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enterprise User Manual - Groiss Informatics GmbH

1. enterprise Roland Eisenberg Mozilla Firefox File Edit View History Bookmarks Tools Help enterprise Roland Eisenberg gt S localhost 8 avaclient servlet method com dec avw html HTMLGui showFram gi 3 Google ae enterprise piss see 20G8I0KD Tasks m Worklist 1 5 y Worklist of Roland Eisenberg E My applications 0 O ia ou Process Task Subject Priority Functions Documents Received Vacation 1 i ig N y SES a_proc a task 0 Add parfor steps 3 2012 Role worklist 45 45 nformaties Add process relation 1 Suspension list 0 D 377 Groiss i all control albrench 0 Copy to 14 2012 E nformatics structures eat thi 2 Role suspension list 0 Insert ispalysomething Groiss Change Into clipboard 4 2012 381 E Change 0 F 3 Informatics Request Reauest javaclient1 Start process A 1 my_makeVersion Functions O 382 Groiss Problem Solve test 1 Procaseinate 14 2012 Informatics Management Ser duedate Groiss all control F384 Informatics structures SEILER g Number of entries 5 0 selected Documents Calendar Search Extras Pa o tae Filter Dueat E 06 04 2012 12 21 12 04 2012 18 47 Figure 10 1 Task functions Copy to ld 3263 Task Solve Subject error User Giovanni v Comment Please check your points Ok Cancel Figure 10 2 Copy to Content of the HTML page Copy to e
2. enterprise Roland Eisenberg Mozilla Firefox x P g File Edit View History Bookmarks Tools Help enterprise Roland Eisenberg ar r lcom dec avw html HTMLGui showFrames id stand Se 4 PA MEN enterprise ep_postgres Logged in Roland Eisenberg prise 2IRPCRAIBSAE 00258 Tasks E Worklist 1 5 Ey Process Vacation Id 383 Task Request Subject 1 of 1 E My applications 0 L Vacation p Documents 4 Notes History Process Vacation 1 Role worklist 45 45 IxDOBXa IDEADA ZIZAN Suspension list 0 Content of process folder 383 Filter Role suspension list 0 Name sl Type Size Last changed at Locked by O a of Start process A Hint Note 12 04 2012 09 36 o Functions Number of entries 1 0 selected Documents Calendar Search Extras Figure 4 1 Document table 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 the file system Web link 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 enterprise after a Folder has been selected in the navigation area This table contains all DMS Objects stored within the DMS of enterprise 4 2 Components of the Document Management The document management in e
3. Figure 9 4 Detail mask of a task 9 2 Start process This link opens the process list which shows all processes you are able to start see fig 9 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 displayed see figure 9 5 The information of this form is analog to process start form described in chapter 3 1 3 136 9 3 SEARCH Duedate Set the date by which the process should be finished The calendar icon must be used to set the date the time can be entered manually e Priority The priority of the process instance can be defined here Description Enter a description for the process instance e Start If this button is activated the process will be started e Cancel If this button is activated the process list will be displayed again Processes A Applikation c_proc b_proc CRM CRM Example Beispielsprozess Tragt gebuchte Leistung ein und erstellt eine Rechnung und ein Angebot Standard Bestellung Standard Bestellungs Prozess Hauptbestellung Figure 9 5 Process start form in mobile client 9 3 Search The mobile client offers the possibility to search for all processes of enterprise The search criterias are analog to process search described in chapter 7 2 e Application Processes T
4. Confirmation eeeeee Setpassword Cancel Figure 8 2 Set password The function Roles provides information about your assignment to roles and about role sub stitutions which concern you Select the link Roles The HTML page Role assignments for see figure 8 3 which shows your role assignments and role substitutions will be loaded in your work area Role assignments D Role Organizational unit Active E all e sys Number of entries 3 1 selected Users who substitute my roles Active Role Organizational unit User From To e all Stefan Schmied e home Groiss Informatics Stefan Schmied e sys Stefan Schmied Number of entries 3 Users whose roles I m substituting Active Role Organizational unit User From To e all Markus Irrasch e home Groiss Informatics Markus Irrasch e sys Markus Irrasch Number of entries 3 Figure 8 3 Role assignments This HTML page is divided into three sections 1 The first section called Role assignments lists all roles you are directly assigned to 121 8 4 ROLES 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 It is also possible to define a role substitution by opening a role entry and adding a new substitution in tab Substitutions The second section called Users who substitute my roles lists all users who substi tute
5. ee ee es foe OSM o ocio ee ee 224 Dat Enty o cs ea cieo arten aot a Ba be ed hes 220 Status Messages oo ooa coeca bs 2206 Eror Messages oos ecoles oea auly aaa aa 22 7 Common Functions lt e cs ss o sas wa arie cago taea 2 3 Logging on t enterprise s ew scoe sran Terka wa aa 231 Login Window ss e ae 42 Main Windes a e e ah 24 enterprise User Interface ke ee 2 4 1 Layout of the User Interface 2220 ser eee 3 The Group Tasks 3 1 Links 3 1 1 f the Group Tasks o ra o esne c oee a rn a Worklist Role worklist Suspension list and Role suspension list 10 10 10 11 11 12 13 13 14 14 14 15 16 18 18 18 19 19 20 20 20 21 22 22 23 23 28 28 28 CONTENTS 12 Boskboniet erosa is a ea ee dee 30 313 SIE POSES eona oa ya a a 32 3 2 Functions of the Worklist Component 35 421 Grebak A 36 dao Komplettes e245 45 ia eee a aa 2S 37 S20 Complete addassi l 2 2 242454005 Ge a aa HS 37 a GO Dach 2504 44 Ooo be oe dG da Se ana we BS 39 E ata ee Sa ee haa E ae be Oe h 41 32 0 Make venion a ee i ee ee 42 Qed ROSEI ce be ae ee ee 43 Qo New tolder ssni dos ob ok apla a we Re we eee 44 Se AA be bh heed thee Pe bee dba eh bad 44 3210 Paste o ia oth edoa ai Gye bea Sh bd Gh E 45 Jall AE oo neca ea e aa a Ge Rae 45 a AI arena a e eo SG ee ak aw ah 45 Ue a A een 45 3 2 14 Recalled TAKE cera ee a A ae ern 46 22 l3 A ee re 46 3 2 16 To
6. 5205AIBXE Tasks Worklist 1 3 Role worklist 45 45 Suspension list 0 The following tasks could not be completed Please click on the links below to complete the tasks 382 test Worklist of Roland Eisenberg Filter Role suspension list 0 tid ou Process Task Subject Priority Functions Documents Received Due at lid Start process Groiss 2 20 03 2012 E El 367 eier a_proc a_task 0 E form E 16 21 an Groiss all control 7 05 04 2012 06 04 2012 Informatics structures 12 22 12 21 Groiss Change Insert Change Change 12 04 2012 Informatics Request Request Request 09 08 a_branch 381 Number of entries 3 0 selected Documents Calendar Search Extras Figure 3 9 Incorrect forwarding 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 9 A list contains all tasks as links which cannot be forwarded correctly Click on an entry to be transferred to one of the previous HTML pages to specify the actor of the following step Hint After activating the function Complete and assign there is no possibility to abort the function Not even the function Back of your browser will undo the effect of the function The task will be forwarded to the specified user or role 3 2 4 Go back This function can be activated by clicking on the icon
7. This function can be activated by clicking on the icon Backup to version in the version table 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 string Automatically created version appears Example Precondition The version table is displayed There is one document with at least one version 1 Select the version icon of the document you want to backup to a certain version The version table will be loaded see chapter 4 14 2 Mark the version which should replace the current content of the document by using the selection column in the version table 3 Select the function Backup to version in the toolbar A dialog window will ask you to confirm the operation 4 Activate the button OK The content of the document will be backed up to the content of the selected version and the version table will be displayed 4 3 22 Sign version It is possible to attach more than one signature to a version Therefore you have to select those versions to which you want to assign a signature and then you have to select the function Sign in the toolbar A HTML page will be displayed which allows you to sign the selected version s Detailed information can be found under 4 3 27 at page 82 4 3 23 Attach note This function can be activated by
8. 3 2 11 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 enterprise DMS see section 4 3 13 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 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 45 3 2 FUNCTIONS OF THE WORKLIST COMPONENT 3 2 14 Recall an
9. Contains the user and the roles which are assigned to them in the selected organizational unit via a role substitution of another user Roles inherited from superordinate organizational units Here those users and their corresponding roles are displayed which own the role in the selected organiza tional unit because they own the same hierarchical role in an superior organizational unit Content of the tables for role assignments Organizational Unit The selected organizational unit User The user who has a certain role in this organizational unit Role The role owned by a certain user in this organizational unit Active Green Point The corresponding role is active Red Point The corresponding role is inactive Close Clicking the button Close closes the current HTML page 127 8 7 PAGE AS HOME enterprise Mozilla Firefox y 5 localhost 8280 javaclient servlet method com dec avw html HTMLWorklistHandler showPopup url com groiss avw html DeptForm showRolesClient Role assignments t Organizational unit User Role Finance Steiner Hans steiner Horne Finance Steiner Hans steiner Manager Number of entries 2 O selected Roles inherited from superordinate organizational units Organizational unit User Role Active Management Irrasch Markus markus Manager Management Sepp sepp asf sepp Manager Management maexxd4 maexxd4 Manager Management Mobi mobi Manager Management Huber Fritz huber Ma
10. Documents This area contains the DMS of enterprise in a simplified way Entries of user and Common folder can be displayed here only but not edited Extras This area contains the functions Set Password Roles overview Time zone Settings Substitute Overview and an overview of Organizations see chap ter 9 4 Logout Logs out the current user Worklist Suspension List Start Functions Search amp EXIT a Documents Extras Logout Figure 9 2 Main window of mobile client The navigation and user interaction is equal to the description of chapter 2 2 134 9 1 WORKLISTS 9 1 Worklists This group comprises your personal worklist your role worklist and your suspension list The worklists are shown as a table see fig 9 3 An entry can be displayed normal or with a red point A red point symbolizes a task which has not been edited yet At the top of the personal worklist table the user folders are displayed see chapter 3 2 8 E Wacation 3265 Change Request Change Insert Change Request Request 11 07 2011 05 45 3263 error Problem Management problem Solve E 11 07 2011 05 54 3103 Todo Todo Form 3 16 03 2011 03 45 mim A Figure 9 3 Worklist of mobile client For more details about the process instance the link of process or task name has to be activated This page contains following information see fi
11. Functions Description Show form Y Ok Cancel Documents on Calendar _ a Search Extras Figure 3 6 Process start form e Priority Enter here the priority for the process If nothing is entered the default value will be used e Subject Enter a subject for the process This subject will be displayed in the role worklist the work list the suspension list and in several places where it will be useful to the user This field is available only if the process designer did not specify that the subject for the process is defined by a form field of a form attached to the process e Description Enter a description for the process It will be displayed in several places where it will be useful 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 formtemplates If this checkbox is activated 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 Ok is activated the process will be started and the process form will be pre filled with the data of the template form This checkbox is available only if templates have been assigned see section 4 3 34 e Ok Use this button to confirm your entries and start a new process Your personal worklist will be displayed see chapter
12. 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 enterprise 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 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 enterprise have a hierarchical structure i e an organiza tional unit can have several subordinated organization
13. 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 24 2 4 ENTERPRISE USER INTERFACE 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 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 7 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 Extended search This function offers extended functionality for finding process instances This entry only appears if you have the right for doi
14. e Day Views a day e Week Views a week e Month Views a month e Year Views a whole year e Matrix Views a month in compact shape By activating the Legend icon at top right you will get an overview about the color codes used in this view e Agenda Views a list of appointments started with the selected day Import This function allows to import files in Calendar format You have to enter or select a file and activate the button Import e Today This function is available only if an other mode has been selected This function allows to jump to the current day 5 1 2 The calendar sheet In relation to the selected calendar mode the overview will be shown for this mode Whole day appointments are labeled with an asterisk and shown on the top of the calendar sheet Temporary appointments are shown at the appropriate place in the calendar sheet see figure 5 2 Tasks with a duedate are also shown in the calendar sheet as red rectangle which contains the process id and subject If the cursor is moved over a calendar entry additional information for this entry will be shown Calendar 4 29 v Week Monday 11 July se 2011 gt 10 Sunday ES 11 Monday A 12 Tuesday 13 Wednesday whole day appointment Figure 5 2 Whole day or rather temporary appointments 5 1 3 Day selection With this function it is possible to jump to any date by clicking on the date The appoint ments of the selected
15. 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 Hint The functions are listed by their name in the process history The name acts as a link to the function 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 see figure 3 18 Content of the HTML page Task Description e Id The id of the process instance e Version Each process instance has a version number which can be found here e Description The description for the process e Position in process A graphical representation of the process with the actual task being highlighted is displayed here 3 2 20 Schedule Here the user can see how much planned time is already used and how long time remains until task deadline The user additionally can see following information on the chart see figure 3 19 e Blue vertical line Current time marker e Red vertical line Task duedate time marker e Black vertical line Process due date time marker e Black horizontal line Process health line is a function from time f T which shows user probability between 0 and 1 to finish process in specified time limits process deadline if this task will be finished in time T 51 3 2 FUNCTI
16. 1 4 Intoclipboard 0 002 002 0020 eee eee 143 1015 Process mole 222 ee eae a ee ee a kiks Ra 143 10 16 Setdusdate e de he ar ek a re 143 10 1 7 Setreadumead oe cc Spee ew a en run 144 TUS SPO ir a ee he Ga eS A ae eae S 144 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 and 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 pro
17. 25 Display note This function can be activated by clicking on an entry in the column Subject in the note table The function Display note can be used to display and or change the content of a certain note Hint If the note of a document is displayed in your work area you get back to the note table by clicking the button Back of your browser Example Precondition The note table is displayed and contains at least one note to a document 1 Click at an entry in the column Subject of the note table The HTML page Note see figure 4 15 is displayed in your work area 2 Activate the button Back of your browser The note table is displayed 81 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT 4 3 26 Delete note This function can be activated by clicking on the icon Delete in the toolbar of the note table At least one item of the note table has to be selected prior to activating this function The function Delete note can be used to delete selected notes from the note table The request has to be confirmed in a pop up dialog window If the dialog is confirmed by clicking OK the note will be deleted and disappears from the note table and therefore is not longer attached to the current document The button Cancel can be used to abort the function without deleting a note Hint The deletion of a note cannot be undone Example Precondition The note table is displayed There is one document with at least one note 1 Mark that note of th
18. 3 1 1 and the first task of the started process will be in your worklist 34 3 2 FUNCTIONS OF THE WORKLIST COMPONENT e Cancel Use this button to abort the transaction The entered data will be ignored and the process list will be shown Time graph For each new process with time data process associated with time graph time management will advise possible deadline and on demand it will be displayed in the process duration chart On this chart the process duration is presented as histogram blue the deadline is the black vertical line and the time line is divided into 3 areas red yellow green which have following meaning Red area In the red area most of processes were finished depends from the time management settings under Configuration of enterprise default value is 95 In this area processes will be completed with a probability between 0 and 95 depends from user deadline Yellow area In the yellow area 100 of processes were finished Processes with a deadline in the yellow area will be finished with a probability between 95 and 100 Green area The green area is the safe area Processes in this area should be completed with 100 probability With help of this chart you can select an appropriate deadline based on reliable re quirements for the new process The time management provides precise due date information and helps you to finish this process in the specified time If the process was star
19. 3 4 Defining Templates In the DMS of enterprise it is possible to define templates for folders documents and forms Only a system administrator can accomplish this function So if you need some templates contact the system administrator please The system administrator has to log in as user sysadm and open the folder Documents sysadm 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 62 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT 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 5 New note This function can be activated by clicking on the icon New in the toolbar The function allows you to create new notes within the DMS After activating this function and selecting the DMS element Note the HTML page Note will be displayed in your work area see figure 4 6 E Document Form Folder Note Web link Note Subject Meeting Content Room Rio at 3pm Ok Cancel Figure 4 6 Note Content of the HTML page Note e Subject Enter the subject which should be assigned to the note This subject is displayed in the column N
20. At this moment the clipboard can contain DMS Objects or links to other processes 10 1 4 Into clipboard This function enables you to copy the corresponding process to the clipboard 10 1 5 Process note See chapter 3 1 2 10 1 6 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 HTML page Set due date see figure 10 3 in your worklist 143 10 1 TASK FUNCTIONS IN ENTERPRISE Set due date Id 381 Task Insert Change Request Subject Update Task due date 13 04 2012 10 00 a Process due date 16 04 2012 12 00 Ok I Cancel Figure 10 3 Set due date Content of the HTML page Set Due date e Task due date Enter the point of time when the actual task should be finished Additionally mark the check box Update Process due date Enter the point of time when the actual process should be finished Additionally mark the check box Update Update This check box is shown twice on this HTML page The date will only be set if the corresponding check box is marked 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 10 1 7 Se
21. Document Management 2 50602 05 5b eee eee 47 BAT WO MIE ie ek ee a a a a RD 47 4 2 16 Process history ua ae ar a EE ee ah 47 4 2 19 Process definition 22 ee A A 51 322 Gebede a eh ee A doe AY dow HG dod Harta Hare a 51 al TOBREMMEOOS lt es ae owe RR A Borne ew an ES 52 4 The Group Documents 54 4 1 Concepts in Connection withthe DMS 0 54 4 2 Components of the Document Management 55 42 1 DMS Object Table 2 000 ee 0 ar ann ann 56 4 3 Functions of the Document Management 57 431 WW TOG soa is Zeus eA AS aoe ki da De ae ae ee 58 43 2 Wew document ooa s eoe ea ba a OE ae 59 dba INE OL Seien ee le a ie a a BE ee wk 61 43 4 Defining Templates ecs coace aca awa nen 62 ASS WOW GO ce oe ee due eo ed eol a ee we we a 63 4 36 Newweblink o o ciora 0082404 2h hee dae do es 64 AT EUER re ea eh tha ba eh hae 65 AIR COPY cima RAGE DARE ae we a aS DA la a a 66 ASO TIME ar a Ree ee a SR ew ee ha de 67 ADO Page cos is da bance Ga a be a dd give 67 LAU DEBE es 000 en er a a ac een 68 4 3 12 RETA ii re eo eh ee eee 68 Wolo MATO Gon kee Da a AAA 69 4314 Start PIOESSE sc u a A a 71 43 15 Changetype 00 o a en GR 72 43 16 Replace u 2er a ae a ra 73 ASAE Create TELLO aca bad ade sa Bare oe aera ee 74 CONTENTS 43 18 To Version Table co es 28 u aan wanna 9 da ES 76 4 3 19 Display Versions oo ws ara ea 77 4 3 20 Delete version o eo See ee ee a de a ew ae we we 77
22. Edit Clicking this button displays the HTML page Keyword Assignment If you want to assign a keyword to the folder select the keyword from the list Available Keywords and click the button D if you want to remove a keyword from the folder select it from the list Assigned Keywords and click the button d Afterwards confirm your entries by clicking the button Ok 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 It 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 Access Here you can define the access rights for the DMS Object Target Details This button is only available if you look at the properties of a link object If you activate this button the properties of that DMS Object are displayed which is referenced by the current DMS Object 96 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT Example Precondition The DMS Object Table is displayed and there is at least one DMS Object in it 1 Click at an entry in the column Details of the DMS Object
23. Folder Settings see figure 4 20 The function Add function can be used to add new toolbar functions to current folder Function Mozilla Firefox BAX je localhost 8280 javaclient servlet method com groiss avw html GuiConfigEditor show Action Id cut a Function u Add Cancel Figure 4 22 Functions Content of the HTML page Functions e Action Id Enter an action key which is defined in enterprise e g cut insert copy link paste startProcess etc It is also possible to add a quick search function by adding the id search which generates the input field the functions Search and All entries e Function A task function can be selected here 87 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT Add form This function can be activated by clicking the button Add beside the Forms list in the HTML page Folder Settings see figure 4 20 The function Add form 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 dropdown list for creating a DMS form see section 4 3 3 If the radio button Denied is activated all forms which are not added to this list are selectable in dropdown list Example Precondition The DMS Object Table is displayed and you see the content of a folder In our example we use the folder Common which contains a form with a field called subject 1 Navigate to the
24. 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 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 The button Select can be used to search for tasks For this purpose a search window appears 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 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 an 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
25. If this checkbox is ticked the folder bequests all its permis sions to its sub folders and the items in those folders e Access With the help of this function you can define the access rights for the folder Settings Clicking this button displays the HTML page Folder settings see figure 4 19 in your work area How you can use this function is explained beneath e Form This function allows to edit folder forms The button is displayed only if the current folder has a folder form This function can be called by activating the toolbar function in DMS table function with action id folderForm must be added see section 4 3 30 84 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT An Example can be found beneath Folder Settings This function can be activated by activating the button Settings in the HTML page Folder Properties see figure 4 19 The function Folder 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 enterprise Mozilla Firefox Joe localhost 8280 javaclient servlet method com groiss dms html HTMLFoldert Y v Folder settings Columns Name Additional data Type Size Last changed at Locked by Functions new space cut copy link paste COR EIA Forms O Allowed O Denied Paging Items per pag
26. Process Task or Documents and select the tab Notes Here you have the possibility to attach a note to the task 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 Design of the process history view The process history will be displayed in anew window You can leave the detail view by closing the window Content of the HTML page Process history e Description The description for the process has been entered during the definition of the process e Due at The date when the task should be finished e To this step Here you will find information about this step e g notes that have been attached during the execution of the function Go Back 47 3 2 FUNCTIONS OF THE WORKLIST COMPONENT Process all control structures Id 377 Task a_branch Sub
27. Table The details of the corresponding DMS Object are displayed in your work area 2 If the content of the object is displayed activate the button Cancel or the button Back of your browser The DMS Object Table is displayed 97 5 The Group Calendar In this chapter we describe the calendar integrated in enterprise It can be used to admin istrate appointments enterprise Roland Eisenberg Mozilla Firefox Ely Datei Bearbeiten Ansicht Chronik Lesezeichen Extras Hilfe B enterprise Roland Eisenberg gt 3 A u 1 http localhost 8380 wf servlet method com dec avw html HTMLGui showFram r e 4 r ya Rh E Y enterprise pis oma 02588 Tasks Documents Calendar 4 29 Week Monday 11 x July m 2011 gt Calendar 10 Sunday fa 14 Monday PA 12 Tuesday fa 13 Wednesday fa 14 Thursday fa 15 Friday fa 16 Saturday fa 4 July v0 gt Su Mo Tu We Th Fr Sa 1B M4567 alg 1041112 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 aaa Fite 2 LEAR My Appointments v Resources Search Extras Figure 5 1 Calendar in enterprise 5 1 Elements in the navigation frame The calendar of enterprise is divided into the following fundamental areas 5 1 1 The calendar mode For selecting a time span to display following buttons exist 98 i I I will i ME gt PE FE 5 1 ELEMENTS IN THE NAVIGATION FRAME
28. 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 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 Hints For using the clipboard function of the e mail client a temporary folder is needed If this folder does not exist in your database you have to execute following statement insert into avw_standardfldr oid name avwcreatedby avwcreatedat values 332 StmpS 10 SYSDATE 8 3 Set password The HTML page Set password enables you to set your enterprise password to a new value Content of the HTML page Set Password Old password Enter the old password here New password Enter the new password here Confirmation Confirm your new password here Set password Clicking this button confirms your entries and therefore set your pass word to the value of the field New password Cancel Clicking this button ignores your entries The HTML page is closed and your password will not be set to the new value 120 8 4 Roles 8 4 ROLES Set password Old password New password eeeeee
29. 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 142 10 1 TASK FUNCTIONS IN ENTERPRISE e Cancel This button can be used to abort the execution of the function 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 you 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 10 1 2 Activating the link Copy to displays the HTML page shown in figure 10 2 3 Click on the button Select and choose your own name in the search window 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 a task can be recognized by its name It is called copy 10 1 3 Insert from clipboard This function enables you to insert the content of the clipboard into the document folder of the corresponding task
30. a simple instruction manual for your first steps with the system and shows fundamental concepts in en terprise The third chapter is a detailed description of the worklist the central component for the everyday use of enterprise The fourth chapter addresses the handling of documents and notes The fifth chapter is about the integrated calendar The sixth chapter describes the mail client of enterprise The seventh chapter explains the search component of enterprise which helps you to extract useful information about your processes The eight chapter describes the extras component of enterprise It covers for in stance the change of user preferences To give you a better orientation in the manual the icons that are used by 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 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 distinguishes between two typ
31. 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 2 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 enterprise 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 four areas On top the current month and year are displayed On the left side the help link shows a description of using the calendar On the right side there is the close button X The second area contains a month and years selection The link Today shows the current day At the third area it is possible to set the starting day of the week by clicking on the weekday e g Su for Sunday By selecting a day e g 23 the 23 d
32. 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 20 2 3 LOGGING ON TO ENTERPRISE Select all a If you select this checkbox next to the corresponding table all table entries become selected af 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 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 drop down lists are integrated additionally By activating this symbol the content of the list is displayed where you can select the needed object 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 y
33. 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 enterprise In enterprise workflows are defined in 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 a amp 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 enterprise 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 possibl
34. can be added to the list of recipients for the selected document s This function can be activated by clicking on the icon Add next to the list Recipients After activating this function the HTML page Select Agent will be displayed in your work area Content of the HTML page Select Agent 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 Search for and click the button Search After this only users who match with your entries are displayed in the user list After clicking the button All Entries all users are displayed in the user list e Role List of available roles e Organizational unit The above selected role is defined in this organizational unit 70 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT e Comment to this agent 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 e OK By clicking this button you confirm your entries and the currently defined recip ient is added to the list of recipients 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 by using the selection column 2 Select the function Send to in the toolbar The HTML page Send documents is dis played in your work area 3 Activate the button Add The form Selec
35. 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 67 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT 4 3 11 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 To delete an item it has to be selected by using the selection column Activating the function Delete shows a dialog window that asks the user to confirm the request Confirming this dialog window by using the OK button deletes the selected item The func tion 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 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 by using the selection column 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 12 R
36. 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 Artach Note can be used to attach notes to items of the DMS Object Table 78 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT L Note Subject Exception Content Reproduceable in ep80 only Private O Insert Cancel Figure 4 15 Note Content of the HTML page Note 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 the 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 Insert Click on this button to confirm your entries The new not 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 70 Note Table appears in the DMS Object Table for this document 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 HTML page Note see figure 4 15 is display
37. except if the function needs additional 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 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 found 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 enterprise The worklist symbolizes the desk or the in tray of the user respectively All 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
38. following additional information e Substitute This column shows the user who acts as a substitute for you e User This column shows the user whom you are substituting 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 8 5 2 New Substitute This function can be used to define new personal substitutes i e you define who should act as a substitute for you To nominate a new substitute click on the function New Substitute in the toolbar The HTML page shown in figure 8 5 will be displayed in your work area Content of the HTML Page My Substitutes New e User The current User e Substitute To fill in the field substitute two buttons will assist you Select Activate this button to open a search window to select a user Delete Activate this button to remove the entry in the field Substitute e Substitution incl Roles If this check box is activated the specified user will be the substitute for all your roles as well e From Here you can specify the date when the substitution starts The calendar icon can be used to load the calendar assistant which helps you to select the date e To Here you can specify when the substitution ends The calendar icon can be used
39. in the system administration 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 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 Name Enter the name of the document which the document should have within enterprise Alternatively you can use the button Accept name to fill in this field Extension Enter the file extension of the attached document e g html or doc Alternatively you can use the button Accept name to fill in this field Permission list With the help of a permission list it is possible to define rights for the new document which are needed by the users in order to be able to perform the corresponding functions onto the document This field is only available if the system administrator activated the use of permission lists Browse Use this icon 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 Accept name Use this icon to automatically fill in the text fields Name and Extension by extracting the values from the original file name 60 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT Example Precondition Your personal dms folder is displayed 1 Click the New icon
40. notification You can define to get an email notification whenever a new entry appears in your personal worklist or role worklist respectively Here you can choose one of the following options e New entry in worklist You will receive a notification if a new entry appears in your personal worklist e New entry in role worklist You will receive a notification if a new entry appears in your role worklist e New entry in worklist substitute name You will receive a notification if a new entry appears in the worklist of the substituted person Hints e The notification in case of new entries in the role worklist can lead to a large amount of emails It should only be chosen in special cases e The notification works only if your email address has been entered into your account information and enterprise has been configured correctly to send emails 119 8 3 SET PASSWORD 8 2 6 Mail client settings The HTML client contains a mail client which can access the mail box Therefore the following settings are required Mail protocol Specifies the protocol used to fetch the mails from the mail server Type of communication Specifies the security level for the mail transfer from mail server to client 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
41. number of left vacation days Overview of Absences Show User Vacations Time Recording Start stop functions for recording work and project time Work Time Overview Shows a worktime overview for a user Figure 3 2 Function list e Change private key password If your system uses the default implementation for electronic signatures of enterprise you have to enter a password when you generate the keys required for the signature process So if you electronically sign a document you have to enter this password The function Change private key password enables you to change your password for electronically signatures e Generate keys If your system uses the default implementation for electronic signa tures of enterprise you have to generate a private public key pair so that you can electronically sign documents The function Generate keys generates the required key pair for you Example 1 Click on the name of the entry Process Note in the function list The HTML page Attach note appears in the work area see figure 3 3 Hint You reach the function list via the link Functions in the appropriate group of the navigation area Attach note Process Id 2798 Next Cancel Figure 3 3 Attach Note 31 3 1 LINKS OF THE GROUP TASKS 2 Enter the Id of the already running process in the field Process Id 3 After activating the button Next the specified process will be located If the
42. of the cockpit enterprise Roland Eisenberg Mozilla Firefox Datei Bearbeiten Ansicht Chronik Lesezeichen Extras Hilfe le enterprise Roland Eisenberg eo A T http flocalhost 8380 wf servlet method com dec avw html HTMLGui showFrame r es ES N terprise TD prise Tasks Documents Process Cockpit Calendar Search enterprise Processes Extras a_bpmn_proc Settings FT gt ncident Managemen Dashboard zen El Set Password Problem Management Roles Y Project Management Processes Substitutions Organization Operating Processes p seh Incident Processes age ar Koma Task Processes Password Policy Style Configurator Staff Processes Processes Candidature Process Documents Job Figure 8 8 process cockpit overview 8 10 1 Details for process groups Process groups can display following information e Processes All processes which are available in this process group 129 8 10 PROCESS COCKPIT Reports All defined reports Functions All defined functions Links All defined links Documents All documents which are available in this folder Directly executed reports The result of the reports can be displayed on the detail page immediately enterprise Roland Eisenberg Mozilla Firefox Datei Bearbeiten Ansicht Chronik Lesezeichen Extras Hilfe T enterprise Roland Eisenberg A T http focalhost 8380 wf servlet method com dec aww html HT
43. of the current folder Column Mozilla Firefox BAX fa http f localhost 8380 wF servlet method com groiss avw html Gt 1 Id changed Name Ichanged_at 118n Last changed at Localize Icon Preview Visible Cancel Update Figure 4 21 Column 86 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT Content of the HTML page 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 By activating the I18n link beside this field the translations if defined in application mask tab Properties of this key are displayed and can be edited directly by changing the values and activating the button Save The changes are stored in the resource file of the appropriate application for more information see System Administration manual section Resource Editor This link appears only if the current user has the right admin and the checkbox Localize is activated e Localize If this checkbox is activated the Name will be localized if available in resource bundle e Icon Here you can enter a path for displaying an icon instead of the name e Visible If this checkbox is deactivated the column is not visible at first time but can be added by using the column picker Add function This function can be activated by clicking the button Add beside the Function list in the HTML page
44. 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 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 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 3 Browsing The usage of hyperlinks can lead to
45. set the uncorrected logins via WebDrive will be ignored login tries will not be counted After connecting with the enterprise server the following content is displayed e Worklist e Common e User folder e User folder of the substituted person 90 i a amp 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT fe WebDrive Version 9 17 File Utilities Help EY Sites Name E 70 3 ep80 Connect Site Address URL Connect http ep80 groiss com 8000 wi webdav Offline Server Type Drive WebDAV Roos Connect at login startup Anonymous Public Logon Username web Password NewSite NewFolder Delete CloneSite Y Save Password Figure 4 23 WebDrive Connection Settings 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 Extras Settings will be dis played if the parameter webdav drive in avw conf is set The value of GUI parameter Web DAV 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 function ality for the current user only In this case the DMS can be used as usual and no WebDrive client is necessary Hint Itis possible that edited objects are not refreshed imme
46. 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 by using the selection column 2 Activate the icon Cut 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 your personal folder and inserted into the folder Common of the DMS The clipboard is empty 65 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT 4 3 8 Copy This function can be activated by clicking on the icon Copy 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 d
47. the process name e Process definition click on the process name e Schedule click on the due date 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 the 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 36 3 2 FUNCTIONS OF THE WORKLIST COMPONENT 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 e Selection You can give back one or more tasks at once 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 i
48. to load the calendar assistant which helps you to select the date 124 8 5 SUBSTITUTIONS f My subsitutes Stefan Schmied gt Roland Eisenberg enterprise Mozil BAX http localhost 8380 wF servlet method com groiss storegui Tabbedwindow showDialog node General History User Eisenberg Roland eisenberg v Substitute Schmied Stefan schmied X M Substitution incl Roles From 18 07 2011 12 00 5 To 21 07 2011 08 00 5 Apply changes at Fl Delete Ok Cancel Apply Figure 8 5 My Substitutes New OK Use the button OK to confirm your entries and define the selected user as your personal substitute Clicking this button will also close the current HTML page Cancel Use this button to abort the transaction The entered data will be ignored and the HTML page Substitutions will be shown Apply Use the button OK to confirm your entries and define the selected user as your personal substitute The current HTML page will not be closed History This folder contains information about the history of changes of your sub stitutes 8 5 3 Delete Substitute s This function can be used to delete one or more personal substitutes Select one or more substitutes and click the button Delete in the toolbar Confirm the dialog using the button OK to delete the selected substitute 8 5 4 Edit Substitute This function can be used to modify the settings of a personal subst
49. which is a link to the table fal 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 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 The following functions can be found in the toolbar e New e Cut e Copy e Link e Insert e Delete e Refresh e Send to e Start process e Change type e Replace 57 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT e Make version e Attach note e Sign e Download e Folder properties e Web folder e Upward e Clipboard 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 e Display DMS Object e Display Type Form e To Detail View e To Version Table e To Note Table 4 3 1 New folder This function can be activated by clicking on the icon New in the toolba
50. who handled this step If a task has not been completed the user name acts as a link to the HTML page Reassign see chapter 3 13 Hint If the column User contains the entry system the row represents a System Task These steps were handled automatically by the WFMS System steps are only displayed if the check box Show system steps in the header of the table is checked e OU This column shows the organizational unit in which the step has been handled e Task This column lists the name of the task The name represents a link which can be used to display the task description see chapter 3 2 18 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 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 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 49 iib 3 2 FUNCTIONS OF THE WORKLIST COMPONENT e Comment This column contains additional information about a step e g aborted suspended e Time management This column contains the process healt
51. 2 APPOINTMENTS enterprise Roland Eisenberg Mozilla Firefox Joe Datei Bearbeiten Ansicht Chronik Lesezeichen Extras Hilfe enterprise Roland Eisenberg 2 I Http ffocalhost 8380 wf serviet method com dec avw html HTMLGui showFrames id standard 8 c y PR ER enterprise 0 pms aaxxan ETT Tasks A vn r Documents BES moe Calendar Created by Roland Eisenberg 4 Duy eo p Subject Meeting Participants Users e Su Mo Tu We Th Frsa Location Roland Eisenberg 5 es 1 From 11 07 2011 11 00 E Whole Day By 4 5 6 7 afai ro 101112 13 14 15 16 17 18 19 20 21 22 23 Description 24 25 26 27 28 29 30 11 07 2011 12 00 A Anamnese pais Notification r Fitr 2 Re YS EI Notitcation MN My Appointments w Caption Meeting b Appointment Editors Resources State fixed O Recurrence Repeat every Forever Count until Search Extras Figure 5 6 Appointment e Timezone Gives you an overview of all participants in which timezone they are and when the appointment starts e Whole day Checks if the appointment takes the whole day 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 Recurrence Define a
52. 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 version table will be displayed 4 3 20 Delete version This function can be activated by clicking on the icon Delete in the toolbar of the version ta ble At least one item of the version table has to be selected prior to activating this function The function Delete version can be used to delete selected versions from the version table The request has to be confirmed in a pop up dialog window If the dialog is confirmed by clicking Ok the version will be deleted and disappears from the version table The button Cancel can be used to abort the function without deleting a version Hint The deletion of a version cannot be undone Example Precondition The version table is displayed There is one document with multiple ver sions 1 Select the version icon of the document you want to delete a version of The version table will be loaded see chapter 4 3 18 2 Mark the version you want to delete by using the selection column in the version table 77 E 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT 3 Select the function Delete Version in the toolbar A dialog window will ask you to confirm the deletion 4 Activate the button OK The selected version will be deleted and the version table will be displayed 4 3 21 Backup to version
53. 43 21 Backipto version o cscs coac ea a a a a 78 45 22 SILO VERIO oaa a a eX ea A de 78 1 323 Altach A a we ea eee 78 4 3 24 To Note Table 2 2 2 au ele an aan en a 80 43 29 Display DOS oo 24 ana wade Meta RR rer ee ee 81 4 3 26 Delete not gt oeeo cr eoma da ee 82 BET SEN 2624 ce eae a ah a ni eG 82 43 28 Very Bpnalires oc oo a h 83 haz Dovnload ee ee re een 83 43 30 Polder Properties lt o cs sead meti nn na o i 83 ASS Web folger os se esne ia Se a eh 88 43 32 Upward io cia a a dd 92 4 3 33 Chipboard o occiso da ea 92 4 3 34 Mark as processform template o 93 4 3 35 Display DMS Object o e e 94 4 3 36 To Detail View 95 5 The Group Calendar 98 5 1 Elements in the navigation frame 2 oo o e 98 311 The calendarmode ciococorris resi ds en 98 5 1 2 The calendarshest cosmos ae ea 99 SAS Day sclechol secreciones 99 le Teiler a re 99 A a or ooe e aa a eh 102 Sal DIPS ee ra Sa a 104 6 The Group E Mail 106 61 The Mailbox o s cares RR Oe HD ee wae ee 106 6 2 TheCompose Window 0 002 eee ee ee 107 7 The Group Search 109 71 Limksof the group Search c o occ mo ran na 109 Pal Process Search aia a a a e a E a a 109 Tal SCACEHTESUNL ocre er ae a ara ea ee 113 7 3 Doc mentseatch cocos A 114 7 3 1 Result of the document search 2 2 22 22m 116 taa RAMPE coi e ee wed ac eo 116 8 The Group Ex
54. A prise Tasks mem Worklist 2 amp SI process Role worklist 45 45 Processes of application Staff Processes a gt Suspension list 0 Name Version Description Role suspension list 0 Business 1 This process starts with a business trip request This request can be approved by a manager if required then Trip expenses can be entered and in the end the expenses are processed by the staff and finance department Start process Recruiting 1 Funct Setra i Register the sickness of one of your employees When the employee is healthy again he has to fill out a health uncuons notification The staff and finance department will be notified about sickness and health status of the Vacation It 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 Work Time 1 Process for creating time reports for particular projects and periods The user can add entries until the period is over Then the time report is passed on to the manager of the project which has been defined Number of entries 5 0 selected Documents Calendar Search Extras Figure 3 5 Process list Content of the process list e Name This column lists the name of the process e Version This column contains the version of the process e Description This column shows an additional process desc
55. 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 When you activate this function the HTML page Go back see figure 3 10 will be dis played in your work area Select the task you want to return to from the list of previous 39 3 2 FUNCTIONS OF THE WORKLIST COMPONENT tasks enterprise Roland Eisenberg Mozilla Firefox CI File Edit view History Bookmarks Tools Help a enterprise Roland Eisenberg e TE localhost 8280 javaclient serviet methadjcom dec avw html HTMLGui showFrames id Se y PILA enter ep_postgres Logged in Roland Eisenberg prise Tasks Alun Worklist 2 4 u LE2 3s Role worklist 45 45 Id 382 Task Solve Subject test Suspension list 0 Agents in reverse order Role suspension list 0 9 Agent Task Received at Finished at Roland Eisenberg Insert 12 04 2012 09 11 12 04 2012 09 11 Start process Functions O Roland Eisenberg Solve 12 04 2012 09 09 12 04 2012 09 09 O Markus Irrasch Solve 12 04 2012 09 08 12 04 2012 09 09 O Roland Eisenberg Insert 12 04 2012 09 08 12 04 2012 09 08 Comment Ok nie Cancel Documents Calendar Search Extras Figure 3 10 Go back The WMES removes the
56. Id is valid the note form appears in your work area see figure 3 4 Note Subject Exception Content Reproduceable in ep80 only Private O Insert Cancel Figure 3 4 Note Form 4 Enter any information into the note form 5 Confirm your entries by activating the Insert button Your note will be attached to the previously selected process The note symbol appears in the column Documents of the according task You will be transferred to the function list 3 1 3 Start process The process list shows all processes you are able to start 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 To display the list of processes click the link Start process in the group Tasks of the naviga tion area Structure of the process list Processes in enterprise are displayed in a list called process list The entries show the name version and the description of a process see figure 3 5 The dropdown list con tains all enterprise applications If you select a application the processes of the selected application will be displayed only 32 3 1 LINKS OF THE GROUP TASKS enterprise Roland Eisenberg Mozilla Firefox Cuy File Edit View History Bookmarks Tools Help 5 enterprise Roland Eisenberg z TE localhost 6280 javaclient serviet methodjcom dec a s D A un
57. Kunden Maximalrabatt in Unterschrift Bild im DMS Signature E Mail und Dokumente v Figure 8 1 Settings in Group Extras 8 2 1 Language The language used to display the HTML Interface of enterprise 8 2 2 Time zone The time zone used for your date inputs and outputs 8 2 3 Items per page 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 118 8 2 SETTINGS If your worklist contains more than those items you can browse through the list by activating the buttons lt gt 2 3 In this example there are three pages containing 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 e lt Go to the previous page e gt Go to the next page e Go to the first page e Go to the last page e 1 Go to page number one e 2 Go to page number two 8 2 4 Home page The content of the URL entered into this field will be displayed on startup of the enter prise server If you select the link Page as Home the URL of the page currently displayed will be entered into this field 8 2 5 Email
58. MLGui showFrames id star r el 4 RN nterprise TD prise Tasks Staff Processes Documents Calendar Description A collection a all staff processes Search Responsible Markus Irrasch Extras Settings Processes Reports Dashboard Job Arbeitskorb eines Benutzers Set Password Candidature Process Number of open problems per agent Roles Documents Functions Substitutions Documents Version erzeugen Gesch ftsprozessmanagement Notiz Weblink Organization Page as Home Password Policy Style Configurator Processes abgeschlossene Prozesse Process incomplete Condition removed and Status in Beendet Abgebrochen calculation r Time hours full interval a model Intervalin seconds Execution 11 07 2011 Date 04 40 Conditions Rows 5998 tla Process Currently A 608 Choice Paths 1 Figure 8 9 Process group in process cockpit For processes additional information are available 8 10 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 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 enterprise process de
59. OCUMENT SEARCH e Edit query If you have the required right this button brings you to the extended search where you can edit the query e 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 Insert e Details of query This functions allows a detail view of the query in XML and SQL format e Options of Report Here you can define the options of the current report if you have the required right e g if row numbers should be displayed or linked reports should be shown etc e Chart With this function you can export the search result by selecting one of the following export types HTML table This is the default setting and shows the search result in a table on the HTML page Chart This type shows the search result in the selected chart Export to Excel The search result will be exported to MS Excel Detailed in formation about this topic can be found in the user manual Reporting Extended Search Delimiter Separated Values Exporter With help of this export type you can export the search result in a CSV file with the entered Delimiter The delimiter is for separating the rows XML export The search result will be displayed in XML format after activating the button OK PDF Exporter This export type allows to show the report result in PDF format 7 3 Document search This function can be activated by clicking on the l
60. ONS OF THE WORKLIST COMPONENT Process Vacation 1d 383 Task Request Subject 1 06 1 A vacation E Documents Notes History Process Process definition Id hr_vacation Version 1 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 O B all Request Manager Approve gt Vacation approved Y 2 form_vacatio n employee Refused 2 Home in Human Resources 2 form_vacatio n employee Approved Figure 3 18 Process definition The time line can be divided into some of following areas e Green area is a planned time This area is always visible on chart but sometimes it overlaps with the read area or it is included in the area e Yellow area presents process time buffer This time buffer is shared between all tasks in the process If a task is in the yellow area it will decrease time reserves of process The yellow area is not visible if process has no time reserves e Red area is an indication of low process health It starts in time where the process health function result is below 95 value specified in settings default 95 and ends at process due date Red area is not visible for the last task in the process e White area is the time after process deadline In this area tim
61. 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 8 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 Precondition The DMS Object Table is displayed It contains at least one document in your personal folder 1 Mark the document for which you want to create a link by using the selection column 2 Activate the icon Link 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 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 10 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 enterprise As the
62. Type Bush test Standard document Sl Bale E Markus Irrasch Search for Manyltems As Link O Copy O Original Subject Sumame First name ld sub D a weye uno veye El treeloading a Bush bush Tumor Dak dak Common Dehsi dehsi a 5 DelUser deluser Recipients Recipient Roland Emsig emsig Guhs quhs vi lumber of entries 27 1 selected Cornment to this agent A Calendar Search Ok Cancel ok Bliss Extras Figure 4 9 Send documents Content of the HTML page Send To e Documents In this table you find all former selected documents which should be sent to some recipient s e Link Copy Original 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 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 e Description Enter here a description please 69 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT e Recipients Displays the list of recipients This list is processed from top to bottom e Add With the help of this button you can define recipients fo
63. a tion for your company out of enterprise 7 1 Links of the group Search 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 Extended search This function offers extended functionality for finding process instances This entry only appears if you have the right for doing an extended search Detailed information about this topic can be found in the user manual Reporting Extended Search Stored queries Here you can find statistics which have been predefined by an administrator Clicking the link in the column d see figure 7 1 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 Extended Search 7 2 Process Search The process search allows you to find process instances you have been involved in as a user Select the function Process search The HTML page Process search see figure 7 2 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 7 2 1 The entries of this tab
64. a user can be opened by activating the link of such a user entry This detail mask allows to execute further actions e g write an email e Standard GUI This function opens enterprise in standard view like in a normal browser 139 9 4 EXTRAS Organizational Unit Groiss Informatics Groiss Informatics assigner Groiss Informatics release_mgr Groiss Informatics supporter Groiss Informatics Figure 9 7 Roles of a user in mobile client 140 10 Appendix 10 1 Task Functions in enterprise Clicking on the function symbol in your worklist loads a window shown in figure 10 1 It contains all task functions that can be applied to the according task The following task functions are offered by enterprise as a default e Add parfor steps e Copy to e Insert from clipboard e Into clipboard e Process note e Set due date e Set read unread e Set priority 10 1 1 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 10 1 2 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 an HTML Ppage see figure 10 2 in your work area 141 10 1 TASK FUNCTIONS IN ENTERPRISE
65. able 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 17 Create version Li This function can be activated by clicking on the icon Create version in the toolbar At least 74 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT 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 Create version E test Description First version Ok Cancel Figure 4 13 Create version Content of the HTML page Create version e Description This text field can be used to enter a note for a version Example Precondition The DMS Object Table is displayed and contains at least one document 1 Mark the document you want to create the version of by using the selection column 2 Select the function Create version in the toolbar The HTML form of figure 4 13 will appear in your work area 3 Enter a note describing this version in the field Description 4 Activate the button OK A new version will be created and the DMS Object Table will be displayed TS amp Hint For the successful execution of the function it is not necessary to fill in
66. actly The entered string must be equal to the id 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 If the 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 particular user the result will contain the processes of all users he has the View Right for 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 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 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 111 7 2 PROCESS SEARCH
67. 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 46 3 2 FUNCTIONS OF THE WORKLIST COMPONENT 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 atask or select 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 enterpriseeither click the note view icon of a task Further you can click on a link of an entry in your worklist
68. al units and at most one direct superordinated organizational unit 11 1 7 Form 1 7 FORM 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 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
69. al worklist is displayed in your work area 4 3 15 Change type 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 72 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT Change type E test Change current type Standard document to New type ITSM Document Ok Cancel Figure 4 11 Change type Content of the HTML page Change type e New type Select the type from that list which should be assigned to the document 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 HTML page of figure 4 11 is displayed in your work area 3 Select the type from the list New Type which should be assigned to the document 4 Activate the OK button The type of the document becomes changed and the DMS Object Table is displayed in your work area 4 3 16 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 n
70. ame of the DMS Object Table e Content Enter the content of the note e OK 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 Example Precondition Your personal DMS folder is displayed 1 Click the icon New in the toolbar The HTML page shown in figure 4 6 will appear in your work area 63 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT 2 Select the radio button Note and enter a subject for the new note 3 Enter a content for the new note 4 Click the OK button The new note is added to the DMS Object Table which is displayed in your work area 4 3 6 New web link This function can be activated by clicking on the icon New in the toolbar The function allows you to create new web links within the DMS After activating this function and selecting the DMS element Web Link the HTML page Web link will be displayed in your work area see figure 4 7 El Document E Form Folder Note Web link Web link Name Google URL http www google com Description Web search engine Ok Cancel Figure 4 7 Web link Content of the HTML page Web link e Name Enter here the name for the web link It will be displayed in the column Name of the DMS Object Table e URL The URL pointing to the web link e Description Free text e OK Clicking this button confirms your e
71. an actor yet You can enter any user of the WFMS see figure 3 7 37 3 2 FUNCTIONS OF THE WORKLIST COMPONENT 2 User selection This is the case if the following step is assigned to arole The possible actors for the following step are defined by the role see figure 3 8 Select agent Id 382 Task Solve Subject test Agent HX Execute Figure 3 7 Select agent Content of the HTML page Set agent e Agent The new agent for the task user or role e Execute Click this button to confirm your entries and forward the process to the selected user User selection Process Problem Management Id 362 Subject test Task Test comes to role Tester in organizational unit Groiss Informatics User with this role Irrasch Markus markus Reassign Figure 3 8 User selection Content of the HTML page User selection e User with this role 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 e Reassign Click this button to confirm your entries and forward the process to the selected user 38 i ott amp 3 2 FUNCTIONS OF THE WORKLIST COMPONENT enterprise Roland Eisenberg Mozilla Firefox File Edit View History Bookmarks Tools Help 5 enterprise Roland Eisenberg eo 80 javaclient se av showFrames id stande nterprise _enter gt pise amp
72. ard may contain none 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 92 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT Clipboard Name Type Java5_features standard Document Linux standard Document Empty Clipboard Cancel Figure 4 24 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 34 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 3 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 30 After adding the toolbar function a form instance can be created by using the function New see section 4 3 3 Select the created form in dms table and activate the toolbar function Mark as processform template to get the approp
73. ask 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 you 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 11 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 Put into suspension list Id 362 Task Solve Subject test q O Until Working days 5 Comment I m busy Ok Cancel Figure 3 11 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 41 3 2 FUNCTIONS OF THE WORKLIST COMPONENT 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 e Ok Clicking this button confirms the entry and the task will be suspended until the given date The task appears automatically i
74. ature table There you can see all signatures of the corresponding version Additionally you can sign a already signed version by selecting the version and activating the function sign in the toolbar Example Precondition 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 1s displayed in your work area 2 Activate the button Back The DMS Object Table is displayed in your work area 76 any Eee 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT 4 3 19 Display version This function can be activated by clicking on an entry in the column Created at in the ver sion table The function Display version can be used to either display the content of a certain version of a document or to save the version to a file system Hint If the version of a document is displayed in your work area you get back to the version table by clicking the button Back of your browser Example Precondition The version table is displayed and contains at least one version of a docu ment 1 Click at an entry in the column Created at of the version table Relying on the type of the entry either the content of the version is displayed or you are asked to save the version on your local file system 2 If the content of the version is displayed activate the button Back of your browser The version table is displayed
75. ay of the selected month is accepted At the bottom you can set the time either by several clicks on the hour or minutes field or by clicking on the hour or minutes field hold left mouse button pressed and moving the mouse to left or right side Detailed description of the calendar features Saturdays and Sundays are printed in red the current day is printed in blue 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 Selecting the button Close cancels the operation The calendar is being closed and the date field stays unchanged 19 ii E 2 2 USER INTERACTION IN ENTERPRISE Oktober 2007 x lt Heute gt gt Kw Mo Di Mi Do Fr Sa 50 40 1 2 3 4 5 6 7 4 5 9 10 11 12 13 14 2 15 16 17 18 19 20 21 43 2123 24 2 26 27 28 44 29 30 31 Zeit 07 00 Datum ausw hlen Figure 2 4 Calendar 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 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
76. c a_bpmn_proc Incident Manac Dinhinen idana ii si N J EI Calendar Search Extras Figure 4 16 Notes to Content of the HTML page Notes to 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 Clicking on an entry in this column displays the HTML page Note see figure 4 15 where you can view and edit the attached note 80 Pa 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT 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 e Created at This column lists the creation date of the note e Created by This column displays the name of the user who created the note e New note This function allows to add additional notes e Delete Deletes previous selected notes e Back Activating this function results in displaying the DMS Object Table again If the content of the note should be displayed in the table the entry Content of the Column picker must be checked Example Precondition The DMS Object Table is displayed and contains at least one document with a attached note 1 Click at an entry in the column Attached Notes of the DMS Object Table The note table is displayed in your work area 2 Activate the button Back The DMS Object Table is displayed in your work area 4 3
77. cess 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 enterprise it 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 templates 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
78. column contains the name of the document in enterprise 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 35 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 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 e 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 56 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT the function Replace Document has been executed or the function Change Name has been executed 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 Li e Details This column contains a symbol which acts as a link to the Detail View see chapter 4 3 36 3 e Version This column contains the version icon which is a link to the Version table Pp of a document function To Version Table The icon is only displayed if versions of the document exist see chapter 4 3 18 e To Note View This column contains the note view icon
79. ct Priority Functions Documents Received Due at ld Suspension list 0 Groiss 20 03 2012 367 a_proc D ES Role suspension list 0 Informatics PO task form 16 21 Groiss all control en 05 04 2012 e 377 nformatics structures Pranch 0 i y 12 22 AA Start process Number of entries 2 0 selected Functions Tra Work Area Navigation Area Documents Calendar Search Extras Figure 2 7 Design of the User Interface e Tool Bar 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 23 2 4 ENTERPRISE USER INTERFACE 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 The Toolbar The toolbar contains 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
80. ctions are offered here These are the functions Abort process Reactivate process and Archive process These functions are described below in detail under Functions of the process history Course The course lists all steps the process passed through so far Each line represents one single step The columns contain the following information 48 3 2 FUNCTIONS OF THE WORKLIST COMPONENT Course M Show system steps O view changes User ou Task Forms Started Taken Finished Comment 5 Groiss beein 05 04 2012 05 04 2012 nformatics Y 12 21 12 21 Markus imasch Groiss attack ES 05 04 2012 05 04 2012 05 04 2012 nformatics Form 12 21 12 21 12 21 Groiss loo 05 04 2012 05 04 2012 nformatics P 12 21 12 21 Groiss choice 05 04 2012 05 04 2012 nformatics 12 21 12 21 Groiss mevenihichoice branch 05 04 2012 05 04 2012 nformatics i 12 21 12 21 Groiss D 05 04 2012 05 04 2012 ee fourth choice system steps 12 21 12 21 Aborted Groiss ARE 05 04 2012 05 04 2012 nformatics first choice an if 12 21 12 21 Aborted Groiss nineth choice goto into the 05 04 2012 05 04 2012 Aborted nformatics while 12 21 12 21 Groiss i ee 05 04 2012 05 04 2012 ties eight choice subprocesses 12 21 12 21 Aborted Groiss E 05 04 2012 05 04 2012 ne fifth choice andpar 12 21 12 21 Aborted Groiss FR 05 04 2012 05 04 2012 Rarer ties third choice a loop 12 21 12 21 Aborted Figure 3 17 Course e User This column shows the name of the user
81. d 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 task 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 If you click on the form icon the form which has been created in the system
82. day will be shown immediately in the calendar sheet 5 1 4 The filter The filter function allows you to restrict the display of calendar entries in reference to users quick filter department s users departments quick filter and resources enterprise offers following 3 pre defined filters 99 5 1 ELEMENTS IN THE NAVIGATION FRAME m April 2012 x lt Today gt gt WK Mon Tue Wed Thu Fri Sat Sun 13 1 14 2 3 4 5 6 7 8 15 9 10 11 42 13 14 15 16 16 17 18 19 20 21 22 17 23 24 25 26 27 28 29 18 30 Time 08 41 Select date Figure 5 3 Day selection MS Gl el 2 Fite LD AR My Appointments v Figure 5 4 Calendar filter e My appointments Shows what the name says 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 in the calendar There are two types of filter e Temporary filter There are two possibilities Click either onto the Select user button and select a user Then you will see the appointments of this user Alternatively use the button Add filter Here you can select users as well as other resources Click Preview when you made the selection This temporary filter is used as long as no other filter selections have been made e Permanent filter If you use the Save button in the filter definition window see figure 5 5 the filter w
83. diately 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 e 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 e Cut process folder Pl and paste it in another process folder P2 A error message is displayed that the process folder P1 process cannot be deleted e 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 91 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT e Copy a process folder A new standard folder is created when a copy of process folder Pl was made in process folder P2 i e no copy of the process Pl is created e 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 9 Because of causing problems with links created in webdrive we don t recommend to use it 4 3 32 Upward This function can be activated by clicking on the icon Upward in the toolbar The function Upward can be used to navigate from the current folder upward along the folder hie
84. e Cancel Figure 4 20 Folder Settings Content of the HTML page Folder Settings e Columns Columns which should appear in your folder 85 e 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT Functions Toolbar functions which should appear in your folder Forms Forms which are allowed or not allowed in your folder Paging If this checkbox is activated the paging mechanism of enterprise is used for this folder only Items per page This defines the maximum number of entries in this folder table when paging is enabled Add Activating this button displays a HTML page where you can add new columns to the DMS Object Table of the current folder How you can do this and other oper ations is explained beneath e Edit This function is available at Columns only and allows to edit entries of this list analog to function Add Remove Activating this button deletes all entries which have been selected before e Up Activating this function moves up the selected column for one position Because of that the column or function is moved one position to the left of the current folder e Down Analogous to Up but one position to the right An example can be found beneath Add column This function can be activated by clicking the button Add beside the Column list in the HTML page Folder Settings see figure 4 20 The function Add column can be used to add new columns to the table design for the DMS Object Table
85. e 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 application 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 involv
86. e j Irrasch 07 23 Durchschnittliche minimale und maximale Markus 02 09 2009 Liegedauer aller Tasks Irrasch 07 23 Id Name und Prozess Alle derzeit f lligen Prozess F lligkeit bis vor exakt O Stunde n Markus 02 09 2009 Prozesse Irrasch 07 23 Figure 7 1 Stored Queries Process search Application Staff Processes v State Id O Contains O Starts with Exactly User v Started From 01 01 2011 00 00 E 1 e Finished From E To nl Organizational unit X Process type Vacation 1 X Task X Subject O Contains O Starts with Exactly Form xil Clignore case M Show time in date conditions Startsearch Reset Figure 7 2 Process Search Search Criteria Content of the HTML page Process search e Application Set the application to limit the search results to process instances of this 110 7 2 PROCESS SEARCH application 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 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 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 Ex
87. e management is un defined user should manually shift process deadline to be able use time management again for this process 3 2 21 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 next to the column Priority in your worklist A context menu will appear which lists all available task functions 52 3 2 FUNCTIONS OF THE WORKLIST COMPONENT Process all control structures Id 384 Task start_task Subject 45 0f5 E Fom LD Documents Notes History Process Schedule Task due date Started 12 04 2012 09 32 Task due date 12 04 2012 18 47 Time used 0 Time available 333515 1 0 0 9 Probability i o u a o ON 12 04 2012 12 00 12 04 2012 16 00 12 04 2012 20 00 13 04 2012 00 00 13 04 2012 04 00 13 04 2012 08 00 Time Figure 3 19 Task duedate chart 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 10 1 53 4 The Group Documents The group Documents supplies you with all functions of the document management system DMS of enterprise The document management of enterprise supports the handling o
88. e note table which you would like to delete 2 Select the function Delete note in the toolbar A dialog window will ask you to confirm the deletion 3 Activate the button OK The selected note will be deleted and the note table will be displayed 4 3 27 Sign Documents forms and notes 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 HTML page Sign see figure 4 17 is displayed in your work area Sign Version from 05 04 12 10 56 Type of signature al vw Password eeeeee Ok Cancel Figure 4 17 Sign Content of the HTML page Sign e Type of signature If the system administrator has already defined some possible types for signatures e g seen approved you can select the required type in this field 82 ES ir 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT 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 object is created If no version of this object already exists it becomes created The description for such a version is Automatically created version In the version table it is possible to attach further signatures to a version This might be necessary if more than one person has to sign a document In the version table an icon in the column S
89. ed If you activate the function OK in this HTML page the former selected process is started and the selected items are attached to it as doc uments 71 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT E enterprise Roland Eisenberg Mozilla Firefox File Edit View History Bookmarks Tools Help amp enterprise Roland Eisenberg ce e 5 localhost 828 enter N ep_postgres u Gore m Tasks Documents Start process Roland Eisenberg Td With the following documents Name Type Bush test Standard document E Markus Irrasch Manyltems As O Link O Copy O Original sub Processes of application ITSM treeloading Name Version Description Tumor Change Request Common Incident Management Release Management Number of entries 4 1 selected Calendar Search Extras Figure 4 10 Start process 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 2 Select the function Start process in the toolbar The HTML page Start process see figure 4 10 is displayed in your work area 3 Select the process which you want to start and activate the button OK The HTML page Start process see figure 3 6 will be displayed in your work area 4 Activate the OK button A link to the former selected items will be attached to the started process Your person
90. ed in your work area 3 Enter a subject and a content for the note 79 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT 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 70 Note Table appears in the DMS Object Table for this document Hint If the note table is displayed in your work area you can attach a new note to the currently selected document by activating the function New Note in the toolbar of the note table 4 3 24 To Note Table This function can be activated by clicking on the icon To Note Table in the DMS Object Table The function To Note Table can be used to display the attached notes of a selected entry of the DMS Object Table Y enterprise Roland Eisenberg Mozilla Firefox Woe Datei Bearbeiten Ansicht Chronik Lesezeichen Extras Hilfe SS enterprise Roland Eisenberg z A http localhost 8380 wF servlet method com dec avw html HTMLG gi 4 F A EN enterprise ep80 oracle Logged in Roland Eisenberg prise Axe ete Tasks DAS Notes to Java5_features Roland Eisenberg WA r Subject Created at Created by E WERE O 5 Presentation 11 07 2011 04 52 Roland Eisenberg Testcases Additional Screenshots will be added soon Markus Irrasch Number of entries 1 0 selected Ek Common 00 enterprise CRM ITSM ITSM10121 Markus Irrasch News El processes El enterprise Pro
91. efresh This function can 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 68 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT 4 3 13 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 Y ES enterprise Roland Eisenberg TE localhost 8260 java et method com dec avw html HTMLGui showFrames id standar Se Ny PIAR ento A o ea coro ARA aw Y Select agent Mozilla Firefox prise e TE localhost 8280 javaclient servlet methodj com groiss 3c st Tasks D t Send documents EAN Select agent Roland Eisenberg Documents Name
92. equest Markus Irrasch 09 02 2012 1 16 02 2012 12 10 Number of entries 3 Figure 7 3 Search result This HTML page see figure 7 3 shows the search criteria which have been used the number of matching process instances and 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 Currently at If the process is in the state Running this column contains the current task and actor first and last name e Started This column displays the point in time date and time when the process was Started e 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 e 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 e Reload If you activate this function the search will be executed again with the already defined search criteria e New search If you have the required right this button brings you to the extended search where you can create a new query 113 7 3 D
93. es of notes global notes and pri vate notes The icon for global notes acts as a link to the note view in enterprise 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 enterprise Contents 1 Definitions 1 1 Workflow Management System o o e 1 2 Workflow Specification e ecce cse Heuer Lo QUO 3a s s ao a A ee ee he de 1 3 1 Ad hoc WorkflOWS o os s ecos cacao 00000022 eee eee 14 Teak ooo g als ee EE RR OM cle OS ee ee oe ed GEER UN POO ea ba hbk SA SESE A bee ee oe LG Role 2 2 as a na a ne oo a eee YR a LE aim ge war Be es ee Shae NE UN WORMS oo anne eal a doa Bed we oR Oa Ra aw alee 1 9 AMES ic ee a ee ee eae eae ee aes A 2 First Steps 2 1 Simple Example of Use os oc ccoo esa nen 2 1 1 Workflow Specification o onen 2 1 2 Organization Chart oe 24224 2444444 44 84 aaa a 21 3 Workflow Execution o o 2244 22 22H 28 re 2 2 User Interaction in enterprise za e cc er ee ner 221 MEDIOS jcc o AA eS ae an ae 2 2 2 Navigation Concept 2 2
94. es 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 4 Give Back Go Back m ono nac 11 Complete WiLL Worklist RW Role Workiist process SL Suspension List ended AAA A 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 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 retu
95. es 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 Id 382 Task Solve Subject test User Role Search for Po PR 2 Surname First name Berger Rudolf berger Bush bush Dak dak Dehsi dehsi DelUser deluser Emsig emsig Guhs guhs lumber of entries 27 1 selected Comment to this agent Ok Cancel 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 Search for and click the button Search After this only users who match with your entries are displayed in the user list After clicking the button All entries all users are displayed in the user list 43 3 2 FUNCTIONS OF THE WORKLIST COMPONENT e Role List of available roles e Comment to this Agent Add a comment for the selected agent 3 2 8 New folder This function creates a new user folder in your worklist The user folders are displayed as i hierarchy tree in the navigation area If no user folder exists in the worklist you have to label the user folder onl
96. estination directory is Copy of File name see figure 4 8 og Copy of Java5_features Standard Document 339 KB 11 07 2011 04 48 O Y Java5 features Standard Document 339 KB 27 10 2010 08 49 Figure 4 8 Copy of Link to 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 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 copy by using the selection column 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 66 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT 4 39 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
97. ew ones This func tion does not change the name and or extension but the content of the document Activating this function displays the HTML page Replace document content see figure 4 12 Content of the HTML page Replace document content e File Enter the name including path of the new document e 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 73 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT Replace document content e Java5_features Replace existing content with content of File Cd O Create version Description Ok Cancel Figure 4 12 Replace document content e Create Version If this checkbox is ticked a new version of the document will be created e Description Free text Example Precondition The DMS Object Table is displayed in your work area and it contains a least one document 1 2 Mark the document you want to replace by using the selection column Select the function Replace in the toolbar The HTML form of figure 4 12 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 content of the specified file Then the DMS Object T
98. f 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 document 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 see figure 4 1 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 a umbrella term for all kind of objects which can be handled with the DMS of enterprise e g documents forms notes etc Form stands for aHTML Form Document stands for any document doc xls txt pdf which can be described by metadata with the help of a HTML Form 54 4 2 COMPONENTS OF THE DOCUMENT MANAGEMENT
99. f 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 6 e You cannot cancel the operation once you 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
100. finition 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 130 8 10 PROCESS COCKPIT a process form Example The cockpit contains the processes Employment and Development which have no analogy to 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 instances 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 131 8 10 PROCESS COCKPIT enterprise Roland Eisenberg Mozilla Firefox Wee Datei Bearbeiten Ansicht Chronik Lesezeichen Extras Hilfe TE Oenterprise Roland Eisenberg
101. folder Common and activate the function Folder properties The folder properties of the current folder are displayed in your work area 2 Click the button Settings 3 Click the button Add 4 Enter the value subject into the field Id 5 Enter the value subject into the field Name 6 Activate the checkbox Localize 7 Activate the button OK Now the HTML page Table columns is displayed in your work area 8 Activate the button OK Now the HTML page Properties of is displayed in your work area 9 Activate the button OK Now the DMS Object Table is displayed in your work area 10 At the end of the DMS Object Table the column Subject has been added 4 3 31 Web folder This function can be activated by clicking on the icon Web folder in the toolbar The function Web folder can be used to open a web folder which contains the content of your currently opened DMS folder If you see the content of a web folder you can double click e g on a document within the web folder After doing so you can edit this document with the default application for the corresponding document type You don t have to check out or check in a document if you want to edit it with the help of the web folder because the web folder takes care of this 88 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT Hint This function is available because the check in and the check out of documents can cause some problems This can happen because for this functions al
102. g 9 4 e Subject Description Task Started Due at These 5 rows contain information about the subject of the process and its description if entered the current task and its start and due date 1f entered e Forms Here you find the process forms of the instance By activating the link the form is displayed Process forms can be also displayed by activating the form link in worklist overview 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 3 218 135 9 2 START PROCESS e Process A graphical overview about the process is displayed analog to chapter 32 19 e Priority Here the priority of the current process is displayed e Folder This function allows to move the current task to the selected user folder For this purpose select a folder and activate the symbol Insert This function is available in worklist only e Functions This dropdown list contains a set of task functions see chapters 3 2 21 and 10 1 Select an entry and activate the symbol Execute e Worklist functions For each worklist type a set of functions are available described in chapter 3 2 Subject Task Insert Change Request Started 11 07 2011 05 45 Due at 11 07 2011 14 45 Forms Change Request Documents E History Process LG Priority 0 ke DE _ Add parfor steps v
103. h and the state of the specific task The task state indicator will be presented in following colours Green if task is in planned area Yellow if task is using reserved time Red if task is out of the planned area red area White process deadline is in past The process health value is also shown as tool tip help text by moving the mouse over the indicator If you click on the indicator the tab Schedule will be opened and the task duedate chart will be displayed see section 3 2 20 Hint This column contains an indicator only when a process mining was made for this process see Administration Guide chapter Process Mining The header of this table contains the check box Show system steps If it is activated all System steps steps that were automatically handled by the WFMS are displayed as well If the second Checkbox View changes is activated all changes per step will be shown which were edited by an actor Special cases 1 Version If a version of a process step has been created see chapter 3 2 6 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 Functions of the process history In addition to the detailed information about a selected process instance the Process histo
104. 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 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 gt Configuration Search is set Start search After defining the search criteria the search can be started by clicking the button Start Search The button Select can be used to search for departments For this purpose a search window appears Reset Use this button to reset all search criteria to their default values 112 7 2 PROCESS SEARCH 7 2 1 Search result After defining the search criteria and activating the button Start Search the search result will appear in your work area Search result Conditions Application in Staff Processes and Started gt 01 01 2011 00 00 and Process in Vacation Calculation model Full interval Time interval in Hours Seconds Execution date 12 04 2012 10 27 Rows 3 1d Process Subject Currently at Started Finished 383 Vacation Request Roland Eisenberg 12 04 2012 1 09 19 375 Vacation Markus Irrasch 23 04 2012 Approved Markus Irrasch 05 04 2012 1 25 04 2012 Process Home 10 13 324 Vacation Markus Irrasch 01 02 2012 R
105. he process and its start and finished date e Forms Here you find the process forms of the instance By activating the link the form is displayed Process forms can be also displayed by activating the form link in worklist overview 138 9 4 EXTRAS 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 3 2 19 e Priority Here the priority of the current process is displayed 9 4 Extras This group is a simplified version of group Extras described in chapter 8 The mobile version offers following functions only e Set Password Selecting this function displays the HTML page Set Password de scribed in chapter 8 3 e Roles Information about the roles you are assigned to can be found here analog to chapter 8 4 see figure 9 7 e Timezone This function allow to set the timezone for the current user For this purpose select a timezone and activate the button Ok e Substitutes This function shows an overview of all user who acts as a substitute for you as well as whom you are substituting e Organisation This function displays the information about the organisational struc ture of your company By activating the link of an organisation a list of all available users of this OU are displayed The detail mask of
106. he right Share is not selectable it must be added to the formtype in administration see System Administration Guide chapter Forms 4 3 35 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 Ifa document is displayed in your work area use the browser s Back function to go back to the DMS Object Table 94 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT 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 activate the button Back of your browser The DMS Object Table is displayed 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 36 To Detail View The function 70 Detail View can be found in the column Details of the DMS Object Table The Detail view of adocument show
107. hi e gt A httpifflocahost 8380 wfserviet method com dec avw html HTMLGuishowFrames idestandard ec Google Pla CEAR E Tasks E Candidature Process calenda 3 Definition Ill Runtime _ Search al Extras Responsible Markus Irrasch T Settings Process Instances Running 1 Finished 1 Dashboard Gestartet This week O This month O wt SURES aa Deadline Violations de 00 Start Process P Roles x Substitutions Recently Started Reports Organization P H Id Started Subject Currently at Arbeitskorb eines Benutzers Rs En 1377 31 07 2009 04 39 Start all Anzahl Prozesse pro Prozesstyp und OE ES 780 21 04 2009 06 00 Number of open problems per agent Style Configurator z Number of open incidents per agent Processes Arbeitskorb eines Benutzers E Mo peniBrocieme Functions Conditions Status in Active and Agent incomplete Weorktimelgverew Condition removed A Links calculation full interval Time hours model Interval in seconds EXTERN Execution 11 07 2011 INTERN Date 04 41 Rows a Id Organizational Process t Unit Groiss la 3085 Mordes a_bpmn_proc 5 3 y se Figure 8 10 Tab Runtime in process cockpit 132 9 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 g
108. his list allows to search for all processes of an application by selecting the application or one process only e Status Selection between process instance state Running or Finished e Started from to Here you can define the time interval in which the processes are were active Timer intervals must be set by using the calendar icon 137 9 3 SEARCH e Id Here you can specify the exact Id of the process instance you are looking for Finished from to Here you can define the time interval in which the processes are were finished Timer intervals must be set by using the calendar icon Subject Here you can enter the exact subject of the process you are searching for e User Current user is pre filled or a user can be selected e Search After defining the search criteria the search can be started by clicking this button e Cancel Activating this button results in displaying the previous page After defining the search criteria and activating the button Start Search the search result will appear By activating the process name of an entry detailed information about the process Application Process Default State Running O Finished Started From feo m Started To Finished From Finished To Figure 9 6 Search in mobile client is displayed This detail view contains following information e Subject Started Finished These 3 rows contain information about the subject of t
109. icate the message of the day in the tool bar e Template If you tick this checkbox the new form will be based on the template which has been defined for the selected type With the help of templates it is possible to define forms where e g some fields of the form are already filled in with default values Permission list Use the permission list to define rights for the form This rights are needed by the users in order to be able to apply the corresponding functions on the form This field is only available if the system administrator activated the use of permission lists e Ok Clicking this button confirms your entries and adds the form to the currently displayed folder of your DMS After this the new form will be displayed and you can fill in the form fields and confirm your entries by clicking the button Finish The DMS Object Table will now be displayed in your work area Example Precondition Your personal DMS folder is displayed 1 Click the icon New in the toolbar The HTML page shown in figure 4 5 will appear in your work area 2 Select the radio button Form and select a type 3 Click the OK button The form of the selected type will be displayed so you can fill in the form fields and confirm your entries by clicking the button Finish Now the form will appear in your personal DMS folder Hint If the field Type of the HTML form has not been filled in a reminder will be dis played after clicking the OK button 4
110. ice see section 5 2 1 Back Displays the current calendar view without inserting or changing an ap pointment Delete This toolbar function is available for existing appointments only and deletes the current appointment entry Delete and notify Analog to toolbar function Delete Additionally an email notification is send to the participants Export appointment The existing appointment entry can be exported iCalen dar 5 2 1 iMIP Support In enterprise calendar notifications contain iCalendar files iMIP offers the possibility to process status information of an appointment The most email clients have been integrated a calendar tool which support iMIP e g Microsoft Outlook Mozilla Thunderbird with Lightening etc Before this function can be used it must be activated in administration see Installation and Configuration Guide chapter Configuration Be ensure that all enterprise users who want to use this function have entered an email address If not only enterprise users should use this function the usage of email participants must be activated in administration Following the procedure of the communication 1 An appointment with participants is created and send to all participants as iCalendar using the toolbar function Save and notify You can also use email participants who are not users of enterprise 104 5 2 APPOINTMENTS 2 The participants will get an email and can accept or re
111. ields 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 is set e From Begin of the time interval selected at Time e To Begin of the time interval selected at Time e Form type The entries found should be of this form type analog to section 7 2 e Edit With the help of this button it is possible to define search criteria for the field of the selected form type e Owner The owner of the entries e Folder Search within this folder e Keywords Keywords which have been assigned to the folder e 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 e Extended search Clicking this button opens the extended search This button is only displayed if the user has the needed rights e 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 115 7 3 DOCUMENT SEARCH 7 3 1 Result of the document search The result table of the document search is displayed in figure 7 5 Bus Use A aE Search result E Conditions Name like test and only documents and folders Calculation model Full interval Time interval in Hours Seconds Execution date 12 04 2012 10 32 Rows 142 Name Creator Changed Folder Tester Fir
112. 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 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
113. ignatures indicates that there are existing signatures for the corresponding version 4 3 28 Verify signatures Of course signatures can be verified Therefore you have to go to the version table via the version icon in the DMS Object Table Afterwards select a version an click on the corresponding Signatures icon Now the HTML page Signatures of Version from is displayed in your work area see figure 4 18 Signatures of fersion from 05 04 12 10 56 Created at Created by Type of signature E 12 04 2012 10 09 Roland Eisenberg al Number of entries 1 0 selected Figure 4 18 Table of signatures In order to verify a signature select the corresponding signature in the table and select the function Verify in the toolbar The result of the verification process is displayed in your work area 4 3 29 Download This function allows to download documents from enterprise to the file system 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 4 3 30 Folder properties This function can be activated by clicking on the icon Folder properties in the toolbar The function Folder properties can be used to display and or edit the properties of the cur rent folder see figure 4 19 Content of the HTML page Properties of e Name The name of the folder If you enter a value into this field and click the button OK you cha
114. ill be saved in the database and can be found in the filter selection list Define filters By activating the icon New Filter a new dialog Define Filter will be opened where you can define temporary or permanent filter 100 5 1 ELEMENTS IN THE NAVIGATION FRAME 9 Calendar Filter Mozilla Firefox a x 5 localhost 8280 javaclient servlet method com groiss calendar CalendarGUl Define filter Name My Filter Objects Roland Eisenberg Sources Calendar CI Due tasks Finished tasks O Staff Processes Preview Save Cancel Figure 5 5 Define filter Information of the dialog Define filter e Name Name of the filter which will be displayed in the field Filter in the calendar e Objects Defines which object should be offered for the definition of a filter You can select between three options Users If you select this option and press the Add button a list of users will be displayed where you can select one Department s users If you select this option and press the Add button a list of organizational units will be displayed where you can select one Only these 101 5 2 APPOINTMENTS entries 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 and press the Add button a list of organiza
115. in the toolbar The HTML page shown in figure 4 4 will appear in your work area 2 Select the radio button Document and select a type This example uses the type Standard document 3 Enter the absolute name of the file to be loaded in the field File 4 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 5 Click the Ok 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 except the field Permission List a reminder will be displayed after clicking the Ok button 4 3 3 New form This function can be activated by clicking on the icon New in the toolbar The function allows you to create new forms within the DMS After activating this function and selecting the DMS element Form the HTML page Add form will be displayed in your work area see figure 4 5 O Document LD Folder Note Web link Type absence_form w Template Permission list v Ok Cancel Figure 4 5 Add form 61 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT Content of the HTML page Add form e Type Select the type to which the new form will be assigned With the form type News you can show this form after the login by activating the checkbox Show Mes sage on Login If this form is in the folder Common News this symbol will ind
116. ink Document search in the navigation area With the function Document search it is possible to search for DMS Objects within en terprise With the help of the fields of the HTML page Document search see figure 7 4 it is possible to define some search criteria for the document search 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 gt Configuration gt DMS see Installation Guide e In document the content of the field Text Contains should be contained in the doc ument 114 7 3 DOCUMENT SEARCH Document search Document name test Text contains In document In form Time Changed Y Show time in date conditions From E To nl Form type z 2 Owner v Folder DR Keywords PR Start search Extended search Reset Figure 7 4 Document search 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 e Show time in date conditions If this checkbox is activated the datef
117. itute You can change the user and the period of substitution Select the substitute you want to modify and click the function Edit in the toolbar The HTML page shown in figure 8 5 will appear in your work area 125 8 6 ORGANIZATION 8 6 Organization Select the menu item enterprise Organization The HTML page Organization show ing information about the organization structure will be loaded in your work area Organization Organizational hierarchy Default Groiss Informatics Management Finance IT a Marketing s Production Figure 8 6 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 e Search By clicking the button Select the system starts to search for the organiza tional unit which has been entered into the field to the left of this button If an organi zational unit is found which s name is identical in part or whole to the entered search criteria it is displayed in bold letters at the corresponding place in the organization hierarchy e At the bottom of this page the organization hierarchy is displayed Hints oy i amp e You do not have to enter the full name of a organizational unit It is sufficient to enter a fraction of the name with percent signs used as wild cards for missing parts e The case of the search criteria i
118. ject 42 of AP E Documents Notes History Process Schedule m x Task Process State Description Started by Markus Irrasch Started at 05 04 2012 12 21 Due at 06 04 2012 12 21 Due at 06 04 2012 12 21 Finished at 05 04 2012 12 22 Priority o Process instance description Course C Show system steps C View changes User ou Task Forms Started Taken Finished Comment 5 Markus Irrasch Groiss Informatics start_task L Form 05 04 2012 12 21 05 04 2012 12 21 05 04 2012 12 21 Markus Irrasch Groiss Informatics a_branch 05 04 2012 12 21 05 04 2012 12 21 05 04 2012 12 22 Markus Irrasch Groiss Informatics a_branch 05 04 2012 12 21 05 04 2012 12 21 05 04 2012 12 22 Markus Irrasch Groiss Informatics none_task Form 05 04 2012 12 21 05 04 2012 12 21 05 04 2012 12 22 Roland Eisenberg Groiss Informatics a_branch 05 04 2012 12 22 05 04 2012 12 22 Figure 3 16 Process History Started by Name of the user who started the process instance Started at The date when the process instance has been started Due at The date when the process instance should be finished Finished at The date when the process instance has been finished Priority The priority of the process instance Process instance description Description of the process instance has been entered when starting the process Course This is the real process history It is explained in detail beneath State update Depending upon the current process state several fun
119. ject the appointment If a participant accept the appointment it will be stored in the email client and a reply message will be send to the enterprise mailbox also when rejected 3 enterprise reads the mailbox by using a timer and highlights the participants who have been accepted or rejected A green row symbolizes that the participant has accepted the appointment red means that the participant has rejected it A yellow row displays that the participant has not accepted or rejected the appointment yet see figure 5 7 Participants with wrong or not available email address have no colored rows white row enterprise Roland Eisenberg Mozilla Firefox Wee Datei Bearbeiten Ansicht Chronik Lesezeichen Extras Hilfe TL enterprise Roland Eisenberg bs SEE coos PA gt aD I EN enterprise ep80 oracle Logged in Roland Eisenberg prise auxzas ETT Tasks Documenta Appointment o Calendar Created by Roland Eisenberg auy Dekor Subject Meeting F Participants Users sit Su Mo Tu We Th Frsa Location ae 1 From 11 07 2011 11 00 ne Whole Day 414 5 6 7 8 i Min on m To 11 07 2011 12 00 z 10 11012 13 14 15 16 PESA 11 07 2011 12 00 _ 17 18 19 20 21 2223 Description 24 25 26 27 28 29 30 31 infla Af rivate vi Fite ALS Notification 7 i My Appointments Mi AN b Appointment Editors Caption a Resources 3 State fixed Mi Recurrence Repeat every day Forever C
120. l users of enterprise must have access to a directory specified in the system configuration This might not be possible at any time because of security reasons Hint The web folder function is not supported anymore by Microsoft since Internet Ex plorer 8 For more information see enterprise FAQ under http www groiss com customers faq_en html webdav02 WebDrive This section explains the configuration and usage of WebDrive with enterprise WebDAV After WebDrive was successfully installed a Site must be deployed with following param eters see figure 4 23 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 e Checkbox Cache Files e Checkbox Cache Directory Listings e Checkbox Flush cache files on connect e 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 Connectio
121. lbox 6 2 TheCompose Window The compose window is called by the function Compose This window is structured in following parts see figure 6 2 To CC and BCC Fields for recipients e mail addresses separated by comma Subject Text field Text Text field Insert from clipboard If a object has been copied in DMS you can attach it with this function to the e mail Load Here you are able to enter a path for attaching files of the file system By activating the button Browse a new window will be opened where you can select a file to attach When selecting a file the path is displayed in the field path Then you can attach the file by activating the button Upload Send Sends the email to the entered recipient s A confirmation window appears which can be closed by activating the button Close Close Closes the window no e mail is send 107 6 2 THECOMPOSE WINDOW E http localhost 8380 wF servlet method com groiss mail HTMLMail compose mailbox ep mail wm groiss c 17 Send an E mail To it managen cha com EB BCC Subject RE Support request Text Dear customer please submit your product version and the logfile With best regards Groiss Informatics GmbH Documents Name E Load Bi Upload Send Close Figure 6 2 Compose Window 108 7 The Group Search With the links of the group Search you have several possibilities to filter valuable inform
122. le contain links to the process history of the corresponding process instances see chapter 3 2 18 109 7 2 PROCESS SEARCH Stored Queries Name Description Created by Created at enterprise Reports Akteure und Anzahl der Tasks in ihren A Markus 27 10 2010 Arbeitsk rben el UI el Irrasch 04 12 e Markus 02 09 2009 All running processes exported to PDF Alle laufenden Prozesse als PDF he 07 23 Markus 02 09 2009 Anzahl der Prozesse nach Prozesstyp aach 07 23 A l Markus 02 09 2009 Anzahl Prozesse und Prozess Start WVoche Keine Bedingung Inssch 07 23 a Task Status in Aktiv und Task Akteur Markus 02 09 2009 Arbeitskorb eines Benutzers Parameter Irrasch 07 23 Durchschnittliche minimale und maximale Task Status in Beendet oder Task Status in Markus 02 09 2009 Bearbeitungsdauer aller Tasks Kompensiert oder Task Status in Wartend Irrasch 07 23 Durchschnittliche minimale und maximale Task Status in Beendet oder Task Status in Markus 02 09 2009 Dauer aller beendeten Tasks Kompensiert oder Task Status in Wartend Irrasch 07 23 Durchschnittliche minimale und maximale Task Status in Beendet oder Task Status in Markus 02 09 2009 Dauer aller Tasks ohne Wiedervorlage Kompensiert oder Task Status in Wartend Irrasch 07 23 Durchschnittliche minimale und maximale Prozess Status in Beendet Markus 02 09 2009 Dauer der abgeschlossenen Prozess
123. lists 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 chapter 3 2 8 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 If there are a lot of items in your worklist it may be hard to keep track of Therefore a paging mechanism is offered must be activated by the system administrator which enables you to specify how many entries are displayed in your worklist at once For more details see chapter 8 2 3 28 3 1 LINKS OF THE GROUP TASKS enterprise Roland Eisenberg Mozilla Firefox File Edit View History Bookmarks Tools Help amp enterprise Roland Eisenberg eo B localhost 8280 javaclient serviet methodjcom dec avw html HTMLGui showFrames e
124. monymous link in the group Tasks of the navigation area Structure of the Function list The function list contains the name and the description of every function Furthermore it is possible to classify functions in so called Function groups see System Administration If a function is not assigned to a group 1t will be assigned beneath to a group without name see figure 3 2 Columns of the function list e Name This column lists the name of the function The name is also a link that can be used to invoke this function e Description If an additional description for a function is available 1t will be shown in this column enterprise Functions By default enterprise offers the following functions e Process note This function is used to attach a note to an existing process Beneath you find an example for the usage of this function 30 3 1 LINKS OF THE GROUP TASKS Functions CSSM Abort and Archive doNoS Start Processes Staff Processes You can add vacation days for one user and a specific year with this function The Add Vacation Days value will be used for calculating remaining vacation days This function generates an overview of all absences for all employees or the employees of a specific organizational unit Project Time Overview Shows a worktime overview for a specified project Shows a vacation overview for one specific user It generates a listing of all vacations the user had and it displays the
125. n Limit e Active Upload Limit Following options should be activated in section Connections HTTP Settings e Always choose Basic Authentication 89 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT 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 enterprise server For further configuration parameters of WebDrive take a look in Installation and Configu ration Guide Parameters without GUI amp Hint If the parameter Maximal Number of Unsuccessful Logins till Account is Deacti vated in Administration Configuration Password Policy is
126. n 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 chapter 3 2 13 Hint You can always cancel the operation by using the button Cancel Your personal worklist will be loaded 3 2 6 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 12 Here you can enter a description for this version of the task Make version ld 302 Task Solve Subject test Description First version Ok Cancel Figure 3 12 Make version 42 3 2 FUNCTIONS OF THE WORKLIST COMPONENT Content of the HTML page Make version e Description Use this field to enter a comment to the version Hint The various versions of the processes can be accessed through the process history see chapter 3 2 18 3 2 7 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 enabl
127. nager Number of entries 5 O selected Figure 8 7 Role assignments in an organizational unit 8 7 Page as Home If you select the link Page as Home the currently displayed HTML page will be displayed on startup of the enterprise server 8 8 Password policy If you select this link you get some information about your password policy and you are informed about unsuccessful login attempts with your user name 8 9 Style configurator Following this link you come to a page where you can modify the appearance of your workflow client you can change colors fonts font sizes table shapes etc 128 8 10 PROCESS COCKPIT You can withdraw your changes and use the default by clicking the apply button in the first tab of the style configuration title schema 8 10 Process cockpit la 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 8 8 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
128. nfirm 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 Centerprise 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 22 2 4 ENTERPRISE USER INTERFACE Error Description Error 122 Username or password wrong Back Figure 2 6 Incorrect Login 2 4 enterprise User Interface This chapter is a general introduction to the user interface of enterprise and its main components 2 4 1 Layout of the User Interface The user interface consists of three areas toolbar navigation area and work area see figure enterprise Roland Eisenberg Mozilla Firefox Cuy File Edit View History Bookmarks Tools Help TE enterprise Roland Eisenberg hs gt locahost 5280 javaclient servlet method com dec avw html HTMLGui showFrames id stande D eY co Pr BEN enterprise ep_postgres Li lin Roland Eisenberg pie 2209 203210XE Tool Bar 02858 Tasks Worklist 2 a Worklist of Roland Eisenberg Filter Role worklist 45 45 tia ou Process Task Subje
129. ng an extended search Stored queries This function contains predefined search queries to locate pro cesses e Extras This group allows you to gain information about roles and organizational units as well as to carry out small administrative tasks such as defining a substitute setting the homepage etc Here you can find the following links Settings Here you can view and change user specific settings 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 Set password This function allows you to change your enterprise access password Hint This password is not being used in every configuration of enterprise If your system for instance is configured to identify you by verifying a chip card the update of the password has no effect Roles This function gives three informations to you All roles which are assigned to you Which people act as a role substitute for you x Whom you are substituting in certain roles 25 2 4 ENTERPRISE USER INTERFACE Substitutions It shows which people act as a personal substitute for you as well as for whom you are substituting personally The settings can be changed here as well Organization This link shows the structure of your organization Page as Home It is possible to define a home page for enterprise This function sets the current page a
130. nged the name of the folder to the entered value e Type The type of the folder 83 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT Properties of Roland Eisenberg Name Roland Eisenberg Type Folder 1 Organizational unit X Keywords P Created at 22 01 2009 08 42 Created from Roland Eisenberg Last changed at 05 04 2012 10 56 Last changed from Roland Eisenberg O Bequest permission list Access Jl Settings Ok Jl Cancel Figure 4 19 Properties of Organizational unit Only users of this organizational unit are allowed to see the content of the folder e Keywords It is possible to assign keywords to a folder Then you can search after folders by typing in their keywords In this field all keywords are shown which are currently assigned to the folder e Edit Clicking this button displays the HTML page Keyword assignment If you want to assign a keyword to the folder select the keyword from the list Available keywords and click the button D f you want to remove a keyword from the folder select it from the list Assigned keywords and click the button d Afterwards confirm your entries by clicking the button OK Created at Point in time when the folder has been created Created from The creator of the folder Last changed at Point in time when the folder has been amended the last time Last changed from User who amended the folder the last time Bequest permission list
131. nterprise o enter gt Doris sen 2PeGalaxe Tasks Worklist 2 Ey Worklist of Roland Eisenberg Role worklist 45 45 id ou Suspension list 0 Groiss Process Task Subject Priority Functions Documents Received Due at 20 03 2012 367 Role suspension list 0 Informatics form 16 21 Groiss all control a 05 04 2012 377 informatics structures branch g G y 12 22 Number of entries 2 0 selected a_proc atask 0 E 06 04 2012 12 21 Start process Functions Documents Calendar Search Extras Figure 3 1 Structure of the Worklist 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 e Selection column used to select one or more of the entries 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
132. nterprise 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 55 4 2 COMPONENTS OF THE DOCUMENT MANAGEMENT 4 2 1 DMS Object Table The document management of enterprise appears in your work area as the DMS Object Table see figure 4 2 The rows of this table represent the documents that have been at tached to a process enterprise Roland Eisenberg Mozilla Firefox Ey File Edit View History Bookmarks Tools Help 5 enterprise Roland Eisenberg ar bd localhost 8280 javaclient serviet method com dec avw html HTMLGui showFrames id stand ALE ME PR ER enterprise prise HXHABxalGSSSeresisetu OLIE Tasks Documenta Content of folder Common download Filter BalendlEisenberg a Name Type Size Last changed at Locked by 6 ja E Biel O enterprise 7 0 KuliFolder 26 07 2011 09 40 E Markus lrrasch enterprise 8 0 KuliFolder 01 03 2012 12 16 7 Manyltems Number of entries 2 0 selected sub El treeloading Tumor Common Calender Search Extras Figure 4 2 The Group Documents Columns of the DMS Object Table e Selection column can be used to select one or more documents e Name This
133. ntries 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 64 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT Example Precondition Your personal DMS folder is displayed 1 Click the icon New in the toolbar The HTML page shown in figure 4 7 will appear in your work area 2 Select the radio button Weblink and enter a name for the new web link e g Groiss Informatics GmbH 3 Enter a URL for the new note e g http www groiss com 4 Click the OK button The new web link is added to the DMS Object Table which is displayed in your work area 4 3 7 Cut ee This 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 E DMS folder amp 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
134. o attachments hi Into Clipboard com groiss wf contrib ProcessStartigent getStartableProcesses 3 Dipl Ing Robert Eisner Groiss Informatics GmbH Strutzmannstrasse 10 4 9020 Klagenfurt AUSTRIA gt 6 1 The Mailbox Figure 6 1 The mailbox of enterprise The mailbox offers a list of all available e mails see figure 6 1 By activating a link of the column from the detail view is displayed This view consists of a header which contains 106 6 2 THECOMPOSE WINDOW information like sender subject etc and a body which contains the e mail text The function Into Clipboard puts the whole multipart message into the clipboard Then you have the possibility to paste the object into the DMS of enterprise see user manual For copying single attachments to DMS the corresponding symbol beside the attachment must H be activated If you want to open the attachment activate the corresponding link For saving the attach ment move the mouse over the link press the right mouse key and select the entry Save target as If the attachment is a calendar file ics file you can add the appointment to the calendar by Ca activating this symbol The toolbar offers additional functions x When activating this function a compose window is opened where you can write a new e mail see section 6 2 This function allows to delete the selected mails also on the mail server Activating this function refreshes the mai
135. ocesses 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 enterprise can also serve as a base for the integration 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 enterprise how the terms role and organizational units are applied in enterprise and which functions are used in interacting with a workflow in enterprise 2 1 1 Workflow Specification Process Credit application The workflow credit application passes through the following steps 1 If an
136. of the column name The link Filter helps you to keep an overview if your table contains a lot of entries The filter can be seen as selection criteria to mask certain entries in your table By clicking on the corresponding column header of your table a context sensitive filter menu with the following entries is shown e Order ascending The entries of the table are ordered in ascending order by the current column e Order descending The entries of the table are ordered in descending order by the current column e All entries The use of the column filter of the current column becomes nullified 26 2 4 ENTERPRISE USER INTERFACE e User Defined By selecting this menu item a HTML page is shown where you can enter a certain value If you confirm your entries in this page by clicking the button OK the table is filtered by the corresponding value e The first 20 different column entries if you select one of these entries the column becomes sorted by this entry If you want to save the current combination of filters you have to click the link Filter in the heading of the table The filter menu is shown 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 Edit filter By selecting this menu item you get a list of these filters where the user has the view right This mask allows to edit or delete filters B
137. onal dms folder is displayed 1 Click the New icon in the toolbar The HTML page shown in figure 4 3 will appear in your work area 2 Select the radio button Folder and select a type This example uses the type Standard folder 3 Enter the name for the new folder into the field Name 4 Click the Ok button The specified folder will be created and appear in the DMS as a subfolder of your personal folder Hint If any field of the HTML form has not been filled in except the fields Permission list and Template a reminder will be displayed after clicking the OK button 4 3 2 New document This function can be activated by clicking on the icon New in the toolbar 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 Document the HTML page Add Document will be displayed in your work area see figure 4 4 59 io 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT O Document Form U Folder Note Web link Type Standard document M File JAVA_RMI doc Name JAVA_RMI Extension Template Permission list IM Ok Cancel Figure 4 4 Add document Content of the HTML page Add document Type This Combobox allows you to specify the type of the document in enter prise This type can be used for grouping but it also contains additional information The available types are predefined
138. ount until Search Extras B amp B http localhost 8380 wF servlet method com dec avw html HTMLGui showFrames i Figure 5 7 Appointment with iMIP 105 6 The Group E Mail The HTML client includes a mail client which can be enabled via the configuration file standard xml This client allows to access the pre configured mailbox see section 8 2 centerprise Roland Eisenberg Mozilla Firefox Datei Bearbeiten Ansicht Chronik Lesezeichen Extras Hilfe TE enterprise Roland Eisenberg l E A http localhost 8380 wF servlet method com dec avw html HTMLGui showFrames hd gi 23 soogle P A enon ep80 oracle Logged in Roland Eisenberg piso axa PEE Tasks Documenta Mailbox markus from ate ubject ize tatus Calendar o D Subj Si Si E Mail Mailbox obert Eisner lt robert eisner groiss com gt In probier url een le O Robert El b eh b 1 1331 S 3 11 01 2011 7 J Robert Eisner lt robert eisner groiss com gt 06 52 activemg password 1310 Seen s 11 01 2011 notwendige pfad anpassungen f r den O Rober Eisner lt robert eisnen groiss com 07 41 avaclient 1567 Seen A a 12 01 2011 E O Robert Eisner lt robert eisnen groiss com gt 09 41 Re JavaClient Testergebnis Teil2 1785164 Seen y Number of entries 50 O selected A Subject probier url N
139. our entries will be ignored and the current dialog will be closed 2 3 Logging on to 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 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 the menu item en terprise from your bookmarks menu Favorites e You load the enterprise login window yourself by entering the URL which you have got from your system administrator 21 2 3 LOGGING ON TO ENTERPRISE enterprise Login Page Mozilla Firefox Datei Bearbeiten Ansicht Chronik Lesezeichen Extras Hilfe TE enterprise Login Page G A http flocalhost 8380 wf servlet method con Py r e 3 User Id leisenberg Password eeccecece Logon Copyright 2001 2011 Groiss Informatics GmbH All Rights Reserved Figure 2 5 Login Window 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 You co
140. r The function allows you to create new folders within the DMS After activating this function and selecting the DMS element Folder the HTML page Add folder will be displayed in your work area see figure 4 3 Content of the HTML page Add folder e Type Select that type which will be assigned to the new folder e Template If you tick this CheckBox the template which has been defined for the selected folder type will be used at the creation of the new folder e Name Enter the name for the new folder into this field The name must not contain one of the following special characters lt gt e Permission list Use the permission list to define rights for the folder This rights are needed by the users in order to be able to apply the corresponding functions on the folder This field is only available if the system administrator activated the use of permission lists 58 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT E Document Form Folder Note Web link Type Folder el Name FA Template 5 g P x Permission list iy Ok Cancel Figure 4 3 Add folder e OK Clicking this button confirms your entries and the new folder will be inserted as subfolder of the currently selected folder If the folder type of the new folder is Stan dard folder the DMS Object Table will be displayed in your work area Otherwise the meta data form of the new folder will be displayed Example Precondition Your pers
141. r the selected docu ment s Clicking this button opens a new window which helps you to select users roles etc How this can be done is explained beneath e Edit If you selected a recipient in the list of recipients and activate this button then the same window is opened as if you activated the button Add except that the displayed properties belong to the selected recipient e Delete Use this button to remove marked entries from the list Recipients e Parallelism It is possible to forward a task to n different Recipients concurrently To do this select in the list 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 e Up Use this button to change the order of the entries in the list Recipients The marked entry will be moved up one line e Down Use this button to change the order of the entries in the list Recipients The marked entry will be moved down one line e 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 Adding a Recipient With the help of this function new recipients
142. rarchy to the folder above the current folder 4 3 33 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 enterprise see figure 4 24 The clipboard is used during the execution of the functions copy cut paste and link The combination of the functions cur 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 HTML page 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 clipbo
143. recurrence interval and end date e Repeat 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 default Count Repeat the appointment n times as defined in this field until Repeat the appointment until this date e Participants Select the participants for the appointment There are three options 103 5 2 APPOINTMENTS User Users of Organizational Unit Organizational Unit Resource Email e Check Meeting Time Clicking this function a popup window appears where you can select a time for the appointment You have to enter a duration hours or if checkbox Whole Day is activated days and activate the button Refresh The areas where all participants have no other appointments are shown in green color Red color symbolizes that the user s have an appointment yellow color symbolizes e g due tasks e Appointment editors Define who can edit the appointment additional to the cre ator e Toolbar functions The toolbar offers following functions Save A new appointment can be inserted or an existing updated Save and notify A new appointment can be inserted or an existing updated and a notification email is send to the participants It is also possible to use the iM P serv
144. riate dialog see figure 4 25 Content of dialog Mark as processform template e Available processes This list contains all processes where the selected form is as signed as process form e Right and Left This functions allows to add entries to the specific lists Select an entry and activate one of this functions e Attached processes This list contains alls processes where the selected form should used as form template e Save This button closes the dialog Mark as processform template without saving the changes 93 ony ei et 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT Mark as process form template Mozilla Firefox BAX 5 localhost 8280 javaclient servlet method com groiss dms html HTMLDMSObject dmsFunction Ffolder com Mark as process form template Form Documentation Avallable processes Attached processes xform_proc 1 P10506 1 510506 1 gt 4 Save Cancel Figure 4 25 Mark as processform template e Cancel This button closes the dialog Mark as processform template and saves 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 36 If t
145. ription if one has been entered Process Start Form After choosing a process of the process list you have to activate the function Start process in the toolbar or make a double click on the selected process The process start form see figure 3 6 will be shown in the work area Content of the Process Start Form e Organizational unit This list contains all organizational units you are associated with Select the organizational unit you want the process being started in e 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 e Show time graph If you click on this symbol a time graph will be displayed under the buttons OK and Cancel This function is available only when process mining was made before see Administration Guide chapter Process mining 33 3 1 LINKS OF THE GROUP TASKS enterprise Roland Eisenberg Mozilla Firefox Joe File Edit View History Bookmarks Tools Help TL enterprise Roland Eisenberg TE localhhost 8280 javaclient servist method com dec avw html HTMLGui showFrames id stand Se y P rr enter gt prise ___Tasks Gamers Worklist 2 a art process Role worklist 45 45 Name Business Trip Version 1 Suspension list 0 AR y 2 Role suspension list 0 Organizational unit Groiss Informatics vl Due at JB Start process Priority o
146. rmed about unsuccessful login attempts with your user name Style configurator The style configurator enables you to adapt the look and feel of enterprise to your personal preferences 117 8 2 SETTINGS 8 2 Settings Select the function Settings The HTML page Settings see figure 8 1 will be loaded in your work area where user specific settings can be changed At the moment you can only change the settings E Mail Notification and Items per Page enterprise Roland Eisenberg Mozilla Firefox x Eile Edit View History Bookmarks Tools Help TE enterprise Roland Eisenberg o u de ym dec avw html HTMLGui showFram oc ep_postgres Logged in Roland Eisenberg ae A Documents Settings Calendar New entry in worklist Search ER New entry in role worklist Email notification E A Extras New entry in worklist Bush Settings C New entry in worklist Markus Irrasch Dashboard Language English United Kingdom Set password Time zone y Roles Items per page Substitutions Mail protocol imap x Organization Type of communication Unencrypted lv Page as Home Mail server IMAP Password policy Mail user E Style configurator Mail password eeccceccce Processes Mail folder Home page Display hidden documents According to configuration WebDAV drive Application CRM Kunden pro Seite Zuletzt bearbeitete
147. rn 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 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
148. ry offers the following functions e Abort process Activate this link to abort the currently displayed process You have to confirm this 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 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 50 3 2 FUNCTIONS OF THE WORKLIST COMPONENT 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 Supplement Clicking on this link starts a supplement task for the running process 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 Modelling Tasks Supplement of forms This is useful when a process must be processed further but supplements will be added at a later date
149. s home page for enterprise 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 Style configurator With the help of the style configurator you are able to adapt the look and feel of enterprise to your needs The 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 Column picker Sorting and Filter 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 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
150. s important Searching for ent or Ent will yield to different results 126 8 6 ORGANIZATION 8 6 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 The following symbols are used to show the organization hierarchy 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 subordinated organizational units and the minus sign will be replaced by a plus sign The dot sign is displayed in front of each organizational unit that has no subordinated organizational units Displaying the role assignments within an organizational unit Each entry of the organization hierarchy is a link to an HTML page see figure 8 7 show ing some informations about the role assignments within this organizational unit This HTML page is made up of two parts Role assignments
151. s its properties It contains properties already shown in the DMS Object Table in more detail as well as additional information Properties of Java5_features Name Java5_features Extension ppt Type Standard Document 1 Size 339 KB 347136 Byte Status Document is checked in Keywords Y Created at 27 10 2010 08 49 Created from Roland Eisenberg Last changed at 27 10 2010 08 49 Last changed from Roland Eisenberg Access Versions Ok Cancel Figure 4 26 Detail View 95 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT Content of the HTML page Detail View Name The name corresponds to the one in the column Name of the DMS Object Table Extension This line contains the extension of the document e g doc or html Type The type of the document is displayed here This information corresponds to the column Type in the DMS Object Table 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 The size in KB corresponds to the column Size in the DMS Object Table Status The status of the document can be found here A document can be checked in or checked out Keywords It is possible to assign keywords to a folder Then you can search after folders by typing in their keywords In this field all keywords are shown which are currently assigned to the folder
152. st junit_test 04 04 2012 15 00 2 Tester First junit_test 04 04 2012 15 00 Tester First junit_test1 04 04 2012 15 00 Tester First junit_test1 04 04 2012 15 00 Tester First junit_test1 04 04 2012 15 00 Tester First junit_test1 04 04 2012 15 00 Tester First junit_test1 10 04 2012 08 31 Tester First junit_test1 10 04 2012 08 31 Tester First junit_test1 10 04 2012 08 31 Tester First junit_test1 10 04 2012 08 31 Tester First junit_test1 10 04 2012 08 31 Tester First junit_test1 10 04 2012 08 31 agentes Irrasch Markus markus 19 01 2011 11 51 common Dagenttest Irrasch Markus markus 19 01 2011 11 51 common Weirst Tester Tester First junit_test1 05 12 2008 09 36 en 201 2011 09 45 Miramar x Number of entries 142 Figure 7 5 Query result Content of the HTML page Query Result e 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 e Creator The creator of the DMS Object e Changed Point in time when the document has been changed the last time e 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 7 3 2 Example Precondition The document search is displayed and you have already stored some DMS Objects 1 Activate the link Document search in the navigation area 2 Enter the name of the DMS Object you are looking for into the field Name 3 Activate the but
153. t lt port gt for connecting to the server where the enterprise login window will be displayed see figure 9 1 Ifthis way does not work try to enter following URL for getting the login window of mobile client http lt server gt lt port gt lt context gt servlet method com groiss avw html MobileGui start enter prise User Id eisenberg Password enterprise for Mobile Logon Figure 9 1 Login window of mobile client After successful login the enterprise main window of mobile client will be loaded The main window is divided into following components see figure 9 2 e Info bar This bar displays the information about the current used function In the 133 left corner a Back button exists which links to the parent menu 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 displayed in the work area Worklist This area contains the worklist user folder see chapter 9 1 Role Worklist This area contains the Role Worklist see chapter 9 1 Suspension List This area contains the Suspension List see chapter 9 1 Start This function allows to start a process see chapter 9 2 Functions All task functions of enterprise are listed here see chapter 4220 Search Analogues to process search of enterprise see chapter 9 3
154. t agent will appear 4 Add one or more recipients to the displayed list 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 14 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 The function Start process can be used to start a new process directly from within the DMS to which the selected items are automatically attached as documents Content of the HTML page Start process e With the following documents A list of documents which have been selected before activating the function Start Process e As Link Copy Original 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 Processes of application Here you can filter the list of available processes by se lecting a certain application e OK Clicking this button confirms your entries and the HTML page Start process see figure 4 10 is display
155. t 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 122 8 5 SUBSTITUTIONS 8 5 Substitutions You 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 Select the link Substitutions to show who acts as a substitute for you as well as whom you are substituting see figure 8 4 My subsitutes d Substitute Incl Roles From To f Schmied Stefan schmied M 18 07 2011 12 00 21 07 2011 08 00 x Number of entries 1 0 selected lam subsitute of D gt User Incl Roles From To Vv Irrasch Markus markus Number of entries 1 0 selected Figure 8 4 Substitutions 123 FE FE 8 5 SUBSTITUTIONS 8 5 1 Presentation of the Substitutions The HTML page in your work area is divided into two sections e 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 e 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
156. t 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 10 1 8 Set priority By selecting an entry of the worklist and activating this function the priority of the process can be set A new HTML window will be opened where you can enter the priority and store it by activating the button OK 144
157. 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 methods 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 by using the selection column The table contains the following information Selection column Agent Is the name of the actor who has handled this task of the process Task Contains the name of the task Received at Displays the point of time the actor received the task Finished at 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 40 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 2 5 Suspend This function can be activated by clicking on the icon Suspend in the toolbar At least one t
158. 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 current 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 21 The function symbol is a link to these functions 29 a a 3 1 LINKS OF THE GROUP TASKS 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 e Received The date shown in this column represents the date on which the task ar rived at the worklist e Due at Here you will find the due date of this task or process This column can be empty 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 3 1 2 Function list The function list shows all functions which you can invoke You reach the function list by activating the ho
159. ted you can click on the Due date to get detailed information about the task and its due date see section 3 2 20 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 Beyond enterprise offers the function Start Process in the group Tasks With the help of this function you are able to start new processes 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 Make version Reassign 35 3 2 FUNCTIONS OF THE WORKLIST COMPONENT New folder Cut Paste e Role worklist Take Suspend e Suspension list Recall e Role suspension list Recall 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 in the selection column first column in the corresponding work 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
160. the descrip tion field It is sufficient to click the OK button 75 ho i 4 3 FUNCTIONS OF THE DOCUMENT MANAGEMENT 4 3 18 To Version Table This function can be activated by clicking on the icon Versions in the DMS Object Table The function To Version Table can be used to display the versions of a selected entry of the DMS Object Table xa ef af Versions of Java5_features Filter O Created at Document Form Created by Description 2 E O 11 07 2011 05 03 g Roland Eisenberg Backup Number of entries 1 0 selected Figure 4 14 Versions of Content of the HTML page Versions of e Created at This column shows the creation time of the corresponding version This entry acts as a link to the version of the document Clicking on this link opens this version of the document in the work area Hint To leave this document view and come back to the version table use the Back button of the browser 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 Created by This column lists the name of the user who created this version e Description This column shows a description of the corresponding document ver sion if the user who created the version entered one e Signatures Activating this button brings you to the sign
161. tional units will be displayed where you can select one 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 and press the Add button a list of resources will be displayed where you can select one By activating the button Delete an object can be removed from the list e Sources 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 e Preview A temporary filter will be created and the current dialog will be closed e Save A permanent 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 one of the following links e Toolbar entry New date e Time links in the day view e New date icon in the header of the week view You will see the appointment mask as in Fig 5 6 The mask contains the following fields e Subject Free text This text is shown whenever the appointment is shown in the different views e Location e From Start date and optional time e To End date and optional time 102 5
162. ton Start search The search result is displayed in your work area 116 8 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 8 1 Links of the Group Extras Settings User specific settings can be configured here Dashboard By clicking this link the dashboard of enterprise will be displayed in your work area The content of the dashboard can be defined by each user for his own needs How you can work with the dashboard is explained in the System Administration Manual Set password Selecting this function displays the HTML page Set Password see figure 8 2 There you can change your enterprise password which you need to login to enterprise Roles Information about the roles you are assigned to can be found here Substitutions This function gives you information about who acts as a substitute for you as well as whom are you substituting Organization This function provides a list of all organization units and their mem bers Page as Home The content of the URL which is entered into this field will be displayed on startup of enterprise Password policy If you select this function you get some information about your password policy and you are info
163. tras 117 8 1 Links of the Group Extras 2 2 ee ee ee 117 BL SOMMES 2255s aa ee tea a Moe ak Re anne Ra S 118 Sl O a AA Ea ee a a ee 118 E22 NTE ITE ace oe ar dy ee ae ae a 118 523 ltemsperpag wkd ee Re eo ee oh es ts ed 118 CONTENTS 10 S24 Homepase 2 2455 ra war awd aa ee 119 2 5 Email no fication Zac ana an ess se EEEE 119 520 Mal client ectings ie ne we 120 o u an ee re a 120 Bi PORS A ra 121 So SUDON 1 2 cg hs A ee ara are 123 8 5 1 Presentation of the Substitutions 2 2 2 22 nme 124 83 2 New Substitute 2a sus 46 ne a a ae ds a 124 8 5 3 Delete Substitute s o en 125 8 5 4 Edit Substitute sa 64 64466404 ada aa a i 125 S60 ia IE 126 8 6 1 Organizational hierarchy 2 occ ee ee lt a 127 7 Pires Home wenn al Re a we 128 RS Password policy cerco rd dae a a Hee 128 89 a i o oc es ea oee aa ann ae ea 128 3 10 Process cockpit oe u a a ee e ee ana A 129 8 10 1 Details for process groups ooo 0000 0 129 8 10 2 Details for processes 22 2 2 48 4 a4 canoa roca ra 130 The Mobile Client 133 DL CHE a sas a eh 135 42 SA PrOCESS ed 136 E ea ne ba de he Ahr hs ed ee ee alas ae ne obd es doh a N 137 94 RAS uo gw er ee a ee A a am Ae ae Be Se ee 139 Appendix 141 10 1 Task Functions in OenterpriSe o 141 10 1 1 Add parf r steps cocinas een 141 WU COPY Riss ee EES ER SAREE ES 141 10 1 3 Insert from clipboard se ee aacr es ws asus 143 10
164. u enter prise enterprise 8 0 User Manual November 2015 Groiss Informatics GmbH Groiss Informatics GmbH Strutzmannstra e 10 4 9020 Klagenfurt Austria Tel 43 463 504694 0 Fax 43 463 504594 10 Email support groiss com Document Version 8 0 19595 Copyright 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 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 is
165. 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 8 WORKLIST 1 8 Worklist Each workflow user who is defined in enterprise gets a worklist much like an email inbox which contains various functions in order to handle single 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 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 enterprise leads to a better specification of business processes like standard processes as well as less structured or predefined pr
166. y and press the button OK If an user folder already exists you can influence the order of the user folders or you can create an user folder of the parent folder see figure 3 14 User folder Name Vacation Parent folder My applications x Position Vacation t Insert Cancel Figure 3 14 New user folder enter enterprise ep_postgres Logged in Roland Eisenberg pie 290 20G8I0 KE TI Tasks m A EX Worklist 1 4 y Vacation Filter El My applications 0 tia ou Process Task Subject Priority Functions Documents Received Dueat E Vacation 1 Groiss R y Role worklist 45 45 383 ES Vacation Request 0 io Vacation D 12 04 2012 09 19 Suspension list 0 Number of entries 1 O selected Role suspension list 0 Start process Functions Figure 3 15 User folder with parent folder E After creating an user folder it is possible to edit it by clicking on the edit symbol in the E tool bar 3 2 9 Cut es With this function it is possible to cut process instances and paste it in a subfolder This 44 ony cos Pu 3 2 FUNCTIONS OF THE WORKLIST COMPONENT function is the same as the function Cut see chapter 4 3 7 in the DMS of enterprise and will be described there 3 2 10 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 10 in the DMS of enterprise and will be described there
167. y selecting a filter and activating the toolbar function Edit columns can be added edited and removed from the filter It is also possible to set permissions tab Access which allow other users to use this filter right Share A list of all saved 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 e Allentries The use of the saved filter is nullified 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 grant or refuse 27 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 enterprise 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 enterprise distinguishes four types of work
168. 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 substitute The third section called Users whose roles I m substituting lists all roles you got due to a substitution see chapter 8 5 Tasks that are assigned to these roles will appear in your role worklist The table Role assignments contains the following information 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 uni

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