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It is also possible to export the process documentation, generating a document with information referring to the process and its activities or the process flow image.
Basic Path
Basics Paths
Configure Start
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01. Select the Configure Processes feature in the main menu. Drag the Start element from the side menu to a location in the process flow modeling area
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The shortcut for the Configure Processes feature is available in the main menu through the Processes iconStart element is the initial activity of a process and indicates where the flow starts. When a new process request is started, it will be the first activity to be performed. |
02. Select the process where you want to configure activities and flows.
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You can only edit activities and flows of a process that is in edit mode. |
03. Click Edit.
Add Start
01. Drag the Start element from the side menu to the desired location in the process design area.
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Start is the initial activity of a process and it indicates where its flow starts. When a new process request is started, it will be the first activity to be run. |
02. Click the Property option of the Start element.
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To click the Property option, you need to move the mouse over the element so the options will be visible. |
03. Access General tab.
04. Enter the activity name.
05. Enter the activity description.
06. In the Instructions field, enter instructions that help understanding the activity.
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When preparing the instructions of an activity, it is common to need to search for information of other files or sites. The platform has the concept of hyperlink that allows you to add accesses to platform documents and also to Internet addresses through external documents; thus, avoiding information replication and making browsing easy. So you need to enter the [WD:999999] tag, where 999999 should be substituted by the document code in the platform. |
07. Select the Working Hours.
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The working hours refer to the working hours registered in the platform. The working hours are used for calculating deadlines and arrears of the process activities. For example, if the working hours were configured as being from Monday to Friday, from 8:00 a.m. to 6:00 p.m., and there is an activity that lasts for 1 hour that was created at 5:30 p.m. of a Tuesday, its conclusion deadline will be on Wednesday at 8:30 am, due to the Working Hours. |
08. Select an Assignment Mechanism to be considered in the user selection for running the activity.
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It will only display the types of allocation mechanism that can be used in Start type activities. When an assignment mechanism is selected for a Start activity, only users returned by the mechanism can start a process request. |
09. Click the Configure option to perform the assignment mechanism configuration selected.
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When using an assignment mechanism, you need to detail the information to be considered in it for its correct functioning. For more details, check the Assignment Mechanisms feature. |
10. Enter the activity conclusion deadline.
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The value in hours is considered, along with the working hours selected, to calculate the conclusion deadline limit of the activity. This deadline is considered from the activity receipt. |
11. If it is necessary to confirm the password for this activity, select the Confirm Password option.
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If it is already checked in the process configuration, this option will come disabled. When advancing from the activity that has password confirmation, the password of the user who is running the task will be requested. If the password is invalid, the user running the activity can try as many times as required. The process movement will only happen when the running user enters the password correctly. In the process history screen, it will contain an indication that the user confirmed the password in the activity movement in the request. |
12. If it is necessary to inhibit the activity execution transfer, select the option Inhibits Transfer Option.
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When checked, the option Inhibits Transfer Option avoids activity execution from being transferred to another user. |
13. If the activity needs to be run by more than one user, check the Joint Activity option.
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That way the activity will only be considered closed and the request moved when the % of consensus provided is reached. |
14. If the Joint activity option is checked, enter the consensus percentage required to consider the activity as closed.
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The Consensus % field is only used when it is a joint activity. |
15. Select an option in the Select Users field to define when the users should be selected at the assignment moment for this activity.
Place the mouse on the element and click Configure, represented by a gear
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To delete the element from the process diagram, simply click Delete, represented by a bin. |
03. In the General tab, define the required information.
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Description Instructions Working Hours Assignment mechanism
Completion deadline
Request digital signature Confirm password Inhibits Transfer option Joint activity % Consensus Selects collaborators
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The available options are:
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16. Access the Follow-up tab.
17. Check if person responsible is notified.
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If this option is checked, the person responsible for the activity in question will be notified by email about the activity start. |
18. Check if requisitor is notified.
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If this option is checked, the request requisitor will be notified by email about the activity start. |
19. Check if manager is notified.
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If this option is checked, the process manager will be notified by email about the activity start. |
20. Access the Arrears tab.
21. Check if the person responsible is notified about the activity in arrears. If checked, enter the tolerance and notification frequency.
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If this option is checked, the person responsible for the activity in question will be notified by email that the activity in question is in arrears. |
22. Check if the requisitor is notified about the activity in arrears. If checked, enter the tolerance and notification frequency.
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If this option is checked, the request requisitor will be notified by email that the activity in question is in arrears. The value entered in the Tolerance field will be the time that platform will wait after the activity deadline expiration to start to send the in arrears notification e-mail, and the value entered in the Frequency field will be the time range between each in arrears notification e-mail send. |
23. Check if the manager is notified about the activity in arrears. If checked, enter the tolerance and notification frequency.
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If this option is checked, the process manager will be notified by email that the activity in question is in arrears. The value entered in the Tolerance field will be the time that platform will wait after the activity deadline expiration to start to send the in arrears notification e-mail, and the value entered in the Frequency field will be the time range between each in arrears notification e-mail send. |
24. Access the Effort tab.
25. Select the activity Effort Calculation type.
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04. If a mechanism is selected, click Configure, located next to the Assignment mechanism field, and define the information for it.
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For information on assignment mechanism settings, see Configure assignment mechanism. |
05. Click the Mobile tab.
06. Define the required information
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Required fields: Title Highlight Description Available actions: Decline Approve |
07. Click the Monitoring tab.
08. Define the required information
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Required information: Notify person in charge Notify requisitioner Notify manager |
09. Click the Delay tab.
10. Define the required information
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Required information: Notify person in charge Tolerance Frequency Expiration notification Notify requisitioner Notify manager |
11. Click the Effort tab.
12. Define the required information
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Required information: Calculation
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The available options are:
For more details of CAP resource use, check the Process Analysis Center feature. |
26. If the Effort Calculation type is different of Does Not Control Effort, enter the Expected Effort.
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The expected effort is the quantity of hours expected for performing the activity. |
Expected effort |
13. After finishing configuring the start settings, click 27. Click Confirm.
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Configure End
01. Drag the Activity End element from the side menu to the desired place in the process design area.
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The activity defines a task/action that should be done in the process flow. End element indicates the process flow end. All processes must have at least one end. |
02. Click the Property option of the Activity element Place the mouse on the element and click Configure, represented by a gear.
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To click the Property option, you need to move the mouse over the element so the options will be visible. |
03. Access General tab.
04. Enter the activity name.
05. Enter the activity description.
06. In the Instructions field, enter instructions that help understanding the activity.
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When preparing the instructions of an activity, it is common to need to search for information of other files or sites. The platform has the concept of hyperlink that allows you to add accesses to platform documents and also to Internet addresses through external documents; thus, avoiding information replication and making browsing easy. So you need to enter the [WD:999999] tag, where 999999 should be substituted by the document code in the platform. |
07. Select the Working Hours.
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The working hours refer to the working hours registered in the platform. The working hours are used for calculating deadlines and arrears of the process activities. For example, if the working hours were configured as being from Monday to Friday, from 8:00 a.m. to 6:00 p.m., and there is an activity that lasts for 1 hour that was created at 5:30 p.m. of a Tuesday, its conclusion deadline will be on Wednesday at 8:30 am, due to the Working Hours. |
08. Select an Assignment Mechanism to be considered in the user selection for running the activity.
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It will only display the types of allocation mechanism that can be used in common activities. |
09. Click the Configure option to perform the configuration of the assignment mechanism selected.
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When using an assignment mechanism, you need to detail the information to be considered in it for its correct functioning. For more details, check the Assignment Mechanisms feature. |
10. Enter the activity conclusion deadline.
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The value in hours is considered, along with the working hours selected, to calculate the conclusion deadline limit of the activity. This deadline is considered from the activity receipt. |
11. If it is necessary to confirm the password for this activity, select the Confirm Password option.
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If it is already checked in the process configuration, this option will come disabled. When advancing from the activity that has password confirmation, the password of the user who is running the task will be requested. If the password is invalid, the user running the activity can try as many times as required. The process movements can only occur when the executor user enters the password correctly. In the process history screen, it will contain an indication that the user has confirmed the password in the activity movement in the request. Important: The activities checked for password confirmation use cannot be automatized by WebServices. |
12. If it is necessary to inhibit the activity execution transfer, select the option Inhibits Transfer Option.
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When checked, the option Inhibits Transfer Option avoids activity execution from being transferred to another user. |
13. If the activity needs to be run by more than one user, check the Joint Activity option.
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That way the activity will only be considered closed and the request moved when the % of consensus provided is reached. |
14. If the Joint activity option is checked, enter the consensus percentage required to consider the activity as closed.
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The Consensus % field is only used when it is a joint activity. |
15. Select an option in the Select Users field to define when the users should be selected at the assignment moment for this activity.
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The available options are:
Important: When the Never option is selected (valid for joint activity only), the Joint Activity field is checked automatically and the Consensus % should also be entered. |
16. Access the Follow-up tab.
17. Check if person responsible is notified.
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If this option is checked, the person responsible for the activity in question will be notified by email about the activity start. |
18. Check if requisitor is notified.
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If this option is checked, the request requisitor will be notified by email about the activity start. |
19. Check if manager is notified.
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If this option is checked, the process manager will be notified by email about the activity start. |
20. Access the Arrears tab.
21. Check if the person responsible is notified about the activity in arrears. If checked, enter the tolerance and notification frequency.
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If this option is checked, the person responsible for the activity in question will be notified by email that the activity in question is in arrears. The value entered in the Tolerance field will be the time that platform will wait after the activity deadline due date to start to send the arrears notification e-mail and the value entered in the Frequency field will be the interval of time between the sends of each arrears notification e-mail. |
22. Check if the requisitor is notified about the activity in arrears. If checked, enter the tolerance and notification frequency.
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If this option is checked, the request requisitor will be notified by email that the activity in question is in arrears. The value entered in the Tolerance field will be the time that platform will wait after the activity deadline due date to start to send the arrears notification e-mail and the value entered in the Frequency field will be the interval of time between the sends of each arrears notification e-mail. |
23. Check if the manager is notified about the activity in arrears. If checked, enter the tolerance and notification frequency.
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If this option is checked, the process manager will be notified by email that the activity in question is in arrears. The value entered in the Tolerance field will be the time that platform will wait after the activity deadline due date to start to send the arrears notification e-mail and the value entered in the Frequency field will be the interval of time between the sends of each arrears notification e-mail. |
24. Access the Effort tab.
25. Select the activity Effort Calculation type.
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The available options are:
For more details of CAP resource use, check the Process Analysis Center feature. |
26. If the Effort Calculation type is different of Does Not Control Effort, enter the Expected Effort.
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The expected effort is the quantity of hours expected for performing the activity. |
27. Click Confirm.
Add End
01. Drag the End element from the side menu to the desired place in the process design area.
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The End element indicates the process flow end. All process must have at least one End. |
02. Click the Property option of the End element.
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To click the Property option, you need to move the mouse over the element so the options will be visible. |
03. Enter the name.
04. Check if person responsible is notified.
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If this option is selected, the person responsible for the activity in question will be notified by email about the end of the request. |
05. Check if requisitor is notified.
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If this option is selected, the requisitor will be notified by email about the end of the request. |
06. Check if manager is notified.
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If this option is checked, the process manager will be notified by email about the request end. |
07. Click Confirm.
Add Automatic Activity
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The default flow indicates an automatic activity action, which happens when none of the defined conditions are met. For more details, go to Flows. |
01. Drag the Automatic element from the side menu to the desired place in the process design area.
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The automatic activity is a mechanism that, depending of the result obtained, determines to what activity, among the possible ones, the process flow should be forwarded. |
02. Click the Automatic element Property option.
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To click the Property option, you need to move the mouse over the element so the options will be visible. |
03. Enter the name
04. Access the Conditions tab.
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In the Conditions tab, you will enter the conditions that will give the activity an automatic behavior. The condition should be entered as well as the target activity of this condition and the assignment mechanism, this last one is optional. |
05. Click the Add button.
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It is also possible to edit an existing condition by pressing the Edit button or remove an existing condition by pressing the Remove button. |
06. Enter the logic expressions for the condition.
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The logic expressions can have the format of any logic expression that is used in JavaScript language. The return of these expressions must be a logic value. |
07. Among the process activities, select which one should be the Target activity.
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The target activity will be activity for the request that will be moved when the condition in the question is true. |
08. Select an Assignment Mechanism to be considered in the user selection for running the target activity.
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It will only display the types of allocation mechanism that can be used in automatic type activities. The configuration of an assignment mechanism for a condition is optional. If the assignment mechanism is selected, it will be used along with the target activity assignment mechanism to define the person responsible for the activity by returning a group of common users between the two assignment mechanisms. If an assignment mechanism is not selected, only the target activity assignment mechanism will be used. |
09. If an assignment mechanism is selected, click the Configure option to execute the selected assignment mechanism configuration.
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When using an assignment mechanism, you need to detail the information to be considered in it for its correct functioning. For more details, check the Assignment Mechanisms feature. |
10. Click Confirm.
Add Subprocess
01. Drag the Subprocess element from the side menu to the desired place in the process design area.
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The Subprocess means processes that are part of a main process. |
02. Click the Subprocess element Property option.
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To click the Property option, you need to move the mouse over the element so the options will be visible. |
03. Enter the name.
04. Enter the description.
05. Among the available processes, select which one should be used as Subprocess.
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Any process added to platform can be used as a Subprocess. When the request is moved for the Subprocess, the main process request is ended and a new Subprocess request is created. If the movement flow allows return, when the main process request is moved to the subprocess, a new request for the subprocess is created and the main process request will be blocked until the end of the subprocess request. As soon the subprocess request ends, the main process request is moved to the activity previous to the subprocess and its execution can continue. |
06. Check if it transfers attachments.
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When the Transfer Attachments option is selected, all attachments present in the main process request will be copied to the new request that will be created for the subprocess. |
07. Click Confirm.
Add Fork
01. Drag the Fork element from the side menu to the desired place in the process design area.
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Fork represents the start of parallel activities, all activities and flows that are after Fork and before Join will be executed in parallel. |
02. Click the Property option of the Fork element.
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To click the Property option, you need to move the mouse over the element so the options will be visible. |
03. Enter the name.
04. Click Confirm.
Add Join
01. Drag the Join element from the side menu to the desired place in the process design area.
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Join represents the end of parallel activities. All flow that comes from a Fork in some moment of the process should go to a Join. When there are pending parallel activities, the process is positioned in Join until all activities end. When the tasks end, the process is moved automatically to the next activity. |
02. Click the Property option of the Join element.
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To click the Property option, you need to move the mouse over the element so the options will be visible. |
03. Enter the name.
04. Click Confirm.
Add Note
01. Drag the Note element from the side menu to the desired place in the process design area.
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The Note element is used to provide additional information in the process diagram. |
02. Click the Property option of the Note element.
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To click the Property option, you need to move the mouse over the element so the options will be visible. |
03. Enter the note.
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When the note is added to the design area, a text box is displayed where it is also possible to enter the note. |
04. Click Confirm
Add Swimlane
01. Drag the Swimlane element from the side menu to the desired place in the process design area.
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The Swimlane element is used to visually represent a process flow participant entity. So it is possible to organize the activities according to the entity responsible for their executions, making it easy to view and understand the process flow. |
02. Click the Property option of the Swimlane element.
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To click the Property option, you need to move the mouse over the element so the options will be visible. |
03. Enter the name.
04. Select the Swimlane color.
05. Click Confirm.
Add Document
01. Drag the Document element from the side menu to the desired place in the process design area.
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The Document element is used to provide an access to a certain platform document of platform in the process diagram. |
02. Click the Document element Property option.
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To click the Property option, you need to move the mouse over the element so the options will be visible. |
03. Select a document.
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To select a document, the magnifying glass icon must be pressed and browse the folders and documents in the screen displayed. When you find the desired document, select it and click the Select button. |
04. Click Confirm.
Add Flows
01. Click the Source element Flow option.
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Flows are mechanisms that define to which activity the process may follow. To click the Flow option, you need to move the mouse over the element so the options will be visible. Important: The Subprocess and End elements can only be used as target activity. When this procedure is done in the Document and Note elements, a flow will not be created, but an association will, since they are not considered process activities. |
02. Drag the flow until the target element.
03. Click the Property option of the created flow.
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To click the Property option, you need to move the mouse over the element so the option will be visible. |
04. In the Flow Activity field, enter the text to be used to identify the source activity advance action for the target activity in the process flow.
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The entered text is displayed as action option to the user at the moment of the source activity execution. It is optional and if it is not entered, the target activity name will be used. |
05. If necessary, select the Automatic Flow option.
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When selected, it determines the activity will be moved automatically to the target activity when its end deadline is overdue. For this to happen, it is necessary to configure a schedule of Automatic Flow type. For more details about how to configure a schedule, check the Task Scheduler feature. |
06. If necessary, select the Allow Return option.
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When selected, it determines the target activity can perform a return action to the source activity. |
07. In the Flow Activity field, enter the text to be used to identify the target activity return action for the source activity in the process flow.
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The entered text is presented as an action option to the user at the moment of the target activity execution. It is optional and if it is not entered, the source activity name will be used. |
delete the element from the process diagram, simply click Delete, represented by a bin. |
03. Define the required information
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Required information: Name Notify requisitioner Notify manager |
04. Click Confirm.
Configure Activity
01. Drag the Activity element from the side menu to a location in the process flow modeling area.
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The activity is a task or action to be performed within the process flow. |
02. Place the mouse on the element and click Configure, represented by a gear.
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To delete the element from the process diagram, simply click Delete, represented by a bin. |
03. In the General tab, define the required information.
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Required information: Description Instructions Working Hours Assignment mechanism
Completion deadline
Values valid for the field:
It will follow the same logic of the fixed value, considering the working hours and holidays applicable to the user in charge. For the other values, use the following formats:
Working hours and holidays will not be considered, exactly as specified Request digital signature Confirm password Inhibits Transfer option Joint activity % Consensus Selects collaborators
Never (valid for joint activities only): when selected, this activity will be assigned to all users listed by the defined assignment mechanism. When selecting this option, the Joint activity field is automatically checked, and you are also required to enter the % Consensus. |
04. If a mechanism is selected, click Configure, located next to the Assignment mechanism field, and define the information for it.
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For information on assignment mechanism settings, see Configure assignment mechanism. |
05. Go to the Monitoring tab.
06. Define the required information
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Required information: Notify person in charge When checked, the person in charge of the activity will be notified of its start by e-mail. Notify requisitioner When checked, the requisitioner of the request will be notified of the start of that activity by e-mail. Notify manager When checked, the manager of the process will be notified of the start of that activity by e-mail. |
07. Click the Delay tab
08. Define the required information
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Required information: Notify person in charge When checked, the person in charge of the activity will be notified by e-mail if it is late. Tolerance Frequency Expiration notification Notify requisitioner When checked, the requisitioner of the request will be notified by e-mail when that activity is late. Notify manager When checked, the manager of the process will be notified by e-mail when that activity is late. |
09. Click the Effort tab
10. Define the required information
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Required information: Calculation How to calculate activity effort. Available options:
Expected effort |
11. After finishing configuring the activity, click Confirm.
Configure Automatic activity
The default flow indicates an automatic activity action, which happens when none of the defined conditions is met. For more details, go to Flows.
01. Drag the Automatic element from the side menu to a location in the process flow modeling area.
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The automatic activity is a mechanism that, depending on the obtained result, establishes to which activity, among the possible ones, the process flow should be sent. |
02. Place the mouse on the element and click Configure, represented by a gear.
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To delete the element from the process diagram, simply click Delete, represented by a bin. |
03. In the General tab, enter a name for the automatic activity.
04. Go to the Conditions tab.
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In this tab, enter the conditions for the activity to be automatic. The condition should be entered as well as the target activity of this condition and the assignment mechanism, this last one being optional.
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05. Click Add
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Conditions will be executed based on the order they were added, so the request will be moved to the activity defined in the first true condition found. You can also edit an existing condition by clicking Edit or delete an existing condition by clicking Delete |
06. Define the required information.
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Expression
Target activity Mechanism
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07. If a mechanism is selected, click Configure, located next to the Assignment mechanism field, and define the information for it.
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For information on assignment mechanism settings, see Configure assignment mechanism. |
08. After finishing configuring the assignment mechanism, click Confirm in the Condition window.
09. Add as many conditions as you wish, configure them and click Confirm.
Configure Document
01. Drag the Document element from the side menu to a location in the process flow modeling area.
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The Document element is used for providing access to a certain document posted on the platform from the process diagram. |
02. Place the mouse on the element and click Configure, represented by a gear.
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To delete the element from the process diagram, simply click Delete, represented by a bin. |
03. Select a document.
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To select a document, simply click the magnifying glass icon below the Document field. In the pop-up window, find the document, select it and click Select. |
04. Click Confirm.
Configure Note
01. Drag the Note element from the side menu to a location in the process flow modeling area.
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The Note element is used to provide additional information in the process diagram. |
02. Place the mouse on the element and click Configure, represented by a gear.
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When adding the note in the modeling area, it displays a text box where it is possible to enter the text corresponding to the note. To delete the element from the process diagram, simply click Delete, represented by a bin. |
03. Defining notes.
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Name Document |
04. Click Confirm.
Configure Swinlane
01. Drag the Swimlane element from the side menu to a location in the process flow modeling area.
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The Swimlane element is used to visually represent a process flow participating entity. So it is possible to organize the activities based on the entity responsible for performing them, making it easy to view and understand the process flow. |
02. Place the mouse on the element and click Configure, represented by a gear.
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To delete the element from the process diagram, simply click Delete, represented by a bin. |
03. Define the required information.
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Name Name of the Swimlane to represent a participating entity in the process flow. Color |
04. Click Confirm.
Configure Subprocess
01. Drag the Subprocess element from the side menu to a location in the process flow modeling area.
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The Subprocess element represents other processes that are part of a main process. |
02. Place the mouse on the element and click Configure, represented by a gear.
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To delete the element from the process diagram, simply click Delete, represented by a bin. |
03. Define the required information for the subprocess of the General tab.
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Name Description Subprocess Transfers Attachments Cancellation along with main request Move to the next activity |
04. Define the required information for the subprocess of the Fields tab.
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This tab allows the user to configure the submission of values in form fields between a process and a subprocess. Thus establishing the fields that come from the parent process and go to the child process, and from the child process going to the parent process. Both parent and child processes should have a created form so that the sending of values and their respective directions can be set. Here is an example of the directions that indicate source and destination of the information: 1st transfer the value from the parent field (source) to the child field (destination): Name-> User name. Information from the columns: Process fields Direction Subprocess fields Status The New button allows adding new sending of values between process and subprocess. It is also possible to Edit or Delete a field relationship via the icons located in the right corner of the tab. The system does not allow relating two process fields with the same direction |
05. Click Confirm.
08. Click Confirm.
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This documentation is valid from update 1.5.10 on. If you use an earlier version, it may contain information different from what you see in your platform. |
For information on assignment mechanism settings, see Configure assignment mechanism.