aras.com confidential© 2007 aras corporation advanced administration workflow design and management...

aras.comConfidential © 2007 Aras Corporation

Advanced Administration

Workflow Design and Management

Aras Corporation

300 Brickstone Sq, Suite 904Andover, MA 01810

(978) 794-7643

www.aras.com


Outline

1. Workflow Basic Concepts

2. Innovator Workflow Overview

a) Data Model

b) Permissions, Identities and Assignments

3. End-User Interface

4. Exercise 1 – First Simple Workflow

5. How-To Workflow

6. Advanced Workflow Topics

a) Exercise 2

b) Exercise3


Workflow Basic Concepts


Why Workflow

Automate multi-step processes

Alert users when an action needs to be taken

Electronic approval signatures

Keep a permanent record of decisions made

Drive repeatable, predictable, business processes


Workflow EnginesModels

Messaging based

Emails routing from one mailbox to next

Send and forget (no way to find current location)

Database based

Emails are sent to engage

Current location stored in DB

Each action updates the DB


Workflow EnginesFeatures

Serial steps - Parallel steps - Looping

Activities assigned to programs

Activities assigned to people

Activity Sub-Tasks

Sub-Workflows (hierarchies)

Automatic Branching logic

Dynamic assignments

Group assignments (pooling)

Delegation / Escalation / Task Refusal

Voting logic {equal votes, veto votes, weighted voting}

Microsoft Enterprise Open Source


Outline



a) Data Model




5. How-To Workflow


a) Exercise 2

b) Exercise3


Innovator WorkflowData Model

Workflow Item

ECR Process

Activity Item

Submit ECR Form

Activity Item

Review ECR Form

Activity Item

Approve ECR

Path ItemDone

Path ItemOK

Identity ItemsCM I, Management


Innovator WorkflowData Model

ItemType

ECR

Workflow Map

ECR Process

ECR 001

ECR 104

ECR 356

ECRItems

ECR 001

WorkflowProcesses

ECR 104

ECR 356


ItemTypes & Workflow Maps


WFL Process instance is created Automatically with the Item Instance


Identity Membership Management

Item

ECN 123

Permission SetEngineers – G,UPurchasing – G Ron Regan – G,U,DCreator – G,U,D,COwner – G,UManager – G,U,C

Permission_id

Property

Activity Item

Review ECR Form

AssigneesEngineers PurchasingManager

Assignment

Relationship

Group Identity1

User Identity

Logon User

Group Identity2

Member

Alias

“USC091”

“Ron Regan”

“Engineers”

“All Employees”

Virtual Identity“World”

Group Identity3

“Purchasing”

Member


Workflow - Lifecycle

ECN 123456

DescriptionEffectivityOriginator… Lifecycle Map

Workflow Process

Permissions Integration EventsCM BehaviorsEmail Notification

PeopleShort ActivitiesEmail Notifications


Outline



a) Data Model




5. How-To Workflow


a) Exercise 2

b) Exercise3


In Basket


Graphic Process Monitoring


Completing an Activity


Outline



a) Data Model




5. How-To Workflow


a) Exercise 2

b) Exercise3


Exercise 1

Prototype Item Type

Prototype Requisition Workflow Map


New Workflow Map

Use Right Mouse

menu’s to Edit the Map


Exercise 1 Steps

1. Create new Workflow MapA. Add Activities – with AssigneesB. Add Paths with VotesC. Save

2. Edit the Prototype ItemtypeA. Set the new Workflow Map as an Allowed WorkflowB. Set the Default Flag (for auto-start)

3. Create a new Instance of Prototype and Save

4. Check your InBasket


Outline



a) Data Model




5. How-To Workflow


a) Exercise 2

b) Exercise3


How-To Workflow

Gather data first

1. Process map the business process with users eliminate Non Value Added work build consensus identify process owner

2. Complete a new Item worksheet for parent Item, if needed

3. Complete a Workflow worksheet


How-To WorkflowWorksheet


In Innovator

4. Create required Identity’s for assignments, members and groups

5. Create a new Workflow Map

6. Draw map with Activities and Paths

7. Make sure Path from Start is Automatic & Default

8. Add assignments to activities, voting weight at least100

9. Add Tasks to Activities

10. Save Workflow Map

11. Create new parent ItemType, if needed

12. Add Allowed Workflow, make it default

13. Save parent Item Type

How-To WorkflowDevelopment


To test a new Workflow Map Create a new instance of parent Item Check that Workflow Process is created Check that Assigned Identities have Assignment’s in

their InBasket

To inspect an active or closed Workflow Process Open instance of parent Item Views>>Workflow Highlight process, right click, select Workflow Process Double-click activities to drill down

How-To WorkflowDevelopment


Outline



a) Data Model




5. How-To Workflow


a) Exercise 2

b) Exercise3


More Advanced

• Activity Tasks

• Emails

• Assignment and Routing Logic

• Dynamic Assignments with Methods


Activity Task


Email Notification

To User’s email address, defined by Identity

“All Assignments”= all assigned to Process

“Open Assignments”= all open for Process

“Closed Assignments”= all closed for Process

“From Identity” only for Refuse/Delegate

“To Identity” only for Refuse/Delegate

“Alternate” = individual User


Exercise 2 - Email

Configure an Email message on the first workflow

1. Edit the Workflow, and on the first Actity add an Email notification

a) Create Email Item with Variables

b) Select Event

2. Create a new instance of Prototype to test the Email Messages


Assignment & RoutingLogic

Assign to Identity representing roles rather than individuals

Assignees do the work, and vote on outcome

Three ways to create Parallism

Consider how the following action is to be decided by one person alone

By any one person from a group

By a dispatcher who assigns work

By everyone in a group

Allocate properties accordingly Required, For All Members, Voting weight


Activity level “Wait for all inputs” = wait until all parallel paths have arrived

before completing “Wait for all votes” = wait until all assignment votes are in before

completing Voting weight 100+ for at least one path required to complete

Assignment level “Required” = this Assignment must be voted to complete For all Members = all members of assigned Identity share equal

voting weight• If not checked, any single member votes with assigned voting

weight Voting weight set for each Assignment Total voting weight can be >100



Delegate

Send to someone else’s inBasket

Refuse

Send to “Escalate To” Identity or “Process Owner” Identity if no escalate

Specific emails available for these votes



Exercise 3

Using Workflow Methods for Dynamic Assignment

1. Download the Workflow Automation Package (good sample code)

2. Remove the Assignee from the 2nd Activity

3. Create a Server method on the OnActivate event

4. In the Method, Assign the Activity to yourself.

5. Save the Workflow Map

6. Create a new Instance of Prototype to test.

aras.com confidential© 2007 aras corporation advanced administration workflow design and management...

Documents

workflow processes ecr

howto workflow

simple workflow

management aras corporation

ecr items ecr

ecr path item

item instance slide

management slide