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User's Guide for Worktop 2.2

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1. 1 5 Introduction Installation Wizard Central Deployment Administrator Usability User s Guide for Worktop 2 2 1 6 During the installation of Worktop the question is raised whether a shortcut to desktop and or Start menu is desirable The Worktop media contain several languages from which you can choose during installation You can configure the Baan Windows Configuration file directly in the Worktop by clicking the Configuration button In creating a new Worktop document the Advanced button can be used to customize the Baan Windows Configuration properties In the Baan Windows configuration window you can click Refresh to inform the wizard after a change has been made in the Baan Environment amp Configuration Selector BECS On the Worktop server an Administrator menu is available This menu contains functionality to automatically enable Central Deployment When Central Deployment is enabled a Worktop document can be shared among multiple users Each user can open and use this document their personalizations will be stored in their personal profile Only the administrator can modify the original document Functionality that is exclusively available for the administrator is Setup Central Deployment Send Shortcut s Send Message Modify current BW Configuration Delete Worktop Documents Create a new worktop document on the File menu The editing of the port number and host name of BDN in
2. objective A process definition represents the structure of a business process central deployment A type of central user administration built in the Worktop application enabling the Worktop participants clients or end users to simultaneously run the same application The application itself resides on a server the worktop document is copied and saved with the client The Worktop document cannot be altered by the clients Only the administrator can enable central deployment company A financial or logistic division of classification that identifies the data that is stored in a database User s Guide for Worktop 2 2 18 2 Glossary control activity An activity in the business process that represents a decision moment The designer of the business process defines with the aid of static and dynamic conditions for the outgoing transitions the route through the process in other words which of the succeeding activities is carried out and in which order The different types of control activities are XOR OR and AND DEM The DEM is currently called the Baan Process Browser external code A user definable code that indicates the position of a model item relative to other model items Help Help is displayed for the following three tree items AO document A document that is part of the administrative organization in a company and can be linked to an activity Specific Help Help that is linked a model item and which prov
3. Only if these parameters are filled in correctly the host name and port number are filled in automatically by Worktop and the Start as Baan session mode will be enabled You can still change the host name or port number in this dialog box however if you do so the Start as Baan session mode will no longer be available User s Guide for Worktop 2 2 14 1 Drag and Relate tab This mode is only available if the specified host name and port number equal the host name and port number as defined on the ERP server and are valid Baan Drag and Relate browser The Drag and Relate browser displays a hierarchical view of folders and component icons The icons generally correspond to Baan sessions and represent categories of information Apart from the three folders that are discussed in the following sections the top level folders contain Baan session related components To use Drag and Relate You can perform the following actions with the Baan Drag and Relate browser Double click a tree item to open it On the lowest tree level double clicking a tree item results in starting the appropriate Baan session or Web page For example if you double click the Purchase Orders tree item the Baan Purchase Orders session is started or this session is displayed as a Web page Drag a property from a Baan session onto a tree item that represents another Baan session As a result the Baan session that is represented by the node is started and display
4. Shows or hides all Help texts URL Shows or hides all URLs In BAAN IV this functionality is not available Support Applications Shows or hides all Support Applications In BAAN IV this is called Utility Applications Shows or hides all applications Manual Activities Shows or hides all manual activities File Based Activities Shows or hides all file based activities In BAAN IV this functionality is called Helper Application Repeating Applications When this option is enabled repeating applications in a business process are displayed only once Only Main Processes When this command is enabled all subprocesses are displayed as modeled even if you do not have authorization for business processes to which they belong Selected Tree Item Use the following commands to perform specific actions on the currently selected tree item in the Navigation Area Expand All Expands the current selected tree item and recursively all its sub tree items Collapse All Collapses the currently selected tree item and recursively all its sub tree items Role s Displays the role s that are linked to the current selected tree item Note that this command is only enabled if a tree item is selected for which role s are defined which can only apply to tree items of the Baan Process Browser Properties Displays all available properties on the selected tree item Active Business Process Use this menu to perform specific actions on t
5. available that gives access to this functionality but you can also start a dialog box by clicking Run Program on the Tools menu part of the main menu The Run Program dialog and the Run Program toolbar contain one edit field and two buttons User s Guide for Worktop 2 2 12 2 Navigation Area Baan session In this field you must type the session code of the Baan session that you want to open or to which you want to create a shortcut Note that the field keeps a history of the last 10 opened sessions This history is still available when closing and reopening the Worktop document Open Click this button to open the Baan session of which the session code was filled in the Baan Session field If the Baan session cannot be started Worktop will display an error If Worktop displays this error check whether the session code was typed correctly Create Shortcut Creates a shortcut to the Baan session of which the session code was entered in the Baan Session field Keep in mind that there is no check to find out whether the session can actually be started As a result the shortcut can be invalid Make sure that you test a shortcut User s Guide for Worktop 2 2 12 3 Navigation Area User s Guide for Worktop 2 2 12 4 13 Baan Process Browser DEM The Baan Process Browser provides process based navigation through Baan BaanSCS and BaanFOS Whereas the Baan Menu Browser logically bundles applications into folders modules an
6. dialog box contains a General tab as well as a tab for each enabled component within the Worktop document User s Guide for Worktop 2 2 10 4 11 Shortcut Bar The Shortcut Bar enables you to create and organize shortcuts to different types of objects tree items applications internal URLs and external URLs On the Shortcut Bar you can click the Shortcut icon to start up a session or a file that is hidden deep in the directory structure Clicking the Shortcut icon is the same as double clicking the actual file or session To create shortcuts Tree Items In the Baan Menu Browser and the Baan Process browser you can create shortcuts to visible tree items in the Navigation Area Note that you cannot only do this from the Navigation Area but also from the Properties area the History and Information tab the Search and Find dialog and Process tab in other words from within any area External URLs You can create shortcuts to any resource such as a file application or network drive You can do this by simply dragging the resource from NT Explorer onto Worktop s Shortcut Bar Internal URLs You can create shortcuts from internal URLs from within the embedded Internet Explorer launched into the Shortcut Bar Click the icon or click Open from the shortcut s pop up menu to activate the shortcut To organize shortcuts As in MS Outlook you can organize your shortcuts into groups You can do this by using drag and dro
7. drag the purple icon you move the query that generated the displayed data of records When you drag the orange icon you move the data itself Typically this distinction is important only when you want to save a shortcut to a page When you create a shortcut by using the HyperRelational Track icon you save the query that generated the data records When instead you use the orange icon you save a shortcut to the data itself The HyperRelational track is created as you drag data between components You can save the navigation path at any point by dragging the HyperRelational Track icon onto one of the User folders on the toolbar Each time you double click a saved HyperRelational track created by dragging the purple icon onto a folder on the User toolbar you get an updated response to the saved query Each time you click the shortcut created by dragging the orange icon onto a folder on the User toolbar the same saved data is displayed During navigation note that a description of the navigation path is used to generate the displayed list of data records that appears beneath the list form To work with multiple relations When you drag data from one component onto another the Baan Data Navigator determines the relationship between the components to provide the relevant data In some cases two components can be related in more than one way For example when you drop a customer on the Items component you may want to know which
8. example company number session code or business process ID Shortcut Bar The shortcut bar enables you to create and organize shortcuts Navigation Area The Navigation Area provides tree based access to all available components This area contains two tabs Navigation tab Provides access to the Baan Menu Browser and the Baan Process Browser Drag and Relate tab Provides access to the Drag and Relate component Note that the Drag and Relate tab is only available if Drag and Relate is enabled in the currently active document Work Area The work area is used to display all types of information such as a business process Help text or Web page This area contains three tabs Process tab Used to display business processes Information tab Used to display Help texts and URLs History tab Shows a history of recent actions in Worktop Properties area The Properties area shows details of the selected item in the tree User s Guide for Worktop 2 2 1 3 Introduction Restrictions and limitations BAAN IV Notes Terminology differences The following terminology differences exist between BAAN IV and iBaan ERP 5 2a BAAN IV iBaan ERP 5 2a Session Application Utility Support Application Helper Application File Based Activity User s Guide for Worktop 2 2 1 4 Functional differences Introduction Note the following functional differences In the Baan Process browser on BAAN IV a Baan Process
9. functionality Change Shortcut icon 1 1 1 2 1 4 1 4 1 5 2 1 2 3 3 1 3 3 4 1 4 2 4 2 5 1 6 1 7 1 7 1 8 1 9 1 9 1 10 1 10 1 10 2 10 4 11 1 11 1 11 1 11 2 11 2 11 3 User s Guide for Worktop 2 2 i Table of contents 12 13 14 15 16 17 Shortcut Bar area pop up menu Navigation Area Navigation tab Baan Menu Browser To change company Run Program Baan Process Browser DEM Navigation Baan Process Browser options Roles Components Subapplications Support applications Help texts and URLs Drag and Relate tab Drag and relate settings Baan Drag and Relate browser Available Baan Drag and Relate components Utilities Company Settings User OLAP Advanced navigation Navigation To find records To view interrelated information To work with multiple relations Work rea Process tab Business processes Baan Process Browser To activate graphical components Petri net modeling conventions Information tab Internet toolbar History tab Properties area To customize the Properties area Worktop legend Business process components User s Guide for Worktop 2 2 ii 11 3 12 1 12 1 12 1 12 2 12 2 13 1 13 1 13 2 13 3 13 3 13 4 13 4 13 4 14 1 14 1 14 2 14 3 14 3 14 3 14 3 14 4 14 4 14 4 14 4 14 5 14 6 15 1 15 1 15 1 15 1 15 2 15 6 15 7 15 8 16 1 16 1 17 1 17 1 Tahle of contents Authorization 17 4 18 Glossa
10. is called Utility Applications Shows or hides all applications Manual Activities Shows or hides all manual activities a File Based Activities Shows or hides all file based activities Repeating Applications If this command is enabled repeating applications within a business process are displayed only once Only Main Processes If this option is enabled and even if you are not authorized for their business processes all subprocesses are displayed as they are modeled User s Guide for Worktop 2 2 13 2 Baan Process Browser DEM Roles In the Baan Process browser roles are used to define authorization for each user Roles are linked to business processes or activities within these processes When doing so the authorization type is defined Examples of authorization types are Display all Types Full Authorization and Insert Modify Display Roles are also linked to users of the Baan Process Browser All roles linked to the user are displayed as a sub item of the Baan Process Browser tree item Based on authorization defined for that role each role provides access to the business processes and their activities In the Baan Process Browser you will only see these objects in the Navigation Area or Properties area for which you have any kind of authorization at least display All other objects will be hidden However when a business process is displayed on the Process tab it can also display objects for which the use
11. new screen with two browse options appears You must choose between two bitmaps for large icons a 32 x 32 pixels bitmap and for small icons a 16 x 16 pixels bitmap You can also revert to the original bitmaps for the icon In the latter case choose the default option Shortcut Bar area pop up menu Large Icons Displays large shortcut icons Small Icons Displays small shortcut icons Paste Copies the shortcut copied earlier from the clipboard into the currently active group Add Group Creates a new group Remove Group Removes the selected group Rename Group Renames the selected group Hide Shortcut Bar Hides the Shortcut Bar User s Guide for Worktop 2 2 11 3 Shortcut Bar User s Guide for Worktop 2 2 11 4 12 Navigation Area The Navigation Area contains two tabs the Navigation tab and the Drag and Relate tab The Navigation tab provides access to the Baan Menu Browser and the Baan Process Browser The Drag and Relate tab only provides access to the Drag and Relate component Navigation tab The Worktop provides access to the following two components Baan Menu Browser Baan Process Browser DEM Authorization defines to which of the two components you have access This authorization is defined in the User Data ttaad2500m000 session in BAAN IV ttaad2100m000 In general end users will not be authorized to change this If you want to carry out changes please contact your system administrator
12. process displayed on the Process tab Role s Opens the Role dialog box which displays the roles that are linked to the process displayed on the Process tab together with their authorization Properties Opens the Properties dialog box that displays details the last change and general information of the process displayed on the Process tab Customize Properties Area Use this option to change columns and the order in which they are displayed in the Properties area For more information refer to To customize Properties area User s Guide for Worktop 2 2 6 3 View menu User s Guide for Worktop 2 2 6 4 Go menu The following commands are available on the Go menu Back This command applies to the History tab This command is only enabled if there is a less recent history item in which case the previous command regarding the time property is activated Forward This command applies to the History tab This command is only enabled if there is a more recent history item in which case the next command regarding the time property is activated Open Tree Item Opens the selected tree item in the Navigation Area s Navigation tab Tools menu Find Performs a search on the items in the Work tab You can indicate whether the search must be performed on the description of items or on Baan session codes For more information refer to Find Change Company Starts the Change Company ttdsk2003m000 sess
13. show or hide the corresponding areas Toolbars and Status Bar Use the check boxes to define whether you want to show or hide the corresponding toolbar or Status bar Navigation Area Select whether you want to view the tab s on top or at the bottom of the Navigation Area Work Area Select whether you want to view the tab s on top or at the bottom of the work area User s Guide for Worktop 2 2 10 2 What is a Worktop Document Drag and Relate tab On this tab you can modify the drag and relate settings This functionality is not available for all users The following fields and options are available in this dialog box Enable Drag and Relate Use this option to enable or disable the drag and relate functionality Communication Host Enter the host name of the Baan Drag and Relate BDR server that you want to use This functionality is only enabled for administrators Port Enter the port number of the Baan Drag and Relate BDR server that you want to use Also functionality that is only enabled for the administrator User Enter the login that you want to use to connect to the selected Baan Drag and Relate BDR server On Activate Start as Web Page click this option if you want to display HyperRelational data in HTML format in Worktop s embedded Internet browser Note that if you use this mode the data cannot be modified Start as Baan Session click this option if you want to display H
14. the Utilities folder 2 Select a company from the New Company list 3 Click Update If you are authorized to access more than one company you can also simultaneously view data from various Baan companies at once Carry out the following steps to view data from more than one company 1 Double click Company Settings in the Utilities folder 2 Set the All companies option to Yes to view the companies defined by the system administrator Multiple occurrence component forms display data from all the selected companies In forms that display data records from more than one company the company number of each row appears on the left of the row in the list The current company number on top of the form changes to All Companies User In the User folder you can find folders in which you can store your own queries and shortcuts to retrieve information User s Guide for Worktop 2 2 14 3 Drag and Relate tab OLAP In the OLAP folder views are available that enable you to analyze online data for decision making Advanced navigation When you double click a HyperRelational component a form opens on the browser s Information tab navigation buttons that enable you to browse through the records of the component appear at the top Navigation Navigating with data is similar to Web browsing with the exception that the links that are displayed are not static hypertext links but are HyperRelational links A HyperRelational link display
15. the Worktop Options dialog box on the Tools menu Save As A yellow note can be created and attached to the tree item The icon on the tree item will change a yellow note field is visible This field can be created or adjusted using the Attach Note option Internet Documentation Introduction A Worktop document presents itself the way it was before closing so if you closed the document with the History tab in front upon reopening the document the History tab is still in front Even the area sizes remain the same In the Worktop Options dialog box on the Tools menu click Options and select the General tab to make adjustments to the user interface Synchronization group box Update the Navigation Area each time a shortcut is opened from the Shortcut Bar check box Startup options group box Always start up Worktop without a Worktop document check box Always start up Worktop with the last Worktop document that was open when Worktop was closed check box On the Information tab you can make a shortcut to an URL and place it on the shortcut bar Moving the URL from the address field in the embedded Internet browser to the shortcut bar visualizes the URL as a Shortcut button Extensive online Help is available User s Guide for Worktop 2 2 1 7 Introduction User s Guide for Worktop 2 2 1 8 Title bar The title bar is located at the top of the Worktop window The title bar contains the name of the ap
16. the bottom and whether the Status bar must be displayed or hidden A Worktop document is the basis of your work To start working with Worktop you must always create or open a Worktop document You can compare it with MS Word Word is an application framework in which you open one or more Word documents Without an opened document you cannot type any text or do anything at all The same applies to Worktop Worktop is an application framework in which you can open one or more Worktop documents Worktop is a so called MDI Multiple Document Interface application By virtue of this feature you can use various Worktop documents simultaneously As a result you can work on two completely different environments for example a BAAN IV and a iBaan ERP 5 environment at the same time just by switching between documents To create a new Worktop document Before you can start using Worktop you must always open or create a Worktop document A wizard will guide you through the process of creating a new Worktop doeument This wizard will only ask you information that applies to that specific situation So for example when a Baan user is not authorized to use the Baan Process Browser DEM he she does not have to fill in any Baan Process Browser configuration settings In general the administrator is the only authorized person to create a new Worktop document For more information on this topic refer to the Installation Guide that comes with the Wor
17. 4 18 Glossary activity The smallest logical component in a business process that a user can carry out at run time An activity represents work to do in the form of A manual activity which does not support computer automation An application for example a Baan session or Word Another business process An activity can be linked to another business process in two ways by calling a subprocess or by sending a trigger address bar On the Information tab the address bar is situated it represents the file or URL presently open The address bar contains a combo box where all addresses used before closing the Worktop are listed administrator An individual responsible for maintaining a multi user computer system including a local area network LAN Typical duties include Adding and configuring new workstations Setting up user accounts enabling central deployment and user profiles Installing system wide software Worktop for clients Performing procedures to prevent the spread of viruses Allocating mass storage space The system administrator is sometimes called the sysadmin or the systems administrator Small organizations may have just one system administrator whereas larger enterprises usually have a whole team of system administrators Baan Process Browser In Worktop the Baan Process Browser serves as the viewer of the Enterprise Modeler business processes are represented on the work area in the P
18. DI of Worktop enables you to use multiple documents simultaneously Help The following commands are available on the Help menu Contents Opens this Online Help file and displays the Contents tab Index Opens this Online Help file and displays the Index tab What s This Displays context sensitive Help To do so carry out the following steps 1 Click the question mark in the Help menu The cursor changes into a question mark 2 Move the question mark cursor to the Worktop component on which you want to consult Help and release your mouse button Help is displayed showing a text describing the Worktop component 3 If you want to display What s this Help for another Worktop component you must repeat the previous steps About Worktop Displays the copyright text and version numbers of the Worktop and the following related components Internet Explorer TopTier HTML Help User s Guide for Worktop 2 2 9 1 Window and Help menu User s Guide for Worktop 2 2 9 2 10 What is a Worktop Document A Worktop document contains two types of information environment settings and user interface settings Examples of environment settings are the Baan user account to be used and the version project model combination that you want to use for the Baan Process Browser DEM Examples of user interface settings are the areas to hide and the areas to show whether the tabs on these areas must be displayed on top or at
19. HyperRelational data will be all employees who work for that specific department HyperRelational data can either be displayed in HTML format on the Information tab in the Work Area or can be displayed by opening a Baan session that only contains the HyperRelational data These two options are referred to as the On Activate mode The first mode is a read only mode data cannot be modified at all The second mode enables the user to modify data or even insert or delete records but the user may not be authorized to do so The authorization applicable can be Baan Tools authorization but also the Baan Process Browser authorization Drag and relate settings When creating a new Worktop document you must enter the drag and relate settings in the Drag and Relate Configuration page For more information refer to To create a new document You can later change these settings refer to To modify an existing document One of the drag and relate settings is the On Activate setting In some cases the Start as Baan session is not available In addition in some cases the host name and port number are filled automatically In BAAN IV the host name and port number will never be filled in automatically and the Start as Baan session mode will always be disabled On iBaan ERP 5 the host name and port number of the BDR server to be used can be defined on the ERP server with the Baan Drag and Relate Server Parameters ttgfd4124m000 session
20. The top item of the tree on the Navigation tab is the user s name Directly below the user item an item is displayed for each of the accessible components Baan Menu Browser The Baan Menu Browser provides application based navigation through the Baan applications With application based navigation navigation is provided by logically organizing the Baan applications Baan sessions into folders modules and packages Another way to navigate through Baan is for example process based navigation Baan Process Browser which does not centralize the application but rather the task the user must perform The Baan Menu Browser in Worktop actually replaces both the menu browser and the desktop manager of Baan Windows While the Baan Menu Browser in the Navigation tab replaces the menu browser the Shortcut Bar can be used to create shortcuts to any Baan session or folder Use the Baan Menu Browser in the Navigation tab to browse through the packages modules and sessions Open a folder or a session by double clicking the item or by clicking Open on the pop up menu You can also use the Run Program toolbar or dialog box to do this User s Guide for Worktop 2 2 12 1 Navigation Area NOTE To change company You can change the current company used in the Baan Menu Browser To do so either click Change Company in an object s pop up menu or on the Tools menu part of the main menu If you do so the Change Company ttdsk2003m000 session
21. ality of Worktop The Help section provides details on the content and index of the online Help Chapter 10 What is a Worktop Document describes the structure of a Worktop Document and how to create and modify a Worktop Document Chapter 11 Shortcut Bar describes the Shortcut Bar advanced shortcut functionality and change icons User s Guide for Worktop 2 2 Vv About this document Chapter 12 Navigation Area describes the functionality available in the middle frame of the Worktop Here you can find the iBaan ERP application and the Baan Process Browser Chapter 13 Baan Process Browser describes the main functionality of the Baan Process Browser Chapter 14 Drag and Relate tab briefly describes the drag and relate functionality and the available components Chapter 15 Work Area describes the right pane and the three tabs available Process Information and History Chapter 16 Properties Area describes how to customize the Properties Area Chapter 17 Legend describes the main items in the interface The Glossary describes the main terms and list their definitions User s Guide for Worktop 2 2 vi Introduction Worktop is the user interface for the various Baan products such as iBaan ERP 5 2a Baan Front Office Solutions FOS and Baan Supply Chain Solutions SCS Worktop provides an easy to use and intuitive view on the Baan products hiding the com
22. ates what Worktop is currently doing For example if Worktop tries to connect to the server the Status area displays Connecting to server When the Status bar indicates Done or Ready Worktop is idle and the user can perform actions Note that in other cases too Worktop can be idle but generally this is not true 2 Ifthe selected item is an object in the Baan Menu Browser this area is not used and will remain empty If the selected item is an object in the Baan Process Browser this area displays the project model ID and description using the following syntax lt project model id gt lt project model description gt 3 Displays the ID of the selected tree item Note that for iBaan sessions this ID is the session code 4 Displays the current company number and description using the following syntax lt company number gt lt company description gt 5 Indicates whether the currently active Worktop document is connected to the Baan server in which case the status is Online If it is not connected the status is Offline If no document is opened Offline will be displayed User s Guide for Worktop 2 2 2 3 Title bar User s Guide for Worktop 2 2 2 4 Find dialog box The Worktop Framework offers a generic Find tool that can be used to search through all Worktop components except the Drag and Relate component So you can search through the Baan Menu Browser and the Baan Process Browser There are many ways to open the Fin
23. browser employee can only have one run time version project model combination for each company In BAAN IV roles can only be linked in the project model and not in the repository In addition you do not have any authorization level In BAAN IV components releases and their corresponding icons are not supported The same applies to subapplications and URLs Enhancements since Worktop 2 1 In this version the following sections have been added updated or deleted Topic Baan Menu Browser Description The File Viewer or Display Browser is visible after Baan Menu Browser iBaan ERP 5 2a only Baan Process Browser Shortcut Bar opening a Worktop document If there is no user authorization you are asked to define user authorization in the User Data ttaad2500m000 session or in ttaad2100m000 for BAAN IV during the startup of Worktop Upon leaving Worktop you will be asked whether all Baan sessions that are open must be closed too Property functionality is available on menus and sessions Business processes are not resized but printed on multiple pages if necessary On the File menu shortcuts can be imported or exported The icons can be customized in the shortcut bar You can move folders to other groups The results of a search can be dragged to the shortcut bar A shortcut can be moved to a desired location for example to a shortcut group that is not open User s Guide for Worktop 2 2
24. can inform the Worktop clients by sending them messages The pop up message will be visible to every online Worktop user New messages will overwrite old ones So if the administrator sends two messages a user who logs on later will only get the second message Modify Current BW Configuration The administrator can modify the current BW configuration file This file launches the properties of the BWC file the same way as they are shown within BECS After modification the user is notified that changes only show after reopening the document Delete Worktop Documents Since Worktop documents actually consist of multiple files only deleting the wtd file by using Explorer will not completely delete the Worktop document it only disables it Worktop documents must be deleted with the Delete Worktop Documents option from the Administrator menu Executed only by the administrator User s Guide for Worktop 2 2 8 1 Administrator menu User s Guide for Worktop 2 2 8 2 Window and Help menu The following commands are available on the Window menu Next Activates the next Worktop document in the list of opened Worktop documents Previous Starts the previous Worktop document in the list of opened Worktop documents 1 2 Command Lists the currently opened Worktop documents A check mark appears in front of the Worktop document that is currently active Click a document from the list to activate it The Multiple Document Interface M
25. contains the following columns Type Indicates the object type of the search hit wee Indicates the description of the object found as it appears in Description the Navigation Area Properties area and so on In Tree Indicates the complete path to the found object as found on the Navigation Area s Navigation tab To activate a search result double click it or press ENTER User s Guide for Worktop 2 2 3 2 Find dialog box Pop up menus context menus on the Process tab In Worktop pop up menus are available for many objects and in various areas Right click the object for which you want to request the pop up menu or press the pop up menu key Because of the diversity of object types the content of a pop up menu varies In general all functionality accessible from the pop up menus will also be accessible from the main menu or from a toolbar So if you need Help on a pop up command consult the corresponding Help on the main command or toolbar item All pop up commands that cannot be approached in another way will be explained in the corresponding bar or area Shortcut Keys Opens this Online Help file and sets the focus on the Contents tab Opens the Find dialog Use this dialog box F3 Find to perform a search on the tree items in the Navigation Area s Navigation tab F1 Contents Synchronizes all components with FS ReneS corresponding data from the server F6 Refreshes the Process browser Use this command to
26. create a new Worktop CTRL N document that contains information about your current working environment CTRL O Open Opens an existing Worktop document Saves the Worktop document you are CTRL S currently using with its current file name and location Prints the business process that is currently displayed on the Process tab in the Work Area CTRL P Print Business Process Copies the business process that is displayed on the Process tab in the Work Copy Area to the clipboard so that you can paste CTRL C Business it into another application for example MS Process Word Copying data to the clipboard replaces the contents previously stored there User s Guide for Worktop 2 2 3 3 Find dialog box CTRL TAB Next Focus on next tab in selected area E A Focus on previous tab in selected area Activates the next Worktop document in the CTRL PgDn list of opened Worktop documents CTRL PgUp Previous Activates the previous Worktop document in the list of opened Worktop documents Use this option to request context sensitive Help To do this carry out the following steps 1 Press SHIFT F1 The cursor changes into a question mark 2 Move the question mark cursor over the SHIFT F1 What s This Worktop component on which you want to consult Help and click the mouse button again Help displays a text that describes the Worktop component 3 If you want to display What s this Help for another Worktop componen
27. d dialog box Use the pop up menu on a tree item on the Navigation Area On the Worktop menu click Tools then click Find Click Find on the Standard toolbar Press CTRL F or press the F3 key The Find dialog box contains the following two editable fields Search for In this field you must type either the description or the session code of the tree item you are searching for If you clicked Description in the Find by group box enter the description you want to search for If you clicked Session code enter the session code The field keeps a history of recently used search strings Look in In this field you must click the tree item from where you want to start the search Worktop will only search through all tree items that appear in that part of the tree Whenever you open the Find dialog box by default this field will be filled with the currently selected tree item in the Navigation Area Again this field keeps a history of recently selected tree items If you want to change the Look in field to another tree item you can either click Browse or click a different tree item from the history of the field If you click Browse a separate window appears with the complete tree as displayed in the Navigation Area s Navigation tab Click the tree item you want and click OK Additional advanced search options are available in the Find by and Options group boxes Find by Description If this option is selected the search will be carr
28. d packages based on application based navigation process based navigation bundles these applications into so called business processes that are modeled to perform a specific task So instead of centralizing the application itself the task a user must perform is centralized A business process creates activities in a specific order For each task a separate business process can be created Note that within the Baan Process Browser activities may be Baan sessions but also for example BaanFOS sessions BaanSCS sessions or MS Word For an overview of the available object types within the Baan Process Browser see the legend Navigation On the Navigation tab the Baan Process Browser provides tree access to the Baan Process Browser On the keyboard press the plus or minus signs in front or the arrow keys to expand or collapse objects By doing so you can navigate through the tree without activating objects To activate objects double click the object or click Open in the pop up menu The following object types can be activated a Business process Activating a business process will open a graphical representation in the Work Area s Process tab Note that the currently displayed business process on that tab is highlighted by a red marker displayed as follows bd This icon indictates that the process icon has changed a Activities Activating activities will run the Outside Worktop activity When the activity is for examp
29. d stores them in a history list during a Worktop session The list is located on the History tab in the Work Area The list on the History tab enables you to restart actions that you have performed The History tab contains three columns Click on the column headers to sort the corresponding properties The following three columns are available Type Indicates the object type by the corresponding icon a Description Displays the description of the object a Time Displays the time on which you carried out the action To clear the history click Clear All in the pop up menu on the History tab Activate this menu by right clicking one of the column headers or by pressing the pop up menu key on the keyboard User s Guide for Worktop 2 2 15 8 16 Properties area Worktop s Properties area shows more details about the sub tree items of the selected tree item in the Navigation tab So for example if the user tree on the Navigation tab is clicked the Properties area shows more detailed information about the accessible components that are sub items of the user item in the Navigation tab The Properties area contains a customizable list of columns Each column displays a specifie property You can sort on the property by clicking the column or by using the Sort Ascending and Sort Descending options from the Property area s pop up menu You can open this menu by right clicking one of the column headers or by pressing the pop up menu key o
30. e linked to the Baan session In addition it lists the level of authorization for a Baan user with the specified role when s he carries out the subapplication The dialog box contains the following columns ID The code of the Baan session that serves as a subapplication a Description The description of the Baan session that serves as a subapplication Authorization The authorization level of a Baan user with the specified role when carrying out the subapplication The level of authorization can differ for each role that is linked to the subapplication Click View Roles to start the Roles dialog box and view the roles that are linked to the selected subapplication The dialog box also displays the authorization of a Baan user when carrying out the subapplication Support applications Support applications can be linked to Baan Process Browser objects Support applications provide enable access to applications that can be useful when executing the business process or activity to which an object is linked The Support Applications itself is only a folder and the applications themselves can be approached by expanding the Support Applications Help texts and URLs Help texts In Worktop Help texts are displayed in the embedded Internet browser The Help text will be displayed as it was entered on the Baan Process Browser server Worktop does not accept any extended markup style it only supports flat text If you use Worktop com
31. ed For iBaan ERP 5 2a business processes will not be resized but will be printed on multiple pages if necessary Opens a window that displays the business process the way it will be printed on paper If no business process is currently displayed in the work area this command will be disabled Opens the Properties dialog box that displays detailed property information about the currently active Worktop document Lists the Worktop documents that you have recently opened in the Worktop Click one of the listed files to reopen it Closes the Worktop You can also close the Worktop by clicking on the Title bar User s Guide for Worktop 2 2 4 1 File menu Import Shortcut s On the File menu a command called Import and Export is available After clicking Import Shortcut s you must first define which Worktop documents or shortcut files from which you want to import shortcuts Click Browse and choose one or more Worktop documents or shortcut files Then click Open The selected file s will be displayed in the dialog box The check boxes can now be used to indicate exactly which shortcuts you want to import into your currently opened Worktop document Export Shortcut s Arrange shortcuts to your convenience on the desktop or in a shortcut file and organize the Shortcut Bar By clicking Export Shortcut s you have the opportunity to select the shortcut s you want to export into another Worktop document Select the shortcut s y
32. he currently selected business process or on the work area s process If no process is currently displayed all options will be disabled User s Guide for Worktop 2 2 6 2 View menu Help Displays the Help that is linked to the process displayed on the Process tab URL Opens the URL that is linked to the process displayed on the Process tab In BAAN IV this functionality is not available Support Application s Opens the support application that is linked to the process displayed on the Process tab In BAAN IV this functionality is called Utility Actual Size Sets the zoom factor on the Process tab to 0 Fit in Window Zooms in or out of the Process tab so that the complete process fits into the visible part of the window Zoom In Increases the zoom factor of the Process tab When the maximum zoom factor is reached this option is disabled Zoom Out Decreases the zoom factor of the Process tab When the minimum zoom factor is reached this option is disabled Show Parent Process Displays the parent process of the process displayed on the Process tab This option is only enabled if the process is a subprocess Show Process Header Displays the process header on the Process tab The process header contains detailed process information such as the version project model process name and creation date Show External Codes Displays the external codes of the model items in the
33. he icon to start a subapplication and to put the focus on the corresponding item in the Navigation Area A list bd is displayed that contains the subapplications that are linked to the activity of the Application type Per subapplication you can view the role information displaying which roles are authorized to carry out the subapplication Support Double click the icon to put the focus on the corresponding Application s item in the Navigation Area From here you can start the i applications that are part of the support application I ee URL Double click the icon to start the URL and to put the focus on Ti the corresponding item in the Navigation Area Help text Double click the icon to view the Help text and to focus on the corresponding item in the Navigation Area The available E Help is displayed on the Information tab in the Work Area Petri net modeling conventions Process modeling with Petri net is based on principles that are explained in the following section An activity is enabled when there is at least one token in all connected input states of the activity An activity consumes one token from every input state and produces fires one token to every connected output state Control activities are dedicated to routing tokens and have special capabilities Typically control activities behave like normal activities with respect to token consumption and production User s Guide for Worktop 2 2 15 2 W
34. hides the Properties area If the Properties area is displayed a check mark appears next to this command Refresh Enables you to synchronize all or specific components within the Navigation Area with corresponding data from the server The available options are All Synchronizes all components with corresponding data from the server Baan Menu Browser Synchronizes the Baan Menu Browser with corresponding data from the server Baan Process Browser Synchronizes the Baan Process Browser with corresponding data from the server Disabled when no Baan Process Browser component is available Toolbars and Status Bar Enables you to show or hide one or more of the following toolbars Standard Shows or hides the Standard toolbar If the Standard toolbar is displayed a check mark appears next to this command Run Program Shows or hides the Run Program toolbar If the Run Program toolbar is displayed a check mark appears next to this command Authorization for this component is set in the User Data ttaad2500m000 session if the user is authorized to use the Baan Menu Browser this option is available User s Guide for Worktop 2 2 6 1 View menu Status Bar Shows or hides the Status bar If the Status bar is displayed a check mark appears next to this command Tree Enables you to show or hide one or more objects in the navigation area Note that the object types apply to the Baan Process Browser only Help
35. iBaan ERP 5 User s Guide for Worktop 2 2 A publication of Baan Development B V P O Box 143 3770 AC Barneveld The Netherlands Printed in the Netherlands Baan Development B V 2002 All rights reserved The information in this document is subject to change without notice No part of this document may be reproduced stored or transmitted in any form or by any means electronic or mechanical for any purpose without the express written permission of Baan Development B V Baan Development B V assumes no liability for any damages incurred directly or indirectly from any errors omissions or discrepancies between the software and the information contained in this document Document Information Code U7734A US Group User Documentation Edition A Date March 2002 Table of contents 10 11 Introduction The appearance of Worktop Restrictions and limitations BAAN IV Notes Enhancements since Worktop 2 1 Title bar Standard toolbar Status bar Find dialog box Pop up menus context menus on the Process tab Shortcut Keys File menu Import Shortcut s Export Shortcut s Edit menu View menu Go menu Tools menu Administrator menu Window and Help menu Help What is a Worktop Document To create a new Worktop document To modify an existing Worktop document Worktop Document Properties Shortcut Bar To create shortcuts To organize shortcuts Shortcut pop up menu Advanced shortcut
36. ides information about the function of that model item in a business model General Help Help that provides general information about a model item Internet browser A software application that is used to locate and display Web pages The two most popular browsers are Netscape Navigator and Microsoft Internet Explorer Both are graphical browsers which means that they can display graphics as well as text In addition most modern browsers can present multimedia information including sound and video although they require plug ins for some formats Internet Explorer Microsoft s Web browser Similar to Netscape Navigator Internet Explorer enables you to view Web pages main business process Shows only processes the user is authorized to when the Process Browser is linked to a limited role only main business processes can be seen Consider the following example BP3 is a subprocess of BP2 and BP2 is a subprocess of BP1 The user is authorized for BP3 but not for BP1 and BP2 With this option activated the user will see all three business processes in the tree If the option is not activated the subprocess will be displayed directly under the authorized role whereas BP 1 and BP2 are not present in the tree at all User s Guide for Worktop 2 2 18 3 Glossary marker The marker is set to the business process you want to view in the work area When the marker is set that particular business process is displayed port A channel
37. ied out on the description of the tree items User s Guide for Worktop 2 2 3 1 Find dialog box Session code If this option is selected the search will be carried out on the codes IDs of the tree items Note that the ID of a tree item is displayed in the status bar Options Find whole words only If this check box is selected the search engine will only search for occurrences that are whole words and that are not part of a larger word Match case If this check box is selected Worktop finds only those occurrences in which the capitalization matches the text that you have specified in the Search for field The following four buttons are available on the right of the dialog box Find Finds the results asked for You can stop the search by clicking Stop You can restart the same search by again clicking Find While Worktop is busy searching the Status bar of the Find dialog box displays Searching When all search results are found Worktop stops searching and the Status bar displays the number of items found Stop Stops a search at any time Note that after you stopped a search you can always continue searching without having to start over again a Close Closes the Find dialog box Note that the next time you open the Find dialog box it will appear as it was when you closed it a Help Opens this Help text The search results of a search task are displayed in the list box at the bottom of the dialog box and
38. ields greater than or equal to x TD gt Fields smaller than x lt X Fields smaller than or equal to x lt gt X Fields not equal to x IN f p Fields greater than f and smaller than p IN f p California Fields greater than f and smaller than p California Sorting lists The components in the toolbar have a predefined sort preference However you can sort records by any column that represents an indexed field in the Baan database These columns display sort arrows To sort a list of records click the up or down arrows in a column heading To view interrelated information You can use drag and drop operations to view information related to two components For example moving a purchase order record from the list onto the Items icon in the toolbar results in the display of the items that are included in that purchase order In a group of records you can navigate by using the HyperRelational Track icon the purple arrow icon at the top of each list form For example a form that displays a list of warehouses Dragging the HyperRelational Track onto the Items component in the toolbar would display a list of the items in all the warehouses in the list User s Guide for Worktop 2 2 14 5 Drag and Relate tab To move a single record in a list form catch the asterisk that appears in the View column Use one of the following two icons to move a single record to a view form The purple icon is the HyperRelational Track When you
39. ing the icon in the processes or in the tree become visible in the area but the address of this Help is not visible in the Address bar User s Guide for Worktop 2 2 15 6 Work Area Internet toolbar FF aaa A Worktop embeds Microsoft Internet Explorer and provides some basic functionality provided also by Internet Explorer You can access this functionality through the Internet toolbar The following commands are available BACK 4 Forward Create Shortcut EJ Home A Search Stop Refresh Returns to the last Web page that you viewed Goes to the Web page that you viewed before clicking Back Clicking on this button creates a shortcut to the URL in the Address field on the Shortcut Bar Goes to your home page This is the page that is displayed every time you start Internet Explorer Accesses a number of search providers Type a word or phrase in the Search box When you search from the Address bar Internet Explorer can automatically display the web page that most likely matches what you are searching for and list other likely sites as well Stops the downloading a page You can click this button if a page takes too long to open Makes sure that you have the latest version of the current Web page You can click this button if you get a message that a Web page cannot be displayed User s Guide for Worktop 2 2 15 7 Work Area History tab Worktop tracks the actions that you perform an
40. ion that you can use to change the current company until you close the Baan application In the Company field enter the number of the company that you want to use For more information about the procedure refer to Change Company or to User Authorization Run Program Starts the Run Program dialog box which you can use to start a Baan session Specify the Baan session that you want to start and click OK Options Opens a window with several tabs to enable you to customize your Worktop by setting predefined preferences For more information refer to To modify an existing Worktop document User s Guide for Worktop 2 2 7 1 Go menu User s Guide for Worktop 2 2 7 2 NOTE Administrator menu The Administrator menu is only available for administrators who can authorize people to work on Worktop and maintain the Worktop server For extensive information on this topic refer to the Installation Guide distributed with the Worktop media Set up Central Deployment The administrator can install Worktop in such a way that every user can work with the same Worktop as a client For more information refer to the Installation Guide that comes with the Worktop media Send Shortcut s The administrator can send each client shortcuts All online end users can accept the shortcut s By accepting the shortcut s a new group will be created on the Shortcut Bar of the user named Administrator Send Message The administrator
41. ion of activity B once or more times The number of iterations is set by the conditions R1 and R2 Information tab The Information tab displays all the additional information that is linked to business processes activities as well as data that is retrieved by using the Drag and Relate component Whenever you want to view one of the types of information listed below the Information tab automatically appears and displays the right HyperRelational data Help text or URL Since Worktop hosts Microsoft Internet Explorer you can use the functionality provided by this Web browser The Address bar provides you with the edit field See also Address bar and Internet toolbar On the Information tab you can display the following information Help texts URLs HyperRelational data Only if you use the Start as Web page mode Address Bar The Address bar of the Information tab is the embedded interface of all additional information from the Information tab The Address bar usually contains the addresses visited while working with the Worktop document The end users can type their own URL in the Address bar if they want to Also protocols other than HTTP are supported such as FTP file and HTTPS A history of all URLs entered during the open time of the document is stored in the combo box If the URL points to a Web site the explorer icon will be placed in front of the name Be aware that DEM Help texts that are activated by double click
42. items the customer ordered or which items were quoted or invoiced In such a case when you navigate between components you are asked to choose the relationship that you want Click the appropriate option from the pop up list in the upper part of the page and click Apply The corresponding data is displayed in the lower part of the page You can also define one of the data types or relations in the pop up list as the default To instruct the Baan Drag and Relate without displaying the message again click the Do not Display this Message Again check box User s Guide for Worktop 2 2 14 6 15 Work Area In general Worktop s Work Area displays information requested somewhere from Worktop For example it displays business processes Help texts and URLs The Work Area contains the following three tabs a Process tab Displays business processes Information tab Displays URLs Help texts and HyperRelational data History tab Displays a history of recent actions in Worktop Process tab The Process tab contains a Process Viewer which is used to display a graphical representation of a business process The process is displayed as a sequence of steps activities with arrows transitions to indicate the direction of the flow and with decision points control activities For a detailed description of all available graphical objects see the legend The graphical representation of the process marginally depends on whether a busine
43. ktop media User s Guide for Worktop 2 2 10 1 What is a Worktop Document To modify an existing Worktop document You can customize Worktop document settings in the Options dialog box Open this dialog box by clicking Options on the Tools menu The dialog box contains a number of tabs that enable you to change specific settings There will always be a General and a View tab and in addition a tab for each enabled component in this document except for Baan Note that Baan settings must be changed in the bwc file The following tabs and options can be available General tab On the General tab the following adjustments to the user interface can be made Synchronization Update the Navigation Area each time a shortcut is opened from the Shortcut Bar This means the session activated in the Shortcut Bar is also selected in the Navigation Area If the check box is cleared activating a shortcut will not select the same session in the Navigation Area On the Tools menu two startup options are available on the General tab By default the Worktop will start up with the last Worktop document that was open last before the Worktop closed Always start up Worktop without a Worktop document Worktop will start up empty and you must open an existing Worktop document or create a new one to be able to work with Worktop View tab On this tab the following groups are available Areas Use the check boxes to define whether you want to
44. late Browser Baan Process Browser The Work Area hosts the following functionalities Process tab Information tab History tab In both the Navigation Area and the Work Area tabs provide the possibility to switch between the trees and areas User s Guide for Worktop 2 2 1 1 Introduction The appearance of Worktop The Worktop framework consists of toolbars and areas You can move each toolbar to a different position You can also enlarge or reduce the various areas Whether areas and bars are available depends on the authorization you have For example if you do not have authorization to use the Baan Menu Browser the Run Program toolbar will not be available The Worktop framework can contain the following areas and bars i EEZ ii Figure 1 The Worktop User Interface a Title bar The title bar displays the name of the current active Worktop document Menu bar The menu bar provides access to all commands a Toolbar Toolbars provide shortcut access to commands The available toolbar depends on the components the user has access to authorization is defined by the system administrator Standard toolbar always available Run Program toolbar only available when the Baan Menu Browser is accessible in the currently active document User s Guide for Worktop 2 2 1 2 Introduction Status bar The status bar shows the current status of Worktop Additional information is shown when required for
45. le a Baan session the Baan session will display outside Worktop If the activity is a Word document Word is started outside Worktop and the Word document is opened in that application User s Guide for Worktop 2 2 13 1 Baan Process Browser DEM a URLs In Worktop URLs are launched by the embedded Internet browser of Worktop in the Work Area If the URL for example points to a Word document the Word document is opened on the Information tab If the URL points to a Web site the Web site is opened in the Information tab Help texts Help texts are displayed on the Work Area s Information tab Sub Applications When a subapplications object is activated a dialog box appears and displays all the subsessions involved in the Baan session to which it is linked Support Applications in BAAN IV Utility Support applications can be linked to Baan Process Browser objects to provide a number of useful applications when you execute the business process or activity Baan Process Browser options In the Baan Process Browser there are several options available that enable you to indicate which objects to display and which to hide These options are available from the main menu View on command Tree The available options are a Help Shows or hides all Help texts URL Shows or hides all URLs in BAAN IV this is not available Support Applications Shows or hides all support applications In BAAN IV Support Applications
46. lly No dynamic conditions R1 and R2 need to be defined for an AND join OR XOR join The control activity will consume one or two tokens depending on the actual condition values of R1 and R2 and will produce one token If R1 and R2 exclude each other the construction is an exclusive OR R1 or R2 but not both Otherwise the construction is an OR R1 or R2 or both Applying these control structure principles logically will result in the following basic building blocks Each process can be modeled with these building blocks Using the building blocks guarantees the correct syntax The Petri net building blocks And split And join User s Guide for Worktop 2 2 15 4 Work Area AND activities executed in parallel mandatory The sequence in which B and C are executed is not important OR activities executed in parallel optional The first control activity has a variable number of output states determined by the conditions R1 and R2 The second control activity has a variable number of input states determined by the same conditions R1 and R2 Xor split XOR specialized activities Based on the conditions R1 and R2 activity B or C is selected not both hence an exclusive OR An OR join is represented by a single output state at the end of the process User s Guide for Worktop 2 2 15 5 Work Area Iteration of activities The execut
47. n the keyboard In the Customize Properties Area dialog box you can define which columns must be in the Properties area To customize the Properties area The columns in the Properties area can be customized per object type and per level You can do this by opening the Customize Properties Area dialog box Open this dialog by clicking the Customize Properties Area option from the pop up menu of the Properties area or by clicking the Customize Properties command on the View menu When customizing the Properties area the current selection in the Navigation tab determines the level on which you want to customize the Properties area The object type for which you want to customize must be selected in the Select available properties for field in the dialog box For example you select a Baan package on the Navigation tab and open the Customize Properties Area dialog box In the Select available properties for field all object types are displayed that could be displayed at this level in the Properties area As a result only folder will be available You can now specify the columns to be displayed for this object type on this level in the Properties area However it does not affect available columns on other object types or levels User s Guide for Worktop 2 2 16 1 Properties area To customize the Properties area complete the following steps 1 Open the Customize Properties Area dialog box by clicking the Customize Properties Area from
48. on Area each time a shortcut is opened from the Shortcut Bar is available If a process is still in the Shortcut Bar but is no longer in the Navigation Area there will be a warning This shortcut points to a tree item that has either been moved or removed Therefore it cannot be located in the tree and the item might not be selected You can switch off the warning by selecting the Do not notify me again check box that states Baan sessions can only be opened by double clicking the shortcut you can do this even when the session is no longer available in the Navigation Area On the View menu you can click the Areas check box to make the Shortcut Bar invisible or visible In the Administrator menu through Send Shortcut s the administrator can send each Worktop client shortcuts The client then receives a message New shortcuts have been made available by your administrator You can now open the Worktop document to which you want to add these shortcuts The new shortcuts will be added to a new group called Administrator User s Guide for Worktop 2 2 11 2 Shortcut Bar Change Shortcut icon The Change Icon functionality in the Shortcut Bar enables you to customize the icon You can control how a shortcut appears by naming it and associating a particular icon with it On the Shortcut Bar you can place shortcuts right clicking a particular shortcut icon opens a dialog box in which Change Icon appears If you click this option a
49. ork Area The actual behavior of control activities is fully determined by assigning static conditions to the input and output transitions with states Static conditions refer to an implementation decision Dynamic conditions refer to a run time decision moment The static condition overrules the dynamic condition because the static condition enables disables paths in the business process Dynamic conditions determine the path through the business process There can be more than two incoming or outgoing transitions arrows The control structures The R1 and R2 references that are used in the texts below refer to dynamic conditions AND split R1 R2 The control activity will consume one token and produce two tokens one per output state unconditionally No dynamic conditions R1 and R2 need to be defined for an AND split OR XOR split The control activity will consume one token and produce one or two tokens one per output state at the most depending on the actual dynamic condition values of RI and R2 If R1 and R2 exclude each other the construction is an exclusive OR called XOR R1 or R2 but not both Otherwise the construction is an OR R1 or R2 or both User s Guide for Worktop 2 2 15 3 Work Area AND join R1 R2 If all input states contain at least one token the control activity is enabled The control activity will consume the two tokens and produce one token unconditiona
50. ou want to export to a shortcut file You can use check boxes to indicate which shortcuts or shortcut groups you want to export into a shortcut file Save As and Save In offer you the possibility to save the shortcut file in the Documents folder This Documents folder contains all Worktop documents and shortcut files User s Guide for Worktop 2 2 4 2 5 Edit menu The following commands are available on the Edit menu Copy Business Process Attach Note ee Copies the business process that is displayed on the Process tab in the work area to the clipboard so that you can paste it into another application such as MS Word Copying data to the clipboard replaces the contents previously stored there Attaches a yellow note to a chosen tree item Through the toolbar of the pop up menu the note can be created modified or deleted See also information regarding the Standard toolbar User s Guide for Worktop 2 2 5 1 Edit menu User s Guide for Worktop 2 2 5 2 View menu The following commands are available on the View menu Shortcut Bar Shows or hides the Shortcut Bar If the Shortcut Bar is displayed a check mark appears next to this command Navigation Area Shows or hides the Navigation Area If the Navigation Area is displayed a check mark appears next to this command Work Area Shows or hides the Work Area If the Work Area is displayed a check mark appears next to this command Properties Area Shows or
51. p or by using pop up menus If you want to organize your shortcuts in your group drag the shortcut to the location where you want it to appear in the group On the Shortcut Bar you can move groups or shortcuts by cutting and pasting or by dragging and dropping There are two types of pop up menus available on the Shortcut Bar one on the shortcuts themselves and one on the Shortcut Bar area User s Guide for Worktop 2 2 11 1 Shortcut Bar Shortcut pop up menu Open Activates the shortcut Cut Use this option to move shortcuts When activated the shortcut is moved from this group onto the clipboard To activate the group to which you want to move the shortcut open the pop up menu and click Paste the shortcut will be copied from the clipboard to that group Copy Use this option to copy shortcuts When activated the shortcut is copied to the clipboard Activate the group to which you want to copy the shortcut and click Paste The shortcut will be copied from the clipboard to that group a Remove Shortcut Removes the shortcut from the group a Rename Shortcut Use this option to rename the shortcut Change Icon Use this option to customize the icon Advanced shortcut functionality From various places in Worktop you can use shortcuts From the File menu you can import and export shortcuts resulting in import shortcut s or export shortcut s On the Tools menu click Options the functionality Update the Navigati
52. piling Help texts to Windows Help is no longer necessary Whenever a Help text is changed on the Baan Process Browser server the Help text in Worktop can be updated by refreshing the Baan Process Browser To do so click Refresh Process Browser from the pop up menu on the Baan Process Browser tree item or on the View menu point to Refresh and then click Baan Process Browser User s Guide for Worktop 2 2 13 4 Baan Process Browser DEM Worktop merges the different Help types into one Help file In other words Repository Help which is a general Help Model Help which is a specific Help and AO Help linked to a specific object are merged into one Help file URLs URLs linked to objects in the Baan Process Browser are displayed in Worktop s embedded Internet browser IE For example when an URL points to a Word document that document is displayed embedded on Worktop s Information tab User s Guide for Worktop 2 2 13 5 Baan Process Browser DEM User s Guide for Worktop 2 2 13 6 14 Drag and Relate tab The Drag and Relate tab in the Navigation Area hosts the Baan Data Navigator toolbar the HyperRelational navigation feature The Baan Data Navigator enables you to create a cross section of data within Baan BaanSCS or BaanFOS This data is referred to as HyperRelational data For example you can generate such a cross section by relating a record from the Departments table with the Employees table When doing so the
53. plexity of the software that is used By using Worktop you always work in a specific Worktop document Before you can use Worktop you must create such a doeument in which environment configurations are stored such as to what Baan server you will connect by using the doeument In addition the doeument stores user interface settings such as the areas you want to show or hide and the size of the visible areas Worktop is an MDI Multiple Document Interface application In Worktop you can open multiple documents at the same time and work with them simultaneously Graphically a document consists of a Shortcut Bar Navigation Area and a Work Area The Navigation Area includes a top down navigation structure that provides access to Baan BaanFOS and BaanSCS based on the Baan Menu Browser the Drag and Relate Browser and the Baan Process Browser Any information requested from the Navigation Area is displayed in the Work Area For example the Work Area can display business processes and Help texts The Shortcut Bar can contain shortcuts to specific objects in the Navigation Area This enables you to navigate to a specific part for example a Baan session by clicking a shortcut In addition the Shortcut Bar enables you to create shortcuts to external applications or to files such as Microsoft Word documents or Microsoft PowerPoint presentations The Navigation Area contains the following functionalities a Baan Menu Browser Drag and Re
54. plication followed by the Worktop document name To move the window drag the title bar You can also move dialog boxes by dragging their title bars Application Control menu button ID Minimize reduces an application or window to an icon or button on the taskbar To restore the window to its previous size and location click Restore or click the taskbar Maximize enlarges the application or window to fill the screen To restore the window to its previous size and location click Restore or double click the title bar x Close closes Worktop E j fr Standard toolbar A Standard toolbar is a set of commands equal to all Windows applications the only exception in the Standard toolbar of Worktop is the Attach Note icon DSE SN AO Standard toolbar User s Guide for Worktop 2 2 2 1 Title bar The Standard toolbar contains shortcuts to the following commands New D Open Save Print Business Process What s This R Find Attach Note User s Guide for Worktop 2 2 2 2 Use this command to create a new Worktop document that contains information about your current working environment Only available for the administrator Opens or finds an existing Worktop document Saves the Worktop document you are currently using with its current file name and location Prints the business process that is currently displayed on the Process tab in the Work Area If no bu
55. process Annotation A note that was entered during modeling User s Guide for Worktop 2 2 17 2 Icons Worktop legend The following icons are used in Worktop ES ls OVSE Baan User Baan Component Folder Baan Session Baan Process Browser Component Role Business Process Component icon can be customized Subapplication Attach Note File based Activity Manual Activity Help text General Help Specific Help and Administrative Organization Help are merged into one Help file Support Application User s Guide for Worktop 2 2 17 3 Worktop legend T URL ka Marker Authorization Within the Baan Process Browser you always work within a specific role which represents a specific job type within the company A role is linked to specific business processes or activities within these business processes and the access authorization for that role is defined Roles are the basis of authorization within the Baan Process Browser Roles are also linked to users and thus define what the authorization is for each user Since only the objects within the Baan Process Browser are displayed for which the user has authorization each user is provided with a menu browser specifically designed for his or her work For more information on setting authorizations see also Navigation tab User s Guide for Worktop 2 2 17
56. r by sending a trigger A file based activity for example a Word document Note that the activity type is always indicated by the icon on the top left of the rectangle Control Activity Control activity Is an activity in the business process that represents a decision moment From this several routes are possible through the process By using static and dynamic conditions for the outgoing transitions the designer of the business process defines the route through the process in other words which of the successive activities is carried out and in which order The different types of control activities are XOR OR and AND User s Guide for Worktop 2 2 17 1 Worktop legend Begin state The begin state of the business process State Part of a business process definition that is internally used to control the path through the business process End state The end state of the business process Transition A directed link or connection between an activity and a state in a business process You can combine a transition with a condition transition condition The directions of a transition are incoming transition and outgoing transition gt C default YES b Transition condition Together with control activities and by evaluating whether a condition is true or false transition conditions control the process of moving tokens through a business
57. r with that specific role is not authorized In this case a red stop sign indicates that the activity is not accessible To display all roles linked to a specific object open the pop up menu and click Role s or click the Role s command from the View menu on the Selected Tree Item command A dialog box will appear displaying all role s linked directly to that object Note that this dialog box does not show inherited role s Components In the Baan Process Browser you can define components of any application For example it can be a Baan session BaanSCS sessions BaanFOS session MS Word or Notepad In the Baan Process Browser you can view such a component and if you do so you also link a specific icon to the component to indicate that an activity is of that type In Worktop you also see these icons In Worktop you cannot create a business process use a modeler to create and define business processes that can only be seen in Worktop If such an icon is not available it is replaced by a default icon 3 User s Guide for Worktop 2 2 13 3 Baan Process Browser DEM Subapplications In a business process you can model a Baan session to which you can link subapplications Subapplications are lists of subsessions that you must complete to finish the task you must do in the Baan session to which they are linked When you activate a subapplication a dialog box appears displaying the list of subapplications that ar
58. rocess tab Depending on the role a user has the user can make alterations to the graphical representation User s Guide for Worktop 2 2 18 1 Glossary Baan Windows Configuration A Worktop document can be personalized by the Administrator The administrator can configure the Worktop document through assistance from a wizard A BWC file contained by a Worktop document can also be changed from within the document itself Configuration deals with the way a system is set up or the assortment of components that make up the system Configuration can refer to either hardware or software or the combination of both A Worktop document always has one BWC file as a basis for the Baan Menu Browser Baan Windows Thin client software driver for iBaan ERP Tools Windows UI solution In Worktop you can set the Drag and Relate functionality on Start as Baan Session Setting the system this way enables you to create modify or delete records immediately in the Baan application bshell The Baan shell is the Baan Virtual Machine a program that runs the Baan applications The Virtual Machine serves as an interface program between the Baan applications operating system user interface and database This open systems architecture allows the Baan applications to operate on all supported combinations of operating systems user interfaces and databases business process A set of one or more activities and states which collectively realize a business
59. ry 18 1 User s Guide for Worktop 2 2 iii About this document This User s Guide contains information on different subjects joined together by their existence in Worktop 2 2 In addition an index is available at the end of this document where information regarding the subjects concerned can be traced This document describes the functionality of the Worktop It guides you through the navigation and application functionality of Worktop Chapter 1 Introduction describes the user interface the limitations and the enhancements of this version Chapter 2 Title bar describes the title bar the standard toolbar and the status bar Chapter 3 Find dialog box describes the generic Find tool the pop up menu in the Process tab and the Shortcut Keys Chapter 4 File menu describes the menu options available on the File menu Also contains an explanation of the import and export of shortcuts Chapter 5 Edit menu describes the menu option Copy Business process and the menu option Attach Note Chapter 6 View menu describes the functionality of the Shortcut Bar Navigation Area Work Area and the Process Area Chapter 7 Go menu describes the functions of the Go menu and also describes the Tools menu Chapter 8 Administrator menu describes the functionality available only for the system administrator Chapter 9 Window and Help menu describes the Window function
60. s dynamic data from the database and can be clicked and dragged onto another component to retrieve related data To find records To display a list of all the records in a component leave all the fields empty and click the Find icon To browse the next group of records in the list click Next You can click Excel to view the data in an embedded Excel spreadsheet in a new browser window In the dialog box that appears define the number of records that you want to display in the Excel spreadsheet If you specify the value 0 rows all records will be exported To return to the Find form click Go To Find that appears below the List form and above the View form To search for a specific record or group of related records you must specify search criteria in a Find form You can limit the scope of the search by using the following values in a field in the Find form You can use the greater than gt and less than lt symbols in numeric fields to delimit the number of hits User s Guide for Worktop 2 2 14 4 Drag and Relate tab You can also use the wildcard symbol to expand your search For example you can enter B in the Name field to conduct a search for all employees with names that begin with the letter B The following table shows a list of legal operands that you can use to limit the scope of your search Operand Explanation x Field x x Fields that start with x gt X Fields greater than x gt X F
61. s the data that you dragged onto the node For example if you drag customer number 3002 onto the tree item Items all items bought by customer 3002 are displayed Drag a property from a Baan session onto an item that represents another Baan component This action results in the appropriate form which reflects the data that was dragged on it For example if you drag customer number 3002 onto the Contact Person tree item BaanFOS this will result in opening the BaanFOS Contact Person form or a Web page displaying information about the contacts of customer 3002 Move a property from a Baan session onto a folder item in the Baan Data Navigator tree As a result a new item is created that represents the data that was moved Example moving customer number 3002 onto a folder called Favorite Customers would result in the creation of a new item in the tree representing customer 3002 Double clicking this item will result in opening the Baan Customer session with the data on customer 3002 User s Guide for Worktop 2 2 14 2 Drag and Relate tab Available Baan Drag and Relate components m Utilities In the Utilities folder you can find the following three Baan Drag and Relate tools F Company Settings The current company number is displayed at the top of each page If you are authorized you can also view data that is stored in other companies Complete the following steps to change company 1 Double click Company Settings in
62. siness process is currently displayed in this area this command is disabled Use this option to request context sensitive Help To do this carry out the following steps 1 Click the question mark button on the toolbar The cursor changes into a question mark 2 Move the question mark cursor over the Worktop component on which you want to consult Help and release the mouse button Help displays a text that describes the Worktop component 3 If you want to display What s this Help for another Worktop component you must repeat the previous steps Performs a search on the tree items in the Navigation tab of the Navigation Area For more information see Find A yellow note can be created and attached to the tree item the icon on the tree item will change a yellow note is visible This field can be created or modified using the Attach Note option After the note is attached to the item if you right click Note Attach Note changes to Show Note Title bar Status bar The status bar contains five areas each area provides specific information While the Navigation Area has the input focus the status bar contains information about the selected item in the Navigation Area If the Properties area has the input focus the status bar contains information about the selected item in the Properties area Each area is briefly described in the following section Ready l 2 FEET 302 Democompany B30 c ze Oning Status bar 1 Indic
63. ss process is displayed The following issues only apply for that specific type of processes Business processes Baan Process Browser The role that you fulfill in the organization is used to determine the activities in the displayed business process for which you are authorized If you are not authorized for an activity this is indicated by a red stop sign displayed inside the activity When you try to start this activity you will get a message saying that you are not authorized During the implementation process static conditions are evaluated to determine which paths within a business process are active and which are not The deactivated paths are shown in a dimmed mode To activate graphical components Objects in the graphical representation of the process can be activated In general there are two types activities which are part of the process and objects linked to these activities Activities are displayed as a large rectangle and the object type is indicated by the corresponding icon located top left of the rectangle User s Guide for Worktop 2 2 15 1 Work Area All linked objects are represented by icons located on the right or left of the rectangle The following objects can directly be activated from the Process tab Activities Double click an activity to start it If the activity represents a subprocess within the Baan Process Browser this process is opened on the Process tab Subapplication Double click t
64. starts In the Company field enter the number of the company to be the current company Use the browse arrow black triangle to select the company from the Companies table To change to a specific company the following conditions must be met You must be authorized for the company that you select The package combination must support that company You can change these parameters in the User Data ttaad2500m000 session in BAAN IV ttaad2100m000 The Change Company option applies to the Baan Menu Browser and does not affect the Baan Process Browser DEM If you use the Drag and Relate component in the Start as Baan session mode Change Company will also affect this component HyperRelational data is retrieved from the same company as used in the Baan Menu Browser A company consists of a company number and a description Worktop s Status bar indicates the current company number and description of that company It is possible that you must convert these changes to run time DD before you can access the data that you require from the new company You can only select a company that is valid for your current package combination You can change your package combination in the User Data ttaad2500m000 session in BAAN IV ttaad2100m000 Run Program The Run Program command enables you to directly start a session or to create a shortcut to a Baan session by directly typing the session code There is a separate Run Program toolbar
65. t you must repeat the previous steps ALT F4 Closes Worktop CTRL F4 Closes the current Worktop document Activates the next Worktop document in the CTRE E6 Net list of opened Worktop documents User s Guide for Worktop 2 2 3 4 4 File menu The following commands are available on the File menu New D Open a Lar Close Save Save as Import and Export Print Business Process Print Preview Properties Recently Used File List Exit x Available for the administrator only Use this command to create a new Worktop document that contains information about your current working environment For more information see the Installation Guide that comes with the Worktop media Opens an existing Worktop document Closes the current Worktop document Upon leaving Worktop you will be asked whether all Baan sessions that are still open must also be closed in iBaan ERP 5 2a Saves the current Worktop document with its current file name and location Saves the current Worktop document under a new name or to a new location This functionality is available for the administrator only Shortcut s can be imported or exported After clicking either option you can choose between existing wtd or shf files Prints the business process that is currently displayed on the Process tab in the work area If no business process is currently displayed in this area this command will be disabl
66. the Properties area s pop up menu or by clicking the Customize Properties Area command on the View menu Click the object type for which you want to set the properties in the Select available properties for field Depending on the selection in the Navigation tab you can click one or more tree items in the field and determine their displayed properties In the Available properties list select the properties that you want to display in the Properties area Click Add In the Selected properties list select the properties that you no longer want to display in the Properties area Click Remove Use the arrow keys to determine the sequence in which the properties will be displayed Click OK User s Guide for Worktop 2 2 16 2 17 Worktop legend The following symbols and attributes are used in Worktop This legend lists their name and provides a description of their functionality Business process components The following graphical components are used within Worktop s embedded process viewer to display business processes Activity Activity The smallest logical component in a business process that a user can carry out at run time There are four types of activities A manual activity which does not support computer automation An application for example a Baan session or Word Another business process An activity can be linked to another business process in two ways by calling a subprocess o
67. through which data is transferred between an input or output device and the processor project model A model that represents a specific organization A project model is built from a library repository of the following model items a Business control model a Business function model Business process model role Specific qualifications and or skills an employee or a logical group of employees must have to be authorized to carry out a business process or a single activity This group is not an organizational unit For example secretaries form different departments shortcut button Clicking on this image results in a shortcut on the Shortcut Bar made of the URL in the Address field which is part of the embedded internet browser and appears after activating the Information tab shortcut keys A special key combination that causes a specific command to be executed Typically shortcut keys combine the CTRL or ALT keys with other keys In Windows environments for example CRL C is used as the shortcut key to copy On computers the function keys are also often used as shortcut keys Most applications come with some shortcut keys already defined Many however enable you to define your own shortcut keys for frequently used commands shortcut A shortcut is a special type of file that points to another file or device You can place shortcuts on the Shortcut Bar to conveniently access files that may be stored deep in the directory s
68. tion can contain applications and other support applications transition A directed link or connection between an activity and a state in a business process You can combine a transition with a condition transition condition The directions of a transition are incoming transition and outgoing transition tree item An item that is located on the tree in the Navigation Area URL Acronym for Uniform Resource Locator An address for a resource on the Internet URLs are used by Web browsers to locate Internet resources A URL specifies the protocol to be used in accessing the resource such as http for a World Wide Web page or ftp for an FTP site the name of the server on which the resource resides such as www whitehouse gov and optionally the path to a resource such as an HTML document or a file on that server User s Guide for Worktop 2 2 18 5 Glossary user authorization The administrator is entitled to setting certain limits to user authorization in the User Data session You can obtain further information from the Installation guide distributed with the Worktop media version A group of model items that are in the same development stage and or share one or more of the following characteristics Owner Effective date Business typology Customer A version has no direct relationship with Baan versions User s Guide for Worktop 2 2 18 6
69. tructure Double clicking the shortcut icon is the same as double clicking the actual file You can control how a shortcut appears by naming it anything you want and associating a particular icon with it sort ascending A sort that results in the arrangement of items in ascending order User s Guide for Worktop 2 2 18 4 Glossary sort descending A sort that arranges items in descending order for example with Z preceding A and higher numbers preceding lower ones state Part of a business process definition that is used internally to control the path through the business process You can only carry out an activity instance if all prestate instances have been fulfilled static condition A condition that the business process designer can link to an outgoing transition of a control activity in a business process Static conditions are used to activate deactivate parts of business processes subapplication An application that can be started from another application subprocess A business process launched by an activity of the Business Process type The main business process that calls the subprocess does not continue until the subprocess is finished Therefore a subprocess is a nested part of the main business process support application One or more applications that can be linked to a business process or an activity in the Baan Process Browser to help the employee to carry out the process activity Note that a support applica
70. yperRelational data in the usual Baan sessions If you use this mode you can modify data create new records and modify or delete existing records Note that whenever you disable the Drag and Relate tab the host name and port number are synchronized with the corresponding data as defined on the Baan server For more information refer to Drag and relate settings Process Browser On this tab the following two fields are available Changed Business Processes Number of days that the changed business process will be displayed in bold Your administrator changed something in one of your business processes The next time you open Worktop the business process will be bold which indicates that something has changed Specify the number of days during which a changed business process must be displayed in bold in the Navigation Area and Properties area To determine the date until which the business process must be displayed in bold the number of days that you specify in this field is added to the last change date of the business process User s Guide for Worktop 2 2 10 3 What is a Worktop Document Active Business Process Always show active business processes By default this option is turned on If it is disabled the active process is no longer visible in the Process Viewer The Process Viewer will remain empty Worktop Document Properties Use this dialog box to view detailed properties about your Worktop document This

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