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Progression Workflow Example

Design GuideVersion 5.2

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Copyright © 2000 – 2014, iDatix Corporation, All rights reserved.All rights reserved. No part of the contents of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any language in any form without written consent from iDatix Corporation.This software product, including the manual and media, is copyrighted and contains proprietary information that is subject to change without notice. The software may be used or copied only in accordance with the terms of the license agreement.iDatix, iSynergy, and Progression are registered trademarks of iDatix Corporation. All other trademarks are acknowledged as the exclusive property of their respective owners.

Version 5.2 -- 5/15/23

Progression Workflow Example Design Guide 5.2

Table of ContentsIntroduction to this Example Guide........................................5Prepare to Build a Workflow Process......................................6

Business Requirements............................................................................................7iSynergy Definitions..................................................................................................9

Supplier Application Cabinet..................................................................................9Supply Request Cabinet........................................................................................9

iForm Supply Request Definition...............................................................................9Progression Document Definitions............................................................................9Progression Binder Definition..................................................................................10

Progression Parent Process Creation...................................12Design & Configure the Supply Request Process....................................................12

Process Tasks......................................................................................................13Define Process Entry Point......................................................................................20Define Manual User Tasks.......................................................................................24Define Wait Tasks...................................................................................................30

Wait for Received Shipment Event......................................................................30Wait for Invoice Document Event........................................................................30

Define Exception Tasks...........................................................................................34The Default Exception Task.................................................................................34The Specific Exception Task................................................................................34

Define the Finish Tasks...........................................................................................35Connecting Tasks in the Supply Request Process...................................................35Define Sub-Process Tasks.......................................................................................39

Use an Existing Process Reference to Add a Sub-Process....................................39Use a New Process Reference to Add a Sub-Process...........................................39

Create the New Shared ‘Payments Process’........................40Using the New Process Button................................................................................40Define Data Sync Task............................................................................................46Define Decision Tasks.............................................................................................62

The Invoice Amount Decision..............................................................................62The Payment Approval Decision..........................................................................66

Define Automatic Task............................................................................................67Define Manual User Task in Payments Process.......................................................70


Comptroller Approval Review of Higher-Amount Invoices....................................70Define Finish Tasks in the Payments Process..........................................................78

Paid – Finish Task................................................................................................78Denied-Finish Task..............................................................................................78

Connect Tasks in the Payment Process...................................................................79

Implement the Supply Request Process...............................83Activating the Supply Request Process...................................................................83

Using the Business Workflow Process with iSynergy...........85Workflow-User Permission Settings in iSynergy......................................................85Using the Supply Request iForm.............................................................................86

Employee Submission of a Global iForm - Supply Request..................................86Office Manager Updating an Active iForm in iSynergy.........................................86

Workflow User Interfaces in iSynergy.....................................................................86Workflow Processing from iSynergy........................................................................87

Managing Workflow Business Processes..............................92Progression Manager..............................................................................................93

Analytics BPI Analysis for this Example................................99Automatic Data Cubes for this Example.................................................................99Analytics Analysis Reports for this Example...........................................................99

Summary of this Design Example........................................99


Introduction to this Example GuideThe purpose of this Example Design Guide is to lead a Progression Designer or student through a complete, although simplified, Business Process Requirements, Design, Implementation and operational use cycle which can be repeated for their real-world Business Process Improvement needs using the iDatix Product Suite.Since modern BPM designs can include both traditional and advanced technologies such as:

Traditional – Captured & indexed scanned documents and digital files as well as conventional parameterized reports;

Advanced – Capture and automatic indexing of electronic iForms as well as powerful combination BPI graphical and tabular views and dashboards with dynamic control over data scope and renderings;

This Example illustrates the combined use of advanced features and integrated iDatix Products:

iSynergy iForms Progression Analytics

Due to the flexibility of iDatix-based designs, the traditional approaches using scanned documents and iSynergy/Progression traditional reporting can also be used.


Prepare to Build a Workflow Process The design of a business process workflow begins with a clear definition of the business requirements that must be accomplished by the Progression design. Next these requirements are decomposed into the necessary set of processes, each with its component Tasks and steps needed to satisfy those requirements. Progression provides a comprehensive set of different types of generic building block tasks that you can combine and specialize to create the business workflow processes you need.

Establish a new Progression Process or Sub-Process with its default Start and Exception Tasks

Add and define each of the Tasks required to satisfy the requirements for this business process

Connect the tasks into a completed definition for the “flow of work” (i.e., workflow): A process definition in Progression is a defined workflow that takes a work item,

which can be composed of either a document or a binder, through a predetermined set of tasks using business rule decisions, manual user tasks, and automated tasks.

You must ensure that all path connections (i.e., Task pinouts) are able to conclude with a Finish Task exit point and that the Exception Tasks are defined to cope with unexpected anomalies in the process.

The overall business workflow solution may be composed of one or more Progression Process Definitions.

After Progression is used to define one or more business processes, it can be Implemented allowing it to be tested as well as used in business operations.

As progression-designed workflow processes are used in business operations, authorized managers, supervisors and staff can use Progression Manager to view the current status and performance statistics as well as the individual processes and tasks with which they are authorized to view and/or control in real-time.

Progression provides the user with the capability to define the business rules and tasks to complete the work and the workflow paths required to drive each work item to a successful conclusion. Once designed the workflow may be used as an integral part of the business process plus assist in effective monitoring and control of those processes.The following sections of this appendix will step you through a complete example of the methods used to design and build a business workflow process as well as ways to obtain work items to process and ways for management to view and control these processes.


Business RequirementsBefore we begin the Progression Design, the first step is to understand the basic business requirements for this example derived from analyzing a typical, yet simplified, work scenario:1. An Employee submits a ‘Supply Order Request’ form to the Office Manager.2. The Office Manager looks in the supply cabinets for the requested supply items.

If the supply is in-stock, the item is given to the employee and the process is finished – fulfilled by in-stock items.

If the supply is not in-stock, a ‘Supply Order’ is initiated interactively using the vendors website and an Order Number (‘Order Nr’) is obtained by the Office Manager from the Suppliers website submitting an Order for the required supply items.

The Office Manager enters this ‘Order Nr’ into the Supply Order Request form.3. Subsequently, the Receiving Department receives the ordered items from the supplier

accompanied by a ‘Packing List’ and notifies the Employee the items are available for pickup. The Supply Order fulfillment portion of the process is complete.

4. Next the sub-process ‘Supplier Payments’ processing begins after the supplier’s invoice for the order is received.

5. The Accounting System is synchronized with the Receiving System for the invoice number, invoice amount, vendor name, due date and discount percentage. If the invoice is less than $500, the accounts payable department will pay the invoice

and the Supplier Payments sub-process is finished. If the invoice is greater than or equal to $500, the accounts payable department

notifies the Controller for payment approval.6. The Controller approves or denies invoice payment.

If approved, the invoice is Paid and the Supplier Payments sub-process is completed as a ‘Paid – Finish’.

If denied, the Supplier Payments sub-process is also completed, but as a ‘Denied – Finish’.

7. The parent Supply Order Process’ must handle any Supply Request invoices which are returned from the Supplier Payments as a ‘Denied – Finish’, by referencing and sharing an existing ‘Returns Process’.

Note: The ‘Returns Process’ is out of the scope of this examples design, but it can be referenced and shared by using a Sub-Process Task named “Returned Order Items”.In order to keep this example simple:

No partial stock requests will be supplied from available stock and partial orders.

The Order Number (‘Order Nr’) comes from the Supplier Vendor when the order is placed and captured.

Each order is separately shipped and separately invoiced. The Receiving process is minimized to keep this example simplified. The ‘Returns Process’ is assumed to exist and can be used by the ‘Return

Order Items’ sub-process, but its internal design is outside of scope.

The only documents included in this example design are captured in iSynergy and join the ‘Supply Request Items’ binder for each work item as follows:

‘Supply Request’ (a form)


‘Supplier Packing List’ ‘Supplier Invoice’

The following Process Design diagram summarizes the overall workflow requirements.

The ‘Supply Request Process’ is the parent business process and the ‘Supplier Payment’ is the Sub-Process Task that references, from within the parent process, a potentially shared ‘Payment Process’ definition.The Resources that are involved and assigned to parts of this process are:

Employee Office Manager Inventory Clerk Comptroller


iSynergy Definitions

Supplier Application Cabinet

Supply Request Cabinet

iForm Supply Request Definition

Progression Document DefinitionsThe Documents needed to satisfy the requirement for this example:

‘Supply Request’ – an iForm which is used by an employee to initiate the request for supply items that will be submitted and captured in iSynergy.

‘Supplier Packing List’ – which is included with the received supplies itemizing the shipment contents being received.

‘Supplier Invoice’ – which is sent to this organization separately by the supplier requesting payment for each order (i.e., each shipment, in our simplified model example).

Define Supply Request Document

Define Supplier Packing List Document

Define Supplier Invoice Document


Note: These Document Definitions will establish the necessary linkage to actual documents stored and protected in the iSynergy ECM system.

Previously Specified Document Definition

Progression Binder DefinitionSince both of these Document definitions are needed within our example workflow process, a Binder Definition will be created to pair them together as a work item flowing through the workflow process.

In this example, the Binder Definition will be named: ‘Office Mngr’.


Note: The Binder definition provides linkage to the Progression Document Definitions which in turn are linked to actual documents that are submitted, stored and protected in iSynergy.

‘Orders Packet’ Is a previously-defined

Binder

The ‘Office Mngr’ Binder contains: One ‘Orders Purchase Requisition’ Document’ One Sub-Binder that references the existing

‘Orders Packet’ Binder.

The shared Document Definitions for the

‘Orders Packet’ Sub-Binder

For additional information on these definitions see: Document Definition Binder Definition


Progression Parent Process CreationOnce the Current State Process Design Diagram has been completed, you will want to translate this into a Progression Process.

Design & Configure the Supply Request ProcessYou begin the design and development of this Process, as follows.1. Open Progression.2. Navigate to the Processes dashboard section and select New Processes Tool Accelerator

Button.3. A new Process is created and displayed in the Processes Pane. Select the New Process

and rename it: “Office Supply Order Request”. 4. Select the Plus-sign (changing it to a Minus-sign) in the Navigation Tree on the new

process entry. Notice the Exception Task and Start Task displays were created by default.

1-Open Progression Studio which displays its Dashboard window

2-Click the New Process Tool accelerator icon to Create a ‘New Process’

3- Changed the ‘New Process’ name to

‘Office Supply Order Request’

4-Open the New Process, ‘Office Supply Order Request’

where Two (2) initial Default Tasks

are automatically provided

The Process, Office Supply Order Request, has been created. Now, its remaining tasks must be added to this process definition.


Comment: Before a process is created, ensure you have created all of the documents and binders that will be included in this process. In this example, a supply order request document and a vendor invoice document have been created and linked by a binder definition.

Process TasksIn the business situation, we defined our process workflow and will refer to the following Visio Diagram to design the workflow in the Progression Designer Workspace. This example demonstrates a process that can be automated to simplify the workplace.First, we will focus on the parent process.

1. Use the Process Designer Workspace Tool Accelerators to define the parent process.

Process Designer Workspace Tool Accelerators

Click the Accelerator Tool icons to insert the Tasks you need and click on the default name of each task you wish to rename and enter its specialized name. You can drag each Task object to position it in the Process workspace approximately where you will want to connect them later, as shown below.


In this example, we have selected a Manual User Task, a Wait Task, an Exception Task, two Finish Tasks and a previously-defined Sub-Process Task (e.g., Payment Process). Choose each task tool needed by clicking it in the toolbar to insert it into the Designer Workspace, making certain to visually align the tasks in their approximate final positions so that they may be easily connected later.

As Tasks are added, they initially appear in the upper left and then dragged to their anticipated location and the default Task name is edited to become a meaningful title when appropriate.

The ‘Payment Process’ sub-process node is added by clicking on the Sub-Process icon in the toolbar and then creating or selecting from a list of existing processes using its dialog, as shown below.


Important Note: Every Process must have at least one Finish Task.

Click the ‘New Process’ button to define a new named process to use or, as in this example, click the ‘OK’ button to select the existing ‘Payment Process’ definition – The Sub-Process icon is placed into the Process Workspace and the designer, then renamed it from ‘Payment Process’ to ‘Sub-Process – Payment Process’.

When the ‘New Process’ button is used, a window prompt appears allowing you to assign the same name for the new Process and the sub-process Task as “Payment Process’ which can be edited and completed later, shown below.

The New Sub-Process Definition

The New Process Definition

Note: Remember that this Sub-Process merely refers to an actual existing process or a new process definition named ‘Payment Process’ which can be shared by many other processes. In this example, the ‘Payment Process’ will adhere to our planned flowchart design for this project.


V5.2: <Replace above diagram>As you define each task further, additional pinout paths may be created to direct the flow of a work item under the named condition for the pinout. Notice that the Start and Wait Tasks had default pinout paths that are provided immediately and shown on the diagram.

Should you close the new Process before connecting all of the pinout paths, Progression will issue a warning prompt letting you know that all connections must be completed before fully completing and implementing the Process, as shown below. Progression Workflow Example Design Guide 5.2

Comment: iDatix best practice is to add an additional exception task to the Designer Workspace because the default Exception Task will handle any exception to the entire process, whereas the additional exception tasks will handle a specific user defined exception when an exception-condition pinout path is connected to it.

Comment: It is the Progression designer’s choice as to when to use established pinout paths to connect any or all tasks.

iDatix best practice generally recommends that the Progression workflow designer concentrate first on the definition of each task and then connect the completed Task definitions to establish the workflow for a work item. However as it becomes necessary, new tasks can be added, named, defined and connected.

Warnings of Unconnected Tasks & Task Pinout Paths

However, it is perfectly all right to ignore this warning prompt while you are still designing and developing this workflow Process since you can always re-open and connect the Tasks and Pinouts later.

2. Now using the Sub-Process Task Accelerator, we will create the sub-process.


Comment: The following Progression Process workflow diagrams are shown with the workflow paths connected between Tasks to aid the reader in visualizing the ultimate workflow among the Tasks in this example.However, the Tasks will be actually connected and explained later in the example.

Note: The Sub-Process Task Tool Accelerator visually symbolizes an executed call from the Office Supply Order Request to the Payment Process.

3. Refer to the Process Design Document to design the Sub-Process which we have named ‘Payment Process’.


4. In this example, we have selected a Data Sync Task, an Exception Task, a Decision Task, an Automatic Task, a Manual User Task and two Finish Tasks.

Manual User Task

Finish Tasks

Automatic Task

Data Sync Task

Exception Tasks

Decision Task

Now the Process has been visually designed, you can add definitions to each task beginning with the entry point.


Note: Initially, the tasks will not be connected and will not have pinouts on some tasks. The Tasks will simply be in place for you to visually see the flow of the process. However, as your design progresses the process tasks are connected, as shown.

Define Process Entry PointNow that the New Process has been created, we can define the Entry Point and the Business Logic for the Entry Point.1. From the Progression Dashboard, choose the Office Supply Order Request Process.

Note: The Process Designer Workspace displays with the opened process.2. Navigate to the Progression Dashboard>Documents & Binders. 3. Select the Office Mngr Binder and Drag it to the Process Designer Workspace>Start Task.

Note: The Task Editor Start Window displays.4. Define the Entry Point by selecting the Required Documents and determining the

Conditions.


5. Select Ignore Wait Time.

Selecting the Ignore Wait Time checkbox indicates that the Entry Point should not recognize and admit the binder into workflow until all of the required documents are found.When the Ignore Wait Time checkbox is deselected, the Max Wait Time field specifies a defined period of time for all the required documents to be received. When the documents are received, the process will begin; however, if not received within the Max Wait Time interval, the process begins using the Missing Document path.


6. Select Allow Re-entrance.The Allow Re-entrance checkbox permits a document or binder instance to be executed in a process multiple times and is dependent upon the defined conditions.For example, in the Office Supply Order Request Process, the condition is defined as “Pending”. By choosing the Pending status as the Binder Condition to be admitted to the Entry Point, Progression can recognize the document status as defined in iSynergy.


Note: The disadvantage of using Re-entrance is that a document can go through the process multiple times causing recursive work processing. For example, if the entry point document status is not validated and an exit point of the process sets the status back to not validated on completion, the Progression Engine may interpret the status change and start the process again with the document.

7. Select OK.

Now, the Document Binder Entry point has been created and you can continue Defining Process User Tasks.


Define Manual User TasksNow that the Entry Point and the Conditions have been defined, we can define the next task, the Manual User Task.1. On the Process Designer Workspace, Navigate to and Select the Supply Verification

Task.

V5.2: New Icon Set – Replace SShots.

Note: By default, the Task Editor window displays with the Steps tab.2. Define each Step Definitions for the Task.

3. Select Add.

4. Name the Step Action Buttons for each Step Definition within the Task.An Action is the representation of the buttons you want the user to be able to select in the iSynergy User Interface. Consequently, the buttons will either move the work item from the task and push it out to the next task that is defined in the process or it can move you between steps that are


Note: iDatix Best Practice is to define the Step Definition prior to the Step Button.

defined in the current task. These defined Step Action Buttons can be used for multiple steps.

5. Navigate to the Description Field and enter a Description of the Action button.

6. Select the drop down menu and choose the Action Type for each Step Definition within the Task.


Note: This is not a necessary field; however when the report is printed any information entered with the Description Field will be displayed on a Printed Report. This could be useful for Sarbanes-Oxley, or compliance initiatives.

Note: An Action Type includes, Jump To Step and Exit. Jump to Step provides the ability to choose which Action Step to pick, whereas Exit ends the action definition.

7. For the Supply in Stock step, the action type Jump To Step has been chosen because the task does not end with this step. Select Drop Down Menu and define the Action Step.

Note: These Actions Steps are pulled from the Step Definition dialog.

8. Select Add.

9. Navigate to Available Actions.


10. Select the Action to be performed with Step Definition.

11. Select Add.

Note: Add enables the Selected Action to be available in the Selected Actions Pane. Remove will eliminate one Available Action, whereas Remove All will eliminate all Available Actions.


12. Select OK.

13. Repeat these actions until all the Step Buttons and Step Definitions are defined for the Supply Verification Task.

14. Navigate to Assignments.


15. In the Available Resources Pane, select Users and select the Appropriate User.

16. Select OK.17. Navigate to and select the Receive Supply Task.18. .Repeat the Step Buttons and Step Definitions actions for the Receive Supply Task.

Note: When these actions have been completed, the defined Step Definitions and Step Buttons will display within the iSynergy workflow.

V5.2: New Icon Set – Replace SShots.Note: For information on the Allow Suspending option for Task/Steps and Custom Calendars see section: Custom Calendar: User-Attended Task Suspend Time Settings.


Define Wait Tasks

Wait for Received Shipment Event

Wait for Invoice Document Event In this parent process, a Wait Task has been added to automatically push the workflow to the Sub Process when the invoice is received.1. Select the Wait Task.

Note: The Task Editor Wait Task window displays.2. Navigate to the Binder Drop Down Menu and choose the appropriate Binder, in this

case Office Manager.

V5.2: New Wait Task, Revise explanation & Replace SShots.

3. Select the Required Documents.


Note: The Wait Task is a workflow control task that stops the process workflow until one or more specified documents are available to it. Alternatively, you can drag the Binder onto the process and it will create a Doc Wait Task within the selected Binder.

4. Define the Max Wait Time:


Comment: In this example, we have selected the Sub Binder to the Office Manager Binder, Invoice Binder. This required document is the supply vendor invoice. The Wait Task has been used because until this document is received, the Sub Process Payment Process cannot begin.

Note: If the Required Document had a Condition, such as the supply vendors’ invoice’s status must be set to Payment Pending, it could be defined by selecting the Condition Ellipse and displaying the Expression Builder.

Note: The period of time it waits is configurable, as is the action that it will take if the specified documents are not received within the designated timeframe. In this example, this field has been populated for demonstration purposes only.

00:02Define the Max. Wait Time (e.g., 2 minutes for demo)


5. Select Add.Note: The Wait Task definition has been added to the Task.

6. Select OK.


Comment: If desired, you could also add a user notification and a document status update using the Notifications tab and the Status tab respectively.

A Notification could be used to alert the appropriate individual(s) to the presence of an exception condition to ensure a timely response. For additional information see: Task -- Notification Tab.

By selecting a document status update, Progression would automatically update a specified status field to the appropriate status value avoiding the ad-hoc workflow approach where a user manually changes the status of the document within iSynergy. For additional information see: Task -- Status Tab.

Define Exception Tasks

The Default Exception Task

The Specific Exception TaskIn this parent process, we have defined an additional process Exception Task. Remember, the default Exception task is used to capture errors generated from conditional mismatches or data synchronization issues. Whereas this Exception Task has been added to alert users to a Wait Task that has Timed Out.

In this case, the highlighted Exception Task alerts the user that the invoice is missing since it has been connected to the Timed Out pinout path, as shown below. Users or “missing document” specialists assigned to this exception task will see any work items that have this exception plus be able to process the exception and return the work item to normal workflow.



Define the Finish TasksRename the Finish Task:1. Navigate to the Finish Task.2. Rename the Finish Task.

V5.2: <Revise the Name, etc.>

Connecting Tasks in the Supply Request ProcessNow that the process Task definitions have been defined, you are ready to connect the Tasks. 1. Select the Start Task.2. Click and hold the Started Pinout and Drag it to the Manual User Task, Supply

Verification.

Note: The Start Task has been connected to the Data Sync Task.3. Choose the Manual User Task Supply Verification.4. Click and hold the Manual User Task “In Stock” Pinout and Drag it to the Supply

Verification Finish Task.Note: The Manual User Task “In Stock” Pinout has been connected to the Supply Verification Task, as shown below.

5. Choose the Manual User Task Supply Verification.6. Click the Manual User Task Order Supply Pinout and Drag it to the next Manual User

Task, Receive Supply.Progression Workflow Example Design Guide 5.2

Note: The Manual User Tasks “Order Supply” Pinout has been connected to the Manual User Task Receive Supply.

7. Choose the Manual User Task, Receive Supply.8. Select the Payment Processing Pinout and Drag it to the Wait Task.

Note: The Manual User Tasks “Payment Processing” Pinout has been connected to the Wait Task.

9. Choose the Wait Task.10. Select the Timed Out Pinout and Drag it to the Exception Task.

Note: The Wait Task “Timed Out” Pinout has been connected to the Exception Task. This Exception Task has been added to specifically record a potential failure in the process.


11. Choose the Wait Task.12. Select the Received Pinout and Drag it to the Sub-Process, Payment Process.

Note: The Wait Task has been connected to the Sub Process, Payment Process. 13. Choose the Sub Process.14.Select the Payment Process Denied Pinout and Drag it to the Finish Task.

Note: The Sub Process, Payment Process Denied Pinout has been connected to the Finish Task.

15. Choose the Sub Process.16. Select the Paid Pinout and Drag it to the Finish Task.

17. The Office Supply Order Request process tasks have now been connected.


Note: The Sub Process, Payment Process Paid Pinout has been connected to the Finish Task.

Note: To change the line design, select the Toggle Line Tool Accelerator, shown below.

18. Select Save.


Define Sub-Process Tasks

Use an Existing Process Reference to Add a Sub-Process

Use a New Process Reference to Add a Sub-Process


Create the New Shared ‘Payments Process’

Using the New Process Button The Sub-Process task has been added to the parent process to visually represent that another complete process instance occurs.



Note: By design, when a sub-process has been added to a parent process another Process Designer window displays the sub-process workflow, as shown below.


Note: Depending on the process, you can choose to enforce the entry points, which will guarantee the sub-process doesn’t begin until the entry point conditions are met. In this example, we have not enforced the entry points because a Wait Task precedes the Sub-Process Task.

Note: If we were to use the Enforce Entry Point option for the sub-process, then if the document was not in the Binder, the work item is sent to the Process Exception Task. Additionally, if the wait time on the entry point is set, the work item enters the sub-process and follows the missing document path.

1. Select Start Task>Entry Points>New.

2. Select the Drop Down Menu and choose the Office Manager Binder.


Note: iDatix Best practice is to select and drag the binder to the entry point. If you chose to create your entry point in this manner, you would not need to complete this step.

3. Navigate to Required Documents and choose the documents that are necessary for this sub-process to initiate.

4. Select Ignore Wait Time.In this example, the Ignore Wait Time is irrelevant because the enforce entry point has not been selected. However, If we were to use the enforce entry point option on the sub-process, then if the document was not in the Binder, the work item will be sent to the Process Exception Task. Additionally, if the wait time on the entry point is set, the work item will enter the sub-process and follow the missing document path.


5. Select OK.

6. Select Apply.


7. Select OK.


Define Data Sync TaskThis Data Sync Task is used to pull the Invoice Amount from the Office Supply Vendor Invoice Document held within the iSynergy Repository and push it to the Accounting Software.

Note: The information exchange that is performed by a Data Sync Task across a network can be done in either of two ways depending on the approach used for each data source by your site:

ODBC Data Fields Request – A Progression-generated SQL Query expression that will be used by the Data Sync Task to accomplish the exchange of one or many data fields of information with an external database table.

Web Services Data Fields Request – A SOAP web services request that functions as a URL-command which is defined within Progression using its Data Exchange tab so that it may be easily selected for use within a Data Sync task as it is created.

This example will be defined using an ODBC Data Fields request. V5.2: New Icon Set – Replace SShots.1. Select the Data Sync Task.2. Navigate to Data Fields.

3. Select the Connection Ellipse.


4. Choose the Data Link Provider.

5. Navigate to Connection.


Comment: The Data Link Provider selected will depend upon the databases and data sources needed in your information systems environment.

6. Choose the Server.

Select the Drop Down MenuAnd Choose the Server

7. Define the User Name and Password.

8. Select Allow Saving Password.


9. Select the Drop Down Menu and choose the Server Database.

10. Select Test Connection.


11. Select OK to respond to a successful test of the network connection to the server.

12. Select OK to the Data Link Properties specification dialog.


13. Select the Table Drop Down Menu and choose the Table in the defined Database with which you will synchronize.

14. Select the Field Drop Down Menu and choose the Field in the defined Database Table with which you will synchronize.


Note: The Tables presented in the selection list will only be ones that the user has permission in iSynergy to access.

15. Select the Conditions Ellipse.

16. Select the Category.


17. Select the Field.

18. Select Add.


19. Select the Operator.

20. Select Category.


21. Select Field.

22. Select Add.

23. Select Validate.


24. Select Apply and then Select OK.

25. Select Add.

26. Select Apply.Progression Workflow Example Design Guide 5.2

27. Repeat these actions for every Data Field you want to Synchronize.

28. Navigate to Sync Steps.

29. Name the Sync Step.


Note: In this example, the following index fields are synchronized by this Data Sync task: Invoice Amount, Invoice Due Date, Invoice Percentage Discount and Invoice Vendor Name.In other words, these index fields on the indicated documents for the work item will be updated with current values retrieved from the specified database information provider.

30. In the From Category, select the Source you will pull the information from. Note: In this example, we will pull from the Invoice Binder>Office Supply Vendor Invoice.

31. Select the Fields Drop Down Menu and choose the Sync To Field. Note: In this case, we will synchronize the Invoice Amount.

32. In the To Category, select the location you will push the information to. Note: In this example, we will push to the External Accounting Software.


33. Select the Fields Drop Down Menu and choose the field to sync to.Note: In this example, we will synch the Invoice Amount.


34. Select Add.

35. Select Apply.


Define Decision Tasks

The Invoice Amount DecisionV5.2: New Icon Set – Replace SShots.1. Navigate to Decision Task Tool Accelerator displayed in Progression Process Designer

Workspace.

2. Select Decisions.

3. Navigate to Category. Note: In this example, choose the appropriate Document as defined by your entry point.


4. Navigate to Field and select the appropriate field from the Drop Down menu.

5. Navigate to Operator and select the appropriate operator from the Drop Down Menu.


6. Navigate to Values and define the value.



Note: In this example, the Decision is based upon the invoice amount being less than 500. The value 500 is manually entered, as opposed to making a selection from a drop down menu.

The Payment Approval Decision


Define Automatic Task

V5.2: New Icon Set – Replace SShots.1. Navigate to and select the Automatic Task.

2. Select Steps.

3. Select the Command Ellipse.


4. Select the File Location and choose the appropriate File Name.

Select the File Location and choose the Appropriate File Name

5. Click Open.

6. Define the Exit Path Label.


7. Choose the Default or Error path. Note: The Default or Error path is an optional field.



Define Manual User Task in Payments ProcessComptroller Approval Review of Higher-Amount InvoicesV5.2: New Icon Set – Replace SShots.1. Navigate to the Manual User Task.

2. Select Steps.

3. Define the Step Definition Name.

4. Select the Binder.

5. Select the Document.


6. Select Add.

7. Navigate to the Step Definition Name and define the Next Step Definition Name.

8. Define the next step definition Binder and Document.

9. Navigate to Step Buttons.10. Define the Action Button Name for the First Step Definition.


11. Select the Drop Down Menu and choose the Exit Type.

12. Select Add.

13. Navigate to Step Buttons.14. Define the Action Button Name for the Second Step Definition.

15. Select the Drop Down Menu and choose the Exit Type.


16. Select Add.

17. Select the First Defined Step Definition.18. Select Available Actions

19. Choose the appropriate Action Button(s).


20. Select Add.


22. Select Apply.


23. Navigate to Assignments.


24. Select the Available Resource.

25. Select Add.Note: The User has now been assigned the Task.

26. Verify the Available Resource has been added to the Subscriber Pane.


Comment: You can also select any user that you need to be part of this task; however, it is recommended that you use groups where practical because groups allow you to remove a specific user from the group assigned to the task using iSynergy group administration. This way all tasks with the group assigned would be updated in one operation.

For example, when a user leaves or is reassigned to a different role, in order for an administrator to change the task assignments that are assigned to Users, they must change the assignments on the tasks in Progression Designer. However, if you use Groups instead, then the User only needs to be removed from the iSynergy Group and they will automatically drop their assignments to tasks in workflow for that group.

27. Select Add.



Note: The User has now subscribed to the Task and receives updates to the task as they are made.

Define Finish Tasks in the Payments Process

Paid – Finish TaskV5.2: New Icon Set – Replace SShots.A Finish Task is used to complete the workflow cycle.1. Navigate to the Finish Task.2. Rename the Finish Task.

Denied-Finish Task3. Navigate to the Next Finish Task.4. Rename the Finish Task.


Connect Tasks in the Payment ProcessNow that the process Task definitions have been defined, you are ready to connect the Tasks.

V5.2: New Icon Set – Replace SShots.1. Select the Start Task.2. Click the Started Pinout and Drag it to the Data Sync Task.

Note: The Start Task has been connected to the Data Sync Task.3. Choose the Data Sync Task.4. Click the Data Synchronized Pinout and Drag it to the Decision Task.

Note: The Data Synchronized Pinout has been connected to the Decision Task.5. Choose the Data Sync Task.


Note: The Process cannot be implemented yet because the connection of the pinouts of the tasks has not been established. Connection of the task nodes and their pinouts is essential to establish a viable and operational workflow.

6. Click the Data Sync Error Pinout and Drag it to the Exception Task.

Note: The Data Sync Error Pinout has been connected to the Exception Task.7. Choose the Decision Task.8. Click the Yes Pinout and Drag it to the Automatic Task, Print Check.

Note: The Decision Task Yes Pinout has been connected to the Automatic Task, Print Check.

9. Choose the Decision Task.10. Click the No Pinout and Drag it to the Manual User Task, Approval Override.

Note: The Decision Task No Pinout has been connected to the Manual User Task Approval Override.


11. Choose the Manual User Task.12. Click the Pay Invoice Pinout and Drag it to the Automatic Task.

Note: The Manual User Task Pay Invoice Pinout has been connected to the Automatic Task.

13. Choose the Manual User Task.14. Click the Denied Pinout and Drag it to the Finish Task, Denied.

Note: The Denied Pinout has been connected the Finish Task, Denied.15. Choose the Automatic Task.16. Select the Completed Pinout and Drag to the Finish Task, Paid.

Note: The Automatic Task Completed Pinout has been connected to the Finish Task, Paid.


The Payment Process tasks have been connected.

17. Navigate to the Tool Accelerator Tool Bar.18. Select Save.


Tip: If you want to disconnect a Pinout, simply select the pinout, right-click and select Remove Connection Started.

Implement the Supply Request ProcessThe Process definition has been created, defined, connected and saved. Now, you are ready to implement the process.

Activating the Supply Request ProcessSelecting and Implementing the Process, activates it for use by the assigned iSynergy workflow users as well as activating the Entry Point start condition and Wait Task monitoring by the Progression Engine for documents and status condition as they are captured or stored in iSynergy.1. Navigate to the Progression Studio Dashboard.2. Select Processes.3. Choose the Office Supply Order Request Process.4. Right-click and select Implement Process.


Important Note: The Progression Engine will not process work unless: The process has a defined entry point, The Binder or Document that started the entry point is validated, The conditions set evaluates as true, There is a finish task, and The process has been implemented.


Note: A green arrow will display above the process icon only if the process has been successfully implemented by the Progression Engine, after performing the Implement Process step shown above.Important Note: With a Sub-Process, you do not have to implement it because the sub-process is called by the implemented parent process.

Using the Business Workflow Process with iSynergyThe ‘Supply Request Process’ workflow has been created and visually represented within Progression, now iSynergy Workflow displays the end-user’s work, as well as the steps and actions to perform the work. When a process instance is created by the Progression Engine, a Work Item for each task is created as the work reaches that point in the work flow. When iSynergy is running, there is a separate Progression Web Application that searches for the available work items. Then, the work items display the actual work to be done.For Manual User Tasks there is a Workflow tab (shown below) within iSynergy that communicates with the Progression Workflow Service to retrieve data from the user’s work item list using their iSynergy credentials.


Workflow-User Permission Settings in iSynergyIn the iSynergy interface in the User System-Level Permissions, note that there are two types of Progression Permissions.

A Progression Studio Permission A Work Item List Permission


The Progression Studio permission allows you access to download and install Progression Studio Designer, Manager and Progression Notifier using the iSynergy Tools Menu.

Using the Supply Request iForm

Employee Submission of a Global iForm - Supply Request

Office Manager Updating an Active iForm in iSynergy

Workflow User Interfaces in iSynergyThe Work Item List permission, when checked (i.e., On) allows the Work Item View List to be completely displayed and not just the Go to Work button (i.e., when unchecked).

By default, when we install iSynergy triggers are created for document changes. However, you must reset ISynergy after installing Progression in order to update the triggers so that Progression events will be processed.


After Progression has been installed,

Select Reset iSynergy

Reset iSynergy tells the document, application, resource (users and groups), index, and UDL changes to go out to the queues. If Progression Studio is running and the triggers were not generated, then when a user is added, there will no notification sent to a queue. The lack of this event prevents the Studio from knowing a new resource has been added and will force the user to restart the studio.

Workflow Processing from iSynergy The following steps illustrate how to use the designed workflow example from within iSynergy via its Workflow Tab.1. Launch iSynergy.2. Log In as hr_clerk.

3. Select the Workflow Tab.


4. Navigate to the first Task, Supply Verification.

5. Select: Supply Not in Stock.Note: For the purpose of this document and to illustrate how Progression performs, we will select the Supply is Not in Stock.

Select Supply Not in Stock

Note: The Office Supply Request Form displays in the Document Viewer.6. Select Next.


7. Select Order Supply.Note: These actions were defined in the Manual User Task>Steps>Step Definitions and Buttons Pane.

8. Order the Office Supply from your Vendor.Note: For the purpose of this document, we have demonstrated the use of Office Depot.com. As defined in the Progression Manual User Task>Step>Step Definition, the ability to have a URL displays is available.

9. The Office Manager’s Work has now been completed for this task.Progression Workflow Example Design Guide 5.2

10. Log out of iSynergy.11. Log Back in to iSynergy as espeed

Note: For the purpose of this example, the work has been divided between two different users. In the Work Flow Design

12. Navigate to Workflow.13. .Select the first Task.

14. Select Receive Supplies.15. Select Next.

16. Select Payment Processing.17. Select Next.


Managing Workflow Business ProcessesOnce Progression workflow processes are designed, implemented and put into operational use as the organization’s business processes, not only are business operations streamlined – new opportunities are now available to monitor and manage these new workflow business processes.Managers and Supervisors can use the Progression Manager’s Workspace to view a similar Process Model diagram for each business workflow process as used by the workflow designers.The Manager diagram displays the real-time operational production status of work pending, in-process and completed, as shown below.

V5.2: New Icon Set – Replace SShots.It also allows for managers to act on operational conditions now and re-allocate resources to better handle peak volumes and bottlenecks.For additional information, see Progression Workflow Manager Workspace.The following steps illustrate how to access and use Progression Manager as well as reports on Production information and statistics.


Progression ManagerV5.2: New Icon Set – Replace SShots.1. Navigate to Progression Manager Workspace for the Office Supply Order Request

Process.

2. Navigate to the Finish Task.


Note: In the Designer mode you can make changes and in the Manager mode you can view the statistics on the process in real-time to see how many task instances are presently executing and how many resources are available to work on these tasks.

You may also move items from task to task dynamically.

Note: The statistics above the task denote one instance executed and number of resources allocated to the task (as defined in the Assignments Tab for each Task).

3. Select the Finish Task and hold the mouse key down to pin the task to the workspace.

4. Select the Finish Task and view the Work Items tab.


Note: Pinning the task to the workspace allows a manager to view statistical process information at a glance.

5. Verify the From and To dates are correct and in the time period you have completed the processes.

6. Select Process Instances>Completed Instances.

7. Select View Details.


Note: These tabs provide additional detailed information regarding the entire process, specific to the binder and the document(s) it contains that are going through that process.

8. Select the Work Item History.


Note: This information displays the historical progress of the work through Progression.

9. Select the Work Items>Completed Work Items.

10. Select Notes.


Note: Unlike the iSynergy Work Item Viewer, system notes display in the Manager Work Item Details view.

Comment: You have now created, implemented and verified a workflow process Designed and Implemented with Progression plus interfaced with iSynergy by following this example.

Analytics BPI Analysis for this Example

Automatic Data Cubes for this Example

Analytics Analysis Reports for this Example

Summary of this Design ExampleThe purpose of this Example Design Guide is to lead a Progression Designer or student through a complete, although simplified, Business Process Requirements, Design, Implementation and operational use cycle which can be repeated for their real-world Business Process Improvement needs using the iDatix Product Suite.Since modern BPM designs can include both traditional and advanced technologies such as:

Traditional – Captured & indexed scanned documents and digital files as well as conventional parameterized reports;

Advanced – Capture and automatic indexing of electronic iForms as well as powerful combination BPI graphical and tabular views and dashboards with dynamic control over data scope and renderings;

This Example illustrates the combined use of advanced features and integrated iDatix Products:

iSynergy iForms Progression Analytics

Due to the flexibility of iDatix-based designs, the traditional approaches using scanned documents and iSynergy/Progression traditional reporting can also be used.
