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aras.comConfidential © 2007 Aras Corporation
Advanced Administration
Workflow Design and Management
Aras Corporation
300 Brickstone Sq, Suite 904Andover, MA 01810
(978) 794-7643
www.aras.com
aras.comConfidential © 2007 Aras Corporation
Outline
1. Workflow Basic Concepts
2. Innovator Workflow Overview
a) Data Model
b) Permissions, Identities and Assignments
3. End-User Interface
4. Exercise 1 – First Simple Workflow
5. How-To Workflow
6. Advanced Workflow Topics
a) Exercise 2
b) Exercise3
aras.comConfidential © 2007 Aras Corporation
Workflow Basic Concepts
aras.comConfidential © 2007 Aras Corporation
Why Workflow
Automate multi-step processes
Alert users when an action needs to be taken
Electronic approval signatures
Keep a permanent record of decisions made
Drive repeatable, predictable, business processes
aras.comConfidential © 2007 Aras Corporation
Workflow EnginesModels
Messaging based
Emails routing from one mailbox to next
Send and forget (no way to find current location)
Database based
Emails are sent to engage
Current location stored in DB
Each action updates the DB
aras.comConfidential © 2007 Aras Corporation
Workflow EnginesFeatures
Serial steps - Parallel steps - Looping
Activities assigned to programs
Activities assigned to people
Activity Sub-Tasks
Sub-Workflows (hierarchies)
Automatic Branching logic
Dynamic assignments
Group assignments (pooling)
Delegation / Escalation / Task Refusal
Voting logic {equal votes, veto votes, weighted voting}
Microsoft Enterprise Open Source
aras.comConfidential © 2007 Aras Corporation
Outline
1. Workflow Basic Concepts
2. Innovator Workflow Overview
a) Data Model
b) Permissions, Identities and Assignments
3. End-User Interface
4. Exercise 1 – First Simple Workflow
5. How-To Workflow
6. Advanced Workflow Topics
a) Exercise 2
b) Exercise3
aras.comConfidential © 2007 Aras Corporation
Innovator WorkflowData Model
Workflow Item
ECR Process
Activity Item
Submit ECR Form
Activity Item
Review ECR Form
Activity Item
Approve ECR
Path ItemDone
Path ItemOK
Identity ItemsCM I, Management
aras.comConfidential © 2007 Aras Corporation
Innovator WorkflowData Model
ItemType
ECR
Workflow Map
ECR Process
ECR 001
ECR 104
ECR 356
ECRItems
ECR 001
WorkflowProcesses
ECR 104
ECR 356
aras.comConfidential © 2007 Aras Corporation
ItemTypes & Workflow Maps
aras.comConfidential © 2007 Aras Corporation
WFL Process instance is created Automatically with the Item Instance
aras.comConfidential © 2007 Aras Corporation
Identity Membership Management
Item
ECN 123
Permission SetEngineers – G,UPurchasing – G Ron Regan – G,U,DCreator – G,U,D,COwner – G,UManager – G,U,C
Permission_id
Property
Activity Item
Review ECR Form
AssigneesEngineers PurchasingManager
Assignment
Relationship
Group Identity1
User Identity
Logon User
Group Identity2
Member
Alias
“USC091”
“Ron Regan”
“Engineers”
“All Employees”
Virtual Identity“World”
Group Identity3
“Purchasing”
Member
aras.comConfidential © 2007 Aras Corporation
Workflow - Lifecycle
ECN 123456
DescriptionEffectivityOriginator… Lifecycle Map
Workflow Process
Permissions Integration EventsCM BehaviorsEmail Notification
PeopleShort ActivitiesEmail Notifications
aras.comConfidential © 2007 Aras Corporation
Outline
1. Workflow Basic Concepts
2. Innovator Workflow Overview
a) Data Model
b) Permissions, Identities and Assignments
3. End-User Interface
4. Exercise 1 – First Simple Workflow
5. How-To Workflow
6. Advanced Workflow Topics
a) Exercise 2
b) Exercise3
aras.comConfidential © 2007 Aras Corporation
In Basket
aras.comConfidential © 2007 Aras Corporation
Graphic Process Monitoring
aras.comConfidential © 2007 Aras Corporation
Completing an Activity
aras.comConfidential © 2007 Aras Corporation
Outline
1. Workflow Basic Concepts
2. Innovator Workflow Overview
a) Data Model
b) Permissions, Identities and Assignments
3. End-User Interface
4. Exercise 1 – First Simple Workflow
5. How-To Workflow
6. Advanced Workflow Topics
a) Exercise 2
b) Exercise3
aras.comConfidential © 2007 Aras Corporation
Exercise 1
Prototype Item Type
Prototype Requisition Workflow Map
aras.comConfidential © 2007 Aras Corporation
New Workflow Map
Use Right Mouse
menu’s to Edit the Map
aras.comConfidential © 2007 Aras Corporation
Exercise 1 Steps
1. Create new Workflow MapA. Add Activities – with AssigneesB. Add Paths with VotesC. Save
2. Edit the Prototype ItemtypeA. Set the new Workflow Map as an Allowed WorkflowB. Set the Default Flag (for auto-start)
3. Create a new Instance of Prototype and Save
4. Check your InBasket
aras.comConfidential © 2007 Aras Corporation
Outline
1. Workflow Basic Concepts
2. Innovator Workflow Overview
a) Data Model
b) Permissions, Identities and Assignments
3. End-User Interface
4. Exercise 1 – First Simple Workflow
5. How-To Workflow
6. Advanced Workflow Topics
a) Exercise 2
b) Exercise3
aras.comConfidential © 2007 Aras Corporation
How-To Workflow
Gather data first
1. Process map the business process with users eliminate Non Value Added work build consensus identify process owner
2. Complete a new Item worksheet for parent Item, if needed
3. Complete a Workflow worksheet
aras.comConfidential © 2007 Aras Corporation
How-To WorkflowWorksheet
aras.comConfidential © 2007 Aras Corporation
In Innovator
4. Create required Identity’s for assignments, members and groups
5. Create a new Workflow Map
6. Draw map with Activities and Paths
7. Make sure Path from Start is Automatic & Default
8. Add assignments to activities, voting weight at least100
9. Add Tasks to Activities
10. Save Workflow Map
11. Create new parent ItemType, if needed
12. Add Allowed Workflow, make it default
13. Save parent Item Type
How-To WorkflowDevelopment
aras.comConfidential © 2007 Aras Corporation
To test a new Workflow Map Create a new instance of parent Item Check that Workflow Process is created Check that Assigned Identities have Assignment’s in
their InBasket
To inspect an active or closed Workflow Process Open instance of parent Item Views>>Workflow Highlight process, right click, select Workflow Process Double-click activities to drill down
How-To WorkflowDevelopment
aras.comConfidential © 2007 Aras Corporation
Outline
1. Workflow Basic Concepts
2. Innovator Workflow Overview
a) Data Model
b) Permissions, Identities and Assignments
3. End-User Interface
4. Exercise 1 – First Simple Workflow
5. How-To Workflow
6. Advanced Workflow Topics
a) Exercise 2
b) Exercise3
aras.comConfidential © 2007 Aras Corporation
More Advanced
• Activity Tasks
• Emails
• Assignment and Routing Logic
• Dynamic Assignments with Methods
aras.comConfidential © 2007 Aras Corporation
Activity Task
aras.comConfidential © 2007 Aras Corporation
Email Notification
To User’s email address, defined by Identity
“All Assignments”= all assigned to Process
“Open Assignments”= all open for Process
“Closed Assignments”= all closed for Process
“From Identity” only for Refuse/Delegate
“To Identity” only for Refuse/Delegate
“Alternate” = individual User
aras.comConfidential © 2007 Aras Corporation
Exercise 2 - Email
Configure an Email message on the first workflow
1. Edit the Workflow, and on the first Actity add an Email notification
a) Create Email Item with Variables
b) Select Event
2. Create a new instance of Prototype to test the Email Messages
aras.comConfidential © 2007 Aras Corporation
Assignment & RoutingLogic
Assign to Identity representing roles rather than individuals
Assignees do the work, and vote on outcome
Three ways to create Parallism
Consider how the following action is to be decided by one person alone
By any one person from a group
By a dispatcher who assigns work
By everyone in a group
Allocate properties accordingly Required, For All Members, Voting weight
aras.comConfidential © 2007 Aras Corporation
Activity level “Wait for all inputs” = wait until all parallel paths have arrived
before completing “Wait for all votes” = wait until all assignment votes are in before
completing Voting weight 100+ for at least one path required to complete
Assignment level “Required” = this Assignment must be voted to complete For all Members = all members of assigned Identity share equal
voting weight• If not checked, any single member votes with assigned voting
weight Voting weight set for each Assignment Total voting weight can be >100
Assignment & RoutingLogic
aras.comConfidential © 2007 Aras Corporation
Delegate
Send to someone else’s inBasket
Refuse
Send to “Escalate To” Identity or “Process Owner” Identity if no escalate
Specific emails available for these votes
Assignment & RoutingLogic
aras.comConfidential © 2007 Aras Corporation
Exercise 3
Using Workflow Methods for Dynamic Assignment
1. Download the Workflow Automation Package (good sample code)
2. Remove the Assignee from the 2nd Activity
3. Create a Server method on the OnActivate event
4. In the Method, Assign the Activity to yourself.
5. Save the Workflow Map
6. Create a new Instance of Prototype to test.