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08_Workflows.ppt
- 2. 5-1 Workflows Module Objectives • Define various terms regarding workflow • Describe workflow system components • List steps in creating a workflow template • List steps in creating a workflow instance • Distinguish between a workflow template and a workflow instance • State the operations performed in task management • Distinguish a workflow from a lifecycle
- 3. 5-2 Workflows What is a Workflow? • A workflow is a connected network of activities (activity instances) • It defines who performs what and when student_A student_B Review student_A Edit student_C Initiator Review • Definition • System Components • Create a Workflow Template • Start a Workflow • Task Management
- 4. 5-3 Workflows What is a Workflow Template? • Defines a workflow in terms of activities that must be performed by specific participants in the order specified by the template designer • Is created and installed in the Docbase • When executed, initiates a workflow
- 5. 5-4 Workflows Activities, Tasks and Packages Promote to Effective state in lifecycle Review and Edit document Check in as new version Task Packages Activity Instance Review Initiate Review • A workflow consists of activities • An activity consists of tasks • A task consists of packages Document
- 6. 5-5 Workflows Workflow vs. Lifecycle Objects move through a lifecycle: • Automatically using built-in workflows • Manually using menu options in Desktop or Webtop Workflow Lifecycle Active Passive A network of activities A linear progression of states Defines who does what and in what order Defines entry criteria Defines what happens in a particular activity Defines operations or actions Objects are forwarded Objects are promoted
- 7. 5-6 Workflows Workflow System Components Workflow Engine Docbase Documentum Desktop Webtop Outlook Workflow Manager Create Templates Runtime Definition • System Components • Create a Workflow Template • Start a Workflow • Task Management
- 8. 5-7 Workflows Create a Workflow Template 1. Create a ‘Draft’ template - Drag and drop activities - Link activities with flows - Inspect activities - Add package(s) to flows 2. Validate the template to eliminate process definition errors 3. Install the template through Workflow Manager or Server APIs validate install invalidate uninstall save DRAFT VALIDATED INSTALLED Once installed, a workflow template can be instantiated one or more times from Desktop, Webtop or a program to start a workflow Definition System Components • Create a Workflow Template • Start a Workflow • Task Management
- 9. 5-8 Workflows Launch Workflow Manager • Use Workflow Manager to draft, validate and install a workflow template • To launch Workflow Manager from Desktop - Browse to /System/Desktop Client/Workflow Templates - Right-click and select New > Workflow Template. • To launch Workflow Manager from the Start menu Click Start > Programs > Documentum > Workflow Manager 1
- 10. 5-9 Workflows Workflow Manager Toolbar Palette Activity Flow Docbase User Template State
- 11. 5-10 Workflows Toolbars • Standard • Workflow • Alignment • Display
- 13. 5-12 Workflows Performer tab- Manual activity 1 2 3 4
- 18. 5-17 Workflows Performer tab- Automatic activity 1 2 3
- 25. 5-24 Workflows Save, Validate and Install 1 2 3
- 26. 5-25 Workflows Workflow Initiator Review student_w student_y Paul Edit Paul Review Approve dept head Start a Workflow from a Template • Paul is ready to publish his Standard Operating Procedures document • SOPs are required to be reviewed, edited, and approved • To automate this process, Paul’s department has created a specific workflow template titled NLSWorkflow Definition System Components Create a Workflow Template • Start a Workflow • Task Management
- 27. 5-26 Workflows Create a Workflow Instance In order to have his SOP document reviewed, edited and approved, Paul creates a new workflow from the NLSWorkflow template. 1. Paul opens the workflow template 2. Paul inserts the SOP document that he wants to send as a package in the workflow 3. Paul includes notes with the package for the participants in the workflow 4. Paul starts the workflow thereby creating a new workflow instance
- 28. 5-27 Workflows Quickflow in Webtop Provides Send To Distribution List functionality in Webtop 1 2 3 4 5 6
- 29. 5-28 Workflows Workflow Template vs. Instance Workflow Template Workflow Instance Created during design time Created during run time Is a sequence of activities performed by specific participants in a specific order in the workflow • Is an instance of a workflow template • More than one workflow instance can be started from the same workflow template Can be created by users with Coordinators client capability or SUPERUSER or SYSADMIN privileges Can be created by users with Contributor client capability or higher
- 30. 5-29 Workflows Inbox and Task Manager Definition System Components Create a Workflow Template Start a Workflow • Task Management
- 31. 5-30 Workflows Receive and Accept Tasks • Both student_w and student_y receive a Task in their Documentum Inbox • E-mail integrations notify users about workflow tasks via e- mail • When tasks are opened - They are automatically acquired - The Task Manager is launched. Depending on how the activity is configured in the workflow template, recipients have the option to • Finish the task • Add a task • Reassign the task
- 32. 5-31 Workflows Designate a Proxy • You can designate a proxy to manage your workflow tasks • A proxy is someone who acts on your behalf • People available for selection as a proxy can be configured in the workflow template. • To designate a proxy in Desktop - From the menu, select Tools > Workflow Availability - Select the user to whom tasks will be forwarded when you are not available to receive them Definition System Components Create a Workflow Template Start a Workflow Task Management
- 33. 5-32 Workflows Test Your Knowledge 1. A workflow is initiated when a _______ _______ is started. 2. Tasks in a workflow can contain multiple ________. 3. A user with the client capability of __________ can define workflow templates. 4. A user with the client capability of _________ can create an instance of a workflow template. 5. _____ permission is required to perform transitions between states in a workflow. 6. ____ ____ is a task assigned to a user.