setup and standard filters are described in the documentation of the bpm'online application.

SEE ALSO• [Process log] section

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User guide

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BUSINESS PROCESS MANAGEMENT TOOLS CONTENTS

• [Process library] section• [Process log] section• [Process design] section• Process designer• User Task Designer

[Process library] section

[PROCESS LIBRARY] SECTIONThe [PROCESS LIBRARY] section stores all business process diagrams configured in bpm’online. In thissection you can create new processes and edit existing ones.

NOTEYou can find more information about how to run processes in the [Process log] section.

THE PROCESS DESIGNERThe Process Designer is used to create business process in bpm’online. Click the [New process] button(Fig. 105) to create a nwe business process.

Fig. 105 Adding a process

There are three commands available for each record in the process library:• [Open] — open the process diagram in the Process Designer.• [Properties] — open the process setup page, which contains summary information about the

process.• [Run] — run selected business process.

LATER IN THIS CHAPTER• Process settings page

Common data[Featured in] tab on process settings page

• Actions in the [Process library] section

SEE ALSO• How to create a business process with the Process Designer

PROCESS SETTINGS PAGEThe process settings page opens when you click the process name in the list of the [Process library]section. Clicking the [Open] button will open the process diagram in the business Process Designer.The process setttings page consists of several areas.

COMMON DATAGeneral information about the process that was saved in the Process designer. Values of non-editablefields you can specify in process properties using Process designer.

Caption Process caption. It is displayed for user on process initiation. This is a non-editable field.

Name Unique identifier of the process in the system. This is a non-editable field.

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[FEATURED IN] TAB ON PROCESS SETTINGS PAGEThe tab contains a list of sections in which you can start current process. Every section on the detail willhave [Run process] button. When you will click this button, list of the processes, which are available forstarting from this section, will be displayed (Fig. 106). The same process list will be displayed on therecord page of the section when on [Process] button click.

Fig. 106 [Run process] button n the section

SEE ALSO• How to create a business process with the Process Designer• Process designer

ACTIONS IN THE [PROCESS LIBRARY] SECTIONIn addition to the default actions, for example, adding or excluding selected record from a folder, thesection provides additional actions.

RUN PROCESSSelect this action to start the process execution. The process must be published and active. When youtry to run an unpublished or inactive process, a corresponding message will be displayed.This action is available in the section when a process is selected, as well as on process settings page.This action is displayed for the processes with the “Business Process” type only.

Package Package name where process will be saved. This is a non-editable field.

Version Process version You can save new process version using Process designer features. For example if process is already initiated by users but you need to change process diagram. In this case all saved process versions will be displayed in [Process library] section. But only last process version starting is allowed. This is a non-editable field.

Active Checkbox that sets process activity. Only active processes can be executed in the system. This is a non-editable field.

Display in run process button list

Select checkbox to show process in process list that is displayed on

clicking button on side panel.

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NOTEWhen you create a process from the [Process library] section, the process will have the “Business Process” type by default.

When you select a process with the “Business Process” type in the section, you will see the [Run] buttonbeneath the selected record.

DEACTIVATE PROCESSThis action disables the process. The [Active] checkbox on the process settings page will be unchecked.Deactivated processes are not displayed in the menu and cannot be run from the command line.

PUBLISH PROCESSTo initiate created and saved process it must be published. When publishing a process, the systemsaves the updated source code and metadata as well as compiles the updated executable files.This action is available in section when a process is selected and on process settings page.The action checks the [Active] checkbox setting in the process settings. When you try to publishinactive process the system will suggest to activate it. When you click [Yes] button, the process will bepublished and activated. When you click [No] button, process will be published, but it will remaininactive and unavailable to run.

SEE ALSO• Process settings page• Process designer

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[PROCESS LOG] SECTIONIn the [PROCESS LOG] section, you can see the list of all started business processes (process instances)in the system and their statuses. A business process can be started several times by different users at different times. Information abouteach instance will be displayed as a separate log record, which is added to the section list when youstart a business process.

ATTENTION!The information in this section is added automatically and cannot be edited.

NOTEAccess to the section can be granted in the [Object permissions] section. You can find more detailed descriptions of the administration tools ob bpm'online Academy website.

VIEWSThe section has several views:

• — the list of processes. Displays information about the started processes as a list ofrecords. All list columns are described below in the context of the process log page.

• – process analytics. It displays charts, indicators and ratings, which can be used foranalyzing processes. Read more...

FILTERS• By process start date (the [Start] field),• By the employee who initiated the process (the [Owner] field).

TOOLBARThe toolbar is available for the selected section record. It contains the [Open] button and can also havemore buttons for additional actions with the selected process instance.

CONTENTS• Process log page• Actions in the [Process log] section• Reports in the [Process log] section


PROCESS LOG PAGE

[GENERAL INFORMATION] TABThe fields are non-editable and are filled in automatically.

Title Name of the process initiated.

Owner The user on behalf of which the process has been launched.

Start date Start date and time of the process instance.

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Process itemsThis block contains a list of steps in a selected process that have been completed or are currentlyrunning.

Depending on the selected process item status, some additional buttons may be displayed:• [Run item] — resume the process from the selected step. This action is available for process

items with a "Running" or "Error" status.• [Download error description] — save file with the description of the error, which occurs during

the process item, locally using browser tools. The description file will be saved as TXT. Thisaction is available for process items with the "Error" status.

Connected objectsThis block contains a list of the records that are connected to the selected process instance. Forexample, a sale process can be connected to a certain account, its primary contact and the contractsigned after the sale has been closed. If the [Connected objects] block contains the name of theaccount, the name of the contact and the number of the contract then the information on this detail isadded automatically and cannot be edited.

End date End date and time of the process instance.

Duration, days Duration of the process instance in days, hours and minutes. Values are calculated when the process ends. The fields are not displayed on the record page, but can be displayed in the list.Duration, hours

Duration, minutes

Process status Status of the launched process, for example, “Completed” or “Running”.

Parent Name of the parent process. The field is not displayed on the record page, but can be displayed in the list.

Caption Caption of the process item on the diagram.

Status Status of the process item, for example, “Completed” or “Running”.

Started on Start date and time of the process item.

Completed on Completion date and time of the process item.

Duration, days Duration of the process item in days, hours and minutes. Values are calculated when the process item ends. The fields are not displayed on the detail by default.Duration, hours

Duration, minutes

Owner Owner of the process item.

Title Title of the record connected to the selected business process instance. For example, a campaign name, task subject, or invoice number.

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ACTIONS IN THE [PROCESS LOG] SECTION

PROCESS DIAGRAMWhen you select this action, an additional page with a graphical process diagram opens. The top rightcorner of the process item indicates how many times the item has been performed in this particularprocess.This action is available in the list toolbar and on the process log page.

CANCEL EXECUTIONThis action is used to terminate a selected process. After the action is confirmed, the status of theselected process is changed to “Canceled”.This action is available in the list toolbar and on the process log page.

NOTEUse the “Cancel running processes” system operation to grant access [Cancel Execution] action .

REPORTS IN THE [PROCESS LOG] SECTIONThe ANALYTICS view contains charts, indicators, rating lists and reports based on the section data.

[PROCESS ANALYTICS] TABSummary information about the running processes.

NOTEFilters set in the section a applied to all dashboard components.

NOTEHow to work with analytics and the analytics setup can be found in the documentation of your bpm'online application.

Object Name of the connected object. For example, “Account”, “Activity”, or “Document”, depending on the system object type.

Number of completed processes

This indicator that displays the total number of processes in the “Completed” status.

Average process duration

This indicator displays the average process duration in days. Only completed processes are taken into account.

Processes duration This diagram displays the total duration of all process instances for each process in days. The data is sorted in descending order of total duration. Only completed processes are taken into account.

Number of tasks within processes

This diagram displays the total number of steps that were created during performing all instances of each process. The data is sorted in descending order of the total number of steps. Only steps performed by users are taken into account (the diagram does not include the automatic actions).

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SEE ALSO• How to view process statistics

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[PROCESS DESIGN] SECTIONThe [Process design] section (Fig. 107) is designed to create new bpm’online business processes andedit existing ones. In this section, you can create diagrams to be used as a sub-processes in otherdiagrams.

Fig. 107 [Process design] section

This section contains a list of all business process diagrams. When you add a new process diagram oredit an existing one, the Process Designer will open, where you can make all needed modifications.

LIST COLUMNSThe [Title] column displays the name of the process that is shown in the [Process library] and [Processlog] sections. It is specified in the Process Designer when a new process is created.The [Name] column displays the unique internal name of a business process used to identify theprocess in the system. It is specified in the Process Designer when a new process is created.

SEE ALSO• Process designer• How to create a business process with the Process Designer

Process designer

PROCESS DESIGNERThe PROCESS DESIGNER is a tool for creating business processes.You can open the Process Designer in one of the following ways:

• Click the [New process] button or the [Open] button in the [Process library] section.• Click the [New] or [Edit] button on the [Process design] tab of the [Advanced settings window].• Select the [Business process] command in the [Add] menu or select a process and click the

[Edit] button on the [Configuration] tab of the [Advanced settings] window.• Select the [Open process] command in the [Additional] menu of the object designer. In this

case the process of the selected object will open.The processes are designed in compliance with BPMN 2.0.

NOTEUsing the business process designer to create business logic of system objects is covered in the developer documentation.

CONTENTS• Process designer interface• How to work with the Process Designer• Process properties• Process parameters• Process items• Process items. Flows and connecting objects• Process items. Events• Process items. Gateways• Process items. Standard process items• Process items. Data processing items• Process items. Additional process items

SEE ALSO• How to create a business process with the Process Designer

PROCESS DESIGNER INTERFACEThe Process Designer interface (Fig. 108) consists of a number of areas that contain tools and controlsneeded to create a process.

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Fig. 108 Process Designer interface

1 — THE TOOLBAR

The menu of the toolbar contains the following commands:

• [Save] — save changes made to the process diagram. If changes made to the process do notregular compilation, then the system users will be able to work by the new process right afterthe save operation.

• [Publish] — this command becomes available if the changes made to the process requirecompilation of the BPMS 1executable files.

In addition to the standard controls, the designer toolbar contains the following buttons:

– switch cursor to regular mode. Click this button if you need to cancel placement of a processitem, after selecting it from the menu. You can also use this button to exit vertical and horizontal shiftmodes.

– delete the selected process item.

The [Additional] menu of the process designer contains the following items:• [Open source code] — opens the source code of the business process.• [Open metadata] — opens the metatada of the business process.• [Copy diagram] — creates a new business process with the same diagram as current business

process. • [Open source code] and [Open metadata] commands are designed for viewing the source

code and metadata of the process. The process is saved in the form of metadata strings. Whenthe process is published, the system generates its source code, based on the saved metadata.

2 — ITEMS AREAThe [Items] area contains the list of items that are used to build a process.Depending on their role in the process, the items are split into the following groups: [Actions], [Events],and [Gateways].

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NOTEProcess items, as well as their purpose and properties, are described in separate chapters.

3 — WORKING AREAThe working area displays the business process diagram. To edit caption of a process item on theworking area, select the necessary item and press the [F2] key.

4 — STRUCTURE AREAThe [Structure] area displays tree-like structure of the process. Certain process items, such asparameters, are displayed only in the process structure.Process structure can include the following groups of items:

• The [Links] group contains the list of flows and connecting objects.• The [Parameters] group is used for managing the list of general process parameters. • The [Methods] group is used to add program methods for scripts of the process. This group is

intended for users with programming background.• [User messages] (LocalizableStrings) – this group contains the list of messages that can be

displayed to the user by the process. This group is intended for users with programmingbackground. These messages can be localized

• [Name spaces] (Usings) – this group is designed for adding name spaces to the process and isintended for users with programming background.

PROPERTIES AREA (5)The [Properties] area can be used to access general properties of the process as well as process itemproperties.Each process item has a number of properties. The set of properties depends on the type of theprocess item. Some properties, like [Name] and [Caption], are common for most process items. Otherproperties are used only for certain items. For example, the [Condition] property is used for conditionalflows only.

PROCESS ITEM MENUWhen you select an item on the diagram, the process item menu (Fig. 109) opens.

Fig. 109 Process item menu

– Delete the selected item. Selecting this command will delete the selected item from the process.

– Add an outgoing sequence flow.

– Add an outgoing conditional flow.

– Add an outgoing default flow.

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NOTECreating flows with the help of the process item menu is covered in Adding flows and connecting objects.

SEE ALSO• How to work with the Process Designer

HOW TO WORK WITH THE PROCESS DESIGNERTo create a process in the Process Designer, add the corresponding process items to the working area.All items in the working area are part of the process.Process items, as well as their purpose and role, are described in separate chapters.

CONTENTS• How to add items to a process• Adding flows and connecting objects to a process• Deleting process items

SEE ALSO• Process designer interface

HOW TO ADD ITEMS TO A PROCESSYou can add items to a process by using the [Items] area. All items, apart from flows and connectingobjects, are added to a process in a standard manner.

NOTEThe procedure for adding flows to a process is described in a separate chapter.

To add an item to a process, select it in the [Items] area. The selected item will appear next to thecursor in the working area. Click on the working area to place the selected item (Fig. 110).

Fig. 110 Adding a process item to the working area

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To cancel the item selection, for example, if you selected the wrong item by mistake, click the button on the designer toolbar.

ADDING FLOWS AND CONNECTING OBJECTS TO A PROCESSYou can add flows using the process item menu.Each flow must have a source and target item.To add the sequence flow:

1. Select the source item in the process designer working area.2. Process item menu appears. It contains possible outgoing flows for this item.3. Click the needed flow (Fig. 111).

Fig. 111 Selecting an outgoing flow in the source process item menu

4. Holding down the left mouse button, move the cursor to the target item for this flow. As aresult, in the center and along the item contour, the possible source points for the flow willappear.

Fig. 112 Connecting the flow to its target item

5. Place the cursor on one of the target points and release the left mouse button. As a result, the source item and the specified point of the target item will be connected withthe selected flow.

DELETING PROCESS ITEMSTo delete a process item, use one of the following options:

• Click the button on the Process Designer toolbar.

• In the working area, click the button in the process item menu.

• In the [Structure] area, select the [Delete] command from the right-click item menu.When an item with one incoming and one outgoing sequence flows is deleted, these flows are mergedinto one (Fig. 113).

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Fig. 113Deleting the item with incoming and outgoing sequence flows

PROCESS PROPERTIESA process is defined by a set of properties, which you can manage using the [Properties] tab.

Common[Name] – the name for the process that will be used to identify this process in the system. [Tag] – this property is used for process filtering. For example, the “Business Process” tag means thatthis process can be run using the [Start process] button on the navigation panel. After clicking thisbutton you can select the process in the opened window. When the process is created using thiswindow, the “Business Process” tag will be assigned to it automatically.[Notes] – any additional information about the process.[Package] – name of the package that contains the process schema.

Appearance[Caption] – the field shows the name of the process that will be displayed in the system interface.

Behavior[Enable logging] — select the checkbox to enable the process execution in the [Process log] section.Select the [Serialize in DB] checkbox to save parameter values for the running process in the database.Serialization is used for long processes. For example, a new activity is created in the process and will becompleted only after a certain period of time. In this case, even when you log out of the system, allprocess parameters will be saved and this process can be resumed any time.If you clear the [Serialize in DB] checkbox, then process parameters will be saved, but will not be put todatabase.

ATTENTION!If you add items to the process that have the [Serialize in DB] checkbox selected, then this checkbox will automatically be selected for the whole process.

[Maximum number of repetitions] — set the limit of how many times a process item can be initiatedwithin the process. The purpose of this setting is to avoid infinite process looping. If the limit is reachedon any item, the process will automatically stop.

PROCESS PARAMETERSProcess items, as well as processes, have a set of parameters that determine their behavior, forexample, the [Call] user task has such parameters as, “Subject”, “Owner”, “Duration”, etc.

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You can specify parameters of certain process items, such as [Task], [Call] and [Email], using the card(Fig. 114) that opens when an item is added to a process. You can also open this card by double-clicking the corresponding process item.

Fig. 114 Process item parameter card

The same parameters are displayed in the [Structure] area (Fig. 115).

Fig. 115 Adding a process item to a working area

If you select a parameter in the [Structure] area, the properties of the selected parameter are displayedthe [Properties] area. Use the [Value] property to edit the value of the parameter (Fig. 116).

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Fig. 116The [Value] property field

PARAMETER VALUE WINDOWThe parameter value window (Fig. 117) is used to define values of parameters. To open this window,click the button in the corresponding field of the process item parameter card (Fig. 114) or thesame button of the [Value] field in the [Properties] area (Fig. 116).

Fig. 117 Parameter value window

The parameter value selection window is similar to the [Formula] process item.You can specify a static value for the parameter by entering the corresponding value directly (for textor numeric parameters), or using the [Value] menu to specify the date and time values or use systemvariable or system setting values as parameter values. For example, you can select the [Current date]system variable as a parameter value. Click the [Parameter] button to select a process parameter or parameter of a different item as a sourcefor parameter value. For example, you can connect a call to the same account as the task createdearlier by the same process. As a result, each time the call is created by the process, the value in the[Account] field of the call card will be the same as the value of the [Account] field in the task card.

SETTING STATIC PARAMETER VALUE1. Double-click the required process item in the working area of the designer, the [Task] item for

instance. As a result, the [Task] item parameter card will open.

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2. In the needed field, click the button to change its value. For example, click this button inthe [Account] field of the [Task] item parameter card to connect a task to an account.

3. Select the [Set constant] option in the parameter value window and fill in the correspondingfield.

4. Fill in the [Value] field, for example, to specify a static value for the [Account] parameter, selectthe account name from the corresponding lookup (Fig. 118).

5. Enter static value in the parameter value window For example, to select a contact from theContacts section, select the [Select lookup value] command in the [Value] menu (Fig. 118), thenselect [Contact] object and a contact record in it.

Fig. 118 Setting static parameter value

Fig. 119 Selecting the parameter value from a lookup

6. Close the parameter value window and save the process item parameter card.

NOTEIf a process item does not have a parameter card, you can open the parameter value window by

selecting the required parameter in the [Structure] area (Fig. 115) and clicking the button of the [Value] field in the [Properties] area (Fig. 116).

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SETTING PARAMETER VALUE FROM OTHER ITEM PARAMETER:1. Double-click the required process item in the working area of the designer, the [Call] item for

instance. As a result, the [Call] item parameter card will open.

2. In the needed field, click the button to change its value. For example, click this button inthe [Account] field of the [Task] item parameter card to connect a task to an account.

3. Click the [Parameter] button in the opened parameter value selection window.4. In the opened window, select the source process item in the left part of the window (Fig. 120)

and click the [OK] button. For example, to use a parameter of the “Create task” process item assource, select this process item in the [Structure] area.

Fig. 120 Setting parameter value from other item parameter

5. In the right part of the window, select the source parameter, for example, “Account”.6. Close the parameter value window and save the process item parameter card.

As a result, the parameter value will be set from another process item. For example, theprocess will create a call, connected to the same account as the task.

ATTENTION!Type of data in the source parameter must correspond to the type of data in the target parameter. For example, the source of the “Account” parameter can only be a parameter that contains an account in it.

PROCESS ITEMSBPMS processes use most of the standard BPMN elements. The visual representation and function ofprocess items are similar to those of standard BPMN items.In the table below, you can find a short description of each process item. More information about eachitem can be found in a separate chapter.

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Standard Process Items

Item Notes

[Edit page] process itemOpens a page for editing or creating a record.

[Task] process itemAdds an activity of the “Task” type.

[Call] process itemAdds an activity of the “Call” type.

[Email] process itemAdds an activity of the “Email” type.

[Send email] process itemSends an email message to the specified addresses.

[Change access rights] process itemCreates, changes, or deletes access rights to system objects for specified users or roles.

[Pre-configured page] process itemShows a specified page which was customized earlier.

[Auto-generated page] process itemShows the page generated automatically in accordance with the item parameters.

[User dialog] process itemDisplays a dialog window with a number of options to choose from.

[Formula] process itemAutomates the calculations of the process.

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Data processing items

Additional process items

Events

Item Notes

[Read data] process itemUsed to access the database and acquire data that is used by other process items.

[Add data] process itemAdds one or several records to the selected object.

[Modify data] process itemEdits one or several records in the selected object.

[Delete data] process itemDeletes records from the selected object.

Item Notes

[User task] process itemRuns various additional tasks. The list of available additional tasks can be modified with the help of the Action Designer.

[Script task] process itemExecutes a C# script.

[Sub-process] process itemRuns a different process as part of the current process.

[Event sub-process] process itemA sub-process that is activated when a certain event occurs in the current process.

[Link process to object] process itemCreates a connection between a record and the current process. The connected records are displayed on the [Connected objects] detail of the [Processes] section.

Item Notes

Simple start eventStarts the process when the user runs it manually.

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Message start eventInitiates a sub-process that should be activated by a throw message of a parent process, as well as by events of an object or page.

Signal start eventAutomatically starts a process when a certain throwing signal is activated, as well as when a record is added, edited or deleted in the selected object.

Intermediate catching messageActivates if a certain intermediate throwing message is activated in the process.

Intermediate catching signalActivates if a certain corresponding throwing signal is activated in the current or a different process. This item is also activated when a record is added, edited or deleted in the selected object.

Intermediate throwing messageWhen this item is activated, it activates a corresponding catching message in the current process.

Intermediate throwing signalWhen this item is activated, it activates a corresponding catching signal in the current process as well as in all active processes. It can also be used to start processes that begin with a start signal event.

[Terminate] process itemCompletes a process.

Item Notes

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Gateways

Flows and connecting objects

SEE ALSO• Process items. Flows and connecting objects• Process items. Events• Process items. Gateways• Process items. Standard process items• Process items. Data processing items• Process items. Additional process items

PROCESS ITEMS. FLOWS AND CONNECTING OBJECTSFlows and connecting objects are used to display relationships between user tasks and other processitems. The following types of flows are used in BPMS: sequence flows, default flows and conditionalflows. The [Flows and connecting objects] group also contains associations.

Item Notes

Exclusive gatewayUsed to direct the flow of a process to one of the available paths.

Inclusive gatewayUsed to create alternative flows in a process. Any number of these flows can be executed concurrently.

Parallel gatewayUsed to create several parallel flows, each of which must be executed before the process can complete.

Exclusive event-based gatewayUsed to create several alternative branches in the process depending on a message or signal received.

Item Notes

Sequence FlowUsed to establish the order in which process items are executed.

Conditional flowMoving down the flow is done only if certain conditions are fulfilled.

Default FlowUsed in conjunction with at least one conditional flow. Moving down the flow is performed when it is impossible to move down at least one conditional flow.

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CONTENTS• Sequence Flow• Conditional flow• Default Flow

SEE ALSO• Adding flows and connecting objects to a process

SEQUENCE FLOWSequence Flow is used to define the order of execution for actions. For example, a contract must beapproved and then signed by the parties (Fig. 121).

Fig. 121 Sequence flow

Moving down the sequence flow is done after the source process item is completed.Any process item can have more than one outgoing sequence flow. In this case, moving down alloutgoing flows is simultaneous. Using multiple outgoing sequence flows is equal to using a parallelgateway.

SEE ALSO• Process items. Standard process items

CONDITIONAL FLOWMoving down the conditional flow is done upon fulfilling the condition specified for a flow. Forexample, if a customer is interested in your products or services, the relevant information must beforwarded to them (Fig. 122).

Fig. 122 Conditional flow

Conditions for gateways are set in the same manner. If a process item (for example, “Execute call”) isconnected to a gateway with a sequence flow, then when you add conditional flows between thisgateway and subsequent process items (for example, “Call later” or “Process data”), it is necessary tospecify the conditions for moving down these flows.

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CONDITIONS OF FLOWSDepending on the source item, there are two ways of defining the conditions of flows: either select thecondition from the list or create it by using a formula.

Selecting a condition from the listWhen you add a conditional flow outgoing from an activity (such as [Task], [Call] and [Email]) or the[User dialog] item, the system will suggest to select the result of this activity (for example, “Call later”,“Information received”, “Canceled” and so on). The selected option will be used as a condition foractivating this conditional flow (Fig. 123).

Fig. 123 Selecting a condition from the list

Possible results of the [Task], [Call] and [Email] user tasks are stored in the [Activity results] lookup. Thelist of possible options depends on the type of activity.In this case only one of outgoing conditional flows can be activated, similarly to using exclusivegateway.

Using a formula to create a conditionIf a conditional flow is added for any other process item that is not the [Task], [Call], [Email] or [Userdialog], then conditions are set by using formulas. Formulas are also used for conditional flowsoutgoing from gateways.When you add such a conditional flow, the [Formula] item card is opened. Use it to set conditions formoving down this flow (Fig. 124).

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Fig. 124 Using a formula in a conditional flow

You can find more information about working with gateways, functions, parameters and formulavalues in the description of the [Formula] process item.When a formula is used to set conditions for conditional flows, the result of the formula is treated as aBoolean value. The logic is the same as that of the standard [Formula] item whose value is passed to aparameter with the boolean data type.

SEE ALSO• Process items. Gateways• [Task] process item• [Call] process item• [Email] process item• [Edit page] process item• [User dialog] process item• [User task] process item• [Formula] process item

DEFAULT FLOWMoving down a default flow is done when it is impossible to move down any of the conditional flows.For example, by default products are sold to the customer at a standard price, but for large orders thecustomer can get a discount (Fig. 125).

Fig. 125Default flow

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A default flow is used when there is at least one conditional flow outgoing from the same process item.As a rule, source process items for the default flow are gateways, but activities can be used as well.

SEE ALSO• Conditional flow• Process items. Standard process items• Process items. Gateways

PROCESS ITEMS. EVENTSAn event is something that happens in the process and influences its further flow.For example, the process of handling the order begins when the Sales department receives the orderfrom the customer and can be stopped if the customer decides to cancel the deal. In this case,receiving the order and canceling the deal are process events.In BPMS the following event types are used: start, intermediate throwing, intermediate catching andend.

CONTENTS• Process items. Start Events• Process items. Intermediate catching events• Process items. Intermediate Throwing Events• [Terminate] process item

PROCESS ITEMS. START EVENTSStart events (Fig. 126) activate the processes and event subprocesses.

Fig. 126 Start events

No process item can be executed before the start event. After the start event is initiated, the processstarts and can receive signals from other processes.

SIMPLE START EVENTSimple start event is used when the process is initiated by a user directly, as opposed to being startedby a signal or message.

MESSAGE START EVENTWhen a message start event is used, the sub-process can be activated in one of the following ways:

• By the the [Message] intermediate throwing event that was generated for other member of theparent process, for example, the “Cancellation of order” sub-process can be started with a“Customer canceled an order” message.

• By the object event or the event that was generated on the page with which the process isconnected. For example, when you click some button in the system or open a right-click menu,a corresponding message is sent to the process.

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Use the [Message] field to specify the name of the message that the given event will wait for. Receivingthis message will initiate the process.

SIGNAL START EVENTA signal start event is used to activate a process from another process. This process item is activated bythe throw signal event in another process or when adding, editing, deleting the record of the selectedobject. For example, the process will start automatically when a new contact is added to the system.Start messages or signal events can be used to activate the event sub-processes. These events arenon-interrupting. It means that if the event sub-process is activated, the main process continues to runand does not wait for this sub-process to finish.For example, a customer can modify an order at any stage of order processing. In this case, whengetting a message "Client has canceled the order", the necessary actions are performed, but the mainprocess is not terminated.

ATTENTION!The start signal card is identical to the intermediate catching signal card. The only difference between them is that the start signal card does not contain the [Object record] field. The signal card is described in subsequent chapters.

SEE ALSO• Intermediate catching signal• Process items. Intermediate Throwing Events• [Event sub-process] process item

PROCESS ITEMS. INTERMEDIATE CATCHING EVENTSIntermediate catching events work similar to start events but do not initiate a process.When an incoming flow is activated, intermediate catching events wait for the corresponding throwingevents and then activate their outgoing sequence flows.

CONTENTS• Intermediate catching message• Intermediate catching signal

INTERMEDIATE CATCHING MESSAGEAn intermediate catching message (Fig. 127) is activated by a corresponding throwing message. Onlya message generated inside the current process can be received.

Fig. 127 Intermediate catching message

For example, after issuing an invoice to a customer, the process will wait for the “Invoice paid” eventand then perform the next user task.After the incoming flow is activated, the selected process item waits for the corresponding message.When the message is received, the catching event activates its outgoing flow.

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[Message] – Use this field to specify the name for the message that the event will wait for. When thismessage is received, the outgoing sequence flow will be activated.

SEE ALSO• Process items. Intermediate Throwing Events

INTERMEDIATE CATCHING SIGNALIntermediate catching signal (Fig. 128) can be activated by a custom signal. It can also react to themodifying or deleting of records in the specified object.

Fig. 128 Intermediate catching signal

For example, the signal can be activated when the “VIP” status is assigned to an existing client or whendeleting an activity.

NOTEThe “Start signal” and “Intermediate catching signal” parameter cards are identical. In contrast to the start signal, the intermediate catching signal is not activated after adding a record to an object.

Signal parameters are specified in the card (Fig. 129) that opens when an item is added to a process.You can also open this card by double-clicking the corresponding process item.

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Fig. 129 [Intermediate catching event] item parameter card

In the [Caption] field, enter the caption of the process item that will be displayed in the diagram.Select the [Catch custom signal] option if the intermediate catching signal must react to a signal withthe specified name. When this option is selected, the [Signal] field becomes editable. When executingthe intermediate throwing signal, the catch custom signal can be generated in the current process, aswell as in a different one.Use the [Signal] field to specify the name for the signal that the given event will wait for. When thissignal is received, the outgoing sequence flow will be activated. The [Signal] field is editable only if the[Catch custom signal] option is selected.Select the [Catch object-related signal] option to catch a certain event that occurs in an object. Adding,editing or deleting a record of an object can be a such event for the start signal, but only editing anddeleting – can be an event for the intermediate catching signal.Use the [Object] field to select the object in which the event will occur. For example, for the signal tocatch the modification of an account status in the system, specify the “Account” object.The [Event] field indicates the type of event in the object. The following types are available:

• The [After adding record] event is activated after a new record is added in the object, forexample, when registering a new account, adding a new task or call. This event is only availablein the start signal card.

• The [After editing record] event will catch any modifications made to a record in the object. Forexample, such events include changing a contact or account category, activity status, etc.

• The [After deleting record] event will be activated after a record is deleted in the object. Forexample, this could be the deletion of a knowledge base article, customer, activity, etc.

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Use the [Object record] field to specify the record, which, if edited, will cause a signal activation. Forexample, a signal can be activated when editing an activity created earlier in the process. This field isavailable in the intermediate catching signal card only. In contrast to the intermediate catching signal,the start signal is activated after the editing of any record in the object.Select the [Object must meet the following conditions] checkbox if the added, edited or deleted recordmust meet filter conditions. Use the standard filter area to design the needed filter. If the checkbox isselected:

• The start event starts after adding, editing or deleting a record that meets the filter conditions.For example, according to the specified conditions the event will occur only if a contact of acertain type is added to the system, an account is assigned a certain status, or an activity isscheduled for certain period.

• The intermediate event starts after the editing or deleting of the selected record that meets thefilter conditions, for example, a certain account is assigned the “VIP” status.

The [Object must meet the following conditions] checkbox and filter area become available when the[Object] field is filled in.Select the [At least one of the following columns must be changed] checkbox to specify the columns,which will trigger the event when changed. If the checkbox is not selected, an event will be activatedafter editing any object column. After the checkbox is selected, the list of columns below it becomesactive. Use the [Add] and [Remove] buttons to manage the list of columns. This checkbox becomesactive if the [After editing record] value is specified in the [Event] field.

SEE ALSO• Process items. Intermediate Throwing Events• Process items. Start Events

PROCESS ITEMS. INTERMEDIATE THROWING EVENTSWhen an incoming sequence flow is activated, intermediate throwing events create messages orsignals that activate the corresponding catching events.

INTERMEDIATE THROWING MESSAGEAn intermediate throwing message activates the message whose name is indicated in the properties ofthe given event.For example, before the sales manager starts preparing documents (Fig. 130), the accountant has toconfirm that the payment from the customer was received.

Fig. 130 Intermediate throwing message

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In this case, the “Control payment” user task in the “Accounting” lane initiates the “Payment received”throwing message that is expected in the “Sales” lane by the corresponding catching event with thesame name.The message cannot be sent to a different process.[Message] – This property is used to specify the name of the throwing message.

INTERMEDIATE THROWING SIGNALAn intermediate throwing signal works in the same manner as an intermediate throwing message.Unlike the message event, the signal is sent to all active processes in the system. If the intermediatethrowing signal event is triggered:

• In all active processes, all catching signals that have the selected signal indicated in theirproperties will be triggered;

• All processes that are activated by this start throwing signal will be initiated.Use the [Signal] property to specify the name of the signal that will be sent by the selected event.

SEE ALSO• Process items. Start Events• Process items. Intermediate catching events

[TERMINATE] PROCESS ITEMThe [Terminate] event must be the last item in the diagram of any process except page or objectprocess.When this event is initiated, it ends the current process instance, including of other branches in theprocess.

PROCESS ITEMS. GATEWAYSGateways are used to manage the flow of a process in general and to converge and diverge thesequence flows in particular. Sequence flow divergence occurs in the following cases:

• Alternative paths of the process flow exist;• Two or more stages of the process must be executed simultaneously.

Sequence flow convergence is used when a certain stage of the process must begin after severalprocess branches are executed. The logic of converging and diverging differs depending on the type of the gateway used. For converging and diverging sequence flows any type of gateway can be used. For converging flowsit is recommended to use the same type of gateway that was used earlier in the process for diverging.

CONTENTS• Parallel gateway• Inclusive gateway• Exclusive gateway• Exclusive event-based gateway

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PARALLEL GATEWAYWhen diverging, parallel gateways are used to create several parallel flows in a process. For example,after a contract draft has been prepared, it must be agreed upon by the company lawyer and CEO(Fig. 131).

Fig. 131 Diverging parallel gateway

In this case, after the “Prepare contract” user task, the “Agree with lawyer” and “Agree with CEO” usertasks will begin simultaneously.You can also use this gateway for converging several parallel flows in one, in case executing all parallelflows is necessary for continuing the process. For example, the contract can be signed only after it hasbeen agreed with Lawyer and company CEO (Fig. 132).

Fig. 132 Converging parallel gateway

In this case, the “Sign a contract” user task will start after both: the “Agree with lawyer” and “Agree withCEO” user tasks are completed. The process will not continue unless both tasks are completed.When converging, a parallel gateway is used with the sequence flows.

SEE ALSO• Sequence Flow

INCLUSIVE GATEWAYYou can use the inclusive gateway to create the alternative flows in the process that can be executedconcurrently. When diverging, an inclusive gateway activates the conditional flows whose conditionsare met. Both one or several outgoing flows can be activated.For example, if the account annual revenue is 100000 or more, it is considered a big customer, and ifits annual revenue is more than 200000, then this customer is considered VIP (Fig. 133).

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Fig. 133 Diverging inclusive gateway

Thus, a customer with an annual revenue of 150000 will be added to big customers. If the customerannual revenue is more than 200000, it will be added to big customers and at the same time it will geta VIP status. In case the annual revenue is less than 100,000, the default flow is used.The diverging inclusive gateway requires an outgoing default flow. The default flow is activated when itis impossible to activate at least one of the conditional flows.

ATTENTION!In BPMS the converging inclusive gateway works in the same manner as the exclusive gateway.

SEE ALSO• Conditional flow• Default Flow

EXCLUSIVE GATEWAYAn exclusive gateway is used when only one of the parallel flows in the process can be selected. The diverging exclusive gateway is used to create several alternative branches in a process. Forexample, depending on the order size, a discount price can be offered for a customer (Fig. 134).

Fig. 134 Diverging exclusive gateway

In this case, only one of the following user tasks will occur: the “Offer standard price” or “Offer adiscount”.When diverging, an exclusive gateway usually requires an outgoing default flow. Default flow isactivated when it is impossible to activate at least one of the conditional flows. The converging exclusive gateway is used to merge several parallel flows. In this case every incomingsequence flow is routed to a single outgoing flow.

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For example, after delivery conditions were offered to the customer (either with or without a discount),the quotation must be prepared (Fig. 135).

Fig. 135 Converging exclusive gateway

When the converging exclusive gateway is used, the process will continue after either of the incomingflows is activated.

SEE ALSO• Conditional flow• Default Flow

EXCLUSIVE EVENT-BASED GATEWAYAn exclusive event-based gateway is used to branch a process when alternative paths are determinedby events (various messages or signals) rather than by conditional flows.This can happen when the decision about one of the alternative paths is taken by someone out of theprocess. For example, a signing contract process expects the signal about a client's decision from thenegotiation process. The further development of the process depends on this decision (Fig. 136).

Fig. 136 Exclusive event-based gateway

Depending on which event occurs first, the process will take the corresponding path. In the mentionedexample, if the customer agreed to the conditions, the process will proceed the “Sign contract” usertask, and if the customer refused – the process will end. In any case, only the expected event thatoccurs first will be processed, and all other events will be considered as no longer valid.Outgoing flows for the exclusive event-based gateway are sequence flows. The gateway logic isdefined by the [Message] and [Signal] intermediate catching events.When the first catching event is triggered, the gateway ignores any other expected events.

SEE ALSO• Conditional flow

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• Default Flow• Process items. Intermediate catching events• Process items. Intermediate Throwing Events

PROCESS ITEMS. STANDARD PROCESS ITEMSThe [Actions] group contains tasks and actions that are performed while the process is running. Forexample, when handling an order from a customer, certain meetings and calls can be scheduled, andsome email messages can be sent. All of the steps mentioned above are separate activities of theprocess connected to each other with flows.User activities require the user to perform certain actions. They include activities from the [Activities]section ([Task], [Call], [Email]), as well as [Edit page] (used for opening any record pages) and [Userdialog] (displays a page where a user can select one or several answer options).When a user activity is run, the system creates an activity that is automatically completed once the userperforms all steps required for this process item.The [Formula] item is also one of the standard activities that is used for making calculations to fill inparameter values and move down the conditional flows.

CONTENTS• [Task] process item• [Call] process item• [Email] process item• [Send email] process item• [Change access rights] process item• [Edit page] process item• [User dialog] process item• [Formula] process item

[ACTIVITY PARAMETERS] TAB IN ACTIVITY CARDSWhen running the [Email], [Edit page] and [User dialog] process activities, the system automaticallycreates a record in the [Activities] section. For example, when executing the [User dialog] processactivity, the system creates a corresponding activity.Use the [Activity parameters] tab of the process activity card to set up parameters of such processactivities (Fig. 137).

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Fig. 137 [Activity parameters] tab

Most of the tab fields, such as [Duration], [Owner] or [Account] correspond to the fields of an activitypage. If any parameter field is filled in, then when a process creates a new activity, the correspondingfield on the activity page is automatically filled in. If the parameter is not filled in, then thecorresponding field on the page will be blank and thus can be filled in manually.[Start in] – Specify the time period between the activation of the process item and the start time thatwill be specified on an activity page. The time period can be specified in minutes, hours, days, weeksand months starting from the moment when the task was started. The [Start] field of the activity pageis filled in according to this parameter.[Duration] – Enter the activity duration using minutes, hours, days, weeks or months. This parameter isused to fill in the [Due] field of the activity page. This is a required field.[Owner] – Specify the user responsible for performing the task. You can fill in this field with theparameter value window.[Remind in] – Indicate the time period for a reminder before the activity starts. At that time the systemwill automatically create a notification for the specified employee.[Show execution page automatically] – If the checkbox is selected, the activity execution page isdisplayed automatically as soon as the process initiates the activity. For example, if the checkbox isselected for the [Task] item, the task edit page opens instantly when running the activity. If thecheckbox is cleared, the execution page will not open automatically. To open the execution page, youneed to open the edit page of the activity created by the process. For example, if the checkbox iscleared for the [Task] activity, the corresponding page opens only when you switch to the activitycreated for the item.[Show in calendar] – Select the checkbox to make the activity appear in the [Calendar] tab of the[Activities] section.

Connected toUse the relationship parameters to connect an activity created by the process to other system entities.For example, the [Account] and [Contact] fields can be used to connect a message to a company and/or contact person. Such emails are displayed for the specified party on the [Activities] detail of thecorresponding section. You can fill in these fields using the parameter value window.

[TASK] PROCESS ITEMThe [Task] item (Fig. 138) is used to create a new task activity when running a process in the system.

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Fig. 138 [Task] items

PARAMETERSTask parameters are specified in the card (Fig. 139) that opens when the item is added to a process.You can also open this card by double-clicking the corresponding process item.

Fig. 139 [Task] item parameter card

Most item parameters, like [Subject], [Owner] or [Account], correspond to the fields on the activitypage. If any parameter field is filled in, then when a process creates a new task, the corresponding fieldin the task page is automatically filled in. If the parameter is not filled in, then the corresponding fieldon the page is blank and can be filled in manually.[Caption] – Enter the caption of the process item that will be displayed in the diagram. By default, the“Perform Task” caption is used.[Subject] – Shows the subject of the task. As a rule, the purpose of the task is indicated in this field. Thisis a required field.[Start in] – Specify the time period after which the activity should start. The time period can bespecified in minutes, hours, days, weeks and months starting from the moment when the task wasstarted. [Start] – This field of the activity page is filled in according to this parameter. This is a requiredfield.[Duration] – Enter the activity duration using minutes, hours, days, weeks or months. This parameter isused to fill in the [Due] field of the activity page. This is a required field.[Category] – Select the category of the new task, for example, “To do” or “Meeting”. This is a requiredfield.[Owner] – Specify the user responsible for performing the task. You can fill in this field using theparameter value window.

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NOTEYou can select a specific record or define it based on information from other process items.

[Remind in] – Indicate the time period for a reminder before the activity starts. At that time the systemwill automatically create a notification for the specified employee.[Show execution page automatically] – If the checkbox is selected, the activity execution page isdisplayed automatically as soon as the process initiates the activity. For example, if the checkbox isselected for the [Task] item, the task edit page opens instantly when running the activity. If thecheckbox is cleared, the execution page will not open automatically. To open the execution page, youneed to open the edit page of the activity created by the process. For example, if the checkbox iscleared for the [Task] activity, the corresponding page will open only when you switch to the activitycreated for the item.Select the [Show in calendar] checkbox to make the activity appear in the [Calendar] tab of the[Activities] section.

Connected toUse the relationship parameters to connect a task to other system entities. For example, the [Account]and [Contact] fields can be used to connect a task to a company and/or contact person. Such tasks willbe displayed for the specified party on the [Activities] detail of the corresponding section. You can fill inthese fields using the parameter value window.

NOTEThe list of item parameters is also displayed in the [Structure] area of the Process Designer and their values – in the [Properties] area.

SEE ALSO• Process parameters

[CALL] PROCESS ITEMThe [Call] item (Fig. 140) is used to create a new activity of the “Call” type when running a process inthe system.

Fig. 140 [Call] items

PARAMETERSCall parameters are specified in the card (Fig. 141) that opens when an item is added to a process. Youcan also open this card by double-clicking the corresponding process item.

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Fig. 141 [Call] item parameter card

Most item parameters, like [Subject], [Owner] or [Account], correspond to the fields in the activity pageand determine values in these fields when a new record is created by the process. If a parameter fieldis filled in, then when the process generates a new call, the corresponding field on the call page isautomatically filled in. If the parameter is not filled in, then the corresponding field on the page is blankand can be filled in manually.[Caption] – Enter the caption of the process item that will be displayed in the diagram. By default, the“Call” caption is used.[Subject] – Shows the subject of the call. As a rule, the purpose of the call is indicated in this field. Thisis a required field.[Start in] – Specify the time period after which the activity should start. The time period can bespecified in minutes, hours, days, weeks and months starting from the moment when the task wasstarted. The [Start] field of the activity page is filled in according to this parameter. This is a requiredfield.[Duration] – Enter the activity duration using minutes, hours, days, weeks or months. This parameter isused to fill in the [Due] field of the activity page. This is a required field.Use the [Owner] field to specify the user responsible for performing the task. You can fill in this fieldusing the parameter value window.


[Remind in] – Indicate the time period for a reminder before the activity starts. At that time the systemwill automatically create a notification for the specified employee.[Show execution page automatically] – If the checkbox is selected, the activity execution page isdisplayed automatically as soon as the process initiates the activity. For example, if the checkbox isselected for the [Task] item, the task edit page opens instantly when running the activity. If thecheckbox is cleared, the execution page will not open automatically. To open the execution page, youneed to open the edit page of the activity created by the process. For example, if the checkbox iscleared for the [Task] activity, the corresponding page will open only when you switch to the activitycreated for the item.

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Select the [Show in calendar] checkbox to make the activity appear in the [Calendar] tab of the[Activities] section.

Connected toUse the relationship parameters to connect a call to other system entities. For example, the [Account]and [Contact] fields can be used to connect a call to a company and/or contact person. Such calls aredisplayed for the specified party on the [Activities] detail of the corresponding section. You can fill inthese fields using the parameter value window.

NOTEThe list of item parameters is also displayed in the [Structure] area of the Process Designer and their values – in the [Properties] area.

SEE ALSO• Process parameters

[EMAIL] PROCESS ITEMThe [Email] item (Fig. 142) is used to create a new email activity when running a process in the system.

Fig. 142 [Email] items

PARAMETERSEmail parameters are specified in the [Message Parameters] tab of the card (Fig. 143) that opens whenan item is added to a process. You can also open this card by double-clicking the correspondingprocess item.

Fig. 143 [Email] item parameter card [Message parameters] tab

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[Caption] – Enter the caption of the process item that will be displayed in the diagram. By default, the“Write Email” caption is used.[To] – This field is used for specifying the email address of the recipient. You can fill in this field usingthe parameter value window. This is a required field.


[Cc:], [Bcc:] – Fill in these fields if you want the copy of the email to be sent to anyone.[Subject] – Indicates the subject of the email message. This is a required field. The message subject isspecified in a caption of the activity created to execute the item.Enter the message text in the text area. You can format this text, using the toolbar above the text area.

NOTEThe [Email] item card also contains the standard [Activity parameters] tab that is described in the [Activity parameters] tab in activity cards chapter.

The list of item parameters is also displayed in the [Structure] area of the process designer and their values – in the [Properties] area.

SEE ALSO• Process parameters• [Activity parameters] tab in activity cards

[SEND EMAIL] PROCESS ITEMUse the [Send email] process item to automatically send an email with the specified text to thespecified address (Fig. 144).

Fig. 144 [Send email] items

NOTEThe [Send email] item should not be confused with the [Email] item: the former automatically sends an email and the latter only creates an activity of the “Email” type.

PARAMETERSTask parameters are specified in the card (Fig. 145) that opens when an item is added to a process.You can also open this card by double-clicking the corresponding process item.

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Fig. 145 [Send email] item parameter card

[Caption] – Enter the caption of the process item that will be displayed in the diagram. By default, the“Send email” caption is used.[From:] – Select the system user whose email address must be specified as a return address for the sentmessage. You can choose any user for which the synchronization with mailbox has been set up in theprofile.[Priority] – Select the priority of the sent message. [To:], [Cc:], and [Bcc:] – specify the email addresses to which the message will be sent. To specifymultiple recipients, enter all needed addresses and separate them with the semicolon (“;”). Requiredparameter.[Subject] – enter the subject of the email message.The text field is used to enter the message text.

SEE ALSO• [Email] process item

[CHANGE ACCESS RIGHTS] PROCESS ITEMUse the [Change access rights] process item to add or delete users' access rights to records in thesystem objects during the process execution.

Fig. 146 Using the [Change access rights] process item

For example, you can grant access to an activity or customer registered during the process execution.

PARAMETERSPermissions parameters are specified in the card (Fig. 147) that opens when the item is added to aprocess. You can also open this card by double-clicking the corresponding process item.

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Fig. 147 [Change access rights] item parameter card

[Caption] – Enter the caption of the process item that will be displayed in the diagram. By default, the“Change access rights” caption is used.[Object] – select the object that contains the needed record. For example, to change permissions toactivities, select the “Activity” object. Use the filter area to define the list of records whose permissionswill be changed.

Delete access rightsThe list contains access rights that will be deleted when performing an action. Access rights can bedeleted for a certain role or certain user, as well as for several users using the filter.

Add access rightsThe list contains access rights that are created when performing the item. Access rights can be createdfor a certain role or user, as well as for several employees selected using the filter.

DELETE ACCESS RIGHTS CARDTo add and edit records in the [Delete access rights] list, use a card (Fig. 148).

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Fig. 148 Delete access rights card

Operations[Read], [Edit], [Delete] – Select the checkbox for those operations access rights to which must bedeleted.

Delete access rightsUse the radio button to select users or roles whose access rights must be deleted:[For all roles and users] – Delete access rights to the selected operations for all users and roles.[For roles] – Delete access rights for the selected organization structure item.[For employee] – Delete access rights for the selected user.[For the employees who meet the filter conditions] – Delete access rights for all users that correspondto the filter conditions.

CREATE ACCESS RIGHTS CARDTo add and edit records in the [Add access rights] list, use a card (Fig. 149).

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Fig. 149 Create permissions card

Operations[Read], [Edit], [Delete] – Select the checkbox for those operations access rights to which must becreated.

Access levelUse the radio button to select the operation access level that will be set when performing an action:[Granted] – Users will obtain permission to execute selected operations.[Granted with delegation rights] – Users will obtain permission to execute operations and to grant thispermission operations to other users.[Denied] – Executing operations will be denied for users. The option button is available if the [Usedenying access rights to records] checkbox is selected for the selected object.

Add access rightsUse the option button to select users or roles for which permissions should be created:[For roles] – Create permissions for the selected organization structure item.[For employee] – Create permissions for the selected user.[For the employees who meet the filter conditions] – Create access rights for all users that meet thefilter conditions.

[EDIT PAGE] PROCESS ITEMUsing the [Edit page] process item (Fig. 150), you can open an edit page of a new or an existingrecord. For example, you can open a page of the contact for whom the process is run.

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Fig. 150 [Edit page] items

PARAMETERSProcess item parameters are specified in the [Main parameters] tab of the card (Fig. 151) that openswhen an item is added to a process. You can also open this card by double-clicking the correspondingprocess item.

Fig. 151 [Edit page] item parameter card [Main parameters] tab

[Caption] – Enter the caption of the process item that will be displayed in the diagram.[Recommendation] – Enter the text that will be displayed on the page when running the process item.This is a required field. This is a required field.[Page] – Select the page that must be opened. This is a required field.[Object] – The field shows the section object whose edit page will open. This field is filled inautomatically when the [Page] field is filled in.[Create new record] – Select this option if you need to open a page of a new record. When you selectthis option, the [Default values] button becomes active. Click the button to open a list of field values(Fig. 152) and specify which values are to be used for the created record.

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Fig. 152 List of the default values

The [Default values] list has two columns: the field name and the default value of this field, which willbe used on the page. To specify the field value, select the field in the list and click the [Edit] button. Ifthe needed field is not in the list, add it using the [Add] button.[Edit existing record] – Select the option if you need to open a certain record for editing.[Record id] – Identify the record whose page will be opened. For example, you can open the page ofthe selected record with the help of the [Read data] user task. The field becomes editable when the[Edit existing record] option is selected. You can fill in this field using the parameter value window.Select the [Create a list of results by column] checkbox if the process must diverge, depending on thevalue in a certain column of the created record. For example, after the opportunity page is filled out,the process may schedule a meeting for conducting the presentation or create a new contract,depending on which stage selected in the opportunity page. In this case, the list of results must becreated by the [Stage] column. The field becomes editable if [After clicking OK] option is selected.Use the [Column] field to specify the column that will define the list of results for the item completion.The field becomes editable if the [Create a list of results by column] checkbox is selected.

NOTEThe [Edit page] item card also contains the standard [Activity parameters] tab that is described in the [Activity parameters] tab in activity cards chapter.

SEE ALSO• [Activity parameters] tab in activity cards

[PRE-CONFIGURED PAGE] PROCESS ITEMThe [Pre-configured page] item allows the process to open any page module. As a rule, it is used todisplay non-standard pages (Fig. 153)..

Fig. 153 Using the [Pre-configured page] action


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Fig. 154 [Pre-configured page] item parameter card

[Caption] – Enter the caption of the process item that will be displayed in the diagram.[Custom module] – Select the schema of the pre-configured page that must be opened. The pageschema itself must be set up in the [Configuration] section. If the selected schema has its ownparameters, they will be added to the process item.[Binding object] – If the action execution relates to the particular record in the system object, specifythis object.[Binding object instance] – The record to which the action execution will be connected. You can fill inthis field using the parameter value window. If the binding object is specified, the field becomesavailable and required.

NOTEWhile the action is executed, the record with the binding object specified and the record that relates to the action execution will be added to the [Connected items] block of the [Processes] page. Also, the [Move down the process] menu will become available on the edit page of the connected record.

If you want the page opened by the process to contain the logic of the base BPMS page, select the[Use standard page generator] checkbox.

[AUTO-GENERATED PAGE] PROCESS ITEMThe [Auto-generated page] item is used to generate pages automatically according to the processitem parameters (Fig. 155).

Fig. 155 Using the [Auto-generated page] action


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Fig. 156 [Auto-generated page] item parameter card [Parameters] Tab

[Caption] – Enter the caption of the process item that will be displayed in the diagram.The [Subject] field shows the subject of the opened page.[Binding object] – If the action execution relates to the particular record in the system object, specifythis object.[Binding object instance] – The record to which the action execution will be connected. You can fill inthis field using the parameter value window. If the binding object is specified, the field becomesavailable and required.

NOTEWhile the action is executed, the record with the binding object specified and the record that relates to the action execution will be added to the [Connected items] block of the [Processes] page. Also, the [Move down the process] menu will become available on the edit page of the connected record.

ButtonsTo manage buttons displayed on the auto-generated page, use the list toolbar. The [Up] and [Down]buttons are used to set the sequence of the page buttons. To add and edit a button, use an additionalcard (Fig. 157).

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Fig. 157 Edit card of the auto-generated page button

[Caption] – Enter the button caption. This is a required parameter.[Code] – Enter the button unique name that can be used when writing the code that will implementthe button logic. This is a required parameter.[Style] – Select one of the common styles used for the BPMS buttons. This is a required parameter.[Generates signal] – Enter the signal to be generated by the process once the button is clicked. Otheritems that will wait for the generation of this signal can be added to the process.[Performs value validation] – Select this checkbox to check if all required fields are filled in once thebutton is clicked.[Active] – Select this checkbox if the button must be active when the page is opened.Clicking any button added to the page completes the item and defines its result. If you add outgoingconditional flows to the auto-generated page, the buttons added to the page will be available ascompletion conditions for these flows.

ItemsUse the list toolbar to manage fields displayed on the auto-generated page. To add and edit a field,use an additional card (Fig. 158).

Fig. 158 Edit card of the auto-generated page field parameters

The [Up] and [Down] buttons are used to set the sequence of the page fields. For each field, thesystem automatically generates a parameter that saves the value entered in this field while the processis executed.[Caption] – Shows the subject of the page field. Required parameter.

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[Code] – Enter the unique name for the parameter that will contain the field value. The correspondingparameter will automatically be added to this action.[Item type] – Select the type of the field added to the page. The following field types can be selected:“Text field”, “Selection field” (the list or lookup field), “Boolean” (the checkbox field), “Date/Time”,“Integer”, and “Decimal”.[Required] – Select the checkbox to make the new field required.[Multiline] – Select the checkbox to make a field multiline. Available for the “Text Field” type.[Data source] – Specify the lookup object for fields of the “List” and “Lookup” types. Available for the“Selection field” type.[Appearance] – Select the way the field is filled in: using the drop-down list or by selecting a value fromthe lookup. Available for the “Selection field” type.[Date format] – Select the display format for the “Date/Time” field.

[Extendable client module] TabThe [Extendable client module] is used to program additional logic in C# for the auto-generated page.

[USER DIALOG] PROCESS ITEMWith the help of the [User dialog] process item (Fig. 159), you can let the user choose one of thesuggested options to define the further process flow.

Fig. 159 [User dialog] items

The item execution page contains text (a question, for instance) and a number of options to choosefrom (Fig. 160).

Fig. 160 User dialog page

For example, when running a sale process, the user can be offered to create a new client or to selectone of the existing clients for the sale.

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Fig. 161 [User dialog] item parameter card

In the [Caption] field, enter the caption of the process item that will be displayed in the diagram.Use the [Question] field to specify the text of the question on the user dialog page.

Dialog modeSelect the [Single selection] option to let the user choose only one of the available options, forexample, to create a new customer or select an existing customer. If the [Single selection] option isselected, process branches using the logic of an exclusive gateway (Fig. 162).

Fig. 162 Using the [User dialog] task in single selection mode

Select the [Multiple selection] option to let the user select from a number of options.

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When the [Multiple selection] mode is used, the [User dialog] task must be followed by an inclusivegateway. Outgoing conditional flows of that gateway correspond to the options in the user dialog(Fig. 163).

Fig. 163 Using the [User dialog] task in multiple selection mode

In this case, only those conditional flows that correspond to the options selected by the user areactivated.

OptionsThe list contains various options the user can choose in the dialog. The order of options in the listcorresponds to the order in which the options are located in the dialog. You can change this orderusing the [Up] and [Down] buttons located above the list of options.Select the [Selected by default] checkbox to make a dialog option selected by default in the dialog.If you select the [At least one option must be selected] checkbox, then selecting at least one option willbe required.

NOTEThe [User dialog] item card also contains the standard [Activity parameters] tab that is described in the [Activity parameters] tab in activity cards chapter.

SEE ALSO• [Activity parameters] tab in activity cards

[FORMULA] PROCESS ITEMWith the [Formula] process item, you can use the calculation results as parameter values of other items(Fig. 164).

Fig. 164 [Formula] items

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For example, you can determine the start time of the next task based on the duration of the precedingtasks.The logic of the [Formula] item is also used to define conditions for moving down the conditionalflows.

PARAMETERSProcess item parameters are specified in the card (Fig. 165) that opens when an item is added to aprocess. You can also open this card by double-clicking the corresponding process item.

Fig. 165 [Formula] item parameter card

[Caption] – Enter the caption of the process item that will be displayed in the diagram.[Set parameter value] – Specify the parameter whose value will contain the calculation result. Forexample, specify the [Duration] parameter of the [Task] process item if the formula is used to calculatethe duration of a task. You can select a parameter whose value is a number, date and/or time, as wellas text and boolean parameters.

ATTENTION!The resulting data type will correspond the data type of the parameter specified in the [Set parameter value] field.

When adding the [Formula] process item, you can only specify the parameters that already exist in the process. Each [Formula] process item performs calculations for one parameter only.

A formula is constructed in the text field of the card. Use the [Operator], [Function], [Parameter] and[Value] buttons to construct a formula.

ATTENTION!Use the [Function], [Parameter] and [Value] buttons to enter all functions, parameters and values of a formula. Manual input of functions, parameters and values (with the exception of numeric data) will result in the process behaving incorrectly.

OperatorThe [Operator] menu contains the list of mathematical operators that can be used to construct aformula. This list includes the adding, subtracting, multiplying, and dividing operators. Also, there is the[()] operator that is used to insert parentheses that determine operation precedence in a formula.

NOTEIf you select any part of formula text and add the [()] operator, this text will be automatically enclosed in parentheses.

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FunctionThe [Function] menu contains the list of base mathematical functions. A function is performed for anexpression, number or several numbers enclosed in parentheses.

NOTEIf you select any part of formula text and add a function, this text will be automatically enclosed in parentheses of this function.

[RoundUp()] – Round to the greater integer number. If decimals are not equal to zero, the integernumber will be increased by 1. For example, “1,1” will be rounded to “2”.[RoundOff()] – Round to the nearest integer number. For example, “1,4” will be rounded to “1”, and“1,5” – to “2”.[RoundDown()] – Round to the smaller integer number. For example, “1,9” will be rounded to “1”.[RemainderAfterDivision()] – Determine the remainder after dividing one number by another. Inparentheses, enter a dividend and divider separated by a comma. For example, “1” will be the result ofthe “RemainderAfterDivision(5, 2)” function.[Minimum()], [Maximum()] – Select the minimum and maximum values accordingly. In parentheses,enter compared numbers separated by commas. For example, “1” will be the result of the “Minimum(1,2, 3)” function.[Module()] – Obtain the module of a number. Use this function if the calculated number cannot benegative. For example, a module can be used when calculating the difference between durations oftwo tasks.[Average()] – Calculate the average of several numbers. In parentheses, enter the needed numbersseparated by commas. For example, “2” will be the result of the “Average(1, 2, 3)” function.Functions can be performed for definite numbers as well as for variables or expressions. When workingwith expressions, you can set the calculation order by using parentheses. For example,“RoundOff(Average([#Task 1.Duration#], [#Task 2.Duration#]) * 1,2)”.[Day()] – Select a day of month from the data with the “Date/Time” or “Date” type. Use the [Value]menu to specify the date value in the parenthesis or the [Parameter] button to specify the value of theprocess parameter or process item parameter. For example, “18” will be the result of the “Day([#DateValue.18/04/013#])” function.[Month()] – Select a month from the data with the “Date/Time” or “Date” type. Use the [Value] menu tospecify the date value in the parenthesis or the [Parameter] button to specify the value of the processparameter or process item parameter. For example, the number of the current month will be result ofthe “Month([#System Variable.Current Date Value#])” function.[DayOfWeek()] – Select a number for a day of the week from the data with the “Date/Time” or “Date”type. For example, “1” will be the result of the “DayOfWeek([#Date value.18/04/013#])” function as thisdate falls on Monday.[Time()] – Select the value of time from the data with the “Date/Time” or “Time” type. For example, thecurrent time value will be the result of the “Time([#System Variable.Current Date and Time Value#])”function.[DayIsInRangeOfDate()] – Check whether the specified date falls within the specified period. Forexample, the “[DayIsInRangeOfDate([#System Variable.Current Date Value#],[#DateValue.18.04.2013#],5,3)]” function checks whether the current date falls within the range from April 13to April 21, 2013. The boolean value is the result of the function.

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ParametersUse the [Parameter] button to add process parameters and items to a formula. For example, theduration of a task that was previously performed in a process can be used in calculations. When youclick this button, a standard window opens for parameter selection. You can select a parameter whosevalue is a number, date and/or time and also text and boolean parameters.A parameter added to a formula is presented as a variable. For example, when performingcalculations, the actual numeric value of the “Duration” parameter of the “Perform task” item is usedinstead of the “[#PerformTask.Duration#]” variable.

ValueWith the help of the [Value] menu you can use the values of system settings and system variables in aformula. For example, you can use the current document number or current date in a formula.The button menu contains the following sections:[Date/Time] – Add a static value for the date and/or time to a formula.[System setting] – Add a value of a system setting to the formula.[Lookup value] – Add a record of any system object to the formula as a value of the “lookup” field.[System variable] – Add a value of a system variable to the formula, for example, the current date.

PROCESS ITEMS. DATA PROCESSING ITEMSUsing special process items, you can add, edit and delete records as well as use data from records forprocesses.Four main actions are used for basic operations with data: [Read data], [Add data], [Modify data],[Delete data].

CONTENTS• [Read data] process item• [Add data] process item• [Modify data] process item• [Delete data] process item

[READ DATA] PROCESS ITEMThe [Read data] process item (Fig. 166) is used to prepare data that can be used by other processitems. You can select the needed object record and calculate the total number of records, the sum,average value, and the maximum or minimum value of one of the number columns.

Fig. 166 [Read data] items

The calculated data can be used as parameter values by other process items. For example, the selectedrecord can be opened for editing or used for creating connected records. The number of records canbe used in further calculations.

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PARAMETERSParameters of the [Read data] user task are specified in the card (Fig. 167) that opens when the item isadded to a process. You can also open this card by double-clicking the corresponding process item.

Fig. 167 [Read data] item parameter card

In the [Caption] field, enter the caption of the process item that will be displayed in the diagram.In the [Read from object] field, specify the object whose records must be received. This is a requiredfield.Select the [Number of records] checkbox to calculate the number of records that meet the filterconditions. In this case, the resulting data is the number of records. For example, you can determinethe number of accounts of the “Client” type that were registered after a certain date.Select the [Function] checkbox if the process item must calculate the sum of the number column, theminimum, maximum or average value of this column. Only the records that meet the filter conditionswill be calculated. The resulting data is a calculated number, for example, the average activity durationspecified in minutes.

NOTEA maximum, minimum or average value can be calculated for the “Date”, “Date/Time” columns.

Select the [First record from selected by specified record sorting] checkbox to select one record fromthe selected object. The field below this checkbox displays the column titles that can be used to sortthe records. The process will select the first record in the list in accordance with the specified sortingorder. In this case, the resulting data is the selected record with all its fields. For example, the processcan select a specific account, contact or activity. Data from the selected record can be used to fill in theparameters of other process item.

NOTEThe record sorting and column adding are performed in a standard way in the list of selected records. For example, you can sort records by several columns.

[Read first] — select the checkbox to read specified number of records. If the checkbox is not selected,the item will select all records that correspond to the filter specified in the [Object must comply withcondition] area. Enter the number of records to select in the field next to the [Read first] checkbox.The process will select the first record of the list in accordance with the specified sorting order. In thiscase, the resulting data is the selected record with all its fields. For example, the process can select a

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specific account, contact or activity. Data from the selected record can be used to fill in the parametersof other process item.[Read selected columns] — select the checkbox to read data only from certain columns. Click the[Indicate columns to read] to select the columns. If you do not select the [Read selected columns]checkbox, the process will read data from all columns for the seleced records.Use the [Object Must Comply with Condition] filter area to specify the conditions for the selectedrecords.

NOTEMore information about sorting records and column setup can be found in User Guide.

[ADD DATA] PROCESS ITEMThe [Add data] process item (Fig. 168) is used for creating records in the needed object.

Fig. 168 [Add data] items

For example, you can add recipients to mass mail, create a cross-sale, document or an invoice, withoutopening the page of the new record.


Fig. 169 [Add data] item parameter card

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In the [Caption] field, enter the caption of the process item that will be displayed in the diagram.In the [Object] field, specify the object to which the record must be added. For example, if you need toadd recipients to a mass mail, select the “Mass mail contact” object.Select the [Add one record] option if you want to add a single record with the specified field values.Select the [Add selection result] option to add multiple records. The number and contents of theadded records depend on the selected data. For example, you can add all contacts from London to amass mail.In the [By object] field, select the object that contains the needed records. For example, to addcontacts to a mass mail, specify the “Contact” object. The field becomes editable if the [Add selectionresult] option is selected.In the [Filter condition for selection] area, specify the selection criteria using standard filter controls. Forexample, to add records related to VIP clients, set the filter condition to "Account.Category is equal toVIP". The field becomes editable if the [Add selection result] option is selected.

Set column valuesThe list of field values contains names of columns that will be filled in for the created records. Tospecify a field value, select it in the list and click the [Edit] button. If the needed field is not in the list,add it using the [Add] button. For example, to add a recipient to a mass mail, specify values for the“Mass mail” and “Contact” columns.To enter field values, use the field value card (Fig. 170).

Fig. 170 Field value card

Use the [Column] field to specify the column that must be filled in for the created record. For example,to specify the mass mail to which the recipients will be added, select the “Mass mail” column. Likewise,to specify the recipient, which must be added to mass mail, select the “Contact” column.The [Value] field is used to specify the value that will be written in the column. For example, when youadd recipients to a mass mail, specify the mass mail name in the “Mass mail” column. The value,specified in this field, will be set for all added records.In the [From selection] field, specify the column whose value will be used to fill in the column specifiedin the [Column] field. The list of available columns depends on the value in the [By object] field of the[Add data] item parameter card. For example, to add contacts to mass mail using a selection, specify“Contact” in the [Column] field, and in the [From selection] field, specify contact Id column (“Id”). As aresult, for each of the records in the selection, a new record will be created in the “Mass mail contact”object. The [Mass mail] field of all created records will contain the name of the specified mass mail, andthe [Contact] field will contain the corresponding contact Id.

[MODIFY DATA] PROCESS ITEMThe [Modify data] process item (Fig. 171) is used for editing one or more records in the specifiedobject. For example, you can change the stage of an opportunity.

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Fig. 171 [Modify data] items


Fig. 172 [Modify data] item parameter card

In the [Caption] field, enter the caption of the process item that will be displayed in the diagram.In the [Object] field, specify the object whose records must be modified.Select the [Object must meet the following conditions] checkbox to specify the filter for the recordsbeing modified. For example, to modify opportunities that are on the contract signing stage, apply thefollowing filter “Stage is equal to signing contract”.

Set column valuesThe field values list has two columns: the column name and the value that will be written in this columnwhen the process is run. By default, the list is empty. To specify a field, click the [Add] button, and thenselect the column and enter the new value. For example, the process can change the task's status to“completed” and fill in the [Duration] and [Result] fields.

[DELETE DATA] PROCESS ITEMThe [Delete data] process item (Fig. 173) is used for deleting records in an object. For example, youcan delete documents or activities that were created for the campaign that was later canceled.

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Fig. 173 [Delete data] items

PARAMETERSProcess item parameters are specified in the card (Fig. 174) that opens when the item is added to aprocess. You can also open this card by double-clicking the corresponding process item.

Fig. 174 [Delete data] item parameter card

In the [Caption] field, enter the caption of the process item that will be displayed in the diagram.In the [Object] field, specify the object from which the records must be deleted. For example, to deleteactivities, select the “Activity” object.Select the [Object must meet the following conditions] checkbox to specify the filter for the recordsbeing deleted. For example, to delete documents connected to the canceled campaigns, specify thefollowing filter: “Campaign.Status is equal to Canceled”.

PROCESS ITEMS. ADDITIONAL PROCESS ITEMSTo perform actions that do not belong to the BPMS standard process items, the Process Designer usesadditional actions.The [User task] item is used for adding activities that have been created by users with the help of theuser task designer. As a rule, these are the activities that do not have the parameter cards.Custom user tasks can be created in the User Task Designer.You can also use the [Script task] item to improve the business logic of the process.Sub-processes can be used to run a process as part of another process.

CONTENTS• [User task] process item• [Script task] process item• [Sub-process] process item• [Event sub-process] process item• [Link process to object] process item

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SEE ALSO• User Task Designer

[USER TASK] PROCESS ITEMThe [User task] process items represent generic activities that are performed within a process. The logicand parameters of user tasks may vary depending on the type selected in each particular user task(Fig. 175).

Fig. 175 [User task] items

The [Action] field shows the type of user task. After this property is defined, the list of parameters forthe selected user task are displayed in the [Structure] area.The [Items] menu includes basic activities (“Perform task”, “Make a call” and “Write an email”) that youcan use when creating business processes. These process items are described in separate chapters.The main process items are available both in the list of activity types and as separate process items inthe [Activities] group.In addition to basic activities, the list also contains system user tasks used to implement the basic logicof BPMS sections, for example, initializing details in the section or filtering records in the list. As a rule,system user tasks are used in the base page and object processes, and can be inherited by other pagesand objects. When creating pages, if you specify a certain page as a parent, this logic can be automatically inheritedfor a new page. For example, when you create a new section page, you can indicate the “Base sectionpage” configuration item as parent. As a result, the process of the new page will contain all the logicfrom the base section page.

SEE ALSO• Conditional flow

[SCRIPT TASK] PROCESS ITEMThe [Script task] is a system item that executes the C# script codes (Fig. 176).

Fig. 176 [Script task] items

This process item can be used by users with a programming background to implement uncommonand complicated logic if the standard BPMS process items are not sufficient.

To edit the script code, double click the selected item on the diagram or click the button in theitem menu. The script code tab will open in the working area (Fig. 177).

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Fig. 177 Editing tab of the script task code

– Save the script code. Use the [Save and close] command to save the script and close the tab.

– Search and replace the text of the script code.

– Show the hidden symbols in the text code (for example, spaces, tabulations). Click once to showsymbols. Click again to hide item.Click the [Close] button to close the script task tab.

[SUB-PROCESS] PROCESS ITEMA sub-process is a process that is included within another process. As a rule, sub-processes are usedwhen an existing process must be executed within another process.For example, the “Signing cntract” process includes the “Agreeing on a contract” sub-process(Fig. 178).

Fig. 178 Collapsed sub-process

A sub-process must have an incoming flow, otherwise it will not be activated.When the incoming sequence flow is activated, the start event of the sub-process is triggered. Whenthe sub-process is completed, the outgoing sequence flow activates the next item in the parentprocess.

PROPERTIES[Process] – Use this property to indicate the existing process that will be run as the sub-process. In thiscase the sub-process must contain no items in the process diagram.[Use last version of schema] – Select the checkbox if the parent process must use the newest sub-process version that exists at the moment of start in case the sub-process is changed. If the checkboxis not selected, the sub-process version specified in the properties of the [Sub-process] item will alwaysbe used by the parent process. The process versions are displayed in the list of available diagrams.

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[EVENT SUB-PROCESS] PROCESS ITEMAn event sub-process is initiated when at any stage of the parent process a certain throwing event isactivated. For example, the customer can modify the order at any stage of order processing (Fig. 179).

Fig. 179 Using an event sub-process

In this case, the event sub-process for modifying the order is initiated whenever the customer decidesto modify the order.Event sub-processes cannot have incoming or outgoing sequence flows.

[LINK PROCESS TO OBJECT] PROCESS ITEMEach process in BPMS can be run multiple times, and each process instance can be connected tovarious records in the system, including the already existing ones and those that are created by theprocess. For certain records (like accounts, contacts, documents and so on) the list of related processes shouldbe saved. All records that the process is connected to, are displayed on the [Connected objects] block of the[Processes] page.The [Link process to object] item (Fig. 180) is used to connect a process to a certain record in thesystem.

Fig. 180 [Link process to object] process item

PARAMETERSThe parameters are specified in the card (Fig. 181) that opens when an item is added to a process. Youcan also open this card by double-clicking the corresponding process item.

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Fig. 181 [Link process to object] item parameters card

The [Object] field contains the name of the object with which the process should be connected. Forexample, to connect the process to an account, select the “Account” object. Likewise, to connect it to adocument, select the “Document” object. You can fill in this field using the parameter value window. Asa rule, the [Set constant] option is used for such cases.In the [Object item] field you can specify the record with which the process should be connected. Thiscould be an account name or a document number for instance. You can fill in this field using theparameter value window. You can select a specific record or define it based on information from otherprocess items.

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USER TASK DESIGNERUsing the User Task Designer, you can create additional user tasks that can be further used in theProcess Designer when building processes.To create user task, on [Schemas] tab in [Configuration] section select [Add] > [Additional] > [Usertask] menu item (Fig. 182). An User Task Designer will open, where you must configure properties ofnew user task.

Fig. 182 Adding a user task

ATTENTION!The User Task Designer should be used by a C# developer.

NOTEWorking with user tasks is described in the Process Designer chapter.

CONTENTS• User task designer Interface• User task properties• User task items Parameters• User task items Methods• User task items [User message] group• User task items Name spaces

SEE ALSO• Process items. Standard process items

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USER TASK DESIGNER INTERFACEThe User Task Designer interface (Fig. 183) consists of a number of areas that contain tools andcontrols needed to create user tasks.

Fig. 183 The User Task Designer Interface

STRUCTURE TAB (1) The [Structure] area displays tree-like structure of user task items.

NOTEUser task items, as well as their purpose and properties, are described later on in separate chapters.

PROPERTIES TAB (2) Use the [Properties] area to modify the number of separate characteristics of a user task and any of itsitems.

TOOLBAR (3)In addition to the standard buttons, the toolbar of the User Task Designer also contains the followingbuttons:[Add] – Add an item to the user task structure. The item currently selected in the structure willdetermine the type of an item that will be added by clicking the button. For example, if the[Parameters] group or any of parameters is selected in the structure, clicking the [Add] button will adda new parameter. The [Add] button menu also contains the following commands:

• [Add parameter] – Add a parameter to the user task structure.• [Add method] – Add a method to the user task structure.

You can also add an item by using the [Add] command of the right-click menu in the [Structure] area.

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[Delete] – Delete the selected item from the user task structure.[Up] – Move the selected item up the list in the user task structure.[Down] – Move the selected item down the list in the user task structure.

USER TASK PROPERTIESEach user task has a set of specific properties that can be edited using the [Properties] tab.

CommonIn the [Name] field specify a unique designation for the user task to identify it in the system. Thisproperty is required.[Caption] field shows the name of the user task that will be displayed in the system interface. As a rule,the user task caption starts with a verb, such as "Open message window", "Send message", etc. Use the

button in the right part of the field to specify the user task caption in multiple languages.

In the [Description] field you can provide additional information about a user task.In the [Usage mode] field select a condition determining when a user task will be displayed in the itemsmenu of the Process Designer. The following modes are available:

• Select “Never” to never display the user task in the menu. Choose this mode for user tasks thatmust be displayed in the list of the [Action] property field in the [User task] item only.

• User tasks with the “Regular” mode are always displayed in the process items menu.• Use the “Expanded” mode for those user tasks that must be displayed in the items menu only if

a user selects the [All] option in the view setup menu in the process items list of the ProcessDesigner.

[Package] – The name of the package where user task will be saved.

Appearance[Parameters page] – Select a page from the list that will be used to set parameters for the user task.This page will open when a user task is added to the process as well as when double-clicking the usertask in the process diagram. For example, parameter pages (cards) are used in such user tasks as[Perform task], [Call] and [Write email].[Small icon (16x16 px)] – Upload an icon that will be displayed in the items menu of the ProcessDesigner. Image size must not exceed 16 by 16 pixels.[Large icon (32x32 px)] – Upload an icon that will be displayed for this item in the process diagram.Image size must not exceed 32 by 32 pixels.

BehaviourUse the [Script] field to enter the C# script code that describes the user task logic. You can use thescript editor when working with the code. To open the script editor window, place the cursor in the[Script] field and press the [F2] key.Select the [Serialize in DB] checkbox for the process to resume at any time. A process item must beserialized if the process item should wait for a user to perform a certain action (for example, changethe task status to completed) while the process is in progress. The checkbox must be deselected forprocesses used as sub-processes.[User task] – The task for which this flag is set, supports the interaction with the user on interface level.For example, it can open an edit page.

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[With custom handlers for events] – The task for which this flag is set, can have registered eventsprocessing procedures. When performing such elements in the process system will call handlers forregistered events. These events can be defined by the user when configuring the element in theProcess Designer.

USER TASK ITEMS PARAMETERSA user task parameter is a variable that can assume various values depending on the process withinwhich the user task is performed. For example, the parameters of the “Open message window” usertask include window caption, message text, set of buttons, etc.

PROPERTIES[Name] – Contains the unique designation of the item to identify it in the system.The value in the [Caption] field represents the name of the item that will be displayed in the systeminterface. For example, captions of parameters can be displayed in the [Structure] area of the User TaskDesigner and Process Designer. Use the button in the right part of the field to specify the captionin multiple languages.Use the [Group] field to divide process items' parameters into separate groups that are displayed in aseparate window of the Process Designer. To display a parameter in a certain group, enter the name ofthis group in the field.

Behaviour[Orientation] – Specify whether the parameter is incoming, outgoing or can be used as both incomingand outgoing. Incoming parameters have influence on process item execution, and outgoingparameter result from executing an item. For example, the “Duration” parameter of the [Perform task]item can be both incoming and outgoing whereas the “Result of activity” parameter can be onlyoutgoing.[Resulting] – Select this checkbox if this parameter determines the result of a completed user task.Resulting parameters are used in conditional flows. It records the result of a completed task(“Rescheduled”, “Canceled”, “Information received”, etc.).[Required] – Select this checkbox to make a parameter required. A process cannot be saved if therequired parameter is left blank in any of the process user tasks.[Serializable] – Must be selected for the majority of user task parameters. If an object that is aninterface item is selected as a parameter value, the checkbox must be cleared.[Contains performer Id] – Select this checkbox if the user's ID is the value for this parameter. In thiscase the user will receive reminders about the record created by the process. For example, in the[Perform task] item this checkbox is selected for the “Owner” parameter.

DataIn the [Data type] field select the type of data (“Date”, “Time”, “Lookup”, etc.) that determines the valueof the parameter. For example, if a parameter of the user task opening a page needs to contain theURL of the page, it's data type is a text string. The parameter that specifies the time of a reminder is a“Data” type one, etc.In the [Lookup] field select the lookup object that should be used when filling in the parameter value.For example, the value of the [Email status] parameter in the [Send message] user task is selected fromthe [Email status] lookup.

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User guide

Use the [Value] field to enter the default value of the parameter. If you click button, formula editwindow will open where you can enter parameter value (Fig. 184).

Fig. 184 Formula edit window for parameter value setting

User task parameter setting is similar to [Formula] item parameter setting.

SEE ALSO• [Formula] process item

USER TASK ITEMS METHODSA programming method used when performing the process user tasks.

PROPERTIESIn the [Name] field specify the name of the method that will be used in user task code. The name canconsist of numbers and Latin letters only and must not contain spaces.Use the [Caption] field to enter the method caption that will be displayed in the [Structure] area. If thisparameter is left blank, the structure will display the method name. Use the button in the right partof the field to specify the caption of the method in multiple languages.The [Script] field contains the code of the method. You can use the script editor when working with thecode. To open the script editor window, place the cursor in the [Script] field and press the [F2] key.Use the [Result value type] field to specify the type of a value that is produced once the method isfinished. Select “string” if the method returns the string value or “object” if it produces an object, and soon.

METHOD PARAMETERSIn the [Name] field specify the name of the parameter that will be used in method code. Theparameter name can consist of numbers and Latin letters only and must not contain spaces.Select the [Use “params” keyword] checkbox if the variable number of values will be retained for theparameter.In the [Orientation] field specify whether the parameter is incoming, outgoing or can be used as bothincoming and outgoing.Use the [Argument type] field to indicate the argument type for the parameter, for example, “Guid”,“Int”, “DateTime”, etc.

STANDARD METHODS OF USER TASKSFour standard methods are automatically added to any new user task:

• The [GetResultParameterAllValues] method is used to determine possible values of the resultingparameter in an item and to use these values when creating conditional flows. For example, the

138

User Task Designer

[Perform task] user task can have such results as “Canceled”, “Rescheduled”, “Informationreceived”, etc. that can be selected as a condition for conditional flow.

• [CompleteExecuting] method is activated when a process item status is changed from “Inprogress” to “Completed”. The method is used for establishing values of outgoing parametersof a process item.

• [CancelExecuting] method is activated when a process item status is changed from “Inprogress” to “Canceled”. It can be used for avoiding errors connected with the cancellation ofexecuting an item.

• [GetExecutionData] method returns data, created during the user task execution. By default, themethod returns an empty string.

USER TASK ITEMS [USER MESSAGE] GROUPThe user messages are the text that is displayed to a user as a result of completing a user task. Forexample, for the [Send message] user task this text is displayed in the message window by default("Warning", "Error", "Enter valid recipient address", etc.).

PROPERTIESIn the [Name] field specify the message name that will be used in the code of the user task and itsmethods. The name can consist of numbers and Latin letters only and must not contain spaces.Use the [Caption] field to enter the message caption that will be displayed in the [Structure] area. If thisparameter is left blank, the structure will display the message name.

In the [Value] field enter the text of the message that will be displayed to user. Use the button inthe right part of the field to specify the message text in multiple languages.

USER TASK ITEMS NAME SPACESYou can set the name spaces that are used in the code of a user task, its parameters or methods.

PROPERTIES In the [Name space] field enter the designation for the name space that will be used in the code, forexample, “System.Text”.Use the [Alias] field to specify a pseudonym for the name space.

BPMS 139

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