In this article, we describe how to create a business process at the app level.
For example, let us look at the sales managers' job. Quite often they have to respond to customers' feedback. The business process will make the procedure clear and reduce response time.
Before you start modeling a business process, you need to create an organizational chart. It describes the hierarchy of divisions and job positions in a company. To do this, on the main page go to Administration > Organizational structure.
Creating a business process at the app level
Open the Clients app that you have created previously. Then click the icon next to the app name and select the Business processes menu item.
On the page that opens, in the upper right corner, click on the + Process button.
In the pop-up window fill in the fields:
- Name – specify process name, for example, "Response to customer feedback".
- Code – the code is generated automatically and is used in API.
Parent category – a folder which stores the business process.
Once the fields are filled in, click the Create button. After that, the process designer opens.
Step1. Adding swimlanes
Start modeling with adding swimlanes. Swimlanes represent process participants. To create a swimlane, click on the round + button on the modeling sheet or drag an element from the right toolbar.
This process involves a sales representative, a service department employee, CEO and CTO. Therefore, it is necessary to add 4 swimlanes.
To improve readability of the process, rename swimlanes. Change "Initiator" to "Sales Rep". To do this, double-click on the swimlane name and in the pop-up make all the necessary changes.
Fill in the remaining fields:
- User group – select a user group or an organizational structure element to determine who exactly will perform the tasks located in the area of responsibility.
- Type – Static swimlane is used when a job position of a process participant is known before the process starts. If the job position of the participant is determined during the process, specify - "Dynamic"
- Variable – a variable that stores information about the job position and the name of the process participant. This field is optional for a static swimlane. Since the performer is known in advance, it can be defined in another way, for example, using an organizational chart or a user group.
Step 2. Modeling a process
Using modeling elements from the right toolbar, describe all the steps of the process.
Add user tasks and notifications to the flow chart, and name the connectors.
Step 3. Adding context variables
Context variables are used to enter, store and exchange data in business processes.
They are used on task forms, in notifications and gateways, and to define conditions for transitions.
All the process context variables are displayed on the Context tab.
Note that the variable that refers to the "Clients" app is already added to the context of the business process. It stores information about a specific app item, or in other words, about a specific client, for example, company name, contact person, phone number, email address.
This variable can be added to the task form. All clients data will be transferred from the app item to the business process task. This is very convenient if you are planning to start the process from the app item page.
Create other context variables. To do this:
1. Go to the Context tab in the process designer. In the upper right corner, click on the + Add button.
2. Open the task settings window. To do this, double-click on the task shape on the flow chart. Go to the Form tab and click on the + Add button.
In the pop-up, type the following data:
- Display Name, for example, Feedback Number.
- Property Name is generated automatically according to the Display Name. If necessary, you can edit the name in this field.
- Tip helps users fill in the field correctly.
- Type, for example, Number.
- If necessary, the default value can be specified.
Add variables to a task form. To do this, drag them from the Context column to the Name on form column. Specify which variables are required and which are only available for reading.
Step 4. Publishing Process
To make a process executable, it must be published. When publishing a process, ELMA365 checks the process context and the flow chart (removed variables, connectors, conditions in gateways, etc.). If a process contains errors, at the bottom of the page you will see respective warnings.
Once the process is published, you can configure it to start automatically when you click a button on the app page or on the page of the app item.
Configuring process start from the app item page
You can start the process "Response to customer feedback" by clicking a button on the app item creation page.
To configure process start:
- On the app page, in the upper right corner, click on the "Clients" button to add a new app item.
- On the item creation page, in the lower left corner, click on the gear icon .
- Then click the gear icon on the Save button.
- In the pop-up that opens, select the option "Start process after editing the object".
- Select a business process that will be launched when a user clicks the "Save" button.
- Save the settings.
Once this is done, a "Response to customer feedback" process will start after creating a new Client page in the system.
Starting a process
Create a new app item. To do this, on the app page, in the upper right corner click +Clients.
Fill in all the required fields and then click Save. The process will start automatically and ELMA365 will assign the first task to the initiator. If the Client variable was added to the task form, then the Client field will be already filled in.
The process start button can also be added to the app view and edit pages.
Note that a business process created at the app level can be used only inside the app.
If you want to use a business process independently, it should be created at the company level.
Creating a process at the company level
To create a business process at the company level, on the main system page go to Administration > Business processes and click +Process.
A business process at the company level is created in a similar manner as at the app-level.