Creating Forms and Workflows

Transcription

1 Creating Forms and Workflows Robin Redgrave

2 Agenda What is a workflow? How to create Forms How to create Workflows Putting it Together Further information

3 What is a workflow?

4 What is a Workflow? Workflows are processes that already exist in the business Processing resumes and hiring staff Reviewing, editing and publishing documents Human Resource functions: requesting and approving time off, expense reports or supply requisition Help desk support request, diagnosis, resolution Change request Ticket tracking Moderated discussion forums Purchase Order request and Approval

5 Change Form Workflow

6 Pre-Workflow Design Talk to people Everyone involved What do the users need, what does the business need What controls and rights are required How can you improve the existing WF Reminders Escalations Let others know Feedback to originator

7 Who Can Create Business Processes Administrator or Administrator equivalent Can create system Forms and Workflows Users Role can be created with appropriate rights Role can be assigned at a Folder or workspace level Forms and Workflows will be editable at that point And below Workspace administrator has rights

8 Add a Forms/Workflow Role As admin Create a new role and assign rights Design Entries Design Workflows Modify, Move, Delete Folders and Workspaces On folder/workspace access control menu Assign the role as required to users

9 Forms

10 What is a Form? A way of entering information into Vibe All data entry in Vibe is via an entry form Made up of elements Different types of field Equivalent to your paper based form Can hold a document or multiple attachments Has full document management capabilities

11 Entry Designer Form definition What the form looks like View definition How the form is viewed A subset of the form elements NOTE: Does not display in the designer Summary definition Blog View

12 Basic Elements Text Attachment/File upload Description/HTML Editor Guest user name Checkbox Number (Built-In Data Validation)

13 Basic Elements cont. User list/group List Buttons Date / Date and Time Captcha Event

14 Container Elements Radio Button Selectbox 2 and 3 column table Box Expandable area Show Only When In Workflow States

15 Advanced Elements Custom JSP HTML element User List Selectbox Hidden

16 Document Review Form and View

17 Expanding Functionality with JSPs External database interaction Dynamically hiding and displaying fields Validation of data entries Text and number manipulation Populating fields with user profile information Populating fields for workflow routing Adding additional elements to the designer

18 Example: Purchase Order (Form) Purchase Order # is PO followed by the date followed by a 4 digit random number sequence. Vendor and Ship To data is recorded. The line items require a quantity, Item#, Description, Job (if applicable), and Unit Price. Many of these fields operate using Custom Data Validation. User inserts Sales Tax to be applied in a percentage. User inputs shipping costs incurred. The Calculate button will determine the Line Total (QTY. X Unit Price) and the Total (Sum of Line Totals). Additional information can be added in the Description and the form is submitted using the OK button.

19 Workflows

20 Creating a Workflow Create States Where the entry form is in the process Add Transitions How the form and responsibilities move in the process Set up notifications Who knows about it Set up access control Who can view, modify, delete, transition the data

21 States Points of transition within a business process Awaiting managerial approval Document published Holiday denied Grades submitted Action points for the workflow Routing options Notifications Add parallel processes Copy/move entries

22 Transitions Immediate Manual *Manual Transition Access Control After time elapsed On comment or reply Modify

23 Transitions Entry data values Question and Response Variable Wait for Parallel threads

24 Question and Response As Soon As One Person Answers With This Response As Soon As A Majority Have Answered With This Response After Everyone Has Responded and All Have Answered With This Response After Everyone Has Responded and Somebody Answered With This Response After Everyone Has Responded and Not All Have Answered With This Response After Everyone Has Responded and a Majority Answered With This Response

25 Notifications Mail messages to users to inform on progress Can be sent to Static Users or Groups Dynamic users or groups defined within the form Specific address Can be sent on entering or exiting a state Multiple messages can be defined Can have CC and BCC recipients

26 Embedded Form Values Markup Example {{vibe:title}} {{vibe:modifiedby}} {{vibe:modifiedon}} {{vibe:data dataname}} {{vibe:file filename title}} Description Displays the title of the entry, folder, or workspace. Displays the name of the user who last modified the entry, folder, or workspace Displays the date the entry, folder, or workspace was last modified. Displays the value of the specified data item. Data items are elements that have been added tot he form or view definition by using the Form and View Designer. dataname is the data name of the element you want to show. Displays a link to a file. File must be attached to the entry, folder, or workspace. You can also include HTML

27 Access Controls Who can access a entry Delete Modify Read Modify specific fields on the form Historical options Transition into Transition out of

28 Advanced options Custom actions Interact with other applications Start parallel thread Multiple threads of the workflow to different people Set value during workflow states Start separate workflow process Variables can be carried across

29 Putting It Together

30 Need to Ensure Our Users Can Use It Create a folder Configure the folder Add the allowed entry type Can assign the workflow to run automatically Test Form entry and view Workflow works as expected Notification and access controls

31 Reporting Report on Workflow State Show average time spent in each state by all entries Show number of entries currently in each state Workflow history Shows the path that has been taken through the workflow Who made the decision and when Useful for compliance and auditing

32 Importing and Exporting Can import and export forms and workflows Create and test in an isolated environment Move to the production environment when ready Import folder with form and workflow configuration (template) Remember any JSPs will need to be manually moved Can also create a template

33 Further Information

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36 Documentation 36

37 Resource Library

38 Thank you

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