Process Rules in v5.2

Building Lifecycle Applications for v5.0



Process rules define how workflows behave and have two main parts:

1) Process Information - Defines the high-level process information.
2) Task Rules - Define the task rules that defines the process behavior.

For more information on designing and implementing workflows, refer to the Building Lifecycle Applications Reference.


Creating a New Process

When you press the New button the following screen is displayed:

processinfo.png

Field Name Description
Name The name of the process.
Description The description of the process.
Published The published flag indicates whether the Workflow Connector will process the workflow rules or not. Note, you can make the process published/unpublished from the main process view.
Cabinet The target cabinet for the process.
Starting Workflows

There are two methods for starting a workflow:

  • By Document Action - When a document action is performed then this would also trigger a workflow. When you select this option the Starting Document Action and Starting Document Criteria fields are enabled. For example, you can start a workflow when the Create Document action is triggered. You can further refine the rules by adding criteria. In an invoice approval example, you can specify {Invoice Status} = 'Received'. This method is typically used once batch processing is complete.
  • By Batch Processing - A workflow may need to be triggered during batch processing. For example, during a loan verification certain documents may need to be routed to Subject Matter Experts after data extraction for additional review. When this option is selected the Starting Batch Status and Ending Batch Status fields are enabled.

Creating Tasks

Once the main process information has been saved, click on the View Tasks link to manage the task creation/updates. Press the New button to create the task. There are three task types:

  • Begin - A process requires a Begin task.
  • Task - A process will have numerous Task types depending on the business rules.
  • End - A process requires an End task.

It is recommended to create the tasks first and then create the connections between the tasks.

newtask.png
Field Description
Sequence No The order the tasks are displayed in the designed, which can help orientate you.
Task Name The name of the task that will appear in the user's inbox..
Task Description The description of the task that will appear in the user's inbox.
Task Group The task group allows related tasks to be grouped together, which can be useful when designing large workflows.
Task Mode Defines whether the task is a Begin, Task, or End task.
Task Type

The type of task:

  • Notification - Just notifies a user of a specific event.
  • Task - Requires user to Approve or Reject.
  • Signature - Requires user to Approve or Reject. Additionally on Approval, the user is required is digitally sign the document be entering their username and password, confirmation that they are electronically approving the document and the reason for signing the document.
  • Task (Route on Reject) - Requires the user to Approve or Reject. Additionally on Reject, the user is required to route the document to a specific user or role.
  • Signature (Route on Reject) - Requires the user to Approve or Reject. Additionally on Approval, the user is required is digitally sign the document be entering their username and password, confirmation that they are electronically approving the document and the reason for signing the document. On Reject, the user is required to route the document to a specific user or role.

Editing a Task

Once the basic task information has been entered and saved, edit the task to enter:

Business Rule

You can enter DocScript to execute before and after the task has been processed.

Task Connections

This tab specifies how the tasks are connected within the workflow:

taskconnections.png

Field Description
Success Connection Execution Rules

Determine when the next steps of the workflow is executed if the task is successful.

  • All Connecting Tasks Complete - Will execute task if all connecting tasks are complete.
  • Any Connecting Tasks Complete - Will execute task if any connecting tasks are complete.
Comment If Successful Allows a comment to be added if the task is successful that is added to the workflow history.
Next Task(s) If Business Rule Succeeds Determines what are the next tasks if the task is successful.
Failure Connection Execution Rules

Determine when the next steps of the workflow is executed if the task has failed.

  • All Connecting Tasks Complete - Will execute task if all connecting tasks are complete.
  • Any Connecting Tasks Complete - Will execute task if any connecting tasks are complete.
Comment If Fail Allows a comment to be added if the task has failed that is added to the workflow history.
Next Task(s) If Business Rule Failed Determines what are the next tasks if the task has failed.

Email Notification

An email can be sent automatically to the user, or all users within the role task when it is received.

emailnotification.png

Field Description
Email Subject Email subject. Note, refer to the Lifecycle DocScript System Variables in the Document Workflow section to variables that can be added to an workflow email message.
Email Message Email message. Note, refer to the Lifecycle DocScript System Variables in the Document Workflow section to variables that can be added to an workflow email message.

Task Information

Additional information can be presented to the user in the Task Information. This can be text or HTML.

taskinformation.png