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“Our goal at Process Mapping is to ‘Optimise e-Work’, and to make it as an efficient and productive experience as possible for our clients”

Process Mapping Libraries

Reference Guide

November 2006

Process Mapping Libraries.doc

COPYRIGHT NOTICE Copyright © 2006 Process Mapping Pty Ltd All rights reserved Not to be distributed without the express permission of the author Jerome Pearce - ([email protected]) To request enhancements or report faults, please email [email protected]

LIMIT OF LIABILITY/DISCLAIMER The authors of this publication have used their best efforts in its preparation and make no representations or warranties with respect to the accuracy or completeness of the contents and specifically disclaim any implied warranties or fitness for a particular purpose. The accuracy and the completeness of the information provided herein and the opinions stated herein are not guaranteed or warranted to produce any particular results. The information in this document is subject to change without notice. Process Mapping Pty Ltd shall not be liable for any loss of profit or any other commercial damages, including but not limited to special, incidental, consequential or other damages.


Table of Contents

1 THE PROCESS MAPPING COMMON LIBRARY .....................................................................4 1.1 USING THE PROCESS MAPPING COMMON LIBRARY.......................................................................................... 6

5 THE EDIT GRID LIBRARY ............................................................................................8 1.2 USING THE EDIT GRID LIBRARY....................................................................................................................... 9 5.1 USING THE EDIT GRID LIBRARY ‘TOTAL COLUMNS’ FORM SEGMENT ........................................................... 11

6 THE EDIT FOLDER GRID LIBRARY................................................................................ 12 6.1 USING THE EDIT GRID LIBRARY ‘EDIT FOLDER’ FORM SEGMENT.................................................................. 12

4 EMAIL HTML QUERY REPORT .................................................................................... 13 4.1 SETUP............................................................................................................................................................. 14 4.2 USING THE PROCEDURE.................................................................................................................................. 17

5 ENCRYPTION ........................................................................................................ 21 5.1 USING THE ENCRYPTION LIBRARY ................................................................................................................. 21

6 FORM SCRIPTS ...................................................................................................... 22 1.3 USING THE FORM SCRIPTS LIBRARY............................................................................................................... 23

1.3.1 Set Grid Rows ........................................................................................................................................... 23 1.3.2 Alter Buttons ............................................................................................................................................. 24

7 LIST SCRIPTS ........................................................................................................ 26 7.1 NUMBER LIST FULL........................................................................................................................................ 26

8 PASS VARIABLE ..................................................................................................... 28

9 RECORD CHANGES ................................................................................................. 29

10 REPORTING....................................................................................................... 30

11 THE PROCEDURE DOCUMENTATION ADD-IN ............................................................... 31

12 PASSWORD AUTHENTICATION................................................................................ 32


1 The Process Mapping Common Library The Process Mapping Common Library is a collection of forms and form segments that can be applied to all procedures to provide comprehensive information on the status of processes.

History Displays a full audit trail

Family History Displays an audit trail including sub-folders

Notes Displays notes that have been added via the Note form (%Action.Notes)


Status Displays the folder’s current status

Designer Log Displays procedure error diagnostics with a ‘Copy to Clipboard’ button enabling details to be saved in .txt or .doc file format for review purposes to expedite procedure error resolution.

Note This is an %Action.Notes form and is not displayed as a folder page


Moving A JavaScript function that refreshes re-opened Folders currently being moved to another Stage by refreshing the folder window at intervals until the folder has moved.

Folder Details and Common Library Version These form segments are used to display the Library Version as well the Folder’s subject, user details etc.

1.1 Using the Process Mapping Common Library

1 From the Procedure Properties dialog, associate the ‘Process Mapping Common Library’ with a new or existing procedure.

2 Select all Stages in the

procedure and apply the required forms from the library.


3 Apply the form segments to the form as required.

4 Publish the procedure to

display the Process Mapping Common Library forms and form segments.


2 The Edit Grid Library The ‘Edit Grid’ library extends the functionality of Editable Grids and makes them more effective. The following functions have been implemented as form segments and to optimise performance, they are applied only to the forms they are used on.

Automatically set a column to a value from the form

Typically this is used to add the current Folder ID to allow “Child” related tables for a Folder to be maintained from an Editable Grid. (Currently this cannot be done in e-Work without writing custom scripts for each form).

Blank a Grid Column Enables an auto number field in an Editable Grid. (This function appears to be addressed in e-Work V6.5 for SQL Server at least).

Set a Column from a Name/Value Dropdown selection

Extends the functionality of the standard name/value dropdown selection (available in e-Work V6.6) to Editable Grids.

Set a “Check” Column Provides the ability to set check columns (Y/N, T/F etc) in Editable Grids. e-Work V6.5 does not support check fields in Editable Grids.

Insert and Delete Buttons Currently users have to be told how to add and delete rows in Editable Grids. This function avoids this by adding the required buttons to the form.

Total Columns Automatically sums selected columns.


2.1 Using the Edit Grid Library

The ‘Demo Edit Grid’ procedure illustrates how the Edit Grid Library features can be applied to a grid. An Admin Form is included which is used to create and populate a custom table - ‘DemoLookup’ with values that can subsequently be selected by the user from the ‘Lookup’ (name/value) dropdown list.

Fig 1 - The ‘Edit’ form

Fig 2 - The ‘Show’ form

Name / Value dropdown


2.2 Using the Edit Grid Library

1. Publish the ‘Demo Edit Grid’ procedure.

2. From the Procedure Properties dialog, check that the ‘Edit Grid’ Library is associated.

1 Open the ‘Demo Edit Lookup’ Admin form and populate the ‘DemoLookup’ custom table with several rows of data.

The ‘DemoLookup’ custom table:-

2 From the Blank Forms

page select the ‘Demo Edit Grid’ blank form.

3 Add several rows of data to review the Grid’s functionality and submit the form.


4 On submit; the “Show” form is displayed.

2.3 Using the Edit Grid Library ‘Total Columns’ Form Segment

1 Open the ‘Test Edit Grid Total’ Procedure and from the Procedure Properties dialog and check that the ‘Edit Grid’ Library has been associated and publish the procedure.

2 From the blank forms page, open the ‘Edit Grid Total’ form.

3 Enter some values into the grid as illustrated.


3 The Edit Folder Grid Library The ‘Edit Folder Grid’ library extends the functionality of Editable Grids by automatically recording the FolderID in the first field of the grid (which is hidden). This enables records to be associated with that folder. Without this code this cannot be achieved – i.e. all records will be applicable to all Folders. In the Edit Folder Grid Demo sample procedure, the external table testFolderGrid is created to illustrate this:-

3.1 Using the Edit Grid Library ‘Edit Folder’ Form Segment

1 Open the ‘Test Folder Grid’ Procedure and from the Procedure Properties dialog, check that the ‘Edit Grid’ Library as been associated and publish the procedure.

2 Open the form and enter a few rows of grid data.

3 From Services Manager run the Query - select * from testFolderGrid to review what has

been stored.


4 Email HTML Query Report

The Email Report Query Library is designed to enable HTML reports generated from a grid to be emailed as attachments to a set of recipients at pre-defined intervals. This is managed very easily by adding a map segment to your map and passing the Folder to it on the Deadline. The library has recently been enhanced to allow complete use without even specifying the grid – as long as there is only one ‘dependent’ grid in the map, it will find it. If there is more than one grid you may have to specify the form and field names. Using a simple ’10 Step’ guide, users require no knowledge of how the library works. The Email Query Report can generate the following reports:-

Dynamic Report Sets up a dynamic report to be sent to a nominated recipient

every day/week/month as required.

For example, an ‘Exceptions Report’ is required by a Project Manager every Monday by 09:00 hrs. The Email Query Report can be used to define the query and recipient(s), and the date/time to send the report.

Grid from Folder Report Sets up a report from a specific grid from a Folder. We have, for example, a ‘Component’ Folder in our Development Procedure. One of the grids of this Folder is the outstanding Faults and Features, along with priority and status. We have set up a report that is mailed to the Team Leader every week that can be printed and subsequently presented in the Project Meeting. Now there is no excuse not to have your documentation ready!

Get Folders with Missing Records Report

We had a particular problem in one mission critical system where an SQL statement that copied some records for a Folder failed.

We found the source of the problem, but we could not guarantee 100% that this would not happen again for a different reason.

We created a Conditional Action from a Stage to the ‘Email Report Query’ Map Segment (you do not have to use the Timed Action) if the records had not been copied, and the Administrator is emailed a report of any Folders with missing records.

As a result, although we cannot guarantee perfect execution, we can guarantee notification of a failure, which is just as good in this case.


4.1 Setup

You can use the “Demo Query Mailing” procedure as an example, or use an existing procedure which employs a grid for dynamic or static reporting. The following example describes each step in detail by creating a procedure from scratch.

1. Create a new procedure.

2. Select the Procedure Properties dialog and associate the ‘Email Query Report’ and Process Mapping Common Libraries.

3. Create a text field and assign the system variable %Subject to this field.

4. Select the blank form and place a grid on it.

5. From the Grid Properties dialog Table(s) field, select the eEvent table and add the following columns:-

eEvent.eMapName eEvent.eActionName eEvent.eToStage eEvent.eEventTime eEvent.eUserName


6. From the Grid Properties dialog, Copy/Paste the following SQL into the Row(s) field:-

eEventTime > {ts '%FormatTime(%MakeDate(1,days,before,%System.Time),yyyy-mm-dd hh:nn:ss)'}

7. On the grid properties ‘Do this’ tab, set the following properties as illustrated:-

8. On the form properties ‘When user saves form’, set the following variable assignments:-

%qFormName:="" %qGridName:=""

9. Select the procedure map, and

add the following map elements:-


10. Select the Map Segment “Email Report” and add the ‘Email Query Report’ map segment.

11. On the ‘Edit’ action set the folder deadline to:- %Deadline:=%Never()

12. Set the timed action ‘Email Report’ properties to:-

0 Minutes after %Deadline


13. Add an action to edit the report frequency and recipients.

14. Set the Email Addresses action form properties to the ‘Email Query Report. Query Mailing Details’ form segment from the Library.

15. Select the ‘Email Query Report.Report Details’ form for the Stage ‘Current’:-

16. Publish the procedure.

4.2 Using the Procedure

1. Run the ‘Demo Query Mailing’ query from the Blank Forms list.

2. Submit the form.


3. Set up the mailing details options with the ‘Email Addresses’ action.

4. Select the folder from the

To Do List.

5. Click the Edit button.

6. Select the Report Details

tab to view the report details.


7. At the specified interval, the report is mailed as an attachment.

8. The latest report may be

viewed from the clip at the top of the Report Details form.

9. Each time the report is

run, the actual SQL used in the grid selection criteria is stored and can be viewed from the ‘History’ form tab.


10. The Report (as mailed) is also attached to the folder for future reference.


5 Encryption

This library provides effective two-way encryption. Currently, the standard e-Work ‘password’ field only provides one-way encryption which makes the original value impossible to retrieve. This is perfect for some applications, but useless for others. The Encryption library is used in the “System Variable” procedure to allow data such as DSN passwords to be stored in the database in encrypted form for retrieval at runtime.

5.1 Using the Encryption Library

In this example, the Encryption library is associated with the System Variable procedure.

1. Open and publish the ‘System

Variable’ procedure.

2. Select a field of type ‘Text’ check the ‘Encrypted’ checkbox and enter a password as illustrated.

3. Submit the form.


6 Form Scripts

The Form Scripts library is a collection of Form Segments that perform the following functions:- Set Grid Page Rows The ‘Set Grid Page Rows’ form segment enables users to

define the settings for grid page rows in accordance with the form. (It is not totally effective yet as the form requires a refresh to change the page length. We are extending this to allow the value to be reset now that submit and cancel scripts can be run. Currently this can only be defined across the entire system, even for Alert Lists).

Fields to Table This form segment converts form fields to an HTML table and is useful when large memo fields have been defined as only the actual text as displayed is printed directly from the e-Work form. (We are currently enhancing this to allow Grids to be added to the list and printed in a nested table which will provide maximum benefits).

Disable Buttons When buttons are hidden, it is often confusing to the user as the full functionality of the form is not evident. Setting an identical button behind the ‘real’ button has the effect of simulating a disabled button as opposed to a hidden button.

Colour Buttons Colour buttons are used to provide enhanced visual indicators to the actual button functionality. E.g. Add = Green, Update = Blue, and Delete = Red. The font is also changed to bold.


6.1 Using the Form Scripts Library

6.1.1 Set Grid Rows

1. Publish the Forms Scripts

Library.

2. Open the Demo Form Scripts procedure.

3. Select the Procedure Properties dialog, associate the Forms Scripts library and publish the procedure.

4. From the blank forms list select the Demo Grid Rows procedure. In this example, when the form is loaded the page grid rows will be set to 200. This is only visible when you reload this, or any other form for that matter.

5. On the Form Properties – ‘Do this’ tab, change the form load command to:-

OnLoad=SetGridPageRows(5)&Language=Jscript


6. Republish the procedure and test it again. In this example, only 5 rows from the 16,323 returned are displayed:-

IMPORTANT – As the Grid Page Rows value affects all lists across the entire system, once you have tested this, reset the on form load command back to the original setting:-

OnLoad=SetGridPageRows(200)&Language=Jscript

*You may also have to delete the cookies from your browser cache.

6.1.2 Alter Buttons

1. When the form is loaded, the “Disable Buttons” and “Colour Buttons” functions are called:-

OnLoad=DisableButtons("AddD,UpdateD,DeleteD");ColourButtons("Add,Green,Update,Blue,Delete,Red")&Language=JScript


2. Selecting a checkbox will display the colour button(s).

3. When the user clicks an activated button, it is greyed out momentarily.


7 List Scripts

The List Scripts library is a form segment that provides name / value pair list field functionality. (e-Work 6.6 introduced this functionality for dropdown fields. This library allows similar functionality for List fields).

7.1 Number List Full

The Number List Full form illustrates how users can swap between a pair of list box selections.

1. Publish the List Scripts

Library and

2. Open the Demo Lists procedure, associate the List and Form Scripts libraries and publish the procedure.

3. Select the Number Lists Full form

4. Click the Add button.

5. Move some items from the

Available Items list box over to the Selected Items list box as illustrated.

The selection is moved:-


6. Submit the form.

On submit the Selected Items list box is displayed:-

7. When the user clicks the

Edit action the Available Items list box is displayed again.


8 Pass Variable

This provides a simple mechanism for passing values from one form to another that is opened from that form, for instance from a button. This allows 'child' Folders to be easily created by passing a Folder ID, for example.

1. Publish the Pass Variable

Library 2. Open the Demo Pass

Variable procedure, associate the Pass Variable Library, and publish the procedure.

3. Select the Demo Pass Variable – New Demo form.

The field is auto populated with the %FolderName:-

4. Click the New button. The child folder is created:-


9 Record Changes

The record changes library allows a fully comprehensive audit trail to be maintained by recording every change to every field on a ‘form submit’ action. The format used is <variable> changed from <old value> to <new value>. (This library is currently being extended to record changes to ‘child’ related tables).

1. Publish the Record Changes

and Process Mapping Common libraries.

2. Publish the Record Changes Procedure and associate both libraries with it.

3. Run the Record Changes process through the web client and enter some values in each of the form fields as illustrated.

4. Submit the form.

5. Open the folder again, make

some changes and view the Notes form from the Common Library.

The full history is displayed. The function is called when user saves form: - %Action.Notes:=%ScriptEval(JScript,,%Procedure.Name,%MapName,"RecordChanges (1)")


10 Reporting The Reporting Library enables charts to be created from Grid data by the simple addition of one Form Segment.

1. Publish the Reporting library.

2. Publish the Demo Reporting Procedure and associate the library.

3. The Demo Reporting procedure is an Admin Form with a grid that reads from the eEvent table.

The Reporting Chart from Grid form segment is added at the top of the form in this example:-

4. Select the Admin Forms

page “Demo Chart” form and select a chart type.

5. Click the “Generate Chart”

button. (You may be warned that ActiveX controls are activated)

The chart is generated:-


11 The Procedure Documentation Add-in

This Add-in tool automatically produces full e-Work procedure documentation directly from the e-Work Designer with one mouse click to an HTML formatted file. The map image may be included together with the Variables, Stages, Actions, Forms, Fields, Roles, Flags and additional table definitions which are all listed in collapsible tables. One particularly useful feature is a matrix of To Do and Watch Lists and Action rights for each map.

Assuming you have a standard e-Work installation, you should be able to register the components by double-clicking the reg.bat batch file in the Documentation Tool directory. You will the see a new option on the Tools menu of the Designer.

1. Open the supplied zip file and copy the contents to the Designer Addins directory, typically C:\Program Files\Metastorm e-Work\Designer\Addins

2. Open a procedure file, select

the 'Procedure Documentation' option from the Tools menu

3. Select a Directory to save the HTML file to.

(Depending on your browser configuration, you may receive an ActiveX control warning). 4. Expand /Collapse the tables

as required.


12 Password Authentication

When additional security is required the Password Authentication function will compare a logged on user’s password against the password stored in the eUser table and will display a %User.Error if the passwords do not match. This is useful in situations where additional confirmation is required to prove that the current user is really the logged on user and not just someone passing by.

1. Publish the Password Authentication library.

2. Publish the Demo Password Auth Procedure and associate the library.

3. Open the Demo Password Auth process and enter an invalid password.

The following error message is displayed:-

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