WORKFLOW DESIGN

OVERVIEW

§ Kontinuum workflows are the integral part of the Kontinuum tool suite

§ The workflows determine when Forms become available to users, when they are assigned to a particular User Type and when something is overdue

§ In order to build a workflow a user must be a part of a user group that has workflow building permissions

HOW TO ADD WORKFLOWS

• Select Workflow from the Admin menu
• From the Design tree click on the Workflows folder
• Click on the Workflows folder
• From the popup menu select Add Workflow
• In the right frame a form will appear requiring the details of the new workflow to be added
• Fill in all required properties and press the submit button

WORKFLOW PROPERTIES

Definition of Workflow Name

• The Workflow name is the name that is displayed to the user for this Workflow, this name will appear in the Items and Task List

Definition of Data Storage Name

• The Data Storage Name is the name of the database that will be created in Microsoft SQL Server that will hold all data collected from workflow participants
• The name must have only numbers, alphabetical characters and underscores
• Note: Underscores and numbers can not be the first character
• The Data Storage Name defaults to the Workflow Name with underscores replacing any blank characters and the text 1v1 appended to the Workflow Name

ADDING THE FIRST FORM

§ Once a workflow has been created the primary form must be added

§ It is suggested that the form is already completed

§ Being that this is the primary form, it must have at least one question that is marked as a ‘Primary Key question in the first Subform

§ That Subform must have the Subform type of 'One'

§ Locate the form that has been created in the forms folder and click on it

§ From the popup menu click the Select option

§ Click on the newly created workflow and click the design option from the pop up menu

§ A Workflow with nothing in it should appear in the right frame

§ Click on the right most, top most +

§ A process form will appear in the bottom frame

§ Complete all the properties and click submit

§ Once you have submitted the process form the workflow will refresh with the first form displayed in the rightmost, topmost coordinate

PROCESS PROPERTIES

§ These are the properties that you can assign to a process in a workflow

Definition of Process Name

§ This is the name of the process as Kontinuum refers to it internally

§ This field must be completed

Definition of Short Name

§ This is the name of the form/process/step as seen by the end user

§ When a user mouse’s over the form/process/step in the workflow this is the text that will appear

§ This field must be completed

Definition of Long Name

§ This is a long description of what the business process entails

§ It is an optional field

Definition of Available Rule

§ This should contain a WAFFL statement that returns a list of User Names or User Types in WAFFL Series Format that will be able to access this form once the process has reached this stage

§ The list is then searched and entries are made into the Available User Forms and User Type Forms tables so that this gate for this particular instance now appears in the user’s Task List

Definition of Decision Rule

§ This should contain a WAFFL statement that returns 1, 2 or 3

§ It should only be visible for Decision gates and it determines which path should be followed

§ In the case of the Decision gate with 2 outputs a WAFFL statement that evaluates to 1 means if the decision gate is reached then the gate to the right of the decision gate becomes active

§ If the WAFFL statement evaluates to 2 it means if the decision gate is reached then the gate to the bottom of the decision gate becomes active

§ In the case of the Decision gate with 3 outputs and the WAFFL statement evaluates to 1 it means if the decision gate is reached then the gate to the top of the decision gate becomes active

§ If the WAFFL statement evaluates to 2 it means if the decision gate is reached then the gate to the right of the decision gate becomes active

§ If the WAFFL statement evaluates to 3 it means if the decision gate is reached then the gate to the bottom of the decision gate becomes active

Time Delay Rule

§ This should contain a WAFFL statement that returns a date and possibly a time

§ This date is the date that a user will start to view this task in his or her Task List

§ If this is left empty the user will seeing this task immediately

Definition of Available Properties

§ Only certain properties should be available, unavailable or required based on the type of Process being added at this location

§ For example: A decision gate, a logic gate or a Form

	Forms	Decision Gates	Special Gates	Logic Gates
Process Name	Required	Required	Required	Required
Short Name	Required	Required	Required	Required
Long Name	No	No	No	No
Available Rule	Required except on first form	No	No	No
Approval Rule	Yes	No	No	No
Due Date	Yes	No	No	No
On Available Email	Yes	No	No	No
Time Delay	Yes	No	No	No
Urgency	Yes	No	No	No
Decision Rule	No	Required	No	No
Time Delay Rule	Yes	No	No	No

ADDING A PROCESS FORM

§ It is best to have created a form before commencing this task

§ Find the form to add to the Workflow and click on it

§ Click the Select option from the popup menu

§ Click on the newly created workflow

§ Click the Design option from the popup menu

§ Next click on the location in the workflow that you want to add the form

§ The process form will be displayed in the bottom frame

§ Fill out all the required properties questions

§ Process Table tab

o Definition of Display Name – Name of the Process as shown to the user

o Definition of Process Name – Name of the Process as stored in the database

o Definition of Process Description – Descriptive text only

§ Process Rules

o Definition of Approval – If the form is an approval form an approval rule is require which determines which users can approve the form

o Definition of Available – Which users will have this task available to complete in their Task List

o Definition of Due Date – When the task is due

o Definition of On Available Email – When this workflow hits this step if the email rule evaluates to true then all users who can complete this task receive an email

o Definition of Reassign – Which users can this task be reassigned to

o Definition of Time Delay – This task does not appear in the Task List until a certain date

o Definition of Urgency – What priority (between 1 and 4) this task has

§ Permissions Tab: Assigning rights to the process

o Definition of Approve – Which User Type can approve the questions in the form marked for approval

o Definition of Delete – Which User type can delete/rollback the data in the form once it has been completed

o Definition of Insert – Which User can insert information (if they are also in the available rule) at this step

o Definition of Update – Which User can update information at this step

o Definition of View – Which User can click on and view the information at this step (but not edit)

§ Process Escalations Tab: Controls under what conditions an email is sent or the task is reassigned

o Definition of Start Point – If we are measuring the event against arrival at an inbox or from the due date specified

o Definition of Time Unit – Amount of time since the measuring event

o Definition of Time Amount - Amount of time since the measuring event

o Definition of Escalation Rule – If we are reassigning the step, enter the name of the user or user type we are reassigning to

o This can be the result of a WAFFL statement

o Definition of Email Rule – If we are sending an email reminder, who are we sending it to

o This can be the result of a WAFFL statement

§ Once all required questions are completed the workflow will refresh with the new form in the location specified

ADDING A LOGIC GATE

§ Find the logic gate to add to the Workflow and click on it

§ From the popup menu click on the Select option

§ Click on the newly created Workflow

§ Click the design option from the pop up menu

§ Click on the location in the workflow that you want to add the logic gate

§ The process form will be displayed in the bottom frame

§ Complete all the required properties and click Submit

§ On Submit the workflow will refresh with the new logic gate in the location specified

LOGIC GATE TYPES

§ There are several types of logic gates, all logic gates have 2 or 3 outputs and have one input

Definition of OR2 gate

§ The OR2 output becomes active if either of its inputs becomes active

Definition of OR3 gate

§ The OR3 output becomes active if any of its inputs becomes active

Definition of AND2 gate

§ The AND2 output becomes active if both of its inputs become active

Definition of AND3 gate

§ The AND3 output becomes active if all three of its inputs become active

ADDING A SPECIAL GATE

§ Find the special gate to add to the workflow click on it

§ Click the Select option from the popup menu

§ Click on the newly created workflow

§ Click the Design option from the pop up menu

§ Click on the location in the workflow where the special gate will go

§ The process form will be displayed in the bottom frame

§ Complete all required questions in the process form and click submit

§ Once complete the workflow will refresh with the new special gate in the specified location

Stop Gates

§ This gate is used to finish a process, it does not have any effect on the data but it is necessary to create an endpoint for any process

Lock Gates

§ If this gate becomes active the object will become locked

§ Only users with unlock rights will be able to unlock this gate

§ It is a good practice to lock workflow instances once all the information for the instance has been supplied

§ This way the information is not accidentally modified

ADDING A DECISION GATE

§ First find the decision gate you want to add to the Workflow click and on it

§ Hit the select option from the pop up menu

§ Click on the newly created Workflow and click the design option from the pop up menu

§ Next click on the location in the workflow that you want to add the decision gate

§ The process Form should come up in the bottom frame

§ Complete all required questions in the process form and click submit

§ Once complete the workflow will refresh with the new decision gate in the specified location

Decision Gate Types

§ There are two types of decision gates: DESC2 and DESC3