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1. E Calendar P Search E Extras Figure 4 1 The Group Documents the content has been changed by another application via Check Out and Check In the function Replace Document has been executed or the function Change Name has been executed e Created by This column shows the agent who created this DMS object e Last changed by This column displays the agent who changed this DMS object as last e Locked by This column shows the lock icon if the document is locked The name of the user who locked the document is displayed as well e Version This column contains the version icon which is a link to the Version table Ly of a document function To Version Table The icon is only displayed if versions of the document exist see chapter 4 3 28 e To Note View This column contains the note view icon which is a link to the table e of attached notes The icon is displayed only if at least one note has been attached to the task or process respectively The document management can be accessed through your personal worklist as well as via the role worklist or the suspension list A corresponding button will be displayed below the document list e g Back to Worklist Use this button to go back to the personal worklist role worklist or the suspension list respectively 67 4 2 COMPONENTS OF THE DOCUMENT MANAGEMENT 4 2 2 Recycle Bin The enterprise recycle bin is a temporary
2. E Calendar P Search Extras Number of entries 8 1 selected Figure 4 21 Versions Content of table Versions e Created at This column shows the creation time of the corresponding version e Created by This column lists the name of the user who created this version e Document If a version has been created for a document a link to the document at the creation time of the version is displayed e Form Some documents have additional metadata Clicking the form icon results in displaying metadata of the document e Description This column shows a description of the corresponding document ver sion if the user who created the version entered one e Backup to version One item of the version table has to be selected prior to activating this function The function Backup to version can be used to backup the content of the document to the content of the selected version As a description for a version created in this way the text Automatically created version appears Example The DMS Object Table is displayed and contains at least one document with a corresponding version 1 Click at an entry in the column Version of the DMS Object Table The version table is displayed in your work area 2 Select an entry in versions table and activate function Backup to version 3 The content of the current document is replaced by this version 103 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT 4 3 20 Settings The sect
3. enter C prise enterprise 9 0 User Manual December 2015 Groiss Informatics GmbH Groiss Informatics GnbH StrutzmannstraDe 10 4 9020 Klagenfurt Austria Tel 43 463 504694 0 Fax 43 463 504594 10 Email support groiss com Document Version 9 0 19835 Copyright c 2001 2015 Groiss Informatics GmbH All rights reserved The information in this document is subject to change without notice If you find any problems in the documentation please report them to us in writing Groiss Informatics GmbH does not warrant that this document is error free No part of this document may be photocopied reproduced or translated to another language without the prior written consent of Groiss Informatics GmbH enterprise is a trademark of Groiss Informatics GmbH other names may be trademarks of their respective companies Overview This manual describes the workflow management system enterprise It aims at users who want to use this system in their everyday work It is written to assist first time users of G enterprise as well as to act as a reference book for everyday work with the system The manual consists of the following chapters The first chapter presents the fundamental terms of workflow management It also outlines the purpose of the system enterprise The second chapter contains a general system description It puts emphasize on work ing with a WWW World Wide Web browser This chapter
4. E Extras Worklist of a user Parameter Figure 6 2 Reports v B Googie L Ja Process search Document search Report designer Reports Recent activities Process search ld Subject Started From em Finished From Due date From E Process Organizational unit State User Current user only Application ase Current task only Process type Form Process relation Options Ignore case Show time in date conditions Figure 6 3 Process Search Search Criteria 119 RS AGO e 3 v JackJones v Y By E 6 2 PROCESS SEARCH Starts with The entered string has to be available at the beginning of the id to get a result Exactly The entered string must be equal to the id e Subject Here you can enter the subject of the process you are searching for You can select between following search options Contains The entered string is available somewhere in the subject to get a result Starts with The entered string has to be available at the beginning of the subject to get a result Exactly The entered string must be equal to the subject e Time Interval Here you can define the time i
5. The Web hypertext document can be any complex multimedia document i e it can con tain text images sound etc Additionally it can contain links hyperlinks Links are references to other documents or to other locations within the same document If the user clicks on a link the linked document will be loaded and displayed in the browser G enterprise uses links not only to display specific information but uses them also to initi ate operations function calls When you click the workflow specific link a certain function i e a certain program will be executed Usually the function call updates the display as well 18 2 2 USER INTERACTION IN ENTERPRISE 2 2 5 Browsing The usage of hyperlinks can lead to a situation where you are getting lost To go back to a previously viewed page you can use the browser function Back once or multiple times The complementary browser function Forward brings you to pages you just left by using the Back function This function can be invoked in two ways e Using the Back function in the tool bar of your browser e Using the right mouse button opens a context menu window which contains the Back function 2 24 4 Date Entry The standard date format is DD MM YYYY day month year for example 10 12 2001 Hint The date format can be configured at the system installation see installation man ual and in the system administration see system administration manual Calendar e
6. Versions Perform checks A Settings i Java features Log E Logfile E Log info 03 My private note wievtr ago 8 Type Candidature form Folder Message template Cockpit folder Created at 10 04 2014 09 34 10 04 2014 09 34 Standard document Standard document Standard document Note a 3 v JackJones v B sb ff Start process v Folder properties fij Clipboard Size Last changed at 02 06 2014 10 38 15 12 2015 10 50 29 07 2015 11 20 09 04 2014 15 28 Created by 9 4 Jack Jones Jack Jones 339 KB 10 04 2014 09 36 12 KB 09 04 2014 18 24 21 KB 09 04 2014 18 24 09 04 2014 18 24 ff Calendar P Search El Extras Number of entries 8 1 selected Figure 4 20 Notes table Created at This column lists the creation date of the note Created by This column displays the name of the user who created the note New This function allows to add additional notes Edit Clicking on an entry and selecting this function displays the dialog Note see figure 4 13 where you can view and edit the attached note Delete Deletes previous selected notes Example The note table is displayed and contains at least one note to a document 1 Perform a double click on an entry in the column Subject of the notes table The dialog Note see figure 4 13 is displayed in your work area 2 Change the subject of the note 3 Activate the button Ok The note table is displayed aga
7. D dpi 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT e Ok This button leads in transferring permissions to all objects of the current folder and closing the dialog The table Access is displayed again e Cancel This button closes the dialog without any changes The table Access is displayed again Permission patterns For single permissions not part of a permission list templates patterns could be stored This function is disabled by default and must be activated in administration under Con figurationlOther parameterslep access show_aclpatterns Following toolbar functions are available in tab Access e Save permission pattern A dialog is displayed with an input field where a name must be entered If the name is not assigned a new permission pattern object with the current permissions will be created If the name is assigned already a confirm dialog will appear with following buttons Yes The existing permission pattern object will be overwritten No The save dialog will be displayed again where another name must be en tered Cancel The dialog will be closed and no permission pattern object will be created This function is enabled if the user has the right Create objects for the object Permis sion patterns e Copy from permission patterns A dialog is displayed with the create permission pattern objects In table Patterns entries could be edited renaming or deleted By selecting an entry the tab Ass
8. E Tasks Worklist s Workist 10 2 Role worklist 0 Suspension list 0 2 Role suspension list 0 Start process Functions Y lll Clipboard Create user certificate Download certificate request Import signed certificate List of processes follow Id ou GI GI GI GI GI Process Incident Management Incident Management Incident Management Vacation Business trip Problem Management Work time Staff processes GL Add vacation days Overview of absences Project time overview Show user vacations Time recording Work time overview Candidature process Incident Management hange Request E Documents E Calendar P Search Extras Number of entries 10 Suspend Task Support Support Support Approved Request Insert Enter work time Create Support Insert Change Requ Reassign Change Request By C E Googie Cut E Insert s Make version a Subject Functions Documents Translation error e incident No figures in Lynx iv CiIncident Problems with o WARP engine wy Incident Jack Jones 16 06 2014 20 06 2014 Vacation Jack Jones Vienna 2 e Business trip Error Problem Jack Jones 5 2014 S Worktime J No subject ev Form 5 Resource Editor ev Sncident JL Change Request Figure 3 4 Function list 41 Pir eat fF BZ Q e 3 v JackJones y E
9. Figure 7 3 Tab Runtime in process cockpit 133 8 The Mobile Client enterprise offers the possibility to use a PDA PocketPC or SmartPhone The mobile version of enterprise does not use frames or popups In order to work with en terprise proceed as described in chapter 2 3 Basically it is sufficient to enter the URL http lt server gt lt port gt for connecting to the server where the G enterprise login window will be displayed see figure 8 1 Y Y enterprise p heisenberg Logon Copyright 2001 2014 Groiss Informatics GmbH All Rights Reserved Figure 8 1 Login window of mobile client Hint Ifthe mobile page should not be loaded the administrator has to remove the role user assignment of mobile gui configuration object After successful login the enterprise mobile gui is loaded which is based on DOJO framework The main window is divided into following components see figure 8 2 e Info bar This bar displays the information about the current used function and which toolbar functions are available In the left corner a Back button exists which links to the parent menu In main window there are also the functions Standard GUI which shows the standard user interface of G enterprise and Logout e Work area The work area is the main area where the content of the actually se lected function is displayed After successful login the following components will be 134 8
10. Report designer This function offers extended functionality for finding process instances This entry only appears if you have the right for executing Report designer Detailed information about this topic can be found in the user manual Reporting Reports Here you can find statistics which have been predefined by an admin istrator By selecting an item an activating the toolbar function Execute see figure 6 2 the corresponding query is executed The result is displayed in your work area Detailed information about this topic can be found in the user manual Reporting 6 2 Process Search The process search allows you to find process instances you have been involved in as a user 117 shy 6 2 PROCESS SEARCH WE TE Genterprise Jack Jones locathost 8000 wf serviet method com groiss smartclient Main showMainPage E Google PBD a g ep90 enterprise e JackJones v By E enterprise El Tasks Recent activities E Documents f Calendar Today 10 04 2014 ld Process Task Subject Currently at Started Finished 6 Incident Management Mail error 10 04 2014 09 32 10 04 2014 09 32 4 Support 10 04 2014 09 32 10 04 2014 09 32 Process search 8 Vacation Jack Jones 28 04 2014 02 05 2014 Approved Jack Jones Process Home 10 04 2014 09 39 Document search Request 10 04 2014 09 39 10 04 2014 09 39 Report designer Reports Y Yesterday 09 04 2014 Recent activities ld Process Task Subject Currently
11. Save By activating this button the query will be stored Type in an d and a Name in the dialog and then activate the button OK New search If you have the required right this button brings you to the Report designer where you can create a new query Details of query This functions allows a detail view of the query in XML and SQL format Edit If you have the required right this button brings you to the Report designer where you can edit the query Export Options Here you can define the output of the query result By default the HTML table is displayed but it is possible to define a graphical output or an output into a file More details can be found in manual Reporting Copy The function is displayed additionally in result of short process and docu ment search In case of short and process search it is possible to copy entries and insert them as links into a DMS folder see section 4 3 6 In case of document search the entries are copied and inserted into the selected DMS folder see section 4 3 5 View process history This function is available in context of short and process search only and shows the details of a selected process in result If an entry is double clicked this function is also performed 6 3 Document search This function can be activated by clicking on the link Document search in the navigation area With the function Document search it is possible to search for DMS Objects within en terpris
12. This column contains the name of the document in Oenterprise The name is a link to the function Display Document Click on this name to view the document in your work area or to save it see chapter 4 3 24 e Type This column lists the name of the document type e Size This column shows the size of the document in KB kilo bytes Last changed at This column contains the point in time of the last modification of this document A document is defined as being changed if 66 4 2 COMPONENTS OF THE DOCUMENT MANAGEMENT T Genterprise Jack Jones localhost 2000 wf serviet method com groiss smartclient Main showMainPage e Q suchen wieaeagtfr 4a 60 82 ep90 enterprise e 2 v JackJones By si El New v X Delete 4 Cut Copy Link inset 5 Replace Send to Start process Y Folder properties Ml Clipboard enterprise gt 1 Tasks Documents Allgemein m o D t E Documents Name Type Size Last changed at lack Jones C Candidature template andidature form 6 Jack J Candid Candidature for 02 06 2014 10 38 E Allgemein I Cockpit Folder 15 12 2015 10 50 f Cockpit C dms template Message template 29 07 2015 11 20 IP Incident Management Ji Incident Management Cockpit folder 09 04 2014 15 28 E Recycle Bin i Java features Standard document 339 KB 10 04 2014 09 36 Log Standard document 12 KB 09 04 2014 18 24 Logfile Standard document 21KB 09 04 2014 18 24 E Log info Note 09 04 2014 18 24
13. To do this select in the table of recipients those who should get the task concurrently and activate the button Parallelism The selected recipients are then also graphically centralized so it is easy to see that those recipients get the task in parallel To break up the parallelism select the recipients once more and activate the button Parallelism OK Clicking this button confirms your entries With the now started Ad Hoc Process the items are sent to the recipients where the corresponding process appears in the worklist The DMS Object Table will now be displayed in your work area Cancel This button closes the dialog without starting an Ad Hoc Process Adding a recipient With the help of this function new recipients can be added to the table of recipients for the selected document s This function can be activated by clicking on the icon New next to the table Course After activating this function the dialog Step will be displayed in your work area Content of the dialog Step Agent Selection of available G enterprise users Task Select a task for starting an Ad Hoc Process The function Send to can be used in worklist too and in this case the tasks of the current process can be selected task is started instead of Ad Hoc Process Comment Add a comment for the selected recipient The recipient can read this comment by clicking on the corresponding info icon in the DMS Object Table OK By clicking this button you
14. e Role List of available roles It is also possible to select an org unit where users has the selected role e Comment to this Agent Add a comment for the selected agent e Ok If activated the task disappears from your worklist and appears in role work list of selected user role e Abbrechen The dialog will be closed without any actions 3 20 7 Make version This function can be activated by clicking on the icon Make version in the toolbar At least one task has to be selected prior to activating this function The function can be used to create a version of the documents of the selected task A version stores the content of a task at a given point in time Later on the content of older versions can be accessed if required Activating the function Make version displays the HTML page Make version in your work area see figure 3 14 Here you can enter a description for this version of the task Make version x Id 548 Task Test Subject Error Comment Backup Ok Cancel Figure 3 14 Make version Content of the HTML page Make version e Comment Use this field to enter a comment to the version e Ok Activating this button leads in saving your data and a version of selected task will be created The worklist will be displayed again e Cancel No version will be created and the worklist will be displayed again 51 3 2 FUNCTIONS OF THE WORKLIST COMPONENT Hint The various version
15. is used to display entries in a paged way OK If you click this button all of your entries will be stored and the current dialog will be closed Apply If you click this button all of your entries will be stored and the current dialog will remain opened Cancel Back If you click this button all of your entries will be ignored and the current dialog will be closed Logging on to Q enterprise In order to work with enterprise at first you need to start a WWW browser After starting the browser there are three ways to get to the G enterprise login window e Your browser is configured to start up with the enterprise login window e You load the enterprise login window yourself by selecting menu item enter prise from your bookmarks menu Favorites e You load the Genterprise login window yourself by entering the URL which you have got from your system administrator 2 3 1 Login Window The login window see figure 2 5 is used to enter your identification data which consist of two values e User Id Here you enter your user identification e g name number etc e Password After entering your user identification you have to enter your personal password This character combination is only known by you and the system It ensures that only authorized users can access the system 21 2 4 ENTERPRISE USER INTERFACE T Genterprise Login Page localhost 2000 wf serviet method com groiss smartclient Main
16. which is used in notification mail e Content If no message template should be used you are able to define the content here which is used in notification mail e Delete This button removes the tracking of the selected DMS object i e no notifi cation will be sent anymore e Save and close With this button the changes will be stored and the dialog will be closed e Save Analog to Save and close but the dialog will remain open e Cancel By activating this button the changes will be discarded and the dialog will be closed Message template If the default template or the declaration of subject content is not sufficient own message templates can be defined For this purpose you have to create with function New a new form instance of type Message template in an arbitrary folder see section 4 3 2 The message template form contains following elements e Active This checkbox indicates if template is active or inactive Active templates are selectable usable for email notification Inactive templates are not selectable in selection list and are ignored by notification mechanism e Mime type This selection defines the format of the message If the value HTML is selected the tab HTML is active and allows to enter a HTML formatted text If the value Text is selected tab Text Source is active only where a plain text can be entered 94 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT localhost 8000 wf servlet method com gro
17. worklist entries the area Matching items can be used Matching items This area displays all worklist entries in a table where filter condi tion matches Furthermore following elements are available Refresh This button refreshes the items table nsert selected items With this button selected entries of items table can be added to current user folder Show items of user folders If this checkbox is active the worklist and all user folders will be parsed and those items matching the filter condition are displayed in items table If this checkbox is inactive worklist is parsed only Delete This function deletes the current user folder and its subfolders and closes the dialog All entries of this user folder and subfolders will be listed in worklist again This button is active only for existing user folder Save and close The changes are stored and the dialog is closed Save This functions stores the changes of this dialog and keeps dialog open Cancel This function closes the dialog and discards not saved changes 53 i 3 2 FUNCTIONS OF THE WORKLIST COMPONENT TL enterprise Jack Jones x localhost 8000 wf servlet method com groiss smartclient Main showMainPage e E Google PRA 8 QG z ep90 enterprise e 3 v JackJones v By GB enterprise Give bac Complete i9 Goback Suspend 2 Reassign Cut E insert Tasks Vacation a amp Worklist 10 ld ou Process Task Subject
18. 0 Edit Position in process Abort 35 Follow the process Process Suspension list 0 n3 Wm Started 10 04 2014 09 39 View Structure Show system steps View changes Started by Jack Jones zu o ze Meses Forms Started Taken Finished oer i BR Role suspension list 0 Agent Additional info Start process Y Step Functions Y 10 04 2014 10 04 2014 10 04 2014 Request Jack Jones Gl Vacation 09 39 09 39 09 39 Approve RE Gl 10 04 2014 10 04 2014 10 04 2014 i 09 39 09 40 09 40 Hans GI E Vacation 10 04 2014 10 04 2014 10 04 2014 Approve Steiner A di dg 09 40 09 41 Agent changed by Dr Walter Heisenberg at 10 04 2014 09 40 10 04 2014 10 04 2014 09 41 09 41 10 04 2014 10 04 2014 09 41 09 41 4 If Approved true Gl 4 Parallelism Gl 4 Branch in Parallelis 10 04 2014 10 04 2014 09 41 09 41 andjoin al 10 04 2014 5 Documents 4 Branch in Parallelis E Calendar Approved Jack Jones Gl Human 10 04 2014 pee e Resources 09 41 P Search E Extras Figure 3 18 Course e Process relation This area contains all created process relations with function Add process relation see section 9 1 8 Each line represents one single step The columns contain the following information e Step This column lists the name of the task e Agent This column shows the name of the agent who handled this step e Organizational unit This column shows the organizational unit in which th
19. 1 WORKLISTS displayed in the work area Worklist This area contains the worklist user folder see section 8 1 Beside the worklist link a arrow indicates that subfolder exists Activate the arrow to display content of subfolder Role Worklist This area contains the Role Worklist see section 8 1 Suspension List This area contains the Suspension List see section 8 1 Role Suspension List This area contains the Role Suspension List see section 8 1 Start process This function allows to start a process see section 8 2 Functions All task functions of enterprise are listed here which are defined for function list and have a mobile client action see section 3 2 22 Process search This function can be used to find information about process instances you are or were involved in see section 8 3 Documents This area contains a adapted and read only version of the en terprise document management system DMS Detailed information about the DMS is available in chapter 4 tnterprise Walter Heisenberg A E Tasks amp Worklist 24 2 Role worklist 85 85 Suspension list 0 2 Role suspension list 1 1 Start process gt Functions gt Process search Documents Figure 8 2 Main window of mobile client The navigation and user interaction is equal to the description of chapter 2 2 6 1 Worklists This group comprises your personal worklist
20. 2 2 7 Common Functions New Add If you click this button a dialog for creating of a new entry for this field becomes displayed If this button is located next to a table a table entry has to be selected at first Edit If you click this button a dialog for editing the field next to this button becomes displayed If this button is located next to a table a table entry has to be selected at first Remove If you click this button the content of the field next to it will be deleted If this button is located next to a table a table entry has to be selected at first Delete If you click Delete the currently edited object will be deleted This button is available only if you are in the detail view of an object Select all If you select this checkbox next to the corresponding table all table entries become selected View If you click this button detail informations for the field next to it become displayed If this button is located next to a table a table entry has to be selected at first 20 2 3 2 3 LOGGING ON TO QG ENTERPRISE Select If you click this button a dialog will be displayed which helps you to select an entry for the corresponding field Since enterprise version 8 0 DOJO drop down lists are integrated By activating this symbol the content of the list is displayed where you can select the needed object or search for it In case of a multiplicity of entries the parameter Items per page set in administration
21. 2 4 ENTERPRISE USER INTERFACE e Information area This area contains information about the current server name and the current logged in user incl user profile Furthermore a chat menu is displayed if appropriate right is assigned to the user e Toolbar The tool bar contains functions that can be applied to entries in the work area It is also possible that there are no functions available in the tool bar e Navigation area In the left part of the window the navigation area is displayed It contains the groups Tasks Documents Calendar Search and Extras Each group comprises components which belong together logically e Work area The work area is the main area in the enterprise user interface Here the content of the actually selected entry of the navigation area is displayed The layout of the work area can vary quite substantially with the specific content and therefore relevant information can be found in the appropriate chapters Information area In this area information about the current server and the logged in user can be found If the user has the right Execute objects for the function Activate chat assigned by administrator the chat menu is displayed The chat menu contains following information e Status With this drop down menu the chat state can be defined which is displayed in List of users of other users If the state is set to Offline other users are not able to chat with you e Name Possibility to restri
22. 8 Replace document content x w template File template3 odt Browse Cancel Create version Comment Ok Cancel Figure 4 8 Replace document content 79 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT Content of the dialog Replace document content File Enter the name including path of the new document Browse Use this button to display the dialog window File Upload which helps you selecting the document which should replace the current content of the document The WFMS puts its absolute file name into the form field File Create Version If this checkbox is ticked a new version of the document will be created Comment Free text Ok Activating this button leads in closing the dialog and saving the selected doc ument content is replaced by the selected file The DMS Object Table is displayed again Cancel This button leads in closing the dialog without changes The DMS Object Table is displayed again Example Precondition The DMS Object Table is displayed in your work area and it contains a least one document 1 2 Hint Mark the document you want to replace Select the function Replace in the toolbar The HTML form of figure 4 8 appears in your work area Enter the absolute file name including path of the file whose content should replace the document Activate the button OK The content of the document will be replaced by the
23. An interactive automatic task is realized by a specific program a user application which is handled by the actor after the start of the task This program can for instance present a form that the user has to fill in e Non interactive task A non interactive automatic task batch task is a task that is executed automatically and without user interaction by the workflow management system itself 10 1 5 Actor 1 6 Role 1 5 ACTOR Actors are responsible for the execution of a task The assignment of the actors to the tasks mostly indirect through roles is a constituent feature of workflow based process handling This assignment usually is done along with the definition of new workflow specifications but ad hoc workflows can undertake the allocation at runtime The modelling and definition of actors are usually carried out in a separate user modelling component In Genterprise it is done in the system administration component In general there are two different types of actors e The actor is a person thus a specific workflow user e The actor is a machine e g a computer system a database management system DBMS or a specific program A role is the logical name for a function or position within an organization e g the role clerk the role sales manager etc e Roles are necessary in order to determine who are permitted to handle a certain task within a process For example The logical user for the
24. BCC recipients Following recipient types can be defined User enterprise user can be selected here If user has an email address entered a message will be sent otherwise this recipient will be ignored 93 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT Role enterprise role and or organizational unit can be selected here All users of this role in this organizational unit will receive an email if email address has been entered for this user Email A valid email address can be specified here Document owner The owner creator of the document will receive a mes sage For example userA creates a document and userB changes the document then userA will receive an email that document has been changed In addition to the recipients of the message template these recipients will receive an email e Message template A message template can be selected here which is used for notifi cation If selected the fields Subject and Content are inactive If no message template has been selected and no subject content have been entered an empty email will be sent It is recommended to use the Default template but it is possible to select an own defined message template see section 4 3 21 or a message template defined and shared by another user Please note that in message template Default template no additional recipients are defined e Subject If no message template should be used you are able to define a subject here
25. Figure 4 23 Column Content of the dialog Column e Id Here you can enter columns which are predetermined by the system and corre spond to properties of DMS Objects e Name The caption for the column e Localize If this checkbox is activated the value of Name will be localized if avail able in application resource bundle e Icon Here you can enter a path for displaying an icon instead of the name Colspan Rowspan and Row These attributes allow to define the style of the column in table e g column should be displayed in second row over two columns of first row Visible If this checkbox is activated the column is displayed at the first call other wise you can add it by using the column picker 105 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT e Filterable If activated the filter mechanism can be used for this column e May not hide This checkbox indicates if the column can be faded out via column picker e Sortable If activated the column can be sorted e Type Definition of following column types is possible string date dateTime num ber for numbers without comma or decimal for numbers with comma appropriate representation according to decimal formatter configuration e Javascript Class It is possible to enter a path to a js class widget which is responsi ble for the representation of a column An example widget is ep widget smartclient dms columns N e Ok Activating this button stores
26. It contains at least one document in your personal folder 1 Mark the document you want to copy 2 Activate the icon Copy from the toolbar The document will be copied to the clipboard of enterprise 3 Open the folder Common of your DMS 4 Activate the icon Paste in the toolbar The document is removed from the clipboard and inserted into the folder Common of the DMS The clipboard is empty The copied document also still remains in your personal folder 4 3 6 Link This function can be activated by clicking on the icon Link in the toolbar At least one item of the DMS has to be selected prior to activating this function The function Link can be used to copy entries of a DMS folder into the clipboard of en terprise Then you can use the function Paste to create a link to the original entry within another DMS folder The inserted link gets the name Link to File name The icon of the document is extended by the link icon see figure 4 7 Hints e Through the function Link only a link to the original document is created Therefore if you edit the original document or the link you always edit the same document e The entries inserted into the clipboard via the function Link remain there until other entries are put into the clipboard via the functions Cut Copy or Link or until you flush the content of the clipboard with the activation of the function Empty Clipboard which can be found in the clipboard Example P
27. New see section 4 3 2 Select the created form in dms table and activate the toolbar function Mark as processform template to get the appropriate dialog see figure 4 16 Mark as process form template x L Candidature template Attached processes Candidature process 1 x Ok Cancel Figure 4 16 Mark as processform template Content of dialog Mark as processform template e Attached processes This list contains alls processes where the selected form should used as form template Processes where selected formtype is used as process form can be added removed with appropriate functions beside this field e OK This button closes the dialog Mark as processform template and saves the changes e Cancel This button closes the dialog Mark as processform template without saving the changes Hint Template forms can be used only if the appropriate process form is in mode inout see System Administration Guide chapter Process Definition section Process Properties Hint Form templates are available for owners only by default Add the right Share in dialog Access to the appropriate form instance in DMS to allow the usage for other users see section 4 3 25 If the right Share is not selectable it must be added to the formtype in administration see System Administration Guide chapter Forms 4 3 20 Lock This function allows to lock documents so that no other users can adapt them A lock can be released e
28. Reassign Make version Cut Paste e Role worklist Take Suspend e Suspension list Recall e Role suspension list Recall 43 T g 3 2 FUNCTIONS OF THE WORKLIST COMPONENT Recall and take These functions will be applied to the entries of the worklist i e tasks To apply one of these functions to one or more entries you have to select them first Hint Some ofthe functions mentioned above are covered by the Drag amp Drop functionality i e you can select an entry and move it to another worklist worklist or user folder role worklist suspension list role suspension list Functions provided via links names icons etc in the worklist tables e Edit form click on the form icon e To document management click on the folder icon e To note view click on the note icon e Process history click on the process name e Process definition click on the process name e Task functions click on the function icon e Edit filter click on the link called Edit 3 2 1 Give back This function can be activated by clicking on the icon Give back in the toolbar At least one task has to be selected prior to activating this function It can be applied to every task in your worklist It can be used to transfer a task which has been taken from your role worklist back to the role worklist This can be useful when a task has been taken accidentally or when you want to give the task back to t
29. Setduedate x Id 546 Task Test Subject Error t4 Task due date 03 10 2013 15 00 44 Process due date 15 10 2013 17 00 Figure 9 4 Set due date 143 9 1 TASK FUNCTIONS IN ENTERPRISE Content of the dialog Set Due date e Task due date Enter the point of time when the actual task should be finished e Process due date Enter the point of time when the actual process should be finished e OK Click this button to confirm your entries and the due date will be set e Cancel This button can be used to abort the execution of the function and you will be transferred to your worklist Hint The column Due to in your worklist see chapter 3 1 1 shows the due date of the corresponding task or process respectively This function can be executed only if right Edit process instances is assigned 9 1 5 Set read unread Through the activation of this function the corresponding entry of your worklist is set to Unread displayed in bold letters or Read displayed in normal letters 9 1 6 Set priority By selecting an entry of the worklist and activating this function the priority of the process can be set A new dialog window will be opened where you can enter the priority and store it by activating the button OK 9 1 7 Add parfor steps This function allows to add parfor steps One requirement is necessary a parfor node must be active in a parallel branch of an AND PAR or OR Par node Hint Thi
30. URL for the new note e g http www groiss com 4 Click the Insert button The new web link is added to the DMS Object Table which is displayed in your work area 4 3 3 Delete This function can be activated by clicking on the icon Delete in the toolbar At least one item of the DMS Object Table has to be selected prior to activating this function The function Delete can be used to delete selected items of the DMS Object Table Activating the function Delete shows a dialog window that asks the user to confirm the re quest Confirming this dialog window by using the OK button moves the selected item to the recy cle bin by default see section 4 2 2 The function can be aborted using the Cancel button in this dialog window After the execution of the function the DMS Object Table will be displayed If documents have been deleted they do not appear in the DMS Object Table anymore Hints e One or more items can be deleted at once e If an item is not moved to recycle bin i e deleted irrevocably e g by pressing the SHIFT key during deleting the deletion of an item cannot be undone e Deleting an item also removes all versions of that item Example Precondition The DMS Object Table is displayed 1 Mark the document you want to delete 2 Select the function Delete in the toolbar A dialog window will ask you to confirm the deletion 3 Activate the button OK The selected document will be deleted 4 3 4 Cut This
31. activated the function Complete 3 2 3 Complete and assign This function can be activated by clicking on the icon Complete and assign in the toolbar At least one task has to be selected prior to activating this function The function can be used to forward one or more finished tasks to an actor you can spec ify After the execution of this function the task will be removed from your worklist and appears in the worklist of the selected user If the actor of the following step has not been defined yet or the next step is assigned to a role a new HTML page will appear in your work area after activating this function This HTML page can contain one of the following information 1 Select agent This is the case if the following step has not been assigned to an actor yet You can enter any user or role of the WFMS see figure 3 8 2 User selection This is the case if the following step is assigned to a role The possible actors for the following step are defined by the role see figure 3 9 Content of dialog Select agent e Select agent The new agent for the task user or role e Comment Free text for next agent 45 3 2 FUNCTIONS OF THE WORKLIST COMPONENT Complete and assign a Id 22 Task Insert Subject Resource Editor The task Insert has been finished Follower Tasks Solve User ORole Select agent Heisenberg Walter Dr walter Comment Ok Cancel Figure 3 8 Select agent e O
32. at Started Finished 2 Change Request Resource Editor 09 04 2014 15 39 09 04 2014 15 41 Insert Change Request 09 04 2014 15 39 09 04 2014 15 41 Review Design 09 04 2014 15 41 09 04 2014 15 41 Problem Management Exception 09 04 2014 15 42 09 04 2014 15 45 Insert 09 04 2014 15 42 09 04 2014 15 42 Solve 09 04 2014 15 42 09 04 2014 15 43 Test 09 04 2014 15 45 09 04 2014 15 45 Search 7 Days 03 04 2014 08 04 2014 No entries found 4 Month 10 03 2014 02 04 2014 No entries found E Extras Figure 6 1 Recent activities Select the function Process search The HTML page Process search see figure 6 3 that can be used to narrow the search will be displayed in your work area The result of the search will be shown in your work area as a table see chapter 6 2 1 The entries of this table contain links to the process history of the corresponding process instances see chapter 3 2 18 Hint For process search a stored query with id standard search template exists tem plate for process search which can be adapted by an administrator or a user with right Statistic In this template e g the sort order of columns can be defined predefined condi tions can be set other display attributes can be added etc Content of the HTML page Process search e Id Here you can specify the Id of the process instances you are looking for The Id is the unique identifier of a process instance You can select be
33. attach a new note to the currently selected document by activating the function New in the toolbar of the note table 4 3 14 Sign PDF documents can be signed by the user Therefore select the required object in the DMS Object Table and activate the function Sign in the toolbar The dialog Signing PDF see figure 4 14 is displayed in your work area 88 shy E xx i 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT Hint This function is not available by default and must be added as function in folder properties action id signDoc Sign x B IT Kv 2012 Sign as all Password ecccco Ok Cancel Figure 4 14 Sign Content of the dialog Sign e Sign as If the system administrator has already defined some possible signatures or you have defined an own signature with function Create user certificate in global functions table see section 3 1 3 you can select the required signature in this field e Password Enter here the password for your private key It is the same password as the one you entered for the creation of your key pair e Ok By clicking this button a signature for the selected PDF document is created In the version table it is also possible to attach a signature to a version This might be necessary if more than one person has to sign a document e Cancel Abort the signature function 4 3 15 Download This function allows to download documents from enterprise to the file system
34. be found in section 4 3 25 4 3 18 Clipboard This function can be activated by clicking on the icon Clipboard in the toolbar The function Clipboard can be used to display the content of the clipboard of G enterprise see figure 4 15 The clipboard is used during the execution of the functions copy cut paste and link The combination of the functions cut and paste is called move Thereby the selected items are put into the clipboard Through the execution of the function paste the content of the clipboard is pasted into the corresponding folder and the clipboard is flushed The content of the clipboard changes with every execution of the functions copy cut paste and link Thereby the content of the clipboard is replaced by the selected items to which the mentioned functions were applied to Therefore it is not possible to add entries to the clipboard in multiple steps Hint The system remembers by which function the item has been added to the clipboard Through the function paste this function is completed Therefore it is only possible to use items of the clipboard to create a link if they have been added to the clipboard via the function Link the same is true for the functions copy and move Content of the dialog Clipboard e Table This table lists all items which have been selected during the last execution of one of the functions cut copy past or link and therefore been added to the clipboard The clipboard may contain none
35. confirm your entries and the currently defined recip ient is added to the list of recipients Cancel This button closes the dialog without adding an entry to table Example Precondition The DMS Object Table is displayed and there is at least one document in it 1 Mark the document you want to send to another user 82 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT 2 Select the function Send to in the toolbar The dialog Send to is displayed in your work area 3 Activate the button New The dialog Step will appear 4 Add one or more recipients to the displayed table 5 Activate the OK button A link to the former selected document will be sent to all recipients in the recipients list The DMS Object Table is displayed in your work area 4 3 10 Start process This function can be activated by clicking on the icon Start process in the toolbar At least one item of the DMS Object Table has to be selected prior to activating this function Starting processes is possible by using the quick start list or the wizard see section 3 1 2 for details If a process is selected via quick start list the 2 step of the Start process wizard is displayed immediately see figure 4 10 Start the process Order x w template Documents AS Task Request Order O Link O Copy Original Organizational unit Due at Priority 0 Description Show form iv lt Back Next gt Start
36. filter menu with the following entries is shown Remove filter If a filter for this column is set this function removes the filter If no filer is set this function is not available 33 a 2 4 ENTERPRISE USER INTERFACE User defined By selecting this menu item a small sub window is opened where you can define rules conditions depending on the value type of selected col umn text numeric value date value You have to select a condition type and must define a value or range With button Apply the filter will be used for this column Quick Filter All column values are listed here The table is filtered according to the selected item If you want to save the current combination of filters you have to click the filter icon in the heading of the table beside the search field A filter menu is shown with following entries e Save filter By selecting this menu item you save the current combination of column filters under a name defined by you You can also enter a description for the filter e A list of all stored filters If you select one of these entries the table is filtered by this filter The list can also contain filter which have been defined by the system administrator These filters can only be used but not deleted by you When a filter is selected only those entries of the table are displayed which match all the criteria specified by the filter e g received during the last three days and either in task
37. folder e Functions Toolbar functions which should appear in your folder Forms Forms which are allowed or not allowed in your folder Add Activating this button displays a dialog where you can add new columns to the DMS Object Table of the current folder How you can do this and other operations is explained beneath Edit This function is available at Columns only and allows to edit entries of this list Perform a double click on an entry to get in edit mode Delete Activating this button deletes all entries which have been selected before 104 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT e Up and Down Each entry of a select list can be moved by Drag amp Drop i e select a item and move it with pressed left mouse key to the desired position in list e Apply Activating this button leads in storing the changes of this dialog e Restore defaults If this button is activated the default settings for columns func tions and forms are loaded An example can be found beneath Add column This function can be activated by clicking the button Add beside the Column list in the dia log Folder Settings see figure 4 22 The function Add can be used to add new columns to the table design for the DMS Object Table of the current folder changed Name ep changed at Localize v Icon Preview Colspan 1 Rowspan 1 Row 0 Visible v Filterable 4 May not hide Sortable 4 Type Javascript Class Cancel
38. grant or refuse If a stored filter is set this one is indicated by another filter icon beside the filter menu By activating the used filter another filter menu will be opened with following items e Edit filter This menu item allows to adapt the stored filter You can change the name or description but also adding or removing rules conditions The option Matches indicates if all rules are interpreted logic AND or anyone logic OR e Remove filter This menu item removes filtering for the table but does not delete the filter e Delete filter This menu item deletes the stored filter and removes filtering for the table Each table contains a search field which allows to search for table entries Enter a text and the table is filtered on the appropriate found entries By activating the Refresh icon the table can be reloaded The default GUI configuration of Genterprise offers a print function for each table work lists DMS tables By activating this function a new popup with the displayed table will be opened which allows to customize the columns adding removing change width The print job can be started with button Print 2 4 3 Keyboard usability In Genterprise smartclient shortcuts can be used for easier keyboard usability A shortcut is a particular key combination which executes an action e g finish a worklist entry Either shortcuts are predefined in G enterprise or can be defined by the administrator at functions o
39. id Ok Cancel Figure 3 6 Download certificate request e Import signed certificate When the CA sends the requested certificate you need to import it with this function e List of processes I follow This table displays all processes where a process tracing has been activated see section 9 1 2 You are able to delete entries manually via toolbar function Delete or an entry is removed if the appropriate task or the whole process has been finished e Clipboard A global version of DMS clipboard function For more details see section 4 3 18 42 3 2 FUNCTIONS OF THE WORKLIST COMPONENT Import certificate x Alias name eisenberg selfsigned Private key password eecccco Coding of the certificate Binary DER PKCS Base64 encoded File containing certificate Browse Insert your certificate including the header and footer lines here Ok Cancel Figure 3 7 Import signed certificate 3 2 Functions of the Worklist Component The worklist component offers a variety of special functions which allows you to edit a task or process respectively or to get additional information about it Some of the functions are available via the toolbar and some of them are only available via links in the corresponding work list tables see chapter 3 1 1 Functions provided via the toolbar e Worklist Give back Complete Complete and assign Go back Suspend
40. next to the column Priority in your worklist A context menu will appear which lists all available task functions Hint Task functions are defined in the system administration and can therefore vary in kind and number enterprise offers some task functions by default These task functions will be shown in the appendix see chapter 9 1 63 3 2 FUNCTIONS OF THE WORKLIST COMPONENT Y localhost 8290 wf servlet method com groiss smartclient mail MailActions showComposeWindow pi com dec avw cc g Ne Send an email customerA comp com Re Resource editor ID 774 BIA E z A v Dear customer We received your support request Gl Support ld 3623 and are trying to respond as soon as possible If you don t hear from us or if you have any further questions don t hesitate to contact us again If you send us further mails concerning this matter please do always reply to this mail Thank you for taking note of this message Kind regards Groiss Informatics Customer Support Documents Name Type No entries found Figure 3 21 Send an email dialog 64 4 The Group Documents The group Documents supplies you with all functions of the document management system DMS of Genterprise The document management of G enterprise supports the handling of documents that have been attached to a task and a process respectively You can apply various functions from the toolbar like Delete Document to every single do
41. of a folder folder entries cannot be cut e Empty recycle bin With help of this function all DMS objects of the recycle bin are deleted i e the DMS objects are not restorable a ES e Folder properties This function opens a dialog where the name of the recycle bin can be changed keywords can be added which are used e g by document search an organizational unit can be added and the checkbox Show elements of deleted folders can be activated if selected the elements of a deleted folder will be displayed in recycle bin in italic font la By activating the icon Save the changes of this dialog are stored 4 3 Functions of the Document Management The document management offers a variety of functions to handle the documents of pro cesses The functions can be found in the toolbar see chapter 2 4 1 and in the DMS Object Table see chapter 4 2 1 To execute such a function one or more documents have to be selected Each document in the DMS Object Table must have different names and extensions The following functions can be found in the DMS Object Table 69 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT e Display DMS Object e Display type form e To detail view e To version table e To notes table 4 3 1 Defining Templates In the DMS of Genterprise it is possible to define templates for folders documents and forms Only a system administrator can accomplish this function So if you need some te
42. of a process instance You can select between following search options Contains The entered string is available somewhere in the id to get a result Starts with The entered string has to be available at the beginning of the id to get a result Exactly The entered string must be equal to the id e Subject Here you can enter the subject of the process you are searching for You can select between following search options Contains The entered string is available somewhere in the subject to get a result 138 8 3 PROCESS SEARCH Starts with The entered string has to be available at the beginning of the subject to get a result Exactly The entered string must be equal to the subject e Time Interval Here you can define the time interval in which the processes are were active You can choose one of the following options Started Lists all process instances which have been active within a certain period of time Finished Lists all process instances which have been finished within a certain period of time The time interval can be set using the fields From and To e Ok This button starts the process search e Back Activating this button leads in displaying the previous page 139 9 Appendix 9 1 Task Functions in 9enterprise Clicking on the function symbol in your worklist loads a window shown in figure 9 1 It Rus contains all task functions that can be applied to t
43. of applications into a new overall process structure Specifically this system allows to integrate legacy systems into a new organization of business processes 13 2 First Steps 2 1 Simple Example of Use The following example is taken from the banking industry and illustrates a basic and sim plified workflow for handling a credit application The example shows how the specification of this process can look like in Centerprise how the terms role and organizational units are applied in enterprise and which functions are used in interacting with a workflow in Centerprise 2 1 1 Workflow Specification Process Credit application The workflow credit application passes through the following steps 1 Ifan application is being filed the bank clerk role advisor starts the workflow credit application This process starts with the task handle and is put into the bank clerk s worklist Attached to the task is the form application a form of the type credit application The data of the customer can be collected and handled electronically with this form 2 After finishing the task the process is passed over to the manager of the department role manager He decides in the task approve if a credit is granted or not 3 An actor of the role secretary does the last step He creates a rejection letter task refuse or a credit approval letter task grant Representation in Genterprise In Genterprise workflows are defined i
44. one or many entries Columns of the table are Name The name of the document Type the type of the document e Empty clipboard Clicking this button flushes the clipboard The function cannot be undone e Close Activating this button leads in closing the dialog without changes 90 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT Clipboard x Selection mode Copy Name Type officetemplate Standard document template ODT Template Empty clipboard Close Figure 4 15 Clipboard Example Precondition The DMS Object Table is displayed and it contains at least one docu ment 1 Mark those documents which you would like to copy into another folder of your DMS 2 Select the function Copy in the toolbar 3 Select the function Clipboard in the toolbar The clipboard is displayed and the for mer selected documents build the content of the clipboard 4 Click the button Empty Clipboard The clipboard is now empty 4 3 19 Mark as processform template This function allows to create form templates for processes which can be selected on process start page see section 3 1 2 checkbox Show form templates This function is not avail able by default and must be added manually for each dms folder where templates should be stored see section 4 3 29 91 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT After adding the toolbar function a form instance can be created by using the function
45. oo o TA TProcesscockpi oo ir a Od y a E od 7 41 Details for process groups 2 4 602 08 64 se ba eae 74 2 Details for processes 24 4 0 0 ob RR RR GR 111 111 112 112 112 112 113 115 117 117 117 122 123 125 125 CONTENTS 8 TheMobile Client 134 Al MOUSE nouos etm eerie de eA e m e a e tee BE ee 135 a E E ae ke Ge a ae a a ae a eed er ae wg 137 mo PROCESS Sedo uoo ean mx irem e meg Bee dS aUe Bore erase at 137 9 Appendix 140 9 1 Task Functions in Genterprise llle 140 DLT COP Dere ee eae es ke ee a a we ae ep A 140 9 1 2 Pollowtheprocess o oo co lt se ea 142 A A gg x e se emer x sw ue n eee aed 142 91 4 Sebdes dile luu ue esum eoo eg e Roe Bh eom C oe 143 OLS Sebresd Uniead o ea A a 144 WLG SsEpnBEHY oora aa a gun a 9k 9 OV EUR eed ee wd 144 v1 7 Add partor Steps o saosa aces aiie a nx 144 915 Add process relat 2222222299399 E EGGS 144 919 TSS XPUH 2 294 9 bk y 30 OS eR ew RC a 145 1 Definitions Some of the definitions may not make much sense to you at the moment especially if you are new to workflow management systems In this case just have a glance on the terms and go to the example at the beginning of the next chapter You can then refer back to this definitions on the ground of an intuitive understanding 1 1 Workflow Management System Within a very short time workflow management systems WFMS have gained great impor tance for the design of information an
46. process Cancel Figure 4 10 Start process Content of the dialog Start process e List of documents A list of documents which have been selected before activating the function Start Process 83 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT e Documents As Here you can choose how the items should be attached to the new process If you select Link only a link to the corresponding items will be found at the process If you select Copy only copies of the corresponding items will be attached to the process If you select Original and send the items then they will be removed from their original folder Henceforth the items can be found only with the help of the Ad Hoc Process e Task This list contains all tasks which are selectable in first step of process If only one task is available this selection is disabled e Organizational unit This list contains all organizational units you are associated with Select the organizational unit you want the process being started in If only one organizational unit is available this selection is disabled e Due at Enter the date by which the process should be finished You can click on the calendar icon to use the Genterprise calendar assistant this is optional e Priority Enter here the priority for the process If nothing is entered the default value will be used e Description Enter a description for the process It will be displayed in several places where it will be use
47. processed further but supplements will be added at a later date Course The course lists all steps the process passed through so far Between toolbar and the table following elements are available e View Following views of table are possible Table Each process step is displayed as row in chronological order Structure Process steps are displayed as tree Such a tree can be generated by using parfor steps for example e Show system steps If it is activated all System steps steps that were automatically handled by the WEMS are displayed as well e View changes If this checkbox is activated all changes per step will be shown which were edited by an actor e Super process The link Super process only appears in the process history of a sub process Clicking on this link transfers you to the super process 58 3 2 FUNCTIONS OF THE WORKLIST COMPONENT NE T Genterprise Jack Jones amp localhost amp 000 wf servlet method com groiss smartclient Main showMainPage e B Googie P By tf ep90 enterprise e JackJones v E mj E enterprise Back Give back sb Complete Go back Suspend amp Reassign Make version 4 Cut E Insert C Tasks Process Vacation Id 8 Task Approved Subject Jack Jones 28 04 2014 02 05 2014 Previous Next P 2 Worklist 5 Vacation Jj Documents S Notes O Histo Process Us E t umet lo Started 10 04 2014 09 41 2 Role worklist
48. rgeg Saw SP ae deu Re be dnd qe 4 3 21 Follow document changes lens 432 MavWipsdoH a Pee Pe kG a SR a x Liza ESSO e Bed uh a dd e dais e 4 3 24 Display DMS Object ooo oo ooo RR 43 25 To Dell View oee uos su m sa mom de Re Ree 43 20 PRXOSSIORS os dese de o oce mox Om xm Ree e a eee 4 43 27 Notes Table ck ae a wo e RR UR 4 5 28 Vesins 1 o Res RU GO OR ae th a rus e EOS A 43 29 SONES e e cde dd nk Rx wo rox wo a anani p OM dd m xod a 4330 WeBDrv 2 0254 24 x on mor m komo mx x xe xx x 5 The Group Calendar 5 1 Elementsin the navigation frame o s s e es es a cacos seseo 5 1 Calendar navigation 0 ee n 5 12 Ve Calendar mode cc acosa a a ae ge eR Res s 513 The calendarsn et 2222 99 o m mx SAS Mitos 24902 a ada or ww voy Ro Ro ox Yo m Rove S19 A 8 ca a he ee oe ew do es ne ee eae 52 SPC MP 6 The Group Search 6 1 Links of the group Search 2 2 ee 5 2 Process Search colo ss nS ma aa a Gee XX ES eae S 621 BEMEMTESUIL soc a va ca s hoy ae ee o o Rw R 63 Document search 0 rA 6 3 1 Result of the document search ox DNE II E 7 The Group Extras 7 1 Links of the Group Extras e e 7 2 Dashboard oee e owa ee ox we ay RUD ae a Hal Me ina a er ee ee Iw e te ata p ooo IE duas OUR o os ak eem ders de qo de m do de dedo Du De of RR dS To COPSRRISAMOBR 2 2x ee a c RR ROAD E yu OE x ERR Xd 7 3 1 Organizational hierarchy
49. see figure 3 19 Content of the HTML page Process e Name The name of the process definition e Id The id of the process definition e Version Each process instance has a version number which can be found here e Description The description for the process e Process image A graphical representation of the process with the actual task being highlighted is displayed here 3 2 20 Information area of a process The information area is displayed at the right side beside the detail tabs forms documents notes history etc This area contains information about the current task and the process in general Above this area a navigation is available which allows to jump to the next previous worklist entry 60 Te 3 2 FUNCTIONS OF THE WORKLIST COMPONENT enterprise Jack Jones amp localhost amp 000 wf servlet method com groiss smartclient Main showMainPage E Google PD te g ep90 enterprise e JackJones v Y By E Back Give back Complete 49 Go back Suspend amp Reassign 4 Cut E Insert Tasks Process Vacation Id 8 Task Approved Subject Jack Jones 28 04 2014 02 05 2014 Task Started 10 04 2014 09 41 Details Process Vacation 1 Nas Vista Started 10 04 2014 09 39 4f Role worklist 0 ld hr vacation Started by Jack Jones Priority 0 enterprise gt amp Worklist 4 E Vacation B Documents S Notes History Myapplications 0 Suspe
50. start enterprise Logon User Id eisenberg Password Copyright 2001 2014 Groiss Informatics GmbH All Rights Reserved Figure 2 5 Login Window You confirm your input by activating the button Logon The WFMS checks the entered data If the data is correct the enterprise main window will be opened Otherwise you get an error message see figure 2 6 and you have to reenter your data 2 3 2 Main Window After the successful login the enterprise main window will be loaded This window contains among others your personal worklist with functions you need to handle the work flows of the various processes The different components of the main window will be described in detail in chapter 2 4 2 4 enterprise User Interface This chapter is a general introduction to the user interface of enterprise and its main components 2 4 4 Layout of the User Interface The user interface consists of these areas information area toolbar navigation area and work area see figure 2 7 22 2 4 ENTERPRISE USER INTERFACE Firefox 7 TL Genterprise Login Page localhost 2000 wf serviet method com rg PasswdAuth setAuthorizatic ar CU a enterprise Logon eisenberg Error 122 Username or password wrong Copyright 2001 2014 Groiss Informatics GmbH All Rights Reserved Figure 2 6 Incorrect Login T Oenterprise Jack Jones localhost 8000 wf servlet method co
51. they will be removed from their original folder Henceforth the items can be found only with the help of the Ad Hoc Process Due at Enter the date by which the process should be finished You can click on the calendar icon to use the Genterprise calendar assistant this is optional Subject Enter here a subject for the new process please This text will be displayed in the column Subject in the worklist of the recipients Description Enter here a description please Course Displays the table of recipients This table is processed from top to bottom New With the help of this button you can define recipients for the selected docu ment s Clicking this button opens a new dialog which helps you to select an agent How this can be done is explained beneath Edit If you selected a recipient in the table of recipients and activate this button then the same dialog is opened as if you activated the button New except that the displayed properties belong to the selected recipient 81 amp 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT Delete Use this button to remove marked entries from the table Course Up Use this button to change the order of the entries in the table Course The marked entry will be moved up one line Down Use this button to change the order of the entries in the table Course The marked entry will be moved down one line Parallelism It is possible to forward a task to n different recipients concurrently
52. your role worklist your suspension list and role suspension list The worklists are shown as a table see fig 8 3 An entry can be 135 8 1 WORKLISTS Worklist 4 EL GI 912 Walter Heisenberg 21 04 2 GI 911 Walter Heisenberg 2 2014 GI 910 Resource editor GI 909 Error GI 908 Support ep90 Figure 8 3 Worklist of mobile client displayed normal or as red line A red line symbolizes a task which has not been edited yet For each worklist type a set of functions are available described in chapter 3 2 For this pur pose touch an entry for a longer timer to get functions in toolbar multi selection is possible The magnifier icon shows an input field which allows to search for entries within a worklist table The function right beside allows to sort the table according to selected attribute in ascending or descending order For more details about the process instance a row must be activated short touch This page contains following information see fig 8 4 e Toolbar With back button the worklist table overview is displayed again Fur thermore the appropriate worklist functions are displayed The worklist functions are described in chapter 3 2 e Process information The process id and subject are displayed Furthermore this area contains information about the task when was it started and available in worklist a comment to this process step etc This area contains also information about th
53. 1 Approved Jack Jones Gl i Documents 4 Branch in Parallelis u Human 10 04 2014 E Calendar Pcia soa Resources 09 41 Search E Extras Figure 3 17 Process History Content of the HTML page History e Toolbar Depending upon the current process state several functions are offered here These functions are described below in detail under Functions of the process history e Course This is the real process history It is explained in detail beneath Functions of the process history In addition to the detailed information about a selected process instance the Process history offers the following functions e Edit If a process step is not finished yet select the appropriate row and activate this function to open the function Reassign see section 3 13 In case of wait steps this function opens a dialog to change wait time or finish the step immediately In case of batch steps a dialog is opened where the properties of the batch step can be adapted This function is not available if the selected step is already finished 57 3 2 FUNCTIONS OF THE WORKLIST COMPONENT e Position in process By selecting a row in table and activating this function a new dialog is opened showing the position of selected step in a process image The dialog is similar to dialog in tab Process see section 3 2 19 e Abort process Activate this link to abort the currently displayed process You have o to confirm th
54. 2 FUNCTIONS OF THE WORKLIST COMPONENT Design of the process history view The process history will be displayed in an own tab Firefox T Genterprise Jack Jones 9 localhost f servlet method com groiss smartclient Main showMainPage B Google PeP B amp ep90 enterprise e JackJones v By sl E Back Give back Complete y 49 Go back Suspend amp Reassign Make version Cut E Insert enterprise gt C Tasks Process Vacation Id 8 Task Approved Subject Jack Jones 28 04 2014 02 05 2014 Previous Next CT it 9 5 R i Lj Vacatiol icuments lotes isto 5 Process B Worst 5 zn x T Started 10 04 2014 09 41 4f Role worklist 0 Edit pi s Q Abot 3 Follow the process Process amp Suspension list 0 Started 10 04 2014 09 39 2 Role suspension list 0 Sancti ps e a Started by Jack Jones i o Agent Forms Started Taken Finished ey a e Start process Y Step Functions Y Additional info 10 04 2014 10 04 2014 10 04 2014 Request Jack Jones Gl 2 Vacation 09 39 09 39 09 39 10 04 2014 10 04 2014 10 04 2014 09 39 09 40 09 40 Hans i Vacation 10942014 10 04 2014 10 04 2014 Approve Steiner abu 09 40 09 40 09 41 Agent changed by Dr Walter Heisenberg at 10 04 2014 09 40 10 04 2014 10 04 2014 09 41 09 41 10 04 2014 10 04 2014 09 41 09 41 Approve manager GI 4 If Approved true Gl 4 Parallelism Gl 4 Branch in Parallelis 10 04 2014 10 04 2014 09 41 09 4
55. 2 Java features Jones Jack jones 10 04 2014 09 36 Allgemein Search 2 Java7_ features Jones Jack jones 10 04 2014 09 56 Jack Jones 2 Process search Document search Report designer Reports Recent activities Figure 6 6 Query result 126 7 The Group Extras With the links of the group extras you are able to handle some tasks which do not corre spond to any entry of your work area So the group provides information about the structure of the organization and roles Fur thermore small administrative tasks like defining a substitute can be done here 7 1 Links of the Group Extras e Dashboard By clicking this link the dashboard of G enterprise will be displayed in your work area The content of the dashboard can be defined by each user for his own needs e Organization This function provides a list of all organization units and their mem bers 7 2 Dashboard This function allows to create a dashboard which an be aligned for the needs of the user After activating the link Dashboard under Extras initially an empty site appears with fol lowing toolbar functions 7 2 1 New By activating the button New a new dialog will be shown where you can add new windows to the dashboard Several possibilities are provided e URL Enter an URL of a HTML site which you would like to see in a window on your dashboard and confirm your inputs with Return e Repo
56. 339 KB 10 04 2014 09 36 General Name Java features T Access Extension ppt fj Notes Keywords 5 Versions Type Standard document Size 339 KB 347136 Byte State Document is checked in Created at 10 04 2014 09 35 Last changed at 10 04 2014 09 36 Created by Jack Jones Last changed by Jack Jones 12 KB 09 04 2014 18 24 21 KB 09 04 2014 18 24 09 04 2014 18 24 E Log Standard document E Logfile Standard document E Log info Note ff Calendar P Search Extras Number of entries 8 1 selected Figure 4 19 Detail View Content of the are Common The representation depends on the DMS type of object e Name The name corresponds to the one in the column Name of the DMS Object Table The save icon beside the field stores the changes e Extension This line contains the extension of the document e g doc or html and is visible only if a document has been selected e Keywords It is possible to assign keywords to a DMS object e Type The type of the document is displayed here This information corresponds to the column Type in the DMS Object Table 98 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT Organizational unit This field is available for folders only and allows the selection of an organizational unit which is used for permissions Via role home OU depending permissions can be defined for this folder If a user has role home in the organizational unit of folder s org un
57. Checkbox Flush directory listings on connect WebDrive also offers the possibility to set global Cache settings In section Connections you have to set following parameters to 1 e Active Connection Limit e Active Upload Limit Following options should be activated in section Connections HTTP Settings e Always choose Basic Authentication e Enable persistent connections Keep Alive e Enable 100 continue processing e Do chunked upload for large files e Enable byte ranges on GET some servers may not handle this e Persist session information across all connections In Connections DAV the locking mechanism can be activated optionally e Enable Auto DAV locking e Use DAV lock to check if user has Write access to file These options should be activated in section File e Encode filenames in UTF 8 for UNICODE support e Cache temporary MS Office files e Enable NTFS file security e Stop file downloads when the application closes the file before reading all data e Enable Quota Processing By the way you have to add the parameter webdav drive with a drive letter to avw conf of the enterprise installation and activate the checkbox Basic Auth in WebDAV in enterprise under Administration Configuration DMS Finally the function Connect establishes a connection to the Genterprise server For further configuration parameters of WebDrive take a look in Installation and Configu ration Guide 108 i ot ea S 4 3 FUNCT
58. Functions Documents Received My applications 0 ped EE Jones p ocorion D Vacation Approved 28 04 2014 jv Vacation E 10 04 2014 09 41 4f Role worklist 0 Suspension list 0 02 05 2014 2 Role suspension list 0 Start process Y Functions Y E Documents E Calendar P Search 59 Extras Figure 3 16 User folder with parent folder 3 2 41 AdHoc This function is not activated by default The activation procedure is described in the System Administration Guide chapter The Process Editor section Tasks This function is similar to function Send to in G enterprise DMS see section 4 3 9 3 2 12 Take This function can be activated by clicking on the icon Take in the toolbar At least one task has to be selected prior to activating this function After the execution of the function Take the task disappears from all role worklists of this role and appears in your personal worklist Hint No additional data is needed to take a task Therefore it is not possible to abort this function 3 2 13 Recall This function can be activated by clicking on the icon Recall in the toolbar At least one task has to be selected prior to activating this function In the suspension list you will find all tasks which have been suspended until a given date If you need to recall one or more of these tasks before reaching this date use the function 54 3 2 FUNCTIONS OF THE WORK
59. HE oa oe o oe a aida da 2 2 2 Navigation Concept o o o 249 OSM 2 le ee Row eee a ed eg 224 Dat Enty o cs ea cieo arten aot a doR e RO 2 2 5 Status Messages ooa coeca oo b C x e 220 Error Messages 2 coles oea auly aaa A e 2 2 7 Common Functions s es esses esas sete doneo 2 3 Logging onto Genterprise o e 221 Login NIdOWS o eI Ree Re E mew qa a Main VOIDUOW co ue er xoxo Ie ee Room ome RE 24 enterprise User Interface 2 llle 24 1 Layout of the User Interface gt 2222s dem 24 2 Keyboard usability 2 200 424 2 4546 cR 10 10 10 11 11 12 13 13 CONTENTS 3 The Group Tasks 31 Links of the Group Tasks ce c ee sogo a oaoa Roos omm mo yo xt 3 1 1 Worklist Role worklist Suspension list and Role suspension list 1 2 Bum process 222229 Geox a de ox e x ox A2 IUE il la eg eea si e aa Bae PS aee xx de ES 3 2 Functions of the Worklist Component Sl GREDA es cora ar dG dae a a ex 222 ALUDIDA mong Eh eem cid ias 3 2 3 Complete and sssiBli lt o ooe cssc Rr RR ce o Tr o 6 ud iude mug tw x eem d Rb ee ee Eae 20 RessEED Lolo ded Xo Amm dose v d ond 52 Make Version oo ca edo ba ara c OR be ob hae Ae MAM ek a us Ras cos eae UR GS Beek dus Rae a oe SPOS gi ae A e eee ma ie eo eS Gee e aw S2 4 Useriolder unb eae sr Resa CE Re rete enters et es S241 ABE eoe ot ae amp Se ee a A ew ut 22 Em LIAE C LITT 22 14 Recall anl take uuu dean
60. IONS OF THE DOCUMENT MANAGEMENT fe WebDrive Version 9 17 File Utilities Help Egg Sites Name E ep ep80 353 Connect Site amp ddress URL Connect http ep80 groiss com S 00 wf webdav Offline Server Type Drive Properties WebDAV Ri Connect at login startup Anonymous Public Logon Usemame web Password New Site New Folder Delete l Clone Site Y Save Password Figure 4 25 WebDrive Connection Settings Hint If the parameter Maximal Number of Unsuccessful Logins till Account is Deacti vated in Administration Configuration Password Policy is set the uncorrected logins via WebDrive will be ignored login tries will not be counted After connecting with the G enterprise server the following content is displayed e Worklist e Common e User folder e User folder of the substituted person Each folder can be displayed by activating the function Web Folder in the toolbar of DMS By setting the configuration parameters in avw conf the representation of folders can be changed The user specific parameter WebDAV Drive in Settings will be displayed if the parameter webdav drive in avw conf is set The value of GUI parameter WebDAV Drive effects the currently logged in user only and overwrites the global parameter in avw conf It is also possible to enter the value off which deactivates the WebDrive functionality for the current user only In this case the DM
61. LIST COMPONENT Recall The selected tasks will disappear from your suspension list and show up in your personal worklist instead Hints e Cancel You cannot cancel the operation once you activated the function Recall but you can suspend the task again e Notice When the date in the column Suspended until is reached the corresponding task will be recalled automatically 3 2 14 Recall and take This function can be activated by clicking on the icon Recall and take in the toolbar At least one task has to be selected prior to activating this function In the role suspension list you will find all tasks which have been suspended for a certain role until a given date If you need to recall and immediately put one or more of these tasks into your worklist before reaching this date use the function Recall and Take The selected tasks will disappear from your role suspension list and show up in your per sonal worklist instead Example Precondition Your role suspension list is displayed and there is at least one task 1 Mark the task by using the selection column in your role suspension list 2 Select the function Recall and Take in the toolbar The selected task will reappear in your personal worklist Hints e Cancel You cannot cancel the operation once you activated the function Recall and Take but you can suspend the task again e Notice When the date in the column Suspended until is reached the corresponding tas
62. S can be used as usual and no WebDrive client is necessary 109 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT Hint It is possible that edited objects are not refreshed immediately because WebDrive uses a cache Activate the function Flush Cache of the connection and then refresh the window for getting the latest data WebDrive has following known restrictions Create and rename a process folder Process folders cannot be created and renamed Furthermore it is not possible to create other objects like text files Cut process folder P1 and paste it in another process folder P2 A error message is displayed that the process folder P1 process cannot be deleted Delete a process folder A error message is displayed that the access is not allowed analog to Cut and Paste but the content of the process folder is deleted Copy a process folder new standard folder is created when a copy of process folder P1 was made in process folder P2 i e no copy of the process Pl is created Links Links created in WebDrive are Ink files see Windows This kind of link is displayed in the DMS but it is not a valid DMS link Links created in DMS HTML client webdav client are displayed as ordinary folder in WebDrive but linked with the respective object see section 4 3 6 Because of causing problems with links created in webdrive we don t recommend to use it 110 5 The Group Calendar In this chapter we describe the calendar
63. Text Contains should be contained in the doc ument e In form the content of the field Text Contains should be contained in the form e Time Define whether the time interval specified with the help of the fields From and To should correspond to the point in time when the entry has been created or to the point in time when it has been changed 124 6 3 DOCUMENT SEARCH Show time in date conditions If this checkbox is activated the datefields From and To allow to enter date and time If this checkbox is activated by default the global parameter Show time in date conditions under Administration gt Configuration Search From Begin of the time interval selected at Time To Begin of the time interval selected at Time Form type The entries found should be of this form type analog to section 6 2 Edit With the help of this button it is possible to define search criteria for the field of the selected form type Owner The owner of the entries Folder Search within this folder Keyword Keywords which have been assigned to the folder Start search Clicking this button starts the document search The result is displayed in your work area The table of the search result is explained beneath Reset Clicking this button resets the entries of the fields within this HTML page to their default values or removes the entries of the fields 6 3 1 Result of the document search The result table of the document search is
64. U a S 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT Email A valid email address can be specified here Document owner The owner creator of the document will receive a mes sage For example userA creates a document and userB changes the document then userA will receive an email that document has been changed Sender This field allows to specify an alternative sender If field remains empty the default settings of the configuration will be taken see enterprise Configura tion Communication Mail sender Reply To One or more by comma separated email addresses could be entered here as alternative reply address if needed Attach to process If this checkbox is active and the template is used in context of a process an appropriate email object will be created in process folder Emails More information can be found in section 3 2 21 If the template is not used in context of a process this checkbox will be ignored Log message in journal This checkbox indicates if outgoing messages should be stored in Mail journal Such an entry will be created when message could be sent More information concerning the Mail journal is available in system administration guide Subject Here you can define a subject for the message The subject can be a simple text contain place holders starts with 9 9 which are replaced by entries of a resource bundle see system administration guide or bea XPATH expression e
65. all users e Calendar This group contains a calendar for managing private and public appoint ments It is also possible to manage resources like video projectors rooms etc which can be attached to appointments e Search This group refers to the search component see chapter 6 and consists of Process search This function allows you to find process instances by using simple constraints Document search This function allows you to find documents of the document management by using simple constraints Report designer This function offers extended functionality for finding process instances This entry only appears if you have the right for executing Report designer 32 2 4 ENTERPRISE USER INTERFACE Reports This function contains predefined reports to locate processes Recent activities All process activities of the last month are listed e Extras Here you can find the following links Dashboard With this link the dashboard of enterprise will be displayed in the work area The content of the dashboard can be defined by the user Organization This link shows the structure of your organization Password policy This function gives an overview of the current password pol icy and informs the user about incorrect login attempts with his user account since the last login Process cockpit The Process Cockpit gives an overview of the processes within the organization It prov
66. ate the button Back of your browser The DMS Object Table is displayed 97 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT 3 If you are asked to save the object select the path and file name and activate the button OK Of course you are allowed to cancel the operation by activating the button Cancel In any case the DMS Object Table will be displayed 4 3 25 To Detail View The function To Detail View can be found in the first column of the DMS Object Table by activating the small grey triangle The Detail view of a DMS object shows its properties It contains properties already shown in the DMS Object Table in more detail as well as additional information TE enterprise Jack Jones localhost 8000 w4 servlet method com groiss smartclie enterprise gt Tasks E Documents E Jack Jones Allgemein 3 I Cockpit P Incident Management El Recycle Bin t Main showMainPage ep90 enterprise Documents Allgemein Name E Candidature template D Cockpit dms templatet C3 J Incident Management Gj Java7_features e Type Candidature form Folder Message template Cockpit folder Standard document aget duo e 2 v JackJones By s El New y X Delete pg Cut Copy A Link Es insert 35 Replace j Sendto Start process Y Folder properties Clipboard a amp Size Last changed at 02 06 2014 10 38 15 12 2015 10 50 29 07 2015 11 20 09 04 2014 15 28
67. ated organizational units and the minus sign will be replaced by a plus sign 7 4 Process cockpit The Process Cockpit gives an overview of the processes within the organization It pro vides information about the definition and the instances of a process Activating the link Processes in the navigation tree result in displaying the overview of the cockpit see figure 7 2 The overview offers the toolbar function Expand all This function allows to expand or re tract the whole tree In this overview the processes are displayed in a hierarchy Each entry of a process and some of process groups are links which are referencing to a detail page The displayed information is defined per process or process group by the administrator of the cockpit 130 7 4 PROCESS COCKPIT TE Genterprise Jack Jones 9 locathost 8000 wf serviet method com groiss smartclient Main showMainPage E Google n A ep90 enterprise e JackJones v Y By E enterprise B Expand all Edit Tasks Process cockpit 5 Documents E Calendar Group P Search Incident Management Extras test Dashboard Organization Process cockpit Figure 7 2 process cockpit overview 7 4 1 Details for process groups Process groups can display following information e Processes All processes which are available in this process group e Reports All defined reports e Functions All defined function
68. be activated by clicking on the icon Refresh in the toolbar or in the group Documents of the navigation area The function Refresh can be used to refresh the content of your work area or the content of the group Documents of the navigation area depending upon where you activated the function If you want to refresh the content of the navigation area click on the icon within the group Documents of the navigation area otherwise click on the icon in the toolbar Example Precondition The DMS Object Table is displayed 1 Click on the icon Refresh in the toolbar The content of the DMS Object Table will be refreshed immediately 4 3 24 Display DMS Object The function Display DMS Object can be found in the column Document name of the DMS Object Table If you click on an entry in this column the content of the according document will be dis played in your work area or a dialog window asks you to save the document You then can select where to save the document Hint If adocument is displayed in your work area use the browser s Back function to go back to the DMS Object Table Example Precondition The DMS Object Table is displayed and there is at least one object in it 1 Click at an entry in the column Name of the DMS Object Table Relying on the type of the entry either the content of the object is displayed or you are asked to save the object on your local file system 2 If the content of the object is displayed activ
69. ble but permissions of a permission list cannot be adapted and deleted Single permissions For single permissions the functions New Edit and Delete are available With function New and Edit a new dialog is opened with following elements Right Select a right which should be applied for this DMS object Access Definition if the permission is a positive allowed or negative not allowed denied permission Agent The permission can be applied for users or roles Roles allows the definition of an organizational unit and a scope Period Definition of period when permission should be applied 99 To 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT e Ok By clicking this button the permission is created edited The dialog is closed and the table Access is displayed e Cancel This button closes the dialog without saving the data The table Access 1s displayed again Deleting a permission is possible only by selecting an entry in table and clicking on toolbar function Delete Hint More information about permissions and the ACL dialog can be found in System Administration Guide in chapter The Oenterprise right system Permission list The function Select permissionlist opens a dialog and allows to add remove rights of a pre defined permission list e Permission list Select a pre defined permission list here The contained rights of this list are displayed in the table below e Ok This button adds the rights of select
70. cases all processes you are able to start are displayed You can start all those processes in which you are entitled to handle the first task e g because you are a member of the role associated with the first task The Quick start list is available by activating the triangle symbol beside the link Start pro cess in the group Tasks of the navigation area The Wizard is available by activating the link Start process directly Quick start list In this list all startable processes are displayed where you are allowed to start them By se lecting an entry the process will be started directly Your personal worklist will be displayed see chapter 3 1 1 and the first task of the started process will be in your worklist If e g no unique task can be determined for starting processes directly the last step of the Wizard for starting processes will be displayed In this case the process start form must be filled and the button Start process must be activated Wizard for starting processes Processes in enterprise are displayed in a table called process table The entries show the name version the application and the description of a process see figure 3 2 The dropdown list contains all G enterprise applications If you select a application the pro cesses of the selected application will be displayed only Content of the process table e Search field The search field allows to restrict the result of table entries by entering the wished t
71. cation can only be started by members 15 2 1 SIMPLE EXAMPLE OF USE Wf Specification Organigram O Advisor handle Executive Board Credit Counter Manager approve Role Manager Mr Skrutsch Dr Application granted Role Secretary Ms Emsig Mr Guhs Secretary Secretary grant refuse Role Advisor Mr Dak Mrs Dehsi Figure 2 2 Organizational Chart of the role advisor of the organizational unit credit 2 1 3 Workflow Execution The example in figure 2 3 uses the process credit application to show the main functions of the execution of a workflow in enterprise The workflow credit application takes place in the organizational unit credit It involves the roles advisor manager and secretary 1 Mr Dak role advisor initiates the workflow credit application As a result the first task handle of this workflow appears in his worklist 16 2 1 SIMPLE EXAMPLE OF USE Advisor Manager Secretary Complete A l start process 1 1 Give Back Go Back y ono nac 11 Complete WiLL Vvorklist RW Role Workiist process SL Suspension List ended LI MEME Figure 2 3 Workflow Execution Mr Dak edits the credit application of his client fills in the attached forms and might attach additional electronic documents to the process 2 Once he is done Mr Dak finishes this step using the function Complete This passes the process on
72. ch ES Documents E Calendar Finished tid Process Subject Currently at Started Search Process search Document search Report designer Reports Recent activities 2 3 Change Request 1 Problem Management 1 Problem Management 1 Incident Management 1 Incident Management 1 Problem Management 1 Problem Management a Incident Management 1 Incident Management 1 Incident Management 1 Change Request 1 Problem Management Resource Editor Exception Error Mail error Resource Editor Mail Server Error Problems with WARP engine No figures in Lynx Translation error Resource Editor Resource Editor Solve Dr Walter Heisenberg Copy Dr Walter Heisenberg Support Jack Jones Insert Dr Walter Heisenberg Due date 10 04 2014 10 25 Insert Jack Jones Support Jack Jones Support Jack Jones Support Jack Jones Review Design Development Manager Test Tester 09 04 2014 15 39 09 04 2014 15 42 10 04 2014 09 20 10 04 2014 09 32 10 04 2014 09 32 10 04 2014 10 25 02 06 2014 14 45 23 06 2014 10 25 23 06 2014 10 25 23 06 2014 10 26 19 11 2014 15 13 19 11 2014 15 37 09 04 2014 15 41 09 04 2014 15 45 10 04 2014 09 32 Y Extras 1 Figure 6 4 Search result 6 2 1 Search result After defining the search criteria and activating the button Start Search the search result will app
73. con taining your worklist items By clicking the link you can see the first page of your worklist by clicking the link 2 you can see the second page etc So it is possible to navigate through the pages of your worklist in the following way Go to the previous page Go to the next page Go to the first page Go to the last page 1 Go to page number one 2 Go to page number two Mail protocol Specifies the protocol used to fetch the mails from the mail server The HTML client contains a mail client which can access the mail box Type of communication Specifies the security level for the mail transfer from mail server to client If a mail is sent the configuration parameter Type of SMTP commu nication under Administrationl Configurationl Communication is used Three levels are available Unencrypted The content of the mail will be transferred without encryption Encrypted The mail will be SSL encrypted The validity of the mail server certificate will not be checked Trusted with certificate To assure a secure transmission the mail server has to authenticate itself adverse enterprise This is achieved by checking the mail server certificate To add a new certificate for a mail server it has to be added to the key store of enterprise Mail server IMAP The mail server from which the mails are fetched If a mail should be sent the configuration parameter SMTP host un
74. content of the specified file Then the DMS Object Table will be displayed If any field of the HTML form has not been filled in a reminder will be displayed after activating the OK button In this HTML form all fields have to be filled in 4 3 9 Send to This function can be activated by clicking on the icon Send to in the toolbar The function Send to can be used to send items of the DMS Object Table to any recipient agent For sending an item a so called Ad Hoc Process is started The items which should be send to the recipient are attached to this process The function Send to can be used in worklist too for creating tasks for other agents 80 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT Send to al Java5 features Linux Documents As Link Copy Original Due at Fl Subject Description Course Recipient Task Comment Giovanni giovanni adHoc Please read carefully A Pierre pierre adHoc Ok Cancel Figure 4 9 Send to Content of the dialog Send to Documents In this table you find all former selected documents which should be sent to some recipient s Documents As Here you can choose how the items should be attached to the new process If you select Link only a link to the corresponding items will be found at the process If you select Copy only copies of the corresponding items will be attached to the process If you select Original and send the items then
75. ct List of users by name e OU This selection allows to restrict the List of users according to the home role assignment done in administration e List of users A list of all active users of enterprise is displayed The term active means that users are set to Active in Genterprise administration and not if user is logged on logged of or is not working with Genterprise at the moment If a user is available for chat i e not off line a chat conversation can be started by clicking on a user in this list At the left bottom of the screen a chat window will appear Enter a text and press return key for sending message to the user It is possible to minimize the chat window the chat history will be kept or to close the chat history will be deleted If no chat window has been opened and an other user sends a chat message the chat window will appear automatically Clicking on the user opens a dialog which contains a user profile This profile consists of following data e Surname The surname of current user which has been entered in administration e First name The first name of current user which has been entered in administration e Organizational unit The OU which is assigned via Home role to user object 24 2 4 GENTERPRISE USER INTERFACE Email The email of current user which has been entered in administration By activating the link the installed mail tool will be opened and the recipient is already filled Tel N
76. cument and thus handle them easily The document management basically can be accessed in two ways 1 When you successfully attach a new document to a task in your worklist function Add Document see chapter 4 3 2 you will be transferred to the document management automatically 2 A document symbol in the column Documents of the worklist indicates that a docu E ment has been attached to this task Clicking this icon will transfer you to the docu ment management as well The document management can be recognized by the title of the table in the work area Since documents can be added to tasks the title of the table in the document management refers to the process Content of process folder XX 4 1 Concepts in Connection with the DMS Document Management System DMS That component of enterprise which is re sponsible for the administration of DMS Objects also independent of processes DMS Object aumbrella term for all kind of objects which can be handled with the DMS of Genterprise e g documents forms notes etc Form stands for a HTML Form Document stands for any document doc xls txt pdf which can be described by metadata with the help of a HTML Form 65 4 2 COMPONENTS OF THE DOCUMENT MANAGEMENT Note stands for a special kind of form contains only the fields Subject Content which can be used by the user to create notes Folder can be used to group DMS Objects analogous to folders of th
77. d The name must not contain one of the following special characters pipes e Show form If this checkbox is activated a meta data form of the folder will be displayed after activating the button Ok This checkbox is not available for standard Q enterprise folder e Insert Clicking this button confirms your entries and the new folder will be inserted as subfolder of the currently selected folder If checkbox Show form is not activated or not available the DMS Object Table will be displayed in your work area e Cancel Clicking this button leads in closing the dialog without creating a folder The DMS Object Table will be displayed in your work area Example Your personal dms folder is displayed 1 Click the New icon in the toolbar and select entry Folder The dialog shown in figure 4 3 will appear in your work area 2 Enter the name for the new folder into the field Name 3 Click the nsert button The specified folder will be created and appear in the DMS as a subfolder of your personal folder E Hint If any field of the HTML form has not been filled in a reminder will be displayed after clicking the OK button New document The function allows you to add new documents to the currently selected folder of your DMS After activating this function and selecting the DMS element Standard document the dia log Standard document will be displayed in your work area see figure 4 4 G enterprise offers the possibility to a
78. d com groiss smartclient Main showMainPage Q suchen 86U04564 aged e ep90 enterprise e 2 JackJones v By DE enterpe iso el Back Give back Complete Go back E Suspend amp Reassign Make version Cut E Insert E Tasks Process Candidature process Id 4 Task Create Subject de Previous Next E 2 Workdist 9 Form Documents Notes History is Process 5 Emails Role worklist 2 2 Suspension list 0 x Compose E Reply amp Reply all E Forward i Edit as new f Refresh Subject Sender Recipient Date list 0 Pela suspension lit 0 Wrong candidate ID 4 ep90 groiss com office company com 10 04 2014 09 50 Start process Y Functions Y E Subject Wrong candidate ID 4 From markus groiss com Date Thu Apr 10 09 50 15 CEST 2014 To office company com Cc Bcc L Into clipboard Download Hello please remove June Jagger from candidate list E Documents f Calendar P Search amp Extras Figure 3 20 Email list with detail view 62 ES 3 2 FUNCTIONS OF THE WORKLIST COMPONENT The function nto clipboard allows to copy the whole multipart message into clipboard which can be pasted into DMS This function is also available for each attachment The function Download allows to save the multipart message on file system as eml file which can be opened by any mail tool The Send an emai
79. d communication systems in organizations WFMSs are software systems which are designed to facilitate control and monitor busi ness processes particularly office processes that are based on division and flow of labor Hence WFMSs are systems which support the handling of processes The key idea is to forward processes automatically to the appropriate person in charge workflow user or actor according to predefined procedures the workflow specification or process descrip tion Beside the control function WFMSs offer a series of management functions which facili tate in particular the monitoring of processes Typical monitoring functions are e Status of a certain process e Person handling the process at the moment e People involved in the process so far etc 1 2 Workflow Specification A workflow specification is the formal description of a business process In G enterprise 1t can be done graphically or as program code A business process consists of a series of partial stages the tasks which are connected by diverse control constructs e g sequence conditions parallelism etc Furthermore it de scribes who which user is permitted and able to handle the individual tasks and which 1 3 WORKFLOW data forms documents are exchanged between the tasks The specification and the definition of business processes take place at the time of modeling At runtime the predefined process models serve as templa
80. d in the corresponding chapters e Tasks In this group you can find the following links Worklist This link opens your personal worklist It is the central component in your daily work with G enterprise The worklist symbolizes the desk or the in tray of the user respectively AII tasks that have to be done by a certain user are displayed in his worklist Role worklist This link opens your role worklist It shows all tasks which have been assigned to one of your roles Suspension list The suspension list shows all suspended tasks Start process This link offers you the opportunity to start a new process Functions This link opens a list of function names These functions can be called by you directly e Documents This group comprises links belonging to the document management system of enterprise see chapter 4 The document management of enterprise supports the handling of documents that have been attached to a task and a process re spectively Of course it is also possible to handle documents that are neither attached to a task nor to a process This group contains the following two links Personal folder This link opens a folder containing the personal documents of the current user In the navigation area you won t find the entry Personal folder but its labeled with the name of the current user e g John Smith Common This link opens a folder containing those documents that are shared by
81. d settings dashboard profile 7 3 Organization Select the menu item Extras Organization The HTML page Organization showing information about the organization structure will be loaded in your work area fh Genterprise Jack ones X localhost 2000 w4 servlet method com groiss smartclient Main showMainPage Q suchen vyeaeuvutf 4 G B ep90 enterprise e Y v JackJones By si E enterprise D Tasks Organization Documents E Calendar Gl 49 Search GI Description Groiss Informatics GmbH is a software house whose main focus is the field of workflow management Email office groiss com Tel Nr 43 0 463 504694 0 Dashboard Finance Address Strutzmannstra e 10 4 Human Resources 9020 Klagenfurt Organization Austria IT A Extras Management Marketing Production Users User Role Dr Walter Heisenberg Home Markus Irrasch Home Markus Irrasch Release Manager Markus Irrasch Supporter Markus Irrasch Tester Jack Jones Home Jack Jones manager Jack Jones Development Manager Jack Jones Tester Jack Jones Supporter Figure 7 1 Organization Content of the HTML page Organization e Organizational hierarchy Select the organization hierarchy which should be dis played in the lower part of the HTML page Each hierarchy is shown in an own tab 129 7 4 PROCESS COCKPIT e On the left side of this page the organization hierarchy is displayed e On the right top side
82. dd documents by using Drag amp Drop If your Browser supports this functionality select one or more files on file system and move them to the Browser window in DMS Object Table A new dialog appears where you can select the 71 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT Standard document x File DMS txt Browse Reset Name DMS txt Template Insert Cancel Figure 4 4 Standard document document type depending on folder restrictions for each file and the upload action if the document is already available in DMS folder After selecting the type and action the but ton Upload copies the files from file system to DMS folder During uploading in information area see section 2 4 a symbol appears which contains information about the upload progress in percent Hint If a document with same name already exists it is possible to replace the document Content of the dialog Standard document File Enter the absolute file name of the document you want to attach in this text field Alternatively you can use the button Browse to fill it in Browse Use this button to display the dialog window File Upload which helps you selecting the document you want to attach The WFMS puts the absolute name of the selected file into the form field File Name Enter the name of the document which the document should have within enterprise Extension Enter the file extension of the attached doc
83. default Count Repeat the appointment n times as defined in this field Until Repeat the appointment until this date e Export appointment The existing appointment entry can be exported with this func tion iCalendar format e Delete This function is available for existing appointments only and deletes the cur rent appointment entry e Save and close A new appointment can be inserted or an existing updated The dialog will be closed e Save and close A new appointment can be inserted or an existing updated e Cancel Displays the current calendar view without inserting or changing an appoint ment 116 6 The Group Search With the links of the group Search you have several possibilities to filter valuable informa tion for your company out of enterprise 6 1 Links of the group Search Recent activities By activating this link a page will be displayed where all process activities of the last month are listed The activities are structured in Today Yesterday 7 Days last week and Month last month Search If you enter a value into this field and click the button Search the system searches for all processes which have an id or a subject corresponding to the entered value Process search This function can be used to find information about process in stances you are or were involved in Document search This function can be used to find information about DMS Objects you work ore worked on
84. der Administration Configuration Communication is used Mail user The user name for the user at the mail server Mail password The password for the user at the mail server Mail folder The mail folder of the user at the mail server 30 m 2 4 ENTERPRISE USER INTERFACE e Mail format in compose window The format which is used by the compose dialog can be defined here Following options are available HTML Mails are sent in HTML format text html Plain Mails are sent as text mail text plain The default format for sending mails is HTML e Home page The content of the URL entered into this field will be displayed on startup of the enterprise server e Display hidden documents This function allows to show or hide files of the DMS which has a point at the beginning of the name It is possible to select between following options according to configuration The configuration of the option Do not display hid den documents Administration Configuration DMS will be used Yes Hidden documents are shown in the DMS No Hidden documents are not shown in the DMS The Toolbar The toolbar consists of following elements e Functions that can be applied to entries in the work area To apply a function first select one or several entries in the work area and then click on the corresponding icon at the toolbar The function will be executed immediately except if the function needs additi
85. displayed in figure 6 6 Content of the HTML page Query Result Toolbar The tool bar is analog to process search but without function View process history A double click on a result entry executes the function Copy Name Corresponds to the entry Name of the DMS Object Table If you click at an entry in this column the content of the document will be displayed Creator The creator of the DMS Object Changed Point in time when the document has been changed the last time Folder The DMS Object can be found in this folder If you click at an entry in this column you change to the corresponding folder 6 3 2 Example Precondition The document search is displayed and you have already stored some DMS Objects 1 2 3 Activate the link Document search in the navigation area Enter the name of the DMS Object you are looking for into the field Document name Activate the button Start search The search result is displayed in your work area 125 6 3 DOCUMENT SEARCH T Genterprise Jack Jones localhost 2000 w serviet method com groiss smartclient Main showMainPage v C B Googie t6 amp G o Gate o gt ep90 enterprise JackJones v By E rprise Back Vj Refresh Result details za Save Newreport Details of query 4 Edit lil Export Options Copy E Tasks Document search Documents Name Creator Folder Ei Calendar
86. e With the help of the fields of the HTML page Document search see figure 6 5 it is possible to define some search criteria for the document search 123 6 3 DOCUMENT SEARCH EL Genterprise Jack Jones localhost 2000 wf servlet method com groiss smartclient Main e J Google 8 o z eB 2E ep90 enterprise e JackJones v enterprise C Tasks Document search amp Documents Document name Java E Calendar Text contains In document In form Search Time Changed M Show time in date conditions From 5 To al Process search Document search Report designer Reports Recent activities Start search Reset E Extras Figure 6 5 Document search for document search which can be adapted by an administrator or a user with right Statis fic In this template e g the sort order of columns can be defined predefined conditions can be set other display attributes can be added etc das Hint For document search a stored query with id doc search template exists template g Content of the HTML page Document search e Document name The name of the document e Text contains The text which should be contained in the form and or document of the searched entries For this purpose the full text search must be activated under Administration Configuration gt DMS see Installation Guide e In document the content of the field
87. e process the time of process start start agent and the priority e Process form s If you click on the form icon the form which has been created in the system administration will be displayed This form can be edited and stored with button Save if your are the current agent Use the button Save and complete to save your changes and automatically forward the task to the next agent of the process see chapter 3 2 2 Furthermore the appropriate worklist functions are available in toolbar e Notes Here you have the possibility to attach a note to the task edit or delete it Edit and delete is allowed for notes only attached in same process step excepting private notes This kind of notes is also used for DMS objects and is described in section 4 3 13 136 8 2 START PROCESS e Documents By activating this function a list of all attached DMS documents are shown e History This is a simplified version of the process history described in chapter 3 2 18 e Process A graphical overview about the process is displayed analog to chapter 2 42 19 e Emails This function is not displayed by default and must be added for each process definition It shows a full email correspondence of this process analog to section 3 2 21 but it is not possible to send new emails Back ei al A A 912 Walter Heisenberg 21 04 2014 Task Request Started 24 02 2014 11 16 Process Vacation Started 24 02 2014 11 16 Started by Walt
88. e assignments contains the following information 26 2 4 ENTERPRISE USER INTERFACE Role A role assigned to you Organizational unit The role is valid in this organizational unit The table Users who substitute my roles contains the following information Active Indicates if a role is active green point or inactive red point Role Name of the role your substitute have got due to his substitution Organizational unit Name of the organizational unit in which your substitute have got the corresponding role User Here you find the name of the user who substitutes you in a certain role From This column shows the point in time when your substitute start having the role substitution for you Until This column shows the point in time until when your substitute stops having the role substitution for you The table Users whose roles I m substituting contains the following information Active Indicates if a role is active green point or inactive red point Role Name of the role you have got due to a substitution Organizational unit Name of the organizational unit in which you have got the corresponding role User Here you find the user whose role substitution you have got From This column shows the point in time when you start having the role substitu tion for this user Until This column shows the point in time until when you have the role substitution for this user Substitutions Yo
89. e document to which you have attached a note If you don t tick this checkbox anyone who is allowed to see the corresponding document is also allowed to see the attached note e Ok Click on this button to confirm your entries The new note will be attached to the document The DMS Object Table will be displayed in your work area If this was the first note you attached to the document the icon for the function Notes table appears in the DMS Object Table for this document The notes table is described in section 4 3 27 e Cancel Activating this button leads in closing the dialog without saving the changes 87 E 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT Attach note x template2 Subject My note Content Perform checks Private O Ok Cancel Figure 4 13 Attach note Example Precondition The DMS Object Table is displayed and there is at least one document in it 1 Mark that document of the DMS Object Table you would like to attach a note to 2 Select the function Attach Note in the toolbar The dialog Attach note see figure 4 13 is displayed in your work area 3 Enter a subject and a content for the note 4 Activate the OK button The new note is attached to the selected document and the DMS Object Table is displayed in your work area The icon for the function Notes table appears in the DMS Object Table for this document Hint If the note table is displayed in your work area you can
90. e file system Weblink can be used to define a link onto a URL Process form stands for a form attached to a process DMS Object Table stands for the content of the work area in the DMS of G enterprise after a Folder has been selected in the navigation area This table contains all DMS Objects stored within the DMS of Genterprise Recycle bin is a temporary storage location for deleted DMS objects 4 2 Components of the Document Management The document management in enterprise contains multiple elements The main table is the DMS Object Table It lists all documents that have been attached to a task or process respectively The Detail View shows additional information about a document Multiple versions can be created for each document The Version Table lists the various versions of a document 4 2 1 DMS Object Table The document management of Q enterprise appears in your work area as the DMS Object Table see figure 4 1 The rows of this table represent the documents that have been at tached to a process Columns of the DMS Object Table e Additional data This icon is a link to the a form which holds additional data de scribing the corresponding document It will be opened in a new browser window Not all documents will have such a corresponding form In this column it is also pos sible to show details of the current DMS object and get access to notes permissions and versions by activating the small triangle e Name
91. e step has been handled e Forms Here you find all forms if available that have been modified in the corre sponding step The form icon is a link to the version of the form It can only be viewed but not edited l kas ea ah E Hint The upper part of the window see chapter 3 2 18 always shows the current version of a form e Started This column shows the point in time date and time when this step was started e Taken This column shows the point in time date and time when this step was taken 59 3 2 FUNCTIONS OF THE WORKLIST COMPONENT e Finished Here the point in time date and time of the completion of the step is displayed If this field is empty the step has not been completed yet e Additional info This column contains additional information about a step e g aborted suspended Special cases 1 Version If a version of a process step has been created see chapter 3 2 7 the de scription of this version will be displayed in an additional row below the according task 2 Sub process If the displayed process contains one or more sub processes a link in the upper right corner of the course transfers you to the process history of the sub process 3 2 19 Process definition The tab Process is the fifth tab which can be reached by one of the link of an entry in the worklist Process Task or Documents This tab displays additional information about the process and position in the process
92. e tasks The worklist shows all tasks that are being handled at the moment or have to be handled by the user Through the worklist the user can access and change attached forms and documents and finish the tasks send them along their way 1 9 enterprise G enterprise belongs to the most recent generation of workflow management systems and is fully integrated into the internet The use of the system is intuitive and clear which makes the everyday work with the system much easier The major advantages of using the WFMS enterprise to control business processes are e Specification The use of G enterprise leads to a better specification of business processes like standard processes as well as less structured or predefined processes e Documentation The use of enterprise leads to an accurate documentation of business processes and therefore contributes to the quality management and the pro cess controlling The analysis of process documentation generated by the workflow system is a substantial base for the improvement of business processes e Turn around enterprise helps to reduce the cycle time within administration to a great extent Especially transport time and wait time can be reduced substantially e Flexibility In contrast to traditional software enterprise allows changing busi ness processes dynamically and supports exceptional situations in particular e Integration Genterprise can also serve as a base for the integration
93. ear in your work area This HTML page see figure 6 4 shows a list of results displayed as a table Each row of this table contains one process instance The columns hold the following information e Id The Id is the unique identifier of a process instance The Id is linked to the process history of this process instance e Process This column shows the process type without version e Subject This column holds the subject of this process instance e Active task information If the process is in the state Running this column contains the current tasks the actors first and last name and if available the due dates of the tasks e Started This column displays the point in time date and time when the process was started e Due date This column displays the point in time when the process should be finished process due date 122 6 3 DOCUMENT SEARCH Finished If the process is not running any more this column contains the point in time date and time when the process was finished In the tool bar there are following functions Back to search mask This function is visible only when using the Process search or Document search and allows to go back to the corresponding mask Refresh If you activate this function the search will be executed again with the already defined search criteria Result details This dialog shows the search criteria which have been used and the number of matching process instances
94. ed 16 06 2014 o Vacation 04 06 2014 13 34 20 06 2014 Business trip Request n jenes Vienna e Business trip 04 06 2014 13 31 Problem Management Insert Error m E Problem 02 06 2014 14 45 Work time Enter work time Jack Jones 5 2014 S Worktime J 21 05 2014 11 19 Candidature process Create No subject Form 5 10 04 2014 10 11 Incident Management Support Resource Editor B SIIncident 10 04 2014 09 32 Change Request Insert Change Requ Change Request g E Change Request 09 04 2014 15 41 E Documents E Calendar Search Extras Number of entries 10 Figure 3 1 Structure of the Worklist e Role This column only exists in the role worklist and role suspension list and con tains the name of the role this task has been assigned to e Id The Id is the unique identifier of the process instance to which the task belongs This identifier can be a number or a text e OU Organizational Unit Shows the actual organizational unit of the task e Process Displays the name of the process to which the task belongs The name of the process is a link to the process history see chapter 3 2 18 e Task This column contains the name of the actual task The name of the task is a link to the task description see chapter 3 2 18 e Subject If a subject has been specified at the process definition it will appear here e Priority This column contains the priority of a process relating to the cur
95. ed permission list to table Access Removing permissions from table Access can be done by selecting an empty permission list entry and activating this button e Cancel This button closes the dialog without saving the changes The table Access is displayed again Copy access The function Copy access allows to copy permissions to sub objects if the user has the right Edit permission for all sub objects of the current folder The dialog contains following elements e Selection of permissions It is possible to select if all permission or only the selected ones should be transfered In both cases only permissions are included which are assigned directly to the current folder not via permission list e Kind of transfer There are 2 ways Replace existing permissions Original permissions of sub objects will be deleted and replaced by new ones If the option Incl permission list is activated the permission list will be copied to the sub objects replaces the existing permis sion list in sub objects or if in current folder no permission list is defined the permission lists of sub objects will be deleted If no permission in current folder exists and this function with the replace option is executed all permissions of sub objects will be deleted Add to existing permissions Original permissions of sub objects will be kept the new ones are added A defined permission list in current folder is not copied to sub objects 100
96. elect a link of the group Documents in the navigation area Further you can click on a link of an entry in your worklist Process Task or Documents and select the tab Documents The document management is explained in detail in chapter 4 3 2 17 To Note View To change to the note view of Centerpriseeither click the note view icon of a task Further you can click on a link of an entry in your worklist Process Task or Documents and select the tab Notes Here you have the possibility to attach a note to the task edit or delete it Edit and delete is allowed for notes only attached in same process step excepting private notes This kind of notes is also used for DMS objects and is described in section 4 3 13 3 2 18 Process history The process history provides the detail view of one process instance It shows all process steps a process has passed through Additionally you can get information about who han dled each task and how long it took to complete it You will also find descriptions of the process versions The process history can be accessed in two ways 1 By clicking the d in the search result the detail view of the process will be loaded 2 Each worklist contains a link to the process history in the column process After activating this link the process history will be loaded see chapter 3 1 1 3 Click on one of a link Process Task or Documents of an entry in your worklist and then select the tab History 56 3
97. entry in process table and activating the button Next the process start mask step 2 of wizard will be displayed see figure 3 3 Another way is to double click on a table entry 39 3 1 LINKS OF THE GROUP TASKS TE Genterprise Jack Jones x localhost 000 wf servlet method com grc enterprise gt Vacation Al p Tas Start the process Business trip Task Organizational Due at 21 11 2014 13 00 E Priority 2 Description Show form v Cancel Figure 3 3 Process start form Content of the Process Start Form e Task This list contains all tasks which are selectable in first step of process If only one task is available this selection is disabled Organizational unit This list contains all organizational units you are associated with Select the organizational unit you want the process being started in If only one organizational unit is available this selection is disabled Due at Enter the date by which the process should be finished You can click on the calendar icon to use the enterprise calendar assistant this is optional Priority Enter here the priority for the process If nothing is entered the default value will be used Description Enter a description for the process It will be displayed in several places where it will be useful to the user Show form If there is a form associated with the process and you activate this check box the corresponding f
98. ep Hint After activating the function Complete and assign there is no possibility to abort the function process is shown in Finish not complete table Not even the function Back of your browser will undo the effect of the function 3 2 4 Go back This function can be activated by clicking on the icon Go back in the toolbar Exactly one task has to be selected prior to activating this function The function allows you to return to a previous task within the running process This can be necessary when you cannot complete the task because incorrect data has been entered in a previous task 47 zn QE zt 3 2 FUNCTIONS OF THE WORKLIST COMPONENT When you activate this function the HTML page Go back see figure 3 11 will be dis played in your work area Select the task you want to return to from the list of previous tasks Go back z Id 548 Task Test Subject Error Agent Task Started Finished Dr Roland Eisenberg Sen Solve 01 10 2013 13 26 01 10 2013 13 26 Dr Roland Eisenberg Sen Insert 01 10 2013 13 25 01 10 2013 13 26 Comment Please check Ok Cancel Figure 3 11 Go back The WMFS removes the task from your worklist and puts the previously selected task in the personal worklist of the corresponding user This user can now continue to handle the task Hint A version of each form will be created when the function Go Back is executed All documents will be kept If compensation meth
99. er Heisenberg Priority 0 Vacation gt Notes gt Documents gt O History gt Process gt Figure 8 4 Detail mask of a task 6 2 Start process This link opens the process list which shows all processes you are able to start see fig 8 5 You can start all those processes in which you are entitled to handle the first task e g because you are member of the role associated with the first task By activating a link of the list the process start form of the selected process will be started 8 3 Process search Activating this link leads in displaying the search mask for process search The result of the search will be shown in your work area as a table The entries of this table contain links to the process history of the corresponding process instances analog to chapter 3 2 18 The search mask contains following information 137 8 3 PROCESS SEARCH Worklist 4 a1 Prozess gt a2 Prozess gt a2_proc_view2 gt a5_proc gt AdHoc gt all control structures gt all control structures new gt Figure 8 5 Process start in mobile client Back Process search Ok Id Exacly v Subject Starts withv Error x Started From 03 11 2014 Started To tt mm jij Finished From tt mm jjj Finished To tt mm jj Figure 8 6 Process search in mobile client e Id Here you can specify the Id of the process instances you are looking for The Id is the unique identifier
100. erm 38 3 1 LINKS OF THE GROUP TASKS T Genterprise Jack Jones x localhost 2000 wf serviet method com grc enterprise Vacation OL Start process Name Version Application AdHoc 1 Default Business trip Staff processes Candidature process Default Change Request ITSM Incident Management ITSM incoming invoice processing demo Job Project Management Jobproc Default k proc Kel Appl order demo Problem Management ITSM Problem Mgmt demo Project Project Management Figure 3 2 Process table e Name This column lists the name of the process e Version This column contains the version of the process e Application This column shows the application where process is located e Description This column shows an additional process description if one has been entered e Back This button is inactive in first step of wizard e Next This button leads to step 2 of wizard the process start mask e Start process If an entry is selected the process can be started without step 2 of wizard Your personal worklist will be displayed see chapter 3 1 1 and the first task of the started process will be in your worklist But there are also exceptions e g no unique task can be determined in this case step 2 of wizard must be performed by activating the button Next e Cancel By activating this button the wizard will be closed the changes discarded and no process started By selecting an
101. es of this week month e Deadline Violations of the current period configurable in the system configuration of enterprise default value is 1 year The relative percentage of violations are displayed as weather symbols For each point the number is displayed plus the links to list the concrete instances For processes with definition a link for starting new instances is displayed additionally The last started instances are also listed The number of displayed instances can be defined in the system configuration of enterprise default value is five 132 7 4 PROCESS COCKPIT Firefox T Genterprise Jack Jones 9 localhost amp 000 wt servlet method com groiss smartclient Main showMainPage ve EB Googie P D ft T RETE UPS JackJons v By sl E Qiero d Back Edit E Tasks Es Documents E Calendar 3 Definition Runtime 49 Search Responsible sysadm ZE Process instances Running 1 Finished 1 Gestartet This week 2 This month 2 Incident Management Dashboard Organization Process cockpit Deadline violations Start process gt Recently started Reports ld Started Subject Currently at ITSM Suche 7 10 04 2014 09 32 Resource Editor Support Jack Jones ITSM Suche 6 10 04 2014 09 32 Mail error Functions Abort and Archive Create Changelog Link incident to a Problem Change Request Create Release Links ORF
102. following fields e Subject Free text This text is shown whenever the appointment is shown in the different views e Location The location of the appointment e From Start date and optional time e To End date and optional time e Whole day Checks if the appointment takes the whole day 115 5 2 APPOINTMENTS e Description Free text e Private Indicates a private appointment e Notification You can define whether you want a reminder email for this appointment and how long in advance e Caption Set a color for the appointment e State fixed or preliminary e Participants Select the participants for the appointment Participants can be added only if the current user has the right Insert calendar appointments There are follow ing options description analog to filter definition User Users of Organizational Unit Organizational Unit Resource Email e Notify participants per email If this checkbox is active all participants will be informed when appointment will be saved e Appointment editors Define who can edit the appointment additional to the cre ator e Recurrence Define a recurrence interval and end date e Every Define the repeat interval The first field contains the interval between two appointments in a period The second field contains the period Furthermore there are three possibilities for repeating an appointment Forever Recurrences never end
103. ful to the user e Show form If there is a form associated with the process and you activate this check box the corresponding form will be opened immediately after you started the process e Show form templates If form templates are defined for this process a table with all assigned form templates will be displayed see section 4 3 19 By double clicking an entry the form is opened in readonly mode If a table entry is selected and the button Start process is activated the process will be started and the process form will be pre filled with the data of the template form e Back This button leads to step 1 of wizard the process table e Next This button is inactive in second step of wizard e Start process Use this button to confirm your entries and start a new process with the selected items Your personal worklist will be displayed see chapter 3 1 1 and the first task of the started process will be in your worklist e Cancel By activating this button the wizard will be closed the changes discarded and no process started The DMS Object Table is displayed again Example Precondition The DMS Object Table is displayed and there is at least one document in it 1 Mark those items of the DMS Object Table which should be attached to the new process 84 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT 2 Select the function Start process in the toolbar and select a process The dialog Start process see figure 4 10 is displa
104. function can be activated by clicking on the icon Cut in the toolbar At least one item of the DMS has to be selected prior to activating this function The function Cut can be used to move entries of a DMS folder into the clipboard of enter prise Then you can use the function Paste to insert the entry of the clipboard into another DMS folder 76 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT Hints e The entries inserted into the clipboard via the function Cut remain there until other entries are put into the clipboard via the functions Cut Copy or Link or until you flush the content of the clipboard with the activation of the function Empty clipboard which can be found in the clipboard e If the function Cut is not directly followed by the function Paste the entry which has been copied to the clipboard remains in the folder where the function Cut has been applied on it Example Precondition The DMS Object Table is displayed It contains at least one document in your personal folder 1 Mark the document you want to cut of your personal folder 2 Activate the icon Cut from the toolbar The document will be copied to the clipboard of G enterprise 3 Open the folder Common of your DMS 4 Activate the icon Paste in the toolbar The document is removed from your personal folder and inserted into the folder Common of the DMS The clipboard is empty 4 3 5 Copy This function can be activated by clicking on the icon Copy
105. g to read values from form fields More information about XPATH expressions are available in application development guide e g in chapter Office templates URL to message body An alternative to a message text a path to a HTML mask can be defined here The URL must be relative to classes directory of enterprise or the application This possibility allows you to define more complex masks which are added as HTML bodypart text html It is also possible to define place holders as mentioned at subject field If an URL has been entered no message text in HTML or Text Source could be created and also the value of Mime type will be ignored Message text HTML or Text Source Analog to Subject a message text can be de fined here bodypart If the Mime type value is set to Text the tab HTML is not active If an URL to message body is entered both message text tabs are inactive Message templates defined in DMS are usable for current user only If message templates should be usable by other users you have to define the Share right in tab Access of the message template see section 4 3 26 96 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT 4 3 22 Navigation In this area it is possible to navigate in folder hierarchy of DMS and search for table entries The navigation function can be used to navigate from the current folder upward along the folder hierarchy to the folder above the current folder 4 3 23 Refresh This function can
106. g of figure 4 11 is displayed in your work area 3 Click on the icon Change Type in the toolbar The dialog of figure 4 11 is displayed in your work area 85 e 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT 4 Select the type from the list New Type which should be assigned to the document 5 Activate the OK button The type of the document becomes changed and the DMS Object Table is displayed in your work area 4 3 12 Create version This function can be activated by clicking on the icon Create version in the toolbar At least one item of the DMS Object Table has to be selected prior to activating this function The function Create version can be used to create versions of documents A version stores the content of a document at a given point in time Later the content of older versions can be accessed if required Hint This function is not available by default and must be added as function in folder properties action id createVersion Create version w template Comment Backup Ok Cancel Figure 4 12 Create version Content of the dialog Create version e Document In this table you find the former selected document e Comment This text field can be used to enter a note for a version e Ok Activating this button leads in closing the dialog and creating a version of the selected document The DMS Object Table is displayed again e Cancel This button leads in closing the dialog wit
107. he according task The following task functions are offered by enterprise as a default e Copy to e Follow the process e Into clipboard e Set due date e Set read unread e Set priority Following standard functions are not displayed by default but can be configured by an administrator e Add parfor steps e Add process relation e Test XPath 9 1 1 Copy to This function can be used to send a copy of the current task to any user The copy contains read only versions of all forms documents and processes of this task They cannot be mod ified Clicking the link Copy to loads a dialog see figure 9 2 in your work area 140 9 1 TASK FUNCTIONS IN ENTERPRISE T Genterprise Jack Jones x amp locathost 2000 w serviet method com groiss smartclient Main showMainPage C B Google PRA amp 4 4 Q ep90 enterprise e 3 v JackJones y Ey sl El enterprise gt Give back Complete 9 Goback Suspend amp Reassign Make version 4 Cut E Insert E Tasks Worklist a amp Worklist 10 ld ou Process Task Subject Functions Documents Received 4f Role worklist 0 GI Incident Management Support Translation error e incident o 23 06 2014 10 26 Suspension list 0 GI Incident Management Support No figures in Lynx iv incident 23 06 2014 10 25 2 Role suspension list 0 i Pel ev Incident 23 06 2014 10 25 i Follow the process Gl Incident Manageme
108. he role worklist for any other reasons If you are the direct actor of the task or if you handle the start task the execution of this function will only change the status to not handled bold Hints e The data in the forms and documents attached to this task will not be changed by this function e Cancel You cannot cancel the operation once you activated the function Give back but you can try to take it again 44 3 2 FUNCTIONS OF THE WORKLIST COMPONENT 3 2 2 Complete This function can be activated by clicking on the icon Complete in the toolbar At least one task has to be selected prior to activating this function Once you have finished a task you can activate the function Complete to send it further along its way The WFMS checks if the task has been handled correctly by evaluating the optionally de fined post condition for this task If the post condition is met the task will be removed from your worklist and the following task s will be triggered If the evaluation of the post condition fails a message appears and the task remains editable in your worklist If the actor of the following activity is a role the task will appear in the role worklist of the members of this role Hints e When a task is completed a version back up of every form will be generated au tomatically Versions of other attached documents are only created on request see chapter 3 2 7 e You cannot cancel the operation once you
109. here a new email can be created The field Subject is already filled with the subject of the corresponding process form e Reply This function is available only if an email has been selected before The com pose window will be opened and the fields To and Subject will be filled automatically 61 3 2 FUNCTIONS OF THE WORKLIST COMPONENT with the data of the selected email The text of the selected email is marked as replied text e Reply All Analog to Reply but all email addresses of the selected email will be filled in the particular fields e Forward This function is available only when an email has been selected before The compose window will be opened and the field Subject will be filled automatically with the data of the selected email The text of the selected email is displayed as forwarded text e Edit as new This function is available only when an email has been selected before The compose window will be opened and the fields To and Subject will be filled automatically with the data of the selected email The text of the selected email is displayed as new text e Refresh This function allows to refresh the table The email list contains all incoming and outgoing emails symbolized by following icons e Incoming mails e Outgoing mails e Mails in Mail Queue By activating a row the details of the selected email are displayed see section 3 20 TE Genterprise JackJones X localhost 2000 w sevlet metho
110. hout changes The DMS Object Table is displayed again 86 l p shy gt e 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT Example Precondition The DMS Object Table is displayed and contains at least one document 1 Mark the document you want to create the version 2 Select the function Create version in the toolbar The HTML form of figure 4 12 will appear in your work area 3 Enter a note describing this version in the field Comment 4 Activate the button OK A new version will be created and the DMS Object Table will be displayed Hint For the successful execution of the function it is not necessary to fill in the comment field It is sufficient to click the OK button 4 3 13 Attach note This function can be activated by clicking on the icon Attach Note in the toolbar At least one item of the DMS Object Table has to be selected prior to activating this function The function Attach Note can be used to attach notes to items of the DMS Object Table Hint This function is not available by default and must be added as function in folder properties action id attachNote Content of the dialog Note e Document In this table you find the former selected document e Subject Enter here the subject of the note e Content Enter here the content of the note e Private If this checkbox is ticked the note can only be seen and modified by the creator of the note This is also true even if you send a link to th
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112. ides information about the definition and the instances of a process The Work Area The work area is the main area in the Genterprise user interface Here the content of the actually selected entry of the navigation area is displayed The layout of the work area can vary quite substantially with the specific content and therefore relevant information can be found in the appropriate chapters Column picker Sorting Filter and search field You can change the number of displayed columns by using the column picker The column picker is placed rightmost of the table header Activate the functions and a popup window containing the names of all actually visible and possible columns opens Already visible columns are displayed with a small check mark To add a new column to the table activate a column name without the check mark The table refreshes and the selected column is displayed To remove a column from the table activate a column name with the check mark The table refreshes without the removed column With menu item Reset changed column widths and visibilities are set back to default according to XML definition A column contains following functions in column header e Sorting You can change the sorting column and sorting direction by activating a column header Which column and direction is actually used for sorting is marked by a small arrow left of the column name e Filter By clicking on the filter icon a context sensitive
113. igned rights displays the permissions stored for this pattern object In tab Access permissions for the permission pattern object can be created For displaying a pattern object the right View objects for renaming edit ing the right Edit permissions and for deleting the right Delete objects are needed Permissions of a pattern object are attached by activating the button Apply right Edit permissions for the appropriate object is needed 4 3 27 Notes table This table can be displayed by clicking on the icon 7o notes table in the DMS Object Table or by navigating via DMS object properties to tab Notes Content of Notes table e Subject This column displays the subject of a note This allows you to identify a note easily In this column a icon is displayed indicating the type of the note If the note is a private note the symbol for private notes is displayed If the note is a global note the symbol for global notes is displayed 101 Lj 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT T Genterprise Jack Jones localhost 2000 w4 serviet method com groiss smartclie enterprise gt E Tasks E Documents P Incident Management El Recycle Bin t Main showMainPage ep90 enterprise New y Delete X Cut j Documents Allgemein Name E Candidature template D Cockpit E dms template TL Incident Management General Subject T Access Content El Notes M Notes
114. ill appear in your work area 2 Enter a content for the new note 3 Click the Insert button The new note is added to the DMS Object Table which is displayed in your work area 74 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT New web link The function allows you to create new web links within the DMS After activating this function and selecting the DMS element Web link the dialog Web link will be displayed in your work area see figure 4 6 Web link Name URL Description a Google http www google com Search engine Content of the dialog Web link Figure 4 6 Web link Name Enter here the name for the web link It will be displayed in the column Name of the DMS Object Table URL The URL pointing to the web link Description Free text Insert Clicking this button confirms your entries and the new web link is added to the DMS Object Table which is displayed in your work area after the function has been executed Cancel Clicking this button leads in closing the dialog without creating a web link The DMS Object Table will be displayed in your work area Example Your personal DMS folder is displayed 1 Click the icon New in the toolbar and select entry Web link The dialog shown in figure 4 6 will appear in your work area 75 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT 2 Enter a name for the new web link e g Groiss Informatics GmbH 3 Enter a
115. in the toolbar At least one item of the DMS has to be selected prior to activating this function The function Copy can be used to copy entries of a DMS folder into the clipboard of en terprise Then you can use the function Paste to copy the entry of the clipboard into another DMS folder For the destination directory of the function Copy you have two alternatives e The destination directory the directory to which you want to copy the entry is differ ent from the source directory the directory where you activated the function Copy In this case the name of the file in the source directory and in the destination directory are the same e The destination directory and the source directory are the same In this case the name of the copied file in the destination directory is Copy of File name see figure 4 7 Hint The entries inserted into the clipboard via the function Copy remain there until other entries are put into the clipboard via the functions Cut Copy or Link or until you flush the content of the clipboard with the activation of the function Empty Clipboard which can be found in the clipboard TI 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT Name Type Size Last changed at o Copy of IT Ky_2012 pdf Standard document 356 95 KB 11 10 2013 09 25 IT KV_2012 pdf Standard document 366 95 KB 11 07 2012 12 53 Figure 4 7 Copy of Link to Example Precondition The DMS Object Table is displayed
116. in with the changed subject 4 3 28 Versions This function can be activated by clicking on the icon Versions in the DMS Object Table or by displaying the DMS object details and navigating to tab Versions This function can be used to display the versions of a selected entry of the DMS Object Table 102 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT T Genterprise Jack Jones localhost 000 wf se enterprise gt E Tasks E Documents Ei Jack Jones E Allgemein D Cockpit P Incident Management jroiss smartclient Main showMainPage ep90 enterprise New X Delete X Cut Copy 2 Link insert 33 Replace Documents Allgemein Name E Candidature template D Cockpit E dms template C3 J Incident Management j Send to vwieaevtr aad 9 e 2 v JackJones By si El Start process v Folder properties fij Clipboard Type Candidature form Folder Message template Cockpit folder CN Size Last changed at 02 06 2014 10 38 15 12 2015 10 50 29 07 2015 11 20 09 04 2014 15 28 Lj E Recycle Bin z Java features Standard document 339 KB 10 04 2014 09 36 General Created at Created by C5 Description o Y Access 10 04 2014 09 36 Jack Jones E New version fj Notes 10 04 2014 09 36 Jack Jones a Backup 3 Versions 12 KB 09 04 2014 18 24 21 KB 09 04 2014 18 24 09 04 2014 18 24 Ej Log Standard document E Logfile Standard document E Log info Note
117. integrated in enterprise It can be used to ad ministrate appointments TE Genterprise JackJones X localhost 2000 wf servlet method com groiss smartclient Main showMainPage Suchen B amp 48g Q eo z Gsrpriscy pacar A e Y v JackJones v By si E E Today lt gt f Day T Week Month 7 Year E Tasks 2014 06 04 2014 07 04 2014 08 04 2014 09 04 2014 10 04 2014 11 04 2014 12 04 2014 E Documents E Calendar 4 April gt SMTWTEFS 30311 2 3 4 5 6 7 8 9 Wn 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 sem 10 00 AM EE 28 29 30 1 2 S ETA Meeting m5 6 7 8 9 HN 2013 2014 2015 Events User Jack Jones Calendar Due tasks Finished tasks Staff processes Invoice duedates Filter excog EZ My cal Search javascript void 0 Figure 5 1 Calendar in enterprise 5 1 Elements in the navigation frame The calendar of Q enterprise is divided into the following fundamental areas 111 5 1 ELEMENTS IN THE NAVIGATION FRAME 5 1 1 Calendar navigation The navigation allows to navigate within the calendar Following functions are available e Calendar overview In navigation area a small calendar sheet is available which show the current month This sheet allows navigation between the months selection of a specific month the selection of a specific day which is also displayed in calendar sheet a specific year e Today By activating this button the curren
118. ion Settings can be used to define e which columns should appear in your folder in which order e which functions should appear in your toolbar of the folder e which forms are allowed or not allowed in this folder localhost 3000 wf servlet method com groiss smartclient Main showMainPage e Q suchen Y UyYJA AI ODO SOS ep90 enterprise e 2 v JackJones By s GB enterprise New X Delete X Cut Copy A Link Es insert Replace j Sendto lt j Start process Y Folder properties Clipboard 1 Tasks Documents Y Allgemein aw E Documents Name Type Size Last changed at D Jack Jones E Candidature template Candidature form 02 06 2014 10 38 D Allgemein E Cockpit Folder 15 12 2015 10 50 P Cockpit E dms_template1 Message template 29 07 2015 11 20 El Incident Management y Incident Management Cockpit folder 09 04 2014 15 28 E Recycle Bin General Columns Name Y Access Additional data ffi Notes Type Size d Last changed at S Settings Functions Forms Allowed Denied El Java features Standard document 339 KB 10 04 2014 09 36 F Log Standard document 12 KB 09 04 2014 18 24 H Logfile Standard document 21 KB 09 04 2014 18 24 Log info Note 09 04 2014 18 24 ff Calendar P Search gt 8 Extras Number of entries 8 1 selected Figure 4 22 Folder settings Content of the dialog Settings e Columns Columns which should appear in your
119. is a simple instruction manual for your first steps with the system and shows fundamental concepts in 2 en terprise The third chapter is a detailed description of the worklist the central component for the everyday use of G enterprise The fourth chapter addresses the handling of documents and notes The fifth chapter is about the integrated calendar The sixth chapter explains the search component of Genterprise which helps you to extract useful information about your processes The seventh chapter describes the extras component of enterprise It covers for instance the change of user preferences The eighth chapter describes the mobile client component of Genterprise To give you a better orientation in the manual the icons that are used by G enterprise are shown in the margin The following list shows the icons most frequently used within en terprise e Calendar Clicking this icon displays the G enterprise calendar The calendar assists you in entering the date e Functions This icon represents functions to a task in enterprise It appears in the appropriate column of the worklists Clicking this icon lists the available functions e Document This icon signalizes that there are additional documents attached to the task After clicking this icon you are usually transferred to the document manage ment e Form This icon represents a form The form can be displayed by clicking the icon e Note enterprise distinguishe
120. is executed see sec tion 3 2 2 CTRL SHIFT T The toolbar function Take is executed see sec tion 3 2 12 Table 2 2 Actions shortcuts Shortcut Description CTRL ALT H The process history tab is displayed see section 3 2 18 Table 2 3 Process details shortcuts 35 3 The Group Tasks The group Tasks comprises your personal worklist your role worklist your suspension list the role suspension list the function list and a possibility to start new processes In order to handle the content of the different entries of this group you can use functions and links displayed within your work area or in the toolbar 3 1 Links of the Group Tasks 3 1 1 Worklist Role worklist Suspension list and Role suspension list The worklist is the central component for the Centerprise user The worklist symbolizes the desk or the in tray of the user respectively All tasks that have to be carried out by you are displayed in your worklist G enterprise distinguishes four types of worklists your personal worklist your role work list your suspension list and your role suspension list You can select the various worklists through the entries in the navigation area Structure of the worklist The personal worklist the role worklist the suspension list and the role suspension list are structured in the same way In the personal worklist you have the possibility creating sub folders for customizing your worklist see chapte
121. is function After a process has been aborted the link Abort process disappears The two links Reactivate process and Archive process will be displayed instead e Reactivate process Clicking on this link reactivates a previously aborted process lib i e the process is active again After a process has been reactivated the link Re activate process and the link Archive Process disappear The link Abort process will reappear instead On the reactivation mask it is possible to activate the checkbox Take the reactivated Tasks If activated the current user gets the last tasks in his worklist instead of the last editors e Archive process Clicking on this link archives a previously aborted process it will be finally terminated An archived process cannot be reactivated anymore After a process has been archived the process history window will be closed automatically e Refresh This function allows to refresh the process history e Follow the process Definition for process or its tasks that a notification email should a be sent if the process or tasks are finished More information is available in section 2 L2 i e Supplement Clicking on this link starts a supplement task for the running process Lat This function is available only if a supplement task is defined for this process and the current user has the necessary rights see System Administration Workflow Mod elling Tasks Supplement of forms This is useful when a process must be
122. is function is not visible by default 9 1 9 Test XPath This function allows to check XPath expressions if they are valid Hint This function is not visible by default 145
123. iss storegui FormWrapper showForm amp comingFromz standard documents amp object c ed 2 Message template Active vi Mime type HTML v Name dms template1 Description Recipients User v Jack Jones Role Tester Email v changelog groiss com Sender Reply To Attach to process Log message in journal Subject Changes in document URL to message body HTML Text Source B I U Z7 Av Please perform following steps 1 Check document 2 Inform manager 3 Write documentation Save and close Figure 4 18 Message template When email will be sent in case of HTML a HTML bodypart text html and in case of Text a PLAIN bodypart text plain will be created e Name The name of the message template which must be unique per G enterprise user e Description Free text which describes the template e Recipients The recipient list can contain plenty of To CC and BCC recipients Following recipient types can be defined User enterprise user can be selected here If user has an email address entered a message will be sent otherwise this recipient will be ignored Role enterprise role and or organizational unit can be selected here All users of this role in this organizational unit will receive an email if email address has been entered for this user 95 M
124. it he has the permission Edit objects for this folder and the documents inside this folder but not for the sub folders Size This information shows the size of the document in KB Kilo Bytes and in bytes The values can be different since this size in bytes is rounded to KB This element is available for documents only Status The status of the document can be found here A document can be checked in or checked out This element is available for documents only Created at This line shows the point in time when the document has been attached to the process Created by The name of the user who added the document at the time described above is displayed here If the user is not available anymore in enterprise a selection icon appears which allows to select a new creator Last changed at This information corresponds to the according entry in the column Last changed at lt is the point in time when the document has been changed the last time Last changed from This is the name of the last user who edited the document at the time described above Bequest permission list If this checkbox is ticked the folder bequests all its per missions to its sub folders and the items in those folders This element is available for folders only 4 3 26 Permissions In area Access permissions for a DMS object can be defined It is possible to add permis sions in a particular way or via permission lists All permissions are disabled in this ta
125. ither manually with function Unlock in tab General of the document see section 4 3 25 or by replacing the content see section 4 3 8 If you are not the creator owner of the document you need the right View objects and additionally Execute object on function Unlock to unlock the document Hint This function is not available by default and must be added as function in folder properties action id ock 92 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT 4 3 21 Follow document changes This function allows to follow changes of a DMS object i e an email will be sent to the appropriate recipients which are defined with this function Following changes are followed e Change document name e Change meta data form e Function Replace e Function Lock and Unlock e Function Change type For all other actions no message will be sent this includes also changes of DMS objects within a DMS folder if folder is followed Hint This function is enabled by default and has the action id followDocument Follow document changes J A1 Form Recipients TO v User v Roland Eisenberg CC v Role v all x Bcc v Email iv changelog grois com Message i Default template template Subject Content Delete Save and close Save Cancel Figure 4 17 Follow document changes Content of dialog Follow document changes e Recipients The recipient list can contain plenty of To CC and
126. k Click this button to confirm your entries and forward the process to the selected user e Cancel Activating this button leads in closing the dialog The task is displayed in table Finish not completed see section 3 2 3 Complete and assign x Id 22 Task Solve Subject Resource Editor The task Solve has been finished Follower Tasks Task Test comes to role Tester Select agent Jones Jack jones Comment Ok Cancel Figure 3 9 User selection Content of dialog User selection e Select agent This Combobox contains all users who are assigned to the role of the following step Select the specific user who should handle the next step If no user is selected and button Ok is pressed the following step will be assigned to the role and is visible in role worklist e Comment Free text for next agent e Ok Click this button to confirm your entries and forward the process to the selected user 46 EI i 3 2 FUNCTIONS OF THE WORKLIST COMPONENT e Cancel Activating this button leads in closing the dialog The task is displayed in table Finish not completed see section 3 2 3 Incorrect forwarding If a task cannot be forwarded correctly to the next user you will still be transferred to your worklist but a message will be displayed on top of your work area see figure 3 10 TE Genterprise Jack Jones locathost 2000 w serviet method com groiss smartclient Main showMai
127. k will be recalled automatically and therefore appear in the role worklist 3 2 15 Edit form The function Edit form can be found in the column Documents of your worklist your role worklist and your suspension list The form icon is being displayed at each task to which forms have been attached in the process specification 55 3 2 FUNCTIONS OF THE WORKLIST COMPONENT If you click on the form icon the form which has been created in the system administration will be displayed The process form is shown in the first tab The tabs Documents Notes History and Process will be explained in the following sections Following buttons are available in the form tab e Save Use this button to save your changes You will stay in the form view e Save and complete Use this button to save your changes and automatically forward the task to the next actor of the process see chapter 3 2 2 The form view will be closed and the worklist will be loaded If something has been changed in the form but not saved an asterisk appears in the form tab beside the name By activating the button Save the symbol disappears Hint A form can only be edited by using the personal worklist Opening the form view through the role worklist or the suspension list respectively only allows you to view the form No changes can be made here 3 2 16 To Document Management To change to the document management of enterpriseeither click the folder icon of a task or s
128. l dialog The compose dialog is called by every Email function and contains following elements e To CC and BCC Fields for email addresses separated by comma Subject Prefilled subject with subject pattern defined in mailbox see System Ad ministration Guide but also free text Text Free text but can be filled with text of selected email e Documents This table contains all documents which are uploaded or inserted from clipboard All these documents are attached to the email An alternative way is to use drag amp drop to add documents from file system e Upload Activating this button opens a new dialog where you are able to select files on file system These files will be attached to the Compose dialog when activating the button Ok and displayed finally in table Documents e Insert from clipboard If DMS objects have been copied you can add the objects as attachment with this function The objects are displayed in table Documents e Remove This button allows to remove documents from dialog For this purpose select an entry and activate this button e Send The email will be sent to the entered recipients e Cancel Closes the dialog without sending an email 3 2 22 Task functions Each single task in your worklist has defined certain functions called task functions Task functions are e g adding a process note or setting the due date of the task You can view the defined task functions by clicking the function icon
129. m groiss smartclient Main showMainPage ec B c h B GCG ep90 Qenterprise Information area e 3 v JackJones v By sl fF enterprise EN e 2 ca m d Give back Complete Go back Suspend Reassign 4 Make version Cut E Insert Toolbar O Tasks Worklist sa amp Y amp Worklist 10 ld ou Process Task Subject Functions Documents Received o 2 Role worklist 0 19 Gl Incident Management Support Translation error e incident 23 06 2014 10 26 Suspension list 0 18 GI Incident Management Support No figures in Lynx incident 23 06 2014 10 25 2 Role suspension list 0 Problems with 17 Gl Incident Management Support WARP engine Incident 23 06 2014 10 25 e Start process Y Jack danos Functions Y Vacation Approved 16 06 2014 E Vacation 04 06 2014 13 34 20 06 2014 Jack Jones Vienna Navigation area Business trip Request S Business trip 04 06 2014 13 31 Problem Management Insert Error 3 Problem JE 02 06 2014 14 45 Work time Enter work time Jack Jones 5 2014 5 ESWorktime 21 05 2014 11 19 Candidature process Create No subject 4 Form 5 10 04 2014 10 11 Incident Management Support Resource Editor Cilncident 10 04 2014 09 32 Change Request Insert Change Requ Change Request e Change Request 09 04 2014 15 41 Work area E Documents E Calendar Search E Extras Figure 2 7 Design of the User Interface 23
130. mail A special type of uploading documents is the form type Email The attributes Recipient Sender and Subject are extracted of the email eml or msg file and stored in email form After successful upload the details of the email as known of an email client could be opened by activate the appropriate DMS entry G enterprise supports mails created by Microsoft Outlook msg file During the upload the file is converted for the G enterprise email component see section 3 2 21 Outlook files contains possibly a RTF body Rich Text Format which are converted by a OpenOffice converter The path to an OpenOffice installation must be set by the administrator under Configurationl DMS OpenOffice home If no path is entered the PLAIN body is extracted only which is purely textual New form The function allows you to create new forms within the DMS After activating this function and selecting the DMS element Form a dialog with the se lected form type will be opened Depending on the elements of the form fill in the fields and activate the button Insert which inserts the form and shows the DMS Object Table again The button Cancel closes the dialog and no form is created Example Your personal DMS folder is displayed 1 Click the icon New in the toolbar and select any form A dialog with the selected form type will be displayed 2 You can fill in the form fields and confirm your entries by clicking the button Insert Now the form will appea
131. mplates contact the system administrator please The system administrator has to log in as user sysadm and open the folder Documents gt sysadm gt templates Every folder document or form which has been inserted into this folder serves as a template for the corresponding objects of the DMS If a user adds a new folder form or document of the same type he can tick the checkbox Template Therefore his new object is based on the corresponding template which resides in the folder Template i e if there are some fields already filled in in the template object this fields are also filled in in his new object 4 3 2 New This function allows to create one of following DMS objects e Folder e Documents e Forms e Notes e Web links G enterprise offers standard types of folders documents and forms The administrator is able to create own types of folders documents and forms which are displayed in the list In following sections the creation of standard types is described in detail New folder The function allows you to create new folders within the DMS After activating this function and selecting the DMS element Folder the dialog Folder will be displayed in your work area see figure 4 3 70 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT Folder X Name My folder Insert Cancel Figure 4 3 Folder Content of the dialog Add folder e Name Enter the name for the new folder into this fiel
132. n the calendar Other events can be added by application developers For this purpose please take a look into the Application Development Guide in section Application dependent calendar events 5 1 5 Filter The filter function allows you to restrict the display of calendar entries in reference to users department s users departments and resources Filter E MyCal Figure 5 2 Calendar filter There are two types of filter e Temporary filter Use the button Add Here you can select users as well as other resources Click Apply when you made the selection This temporary filter will be used and the asterisk at the end of the name symbolizes that this filter as a temporary filter e Permanent filter If you use the Save button in the filter definition window see figure 5 3 the filter will be saved in the database and can be found in the filter selection list Define filters By activating the icon New a new dialog Filter will be opened where you can define tem porary or permanent filters Information of the dialog Define filter e Name Name of the filter which will be displayed in the field Filter in the calendar e Participants Defines which object should be offered for the definition of a filter Participants can be added only if the current user has the right View calendar ap pointments You can select between following options after activating the New icon beside the field Users If you select thi
133. n attribute and value and select an operator The condition will be added to the select list by activating the button Apply The additional functions Edit and Delete allows to adapt the form condition list Only processes will be listed that have the specified form attached and the form fields match the defined values Hint Forms can be displayed only if the current user has right Searchable Process relation Search for processes which are in relations is possible here Select a relation type and enter the related process id in the field beside Ignore Case Click this checkbox to do a case insensitive search Show Time in Date conditions If this checkbox is activated the datefields Started and Finished allow to enter date and time If this checkbox is activated by default the global parameter Show time in date conditions under Administration Configuration Search is set Start search After defining the search criteria the search can be started by clicking the button Start Search Reset Use this button to reset all search criteria to their default values 121 6 2 PROCESS SEARCH TE Genterprise Jack Jones x np vartclient Main showMainPage Pre amp f OG localhost 2000 wf servie od com groiss sr ep90 enterprise e Y v JackJones v Y By m E de Back y Refresh Result details Save New report lt Details of query Edit gli Export Options Copy enterprise gt Tasks Process sear
134. n be removed from the list e Events Calendar Defined appointments in the calendar only will be shown Due tasks The due date of worklist entries will be shown as appointment in the calendar Finished tasks The finish date of worklist entries will be shown as appointment in the calendar These events are standard enterprise events It is possible to provide more sources which must be created by an application developer e Delete The current filter will be deleted and the current dialog will be closed e Save and close A permanent filter will be created and the current dialog will be closed 114 5 2 APPOINTMENTS e Apply A temporary filter will be created and the current dialog will be closed e Cancel No filter will be created and the current dialog will be closed 5 2 Appointments Define appointments by clicking on the desired day You will see the appointment mask as in fig 5 4 Appointment E Subject Meeting Recurrence Location o Every Days From 08 07 2015 08 00 Z Whole day Forever To 08 07 2015 1200 Count Description with DEV Team Until IEEE Private P5 Export appointment Notification None Y Caption State Fixed Participants Jack Jones mT x Notify participants per email Appointment editors x Delete Save and close Save Cancel Figure 5 4 Appointment The mask contains the
135. n the system administration You will find a precise description of the used elements in the system administration manual The following brief description illustrates the elements of a workflow since we refer to them in some sections see chapter 3 2 18 14 2 1 SIMPLE EXAMPLE OF USE Advisor handle Manager approve Secretary e a S refuse ecretary grant O Figure 2 1 Graphical Representation of the Workflow Credit Application The following elements are used in figure 2 1 e In Genterprise a workflow specification always starts with the element begin and finishes with the element end Between these two elements an arbitrary number of tasks or system steps etc is possible e The elements with the user icons represent the tasks They contain among others the name of the step e g handle and its actor e g advisor e The diamond icon element application granted represents a condition The WFMS checks if the application is granted or not If the application is granted the workflow will go ahead along the green left line if not it will follow the red right line 2 1 2 Organization Chart The process credit application involves multiple organizational units Figure 2 2 visualizes the relationship between the organization bank and the workflow The left side of the figure presents the workflow specification The right side shows the organigram of the bank The workflow credit appli
136. n user folder and move it to the appropriate position in the user folder tree e Cut and Insert The selected user folder is inserted in clipboard and can be pasted to another level of user folder tree Additionally this action can be triggered by using drag and drop i e select an user folder and move it to the appropriate position in the user folder tree Content of the HTML page User folder e Parent folder This area shows the folder where user folder should be created or is already placed e Name The name of the user folder has to be defined here 52 3 2 FUNCTIONS OF THE WORKLIST COMPONENT User folder x Parent folder Vacation Name Vacation Filter condition Sform f application owner user Automatic insert L4 Matching items Refresh Insert selected items Show items of user folders tid Subject Process Task Started No entries found Save and close Save Cancel Figure 3 15 New user folder e Filter condition Optionally a filter condition can be entered which is a XPath ex pression without prefix xpath More details about XPath expressions can be found in our Application Development Guide This condition allows to move entries from the worklist or manually from other user folders into current user folder Automatic insert If this checkbox is activated filter condition is required all new worklist entries are inserted automatically in the current user folder For existing
137. nPage a Eg Googie T AG 0 p90 enterprise e C v JackJones v By oi E enterprise e bac C Go bac Reassign Make versio Cut E Insert asks z Worklist ao 2 Worst 9 Finish not completed 2 Role worklist 0 Suspension list 0 ld Process Problem Management 2 Role suspension list 0 Start process Y OU Process Task Subject Functions Documents Received Functions v Gl Incident Management Support Translation error ev Incident 23 06 2014 10 26 GI Incident Management Support No figures in Lynx er Incident 23 06 2014 10 25 Problems with GI Incident Management Support WARP engine eT S Incident 23 06 2014 10 25 Jack Jones Vacation Approved 16 06 2014 LE Vacation 04 06 2014 13 34 20 06 2014 Jack Jones Vienna Business trip Request Business trip 04 06 2014 13 31 Work time Enter work time Jack Jones 5 2014 5 S Worktime 21 05 2014 11 19 Candidature process Create No subject e Form F 10 04 2014 10 11 Incident Management Support Resource Editor e Incident 10 04 2014 09 32 E Documents Change Request Insert Change Requ Change Request i Cj Change Request 09 04 2014 15 41 E Calendar P Search Extras Number of entries 9 Figure 3 10 Incorrect forwarding A table contains all tasks which cannot be forwarded correctly Click on an entry to be transferred to the previous HTML page to specify the actor of the following st
138. nd optionally activate checkbox incl roles which signalizes that the specified user will be the substitute for all your roles as well Furthermore a period of substitution can be defined The calendar icon can be used to load the calendar assistant which helps you to select the date 28 2 4 ENTERPRISE USER INTERFACE Settings This dialog allows to set user specific settings for the current user For saving the settings activate button Save dialog will not be closed or Save and close The button Cancel allows to close window and discard not stored changes Settings x Email notification New entry in worklist A New entry in role worklist Language English United Kingdom v Time zone iv Items per page Mail protocol imap v Type of communication Unencrypted iv Mail server IMAP Mail user Mail password Mail folder Mail format in compose window HTML v Home page Display hidden documents According to configuration v S WebDAV drive Save and close Save Cancel Figure 2 11 Settings Following attributes can be changed e Email notification You can define to get an email notification whenever a new en try appears in your personal worklist or role worklist respectively The notification works only if your email address has been entered into your account information and G enterprise has been co
139. necessary e g for managers who should not only be able to handle processes within their organizational unit but also in its subordinated organizational units When a user is given a local or hierarchical role the organizational unit where the role is applicable must be stated too The exchange of information between tasks or processes takes place through structured HTML forms as well as through any other documents Forms are based on HTML format Hyper Text Markup Language that allows to display them with any WWW browser Forms are structured i e they can contain basic fields for text or numbers as well as com plex fields such as tables links to other forms or program calls The particular workflow user can enter values into the fields All fields within a form can be given an access right Values of the form fields can also be used in the definition of processes e g to make automated decisions about the next task The process definition language supports the simple integration of form fields into the pro cess description Besides the HTML based forms there can be need for any other documents e g a word processing document or a spreadsheet to handle a workflow enterprise offers simple integration mechanisms to handle such documents 12 1 5 WORKLIST 1 8 Worklist Each workflow user who is defined in Genterprise gets a worklist much like an email inbox which contains various functions in order to handle singl
140. nfigured correctly to send emails Here you can choose one of the following options New entry in worklist You will receive a notification if a new entry appears in your personal worklist New entry in role worklist You will receive a notification if a new entry appears in your role worklist The notification in this case can lead to a large amount of emails It should only be chosen in special cases New entry in worklist substitute name You will receive a notification if a new entry appears in the worklist of the substituted person e Language The language used to display the HTML Interface of G enterprise After changing language you have to logout and login again 29 2 4 ENTERPRISE USER INTERFACE Time zone The time zone used for your date inputs and outputs If no time zone is selected the time zone of the client is taken time zone of operating system After changing time zone you have to logout and login again Items per page This parameter is used in old GUI only If there are a lot of items in your worklist it may be hard to keep track of Therefore it is possible to reduce the number of currently displayed items If you enter a number into the field Items per page only as many items as you specified are displayed at the same time If your worklist contains more than those items you can browse through the list by activating the buttons lt gt 1 2 3 In this example there are three pages
141. nsion list 0 Version 1 4f Role suspension list 0 Description A vacation request is sent to the corresponding manager who can decide if he or she wants to approve or refuse the request If it is approved the staff and finance department will be informed about the vacation Start process Y Functions Y Process image O all Request 2 manager Approve O Approved tion em E Documents E Calendar Appr J Resources 5 Aadi Process E Extras Figure 3 19 Process definition 3 2 21 Emails The tab Emails offers the possibility to handle email conversation of the process instance This tab is not displayed by default and must be added for each process definition see Sys tem Administration Guide section Processes Incoming emails are assigned to existing processes identified via mailbox and process instance id or a new process instance will be created with a new id The email tool has the advantage to display nested multipart messages correctly and to store transmitted attachments in DMS with help of the clipboard function The right Create Objects for DMS objects must be assigned to all agents who want to use the email client Emails are stored in DMS of appropriate process in folder Emails Emails also could be uploaded manually by using the DMS function New see sec tion 4 3 2 The tab Emails contains following functionality e Compose A compose window will be opened w
142. nt Support Start process Y Jack Jones SS x Functions Vacation Approved 16 06 2014 Set priority E 04 06 2014 13 34 20 06 2014 gt Into clipboard Jack Jones Vienna 2 Copy to E Set due date Business trip Request trip D 04 06 2014 13 31 Problem Management Insert Error Set read unread nj 02 06 2014 14 45 Work time Enter work time Jack Jones 5 204 wv EJWorktime B 21 05 2014 11 19 Candidature process Create No subject Br Form E 10 04 2014 10 11 Incident Management Support Resource Editor ev incident 10 04 2014 09 32 Change Request Insert Change Requ Change Request ev E Change Request 09 04 2014 15 41 E Documents E Calendar Search E Extras Number of entries 10 1 selected Figure 9 1 Task functions Copy to x Id 548 Task Test Subject Error User Giovanni giovanni Comment Please check Figure 9 2 Copy to Content of the dialog Copy to e User Enter the user who should get a copy of the current task e Comment Enter a comment for the recipient e OK Click this button to confirm your entries and send a copy to the selected user e Cancel This button can be used to abort the execution of the function 141 9 1 TASK FUNCTIONS IN ENTERPRISE After the successful execution of this function a copy of the task appears in the worklist of the selected user The task is named copy Hint If yo
143. ntent of a folder In our example we use the folder Common which contains a form with a field called subject 1 Navigate to the folder Common and open the tab Settings 2 Click the button Add 3 Enter the value form subject into the field Id 4 Enter the value subject into the field Name 5 Activate the checkbox Localize 6 Activate the button Apply Now the dialog Settings is displayed in your work area 7 At the end of the DMS Object Table the column Subject has been added 4 3 30 WebDrive This section explains the configuration and usage of WebDrive with G enterprise WebDAV After WebDrive was successfully installed a Site must be deployed with following param eters see figure 4 25 e Site Address URL http lt server gt lt port gt lt ctx gt webdav e Server Type WebDav e Drive Drive letter which is the root e User enterprise User e Password Password of enterprise User Password must be available The button Properties allows to define the settings for the WebDrive connection s After activating the button Properties you have to navigate to section Cache and activate the option Override global settings Then select the section Options in navigation menu and activate following parameter e Radio Button Custom select cached options below 107 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT e Checkbox Cache Files e Checkbox Cache Directory Listings e Checkbox Flush cache files on connect e
144. nterprise provides a date entry assistant You will find the calendar icon beside every date field Pressing the icon a new window containing a calendar will appear see figure 2 4 Here you can select any date and it will be copied into the date field in the correct format The calendar window contains following areas On top the current month is displayed At the second area it is possible to select a day e g 23 At the bottom you can set the year and time 4 April Y gt S MTWTFS mest 1 2346 6 7 8 9 101112 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 1 2 4 5 07 89m 2013 2014 2015 Time 21 gt 39 Figure 2 4 Calendar 19 2 2 USER INTERACTION IN ENTERPRISE Detailed description of the calendar features Saturdays Sundays and holidays are printed in red the current day is printed in orange and all other days are displayed in black Clicking on the day of the calendar closes the assistant and copies the selected date into the date field The calendar is being closed and the date field stays unchanged if a singe click is made outside the calendar window 2 2 5 Status Messages The browser shows status messages in the status bar at the bottom of the window It displays information like the address of a specific link or if the actual page is still loading 2 2 6 Error Messages If errors occur e g invalid entries or execution errors an error message including a Back button will be displayed
145. nterval in which the processes are were active You can choose one of the following options Started Lists all process instances which have been active within a certain period of time Finished Lists all process instances which have been finished within a certain period of time The time interval can be set using the fields From and To e Due date Due dates of processes or due dates of tasks of processes can be defined here as time interval The time interval can be set using the fields From and To e Organizational unit Here you can narrow the search to list only processes you han dled within a certain organizational unit As a default processes of all organizational units will be listed empty field e State There are two ways to restrict the search on the process state Running Only running process instances will be displayed Finished Only terminated process instances will be displayed e User Two cases can occur If the actual user has neither the right View Processes nor the right Edit pro cesses the name of the actual user will be displayed in this field and cannot be modified Therefore the user can only search for his own process instances Ifthe actual user has one or both of those rights for one or multiple departments he can specify a user here The search will be restricted to process instances of this specified user If the user field is not being used to limit the search to a par
146. ods have been defined to the according tasks they will be called Content of the HTML page Go back e Table of agents In this table all preceding actors of the process are listed in descend ing order the first task is listed at the end Select the entry to which you want to go back The table contains the following information Agent Is the name of the actor who has handled this task of the process Task Contains the name of the task Started Displays the point of time the actor received the task Finished Shows the point of time the actor completed the task e Comment Here you can put some information explaining why you had to go back to a previous task e Ok If this button is activated the task disappears from your worklist and appears in worklist of selected entry 48 3 2 FUNCTIONS OF THE WORKLIST COMPONENT Hints e Cancel You can always cancel the operation by using the button Back Your personal worklist will be loaded e Error message If you forgot to mark the task you want to go back to a message will be displayed after activating the Ok button 3 20 5 Suspend This function can be activated by clicking on the icon Suspend in the toolbar At least one task has to be selected prior to activating this function The function can be used to suspend tasks that are in your worklist right now This can be useful when you have to wait for additional information to complete a task or when yo
147. of your operating system Select one or more items and activate the button Download The down load starts whereas all selected documents are wrapped in a ZIP file Hint This function is not available by default and must be added as function in folder properties action id download 4 3 16 Zip upload This function allows to upload files from a zip archive on file system of your operating system to enterprise DMS It is allowed to structure the files in sub folders within the zip archive The administrator is able to define folder files with parameter Files ignored in zip upload which should be ignored by this function see Installation and Configuration Guide in section DMS Activate the function Zip upload and select a ZIP file from file system If checkbox Over write existing files is activated all existing files in DMS will be overwritten if the files in zip archive are newer than the existing in DMS ZIP files use CP437 coding by default 89 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT defined in zip standard but in some cases UTF 8 coding is used e g by MAC OS For this purpose checkbox Use UTF 8 encoding is available if zip file uses UTF 8 coding The button Ok starts the upload Hint This function is not available by default and must be added as function in folder properties action id upload 4 3 17 Folder properties With this function the folder settings of current folder can be opened More information can
148. onal information In this case an HTML form will be displayed in the work area where you can enter the necessary data The list of functions icons displayed in the toolbar depends on the selected entry in the navigation area at some screens the toolbar can even be empty You will find the relevant information in the appropriate chapters see chapter 3 e Common functions The functions Help Select GUI configuration Administration and Logout are available Help Opens a help page in a new window depending on the selected context area By selecting the same area and hitting the key F1 the same help page is opened Select GUI configuration Predefined user interfaces can be loaded here These interfaces are defined in administration role user assignment in GUI config uration object is needed and can be different from standard user interface Administration By activating this function the G enterprise administration can be accessed This function is allowed only with administration rights Logout Logout from Genterprise 31 2 4 ENTERPRISE USER INTERFACE Navigation area The navigation area consists of different groups that determine the content of your work area These groups are topics for the links inside Activating an entry in the navigation area will change the content of the work area You will find a brief description of the entries and the links below A more detailed descrip tion can be foun
149. ored after activating this button In List of processes I follow an appropriate entry is created see section 3 1 3 e Cancel Activating this button leads in closing the window without saving the data 9 1 3 Into clipboard This function enables you to copy the corresponding process to the clipboard 142 9 1 TASK FUNCTIONS IN ENTERPRISE Firefox gt TE Genterprise Jack Jones 9 locathost 2000 wf serviet method com groiss smartclient Main showMainPage E le Po t a ep90 enterprise e JackJones gt Mv oi ES enterprise Back Complete 42 Go back Reassign Make version 4 Cut E Insert Tasks Process Candidature process Id 4 Task Create Subject Previous Next P 2 Worklist 4 For C nts l Notes History c worklist 0 m Hole waren v Abort 3 Follow the process amp Suspension list 0 able Show system steps View changes Role suspension list 0 Table w system step iew changes Follow the process Finished Id 4 Task Create Subject Start process Y Functions Y Send me a mail if the following is finished 09 04 2014 16 48 Process Task Create EA Comment Task finished Figure 9 3 Follow the process 9 1 4 Set due date This function can be used to set the duedate for a process a task or both Clicking on the link Set Duedate loads the dialog Set due date see figure 9 4 in your worklist
150. orm will be opened immediately after you started the process e Show form templates If form templates are defined for this process a table with all assigned form templates will be displayed By double clicking an entry the form is opened in readonly mode If a table entry is selected and the button Start process is activated the process will be started and the process form will be pre filled with the data of the template form 40 3 1 LINKS OF THE GROUP TASKS e Back This button leads to step 1 of wizard the process table e Next This button is inactive in second step of wizard Start process Use this button to confirm your entries and start a new process Your personal worklist will be displayed see chapter 3 1 1 and the first task of the started process will be in your worklist Cancel By activating this button the wizard will be closed the changes discarded and no process started 3 1 3 Functions The function list shows all functions which you can invoke You reach the function list by activating the homonymous link in the group Tasks of the navigation area Structure of the Function list The function list contains the name and the description as tooltip of every function Fur thermore it is possible to classify functions in so called Function groups see System Ad ministration T Genterprise Jack Jones localhost 2000 wf serviet meth enterprise gt ep90 enterprise Give back
151. pter 3 2 13 Hint You can always cancel the operation by using the button Cancel Your personal worklist will be loaded 3 2 06 Reassign This function can be activated by clicking on the icon Reassign in the toolbar Exactly one task has to be selected prior to activating this function The function enables you to temporarily leave the predefined path of the workflow and to insert additional steps It allows you to define the next actor user of this task at runtime Activating this function loads the HTML page Reassign see figure 3 13 which allows you to react flexible to new situations that are not covered by the predefined process structure Reassign ld 7 Task Support Subject Resource Editor amp amp Users ff Roles Filter Surname First name ld o Berger Rudolf berger Heisenberg Walter walter Huber Fritz huber Jones Jack jones Schmied Stefan schmied Steiner Hans steiner Comment Ok Close Figure 3 13 Reassign Content of the HTML page Reassign e User List of available users If to much users are displayed enter the surname or id or the first letters of any of these attributes into the field Filter After this only users who match with your entries are displayed in the user list For users the state is displayed if user is online logged in and active inactive still logged in but not active or offline logged out 50 3 2 FUNCTIONS OF THE WORKLIST COMPONENT
152. r The telephone number of current user which has been entered in adminis tration Change profile picture This function allows to add edit or remove a profile picture for the current user Only users with role All or right Create defined by administrator are allowed to define a profile picture Function Set password Selecting this function displays the page Set Password see figure 2 8 There you can change your enterprise password which you need to login to Genterprise Function Password policy This function displays some information about your pass word policy Function Roles Information about the roles you are assigned to can be found here Function Substitutions This function gives you information about who acts as a substitute for you as well as whom are you substituting Function Settings User specific settings can be configured here Content of the page Set Password Old password Enter the old password here New password Enter the new password here Confirmation Confirm your new password here Ok Clicking this button confirms your entries and therefore set your password to the value of the field New password Cancel Clicking this button ignores your entries The page is closed and your pass word will not be set to the new value Content of the page Password policy If you select this link you will get some informa tion about your password policy and you are informed about unsuccessful login attempts
153. r 3 2 10 The worklists are shown as a table see figure 3 1 The header of the table shows the type of the worklist i e Worklist Role worklist or Suspension list and your name along with a link to the stored filters see chapter 2 4 1 for the worklists Each row in your worklist represents one entry These entries correspond to the tasks you have to accomplish Tasks printed in bold face are new entries that have not been handled so far Columns of the worklist The columns of the worklist contain the various functions and information of the listed tasks Below you will find a detailed description of these functions and information 36 3 1 LINKS OF THE GROUP TASKS TE Genterprise Jack Jones localhost 2000 wf servlet method com groiss smartclient Main showMainPage C E Google PAD amp 8 O E ep90 enterprise e 3 v JackJons y amp Ey e El enterprise Give back Comp Y 9 Go bac Suspend Reassign Make version Cut E Insert E Tasks Worklist aw amp Worklist 10 OU Process Task Subject Functions Documents Received 4f Role worklist 0 GI Incident Management Support Translation error e Incident 23 06 2014 10 26 Suspension list 0 Gl Incident Management Support No figures in Lynx 9 S Incident 23 06 2014 10 25 2 Role suspension list 0 GI Incident Management Support Beea ay 5 Incident 23 06 2014 10 25 Start process Y Jack Jones Functions Y Vacation Approv
154. r in GUI configuration XML The following tables contain the predefined shortcuts only 34 2 4 GENTERPRISE USER INTERFACE Shortcut Description CTRL ALT N The navigation tab is selected e g Tasks Docu ments Calendar etc CTRL ALT R The work are is selected CTRL ALT T The toolbar of appropriate work area is selected F5 The table e g worklist is refreshed CTRL F The search field e g in worklist table is focused CTRL SHIFT P The print function of a table e g worklist is executed CTRL S The save function is executed e g of a process form or in dialogs DEL The selected element of a table is deleted e g in DMS table CTRL C The selected element of a table is copied i e the element is inserted into clipboard CTRL X The selected element of a table is cut i e the element is inserted into clipboard CTRL V The previous cut copied element of a table is in serted from the clipboard CTRL BACKS PACE The previous screen is displayed if a back func tion is available e g in process details CTRL Arrow key left In context of the process details the details of the previous process in worklist table are displayed CTRL Arrow key right In context of the process details the details of the next process in worklist table are displayed Table 2 1 Common shortcuts Shortcut Description CTRL SHIFT F The toolbar function Finish
155. r in your personal DMS folder News A special form type is News which allows to send information to other users e g available in dashboard or displayed at login For this purpose in folder Common News instances of form type News must be created If the checkbox Show message on login is activated the content of this news object will be displayed one time for each user at login 73 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT New note The function allows you to create new notes within the DMS After activating this function and selecting the DMS element Note the dialog Note will be displayed in your work area see figure 4 5 New note Subject Personal note Content Appointment at 7pm E Insert Cancel Figure 4 5 Note Content of the dialog Note e Subject Enter the subject which should be assigned to the note This subject is displayed in the column Name of the DMS Object Table e Content Enter the content of the note e Insert Clicking this button confirms your entries and the new note is added to the DMS Object Table which is displayed in your work area after the function has been executed e Cancel Clicking this button leads in closing the dialog without creating a note The DMS Object Table will be displayed in your work area Example Your personal DMS folder is displayed 1 Click the icon New in the toolbar and select the entry Note The dialog shown in figure 4 5 w
156. recondition The DMS Object Table is displayed It contains at least one document in your personal folder 78 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT 1 Mark the document for which you want to create a link 2 Activate the icon Link from the toolbar The document will be copied to the clipboard of G enterprise 3 Open the folder Common of your DMS 4 Activate the icon Paste in the toolbar The document is removed from the clipboard and a link to it is inserted into the folder Common of the DMS The clipboard is empty The linked document still remains in your personal folder 4 3 7 Paste This function can be activated by clicking on the icon Paste in the toolbar The function Paste can be used to insert entries of the clipboard into an DMS folder of Genterprise As the case may be how the entries have been inserted into the clipboard copy cut link the function paste therefore finishes the respective function Thus the functions copy cut and link are always connected with the function paste 4 3 8 Replace This function can be activated by clicking on the icon Replace in the toolbar One item of the DMS Object Table has to be selected prior to activating this function The function Replace can be used to replace existing documents with new ones This func tion does not change the name and or extension but the content of the document Activating this function displays the dialog Replace document content see figure 4
157. rent task e Functions This column has no header and contains a link to additional functions that may have been associated with this task see chapter 3 2 22 The function symbol is a link to these functions e Documents Every task can have several forms documents etc attached to it The documents are represented by different symbols in this column The symbols can be used to edit these documents 37 3 1 LINKS OF THE GROUP TASKS e Received The date shown in this column represents the date on which the task ar rived at the worklist Please note that the time zone of the client is used in smartclient e Dueat Here you will find the due date of this task or process This column can be empty Please note that the time zone of the client is used in smartclient The date is color coded to indicate the urgency of the process Red The task or the process respectively should have been done by now the due date is in the past Orange The task or the process respectively has to be accomplished today Black This task is not urgent at the moment e Suspended until This column only exists in the suspension list and shows until which point in time a task is being suspended Please note that the time zone of the client is used in smartclient 3 1 2 Start process By activating this link it is possible to start processes either with the Quick start list or by using the Wizard for starting processes In both
158. rts By activating this link all stored reports will be shown in a table Select an entry and activate button Ok to add the query to dashboard e Calendar By activating this link a calendar will be shown in a window on your dashboard 127 7 2 DASHBOARD e Worklist overview By activating this link an overview about the number of worklist entries will be shown in a window on your dashboard e Appointments By activating this link the appointments of the present day will be shown in a window on your dashboard e News By activating this link news will be shown in a window on your dashboard Therefor a folder with the name News under Common must be created in the DMS where messages can be lodged e g news item or a note Note Each window in a dashboard can be moved like in Windows to any place inside the dashboard and or be changed in its size 7 2 2 Open By activating the button Open an existing dashboard profile can be loaded First the profile must be stored with the function Save There are 2 kinds of dashboards the personal and other dashboard s The personal dashboard list contains all dashboards which are stored by the current user Other dashboards has been stored by other users which have set the share right for the current user via tab Access 7 2 5 Save By activating the button Save the current dashboard will be saved A new dialog will be opened with following attributes e Name The unique name of the da
159. s e Links All defined links e Documents All documents which are available in this folder e Directly executed reports The result of the reports can be displayed on the detail page immediately For processes additional information are available 7 4 2 Details for processes The page is divided into two tabs The first tab contains the Process Definition as far as available The cockpit can also contains processes which have no direct analogy to a en terprise process In this case the tab Definition contains the name and the description of 131 7 4 PROCESS COCKPIT the process only The second tab Runtime can contain the same information like in process groups Reports Functions Links etc additionally an overview about the process instances For processes with G enterprise process definition the instances of this definition are displayed For pro cesses without definition an assignment can be done by selecting a process of field area of a process form Example The cockpit contains the processes Employment and Development which have no analogy to G enterprise processes The common enterprise process Project Handling has a process form with a field where a cockpit process can be selected The tab Runtime of process Employment contains all instances of process Project Handling where the area Employment has been selected The instances contains following information e Running and finished instances e Started instanc
160. s between three types of notes global notes private notes and system notes only for processes System notes are written by the system e g during aborting a process and are not editable The icon for global notes acts as a link to the note view in Genterprise e Detail view This icon is used in the document management Clicking this icon displays properties of a document e Versions of documents This icon is also used in the document management It shows that there are different versions of a document available Clicking this icon lists the different versions of a document Throughout the manual an additional hint icon is used If this icon appears in the margin useful tips will be given This icon is only used in the manual but not in Centerprise Contents 1 Definitions 1 1 Workflow Management System 2l llle 122 Workflow Specification e ecce cse aeea Rs Lo npo M DP 1 3 1 Ad hoc Workflows coc mom la URS os ds ed P IE AC AA ee ERG dd lO AS ee ee a Ge ee ee SS s E ODE acc Stn SONGS RS RS a ex a a ES LS WOUKESE saa es Gs bare o OES A Ra Ra wan UR L9 J3OGONPGEDEDR Lolo we ceo ee ae eh o dmm x de oe AA 9 2 First Steps 2 1 Simple Example of Use os oc coca a eaan esa eee 2 1 1 Workflow Specification llle 2 1 2 Organization Chait scm oo RR RE va S 2 13 Worktlow Execution o s e s s aa soem emea Ro yx Re RE 2 2 User Interaction in enterprise Zed CWeb BPOEWS
161. s function is not visible by default 9 1 8 Add process relation This function allows to create relations between processes These relations are visible in process history of appropriate processes For using this function process relation definitions must be created first under Configuration Search Process relations see Installation and configuration guide for more details If a relation between two processes should be created select a process in worklist and execute this function A new dialog will be opened with following information e 1 Process The id of current selected process is displayed here e Process relation Selection of a definition for process relation e 2 Process The table offers all processes which can be used for a process relation e Ok If process in table 2 Process is selected a relation will be created by activating this button Finally the worklist is displayed again 144 9 1 TASK FUNCTIONS IN ENTERPRISE e Cancel This button closes the dialog No process relation will be created and the worklist will be displayed Add process relation x Id 548 Task Test Subject Error 1 Process 548 Process relation C 1 gt C2 2 Process ld Process Subject 1 all control structures bbb 305 choice start 306 choice start2 307 choice start3 308 if start 370 all control structures 487 Vacation Ok Cancel Figure 9 5 Add process relation Hint Th
162. s of the processes can be accessed through the process history see chapter 3 2 18 32 8 Cut With this function it is possible to cut process instances and paste it in a subfolder This function is the same as the function Cut see chapter 4 3 4 in the DMS of Genterprise and will be described there 3 2 0 Paste With this function a previous cut process instance can be pasted This function is the same as the function Paste see chapter 4 3 7 in the DMS of enterprise and will be described there 3 2 10 User folder In area Tasks there are 2 functions to create New folder and adapt Edit folder user fold ers User folders are displayed as hierarchy tree in the navigation area Furthermore it is possible to insert worklist entries automatically in user folders User folders can be cre ated edited for the personal worklist only Following functions are available in context menu e New folder The dialog User folder is displayed where a new user folder can be created e Delete By selecting an user folder this function leads in deleting the current user folder and its subfolders All entries of this user folder and subfolders will be listed in worklist again e Properties The dialog User folder is displayed for adaption with the details of the selected user folder e Move up down The selected user folder can be moved 1 position up or down Addi tionally this action can be triggered by using drag and drop i e select a
163. s option you are able to select a user By activating the button Ok the user will be added to the list 113 5 1 ELEMENTS IN THE NAVIGATION FRAME Filter Name My filter Participants Jones Jack jones x Events 12 Calendar Due tasks Finished tasks Staff processes Invoice duedates Delete Save and close Apply Cancel Figure 5 3 Define filter Department s users If you select this option you are able to select a organi zational unit Only these users will be added where users have the home role in this OU Users who will be added at a later date are not considered in this filter who has the home role in this OU Organizational Units If you select this option you are able to select a orga nizational unit The organizational unit will be added to the list not the users objects of it Users who will be added at a later date are considered in this filter who has the home role in this OU Resource If you select this option you are able to select a defined resource as participant Resources can be created edited if default or own resources are defined under Administration Configuration Calendar The link for creating resource appears in the navigation area Email If you select this option you are able to enter a email address and add it to participants list Optionally First name and Surname can be entered By activating the button Delete an object ca
164. sees the application and takes the task by activating the function Take 8 Mr Guhs is being interrupted and recognizes that he doesn t have enough time to handle this task at the moment He selects the function Give Back to put the task back to the role worklist of the role secretary Another secretary Ms Emsig takes the task by using the function Take and starts to handle it 9 Ms Emsig needs additional information from Mr Dak to finish this task She leaves a message for Mr Dak at his answering machine and puts the task to the suspension list using the function Suspend 10 After Mr Dak called back Ms Emsig takes the task back from the suspension list by using the function Recall and finishes the task 11 She passes on the process to the next user using the function Complete Since it is the last step in the process credit application the workflow is finished the case is closed 2 2 User Interaction in enterprise 2 2 1 Web Browser The standard user interface of the WFMS enterprise is any World Wide Web Web browser e g Netscape Navigator or Internet Explorer The Web browser displays com plex information which is provided by Web servers The handling of your Web browser is described in the user manual of the particular system Some general features will be described here too 2 2 2 Navigation Concept The concept of hypertext is from the user s point of view the primary characteristic of the Web
165. shboard must be entered here Save as This checkbox allows to store the current dashboard under a new name If a user changes the dashboard by activating the buttons New and Save it will be his personal dashboard and the Default Dashboard remains unchanged The user has the possibility to open an existing default dashboard profile by using the function Open The identification is made by the URL parameter id Description Free text Default Select between Dashboard user for User Dashboard settings are stored for current user as default Dashboard user for all users Dashboard settings are stored for all users as de fault If a user has no own dashboard this dashboard will be displayed Columns This attribute allows the definition of columns which means how many dashboard windows can be placed in one row The default setting is 2 rows e Owner This field is read only and shows the owner of this dashboard Dashboard Id This field is also read only and shows if the dashboard is was created in worklist user or in administration admin of Genterprise 128 7 3 ORGANIZATION It is also possible to define share rights by using the tab Access In this case other users are permitted to open this dashboard see function Open Save and Save and close These buttons allow to save the current dashboard settings With button Save and close the dialog will be closed Delete This button deletes the current dashboar
166. storage location for deleted DMS objects which is displayed per user and is active by default see figure 4 2 DMS objects are moved to recycle bin by selecting them in DMS Object Table and activating toolbar func tion Delete or pressing Del on keyboard If the DMS object should be deleted irrevocably hold the SHIFT key in addition to delete function localhost 000 wf servlet method com groiss smartclient Main showMainPage Q suchen yweaevgvtf 4d 2 ep90 enterprise e 2 v JackJones By s El enterprise gt E Tasks E Restore X Delete Cut El Empty Recycle Bin Folder properties Documents Recycle Bin E Documents Name Origin Deleted at Type Last changedat 9 E Jack Jones Candidature template Allgemein 15 12 2015 10 50 Candidature form 02 06 2014 10 38 El Java7_features Allgemein 15 12 2015 10 50 Standard document 339 KB 10 04 2014 09 36 E Recycle Bin Logfile Allgemein 15 12 2015 10 50 Standard document 21 KB 09 04 2014 18 24 Figure 4 2 Recycle Bin Information of recycle bin Name This column contains the name of the document in enterprise Origin Tis column contains the information of the origin storage location of the DMS object DMS folder process instance Deleted at The column displays the date when DMS object has been deleted moved to recycle bin Type This column lists the name of the document type Size This column shows the size of the documen
167. t day will be displayed in calendar sheet in calendar mode Day e Next and Back These two buttons allow the navigation in calendar sheet Depending on selected calendar mode the previous or next view can be displayed e Drag amp Drop Within the calendar sheet appointments can be moved to other days Itis also possible to define other time ranges by activating the appropriate edge of an entry and move the mouse cursor 5 1 3 Thecalendar mode For selecting a time span to display following buttons exist e Day Views a day e Week Views a week e Month Views a month e Year Views a whole year 5 1 3 The calendar sheet In relation to the selected calendar mode the overview will be shown for this mode Whole day appointments are shown on the top of the calendar sheet Temporary appointments are shown at the appropriate place in the calendar sheet see figure 5 1 Tasks with a duedate are also shown in the calendar sheet as red rectangle which contains the process id and subject 5 1 4 Events This area allows the definition which events of a selected user should be displayed in calen dar sheet G enterprise offers following 3 pre defined events e Calendar Shows the appointments of selected user 112 5 1 ELEMENTS IN THE NAVIGATION FRAME e Due tasks The due date of worklist entries will be shown as appointment in the calendar e Finished tasks The finish date of worklist entries will be shown as appointment i
168. t in KB kilo bytes Last changed at This column contains the point in time of the last modification of this document A document is defined as being changed if the content has been changed by another application via Check Out and Check In 68 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT the function Replace Document has been executed or the function Change Name has been executed e Created by This column shows the agent who created this DMS object e Last changed by This column displays the agent who changed this DMS object as last The recycle bin offers following toolbar functions e Restore This function allows to restore selected DMS objects to origin storage E place i e the DMS objects are moved from recycle bin to origin storage place If the origin storage place is not available anymore an appropriate error will be displayed In this case you have to use the recycle bin function Cut e Delete This function allows to delete objects irrevocably i e the Del This functi 11 delete DMS obj i bly i he DMS objects are not restorable e Cut This function allows to restore the selected DMS objects from recycle bin to ra an arbitrary storage place For this purpose select the DMS objects in recycle bin activate toolbar function Cut move to an arbitrary DMS folder and activate the tool barfunction Insert The cut operation is possible for top level elements only i e objects which are part
169. task to render account can be assigned to the role bookkeeper A role can be given to many actors and an actor may have various roles For example Mr Huber and Ms Mitterer are assigned to the role bookkeeper These two persons then are the possible actors for the task to render account Roles are typically assigned in the context of organizational units in order to be able to use a certain role name e g the role clerk in multiple departments without inter ference Beside clerks in the division purchase there are of course also clerks in the division marketing or distribution Organizational units in Q enterprise have a hierarchical structure i e an organiza tional unit can have several subordinated organizational units and at most one direct superordinated organizational unit 11 1 7 Form 1 7 FORM G enterprise offers a flexible concept of roles whereby it distinguishes between the follow ing types of roles e Global roles A global role is not assigned to an organizational unit and is particularly used to describe certain skills e g speaks French e Local roles A local role is a role that is assigned to one organizational unit and undertakes only jobs within this organizational unit e g the role secretary e Hierarchical roles A hierarchical role is assigned to a certain organizational unit like a local role but its scope of application is stretched across all subordinated orga nizational units This is
170. tes for concrete workflows If there is no modeling in advance possible for instance because the processes are unknown this operation has to be done at runtime In this case we call it ad hoc workflow modeling 1 3 Workflow 1 4 Task A workflow is a concrete operation also called process or workflow instance or business case which is based on a particular workflow specification process description Work flows are created at runtime when a workflow user selects a particular process type and instantiates starts it 1 3 1 Ad hoc Workflows Ad hoc workflows are processes which are not predefined They can be initiated and han dled by the user at runtime depending on the situation This is particularly the case if un foreseen situations take place which the predefined workflow cannot deal with adequately Ad hoc elements can also be used to handle special circumstances in a predefined workflow in a flexible manner A task is a step of a process which is carried out by a certain workflow user an actor Each task has a name as well as other additional properties Three kinds of tasks can be distinguished e Manual task A manual task is an unstructured step of a process whose handling is entirely controlled by the workflow user such as the handling of a telephone call or the writing of a letter Standard tools e g word processing programs spread sheet programs etc can be used to carry out the task e Interactive task
171. the changes and closes the dialog e Cancel Activating this button leads in closing the dialog without saving the changes Add function This function can be activated by clicking the button Add beside the Function list in dialog Settings see figure 4 22 The function Add can be used to add new toolbar functions to current folder x Function Action Id cut Function Ok Cancel Figure 4 24 Functions Content of the dialog Function e Action Id Enter an action key which is defined in enterprise e g cut insert copy link paste startProcess etc e Function A task function can be selected here e Ok Activating this button stores the changes and closes the dialog e Cancel Activating this button leads in closing the dialog without saving the changes 106 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT Add form This function can be activated by clicking the button Add beside the Forms list in dialog Settings see figure 4 22 The function Add can be used to add forms which are allowed or not for this folder If the radio button Allowed is activated only these forms are selectable in New function of DMS Object Table for creating a DMS form see section 4 3 2 If the radio button Denied is activated all forms which are not added to this list are selectable in function New of DMS Object Table Example Precondition The DMS Object Table is displayed and you see the co
172. the details of the selected organizational unit is displayed e On the right bottom side the user and the assigned roles are displayed By activating a user more detail information is displayed in a popup The user table is displayed only if VIEW right for users is assigned 7 3 1 Organizational hierarchy The organization structure in enterprise is displayed as a so called organization hierar chy Each application has defined its own organization hierarchy Within the organizational hierarchy it is possible to search for organizational units For this purpose enter a search string an activate the search button or press the ENTER key The first finding is marked in the organizational hierarchy By activating the next previous buttons it is possible to navigate through the findings The following symbols are used to show the organization hierarchy e The plus sign is displayed in front of each organizational unit which has subor dinated organizational units that are collapsed in the actual display Clicking on this icon will unfold the next level in the hierarchy and the plus sign will be replaced by a minus sign The minus sign is displayed in front of each organizational unit which has sub ordinated organizational units that are unfolded in the actual display To indicate the organization hierarchy the name of subordinated organizational units are shifted to the right Clicking on this icon will collapse all subordin
173. ticular user the result will contain the processes of all users he has the View Right for e Current user only If this checkbox is activated and a user is selected only process instances are displayed where this user is the current agent at this moment not where user was agent 120 6 2 PROCESS SEARCH Application Set the application to limit the search results to process instances of this application Task Here you can narrow the search to list only processes with a special task being active right now in someone s worklist As a default all tasks are considered empty field Current task only If this checkbox is activated and a task is selected only process instances are displayed where this task is active at this moment Process type Here you can narrow the search to list only a particular process type As a default all process types will be displayed empty field Hint Process types depend on the previously defined application You can select a particular version of a process type listed with version number or all versions listed without version number Form Here you can search for particular form entries Select a form by using the select field Then click the button Edit form to open the selected form in the new window Here you can enter the values you are looking for Then close the window by using the button Apply An other way to add form conditions is to activate the additional function New enter a
174. to the next user The next user has been defined in the workflow specification In this example the pro cess is being forwarded to the role worklist of the role manager in the organizational unit credit 3 Mr Skrutsch is a member of the role manager see organizational chart and wants to handle the next workflow step approve Therefore he takes the process from the role worklist by using the function Take Thus the task appears in his personal worklist Mr Skrutsch can now grant or refuse the credit application He has access to all documents which were filled in or attached by Mr Dak 4 Mr Skrutsch finds out that Mr Dak forgot to enter important information about the client He uses the function Go Back to return to the previous step in the workflow step one handle 5 Mr Dak once more finds the task handle in his worklist but now with the changes and remarks made by Mr Skrutsch He fills in the missing form fields and again finishes this task with the function Complete 6 Mr Skrutsch finds the task approve in his role worklist and takes it Since all neces sary information has been provided he can decide to grant or refuse the application 17 2 2 USER INTERACTION IN ENTERPRISE In this example he grants the credit application of the customer Then he passes on the process to the next user by selecting the function Complete 7 The process appears in the role worklist of the role secretary Mr Guhs
175. tween following search options Contains The entered string is available somewhere in the id to get a result 118 6 2 PROCESS SEARCH T Genterprise Jack Jones localhost 2000 w serviet method com groiss smartclient Main showMainPage v el l Q Suchen E amp a f 48g o z Q ep90 enterprise e Y y JackJones v By f LL cus E Tasks Reports E Documents Filter E Calendar Name Description Function group Search Processes of a OU enterprise Reports p Processes of a process definition enterprise Reports Process search All running processes exported to PDF enterprise Reports Document search Number of processes per process definition enterprise Reports Report designer Type and number of started processes per month enterprise Reports Reports Agents and number of tasks in their worklist Task Status Active enterprise Reports ne Average minimal and maximal duration of all me gt Recent activities niakd processes Process State Finished enterprise Reports Hae mama and maximal duration ofall cii Finished Waiting Compensated enterprise Reports mpa wargo and maximal idle time of all enterprise Reports ea anii rm drin oro Task Status Finished Compensated Waiting enterprise Reports eros mica aed anormal wen Goes a Task Status Finished Compensated Waiting enterprise Reports Task Status Active and Task Agent enterprise Reports
176. u want to defer the processing of the task until a later point in time After selecting the function Suspend the HTML page Put into suspension list will appear in your work area see figure 3 12 Enter the date until when the actual task should be suspended The task will not appear in your worklist until the given date but can be found in the suspension list instead Suspend x Id 4 Task Create Subject Until 18 06 2014 15 00 Working days 1 Comment Ok Gee Figure 3 12 Put into suspension list Content of the HTML page Put into suspension list e Until Enter the date until when the task should be suspended The calendar assists you in entering the correct date The radio button at the beginning of the line has to be ticked to use this field e Working days Alternatively you can enter the number of working days the task should be suspended for The radio button at the beginning of the line has to be ticked to use this field e Comment Free Text 49 3 2 FUNCTIONS OF THE WORKLIST COMPONENT e Ok Clicking this button confirms the entry and the task will be suspended until the given date e Cancel Clicking this button closes the dialog without any action The task appears automatically in your worklist when the entered date is reached If you need to continue working on a suspended task before the entered date you can use the function Recall in the suspension list see cha
177. u can assign substitutes for yourself in case of illness vacation etc for a certain period of time i e you define other users as your personal substitute The page in your work area is divided into two sections The first section contains your personal substitutes i e all users who act as a substi tute for you You can modify the entries of this table The second section contains all users you are a substitute of The entries of this table cannot be modified by you Each section is displayed as a table The rows contain users the columns show the following additional information 27 2 4 ENTERPRISE USER INTERFACE Substitutions x My substitutes am substitute of Substitute Incl roles From To e Markus Irrasch 24 09 2013 12 50 P x Close Figure 2 10 Substitutions e Substitute This column shows the user who acts as a substitute for you tab My substitutes e User This column shows the user whom you are substituting tab J am substitute of e incl roles If this check box is activated the specified user will be the substitute for all your roles as well e From This column shows the point in time date and time of the beginning of the substitution e To This column shows the point in time date and time of the end of the substitution In tab My substitutes it is possible to defined own substitutes For this purpose activate toolbar function New In the new dialog select a user a
178. u complete a copy function Complete it will be removed from your worklist Example Precondition Your personal worklist is displayed and there is an already started process with forms documents etc 1 Click the function icon in the column Functions A new window appears containing the functions that can be applied to the actual tasks see figure 9 1 2 Activating the link Copy to displays the dialog shown in figure 9 2 3 Select your name in select list User 4 Confirm your entries by using the button Ok A copy of the current task will be put in your worklist Hints e Error message If any errors occur during the execution of the function the error messages will be displayed in the work area e Copy A copy of atask can be recognized by its name It is called copy 9 1 2 Follow the process Definition for process or its tasks that a notification email should be sent if the process or tasks are finished The appropriate message template with id processTracker is stored in G enterprise administration in application default This message is sent only if the process or tasks are finished by another user than yourself Content of the dialog Follow the process e Process If this checkbox is activated an email will be sent after process is finished e Task A notification email will be sent after selected tasks are finished e Comment Free text which is inserted into notification email e Ok The entered data are st
179. ument e g html or doc Template If you tick this checkbox the new document is based on the template which has been defined for the selected type of the new document by the system administrator Show form If this checkbox is activated a meta data form of the document will be displayed after activating the button Ok This checkbox is not available for standard documents Insert Clicking this button confirms your entries and the new document will be inserted in the currently selected folder If checkbox Show form is not activated or not available the DMS Object Table will be displayed in your work area Cancel Clicking this button leads in closing the dialog without creating a folder The DMS Object Table will be displayed in your work area 72 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT Example Your personal dms folder is displayed 1 Click the New icon in the toolbar and select Standard document The dialog shown in figure 4 4 will appear in your work area 2 Enter the absolute name of the file to be loaded in the field File 3 Fill in the fields Name and Extension The example uses the original file name The field Name contains example and the field extension contains txt 4 Click the Insert button The specified file will be loaded into the WFMS and appear in the DMS Hints e Error message If any field of the HTML form has not been filled in a reminder will be displayed after clicking the Ok button E
180. with your user name Roles The function Roles provides information about your assignment to roles and about role substitutions which concern you This page is divided into three sections 1 The first section called Role assignments lists all roles you are directly assigned to Your role worklists contain all tasks that are assigned to those roles This table also contains the organizational unit in which you have this role 25 2 4 ENTERPRISE USER INTERFACE Set password X Old password eeee New password eeeeee Confirmation eeeeee Ok Cancel Figure 2 8 Set password Roles x Role assignments Users who substitute my roles Users whose roles l m substituting Role Organizational unit all Home Gl sys Tester GI Close Figure 2 9 Role assignments 2 The second section called Users who substitute my roles lists all users who sub stitute you in a certain role If you are substituted in a certain role and a task is forwarded to this role then this task also appears in the role worklist of your substi tute It is also possible to define a role substitution by opening a role entry and adding a new substitution in tab Substitutions 3 The third section called Users whose roles I m substituting lists all roles you got due to a substitution see chapter 2 4 1 Tasks that are assigned to these roles will appear in your role worklist The table Rol
181. y d El Received 23 06 2014 10 26 23 06 2014 10 25 23 06 2014 10 25 04 06 2014 13 34 04 06 2014 13 31 02 06 2014 14 45 21 05 2014 11 19 10 04 2014 10 11 10 04 2014 09 32 09 04 2014 15 41 3 1 LINKS OF THE GROUP TASKS Genterprise Functions By default G enterprise offers the following functions e Create User Certificate This function allows to create a user certificate With this certificate it is possible to sign PDF documents This generated certificate is valid for the current user only Informations are collected from the form inputs and the user data and used to create the certificate s Create new user certificate selfsigned x Create your own self signed certificate by filling the form Remember your private key password to download certificate requests and import the returned signed certificate Company name Acme Gmbh Company site Klagenfurt State Province Carinthia Private key password eeeeeece Password reply c eccccco Ok Cancel Figure 3 5 Create self signed certificate e Download certificate request Before downloading a certificate request a user cer tificate must be created Select the created certificate enter the defined password and download it The request should be send to a certificate authority which will return an official signed certificate to import Download request x Alias name eisenberg_selfsigned Private key password
182. yed in your work area 3 Activate the Start process button A link to the former selected items will be attached to the started process Your personal worklist is displayed in your work area 4 3 11 Change type cl LF This function can be activated by clicking on the icon Change type in the toolbar One item of the DMS Object Table has to be selected prior to activating this function The function Change type can be used to change the type of a document Hint This function is not available by default and must be added as function in folder properties action id changeType ony ei Tr Change type x template Change current type ODT Template to Standard document Ok Cancel l Figure 4 11 Change type Content of the dialog Change type e Change current type to Select the type from that list which should be assigned to the document e Ok Activating this button leads in closing the dialog and replacing the current type by the selected one The DMS Object Table is displayed again e Cancel This button leads in closing the dialog without changes The DMS Object Table is displayed again Example Precondition The DMS Object Table is displayed and there is at least one document in it A alternative type for this document exists also 1 Mark the document in the DMS Object Table which should be converted to another type 2 Click on the icon Change Type in the toolbar The dialo

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