Designing processes – when to use different Form types

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Applies to version 2016.1.x; Author: Kamil Nędza

This article is a successor to the topic discussed here:

http://howto.webcon.com/using-document-types-in-the-creation-of-workflows/

(From BPS 2016.1 and onwards, Document types have been renamed to Form types)

 

When designing and developing processes, workflow administrators must often design processes to be flexible, so that they are applicable to multiple business entities. This often results in the need to support multiple similar business process, that differ from each other to a lesser or greater extent. When designing processes, the administrator must also take into account that they may change, evolve and expand. Correctly planning and designing a process in WlEBCON BPS is key, and will allow the administrator to avoid unnecessary work in the future. In the following article, using specific examples I will attempt to demonstrate when it is useful to add a new Form type, and also when adding such a Form type will only result in an unnecessary burden.

 

Using multiple Form types in one workflow should be considered in the following basic scenarios:

  • When one workflow exists in multiple variants, that differ from one another very slightly in terms of functionality, form fields and actions used.
  • When one workflow needs to have multiple levels of permissions.
  • When there needs to be an additional category by which to group workflow instances on SWC and SWE Web Parts.

 

By introducing different form types, it is possible to achieve:

  • Different form layouts for the same workflow, including different visible paths.
  • Different instance number, if the form type acronym is included in it.
  • Various privilege levels for the same workflow.
  • The option of making the workflow available on the mobile app only for selected form types.
  • Additional transparent and convenient grouping options for SWE Web Parts.

 

Scenario 1

Problem description:

A company possess a functional ‘Invoice’ workflow, however they have yet to implement a system for correcting those invoices. Corrections will be applied using a workflow similar to the one used for registering new Invoices, with the exception that it will be necessary to specify the original invoice to be modified. The workflow system administrator is tasked with coming up with a solution.

Solution:

Employing additional form types is an ideal solution to this problem. By creating a separate form type, it is now possible to easily use a new form field: “Original Invoice”. This form field will be visible and required when using the “Invoice correction” workflow. Additionally, the form field can be marked as invisible on the form type used for registering Invoices. An SWE report can also be constructed, which will display all Invoice modifications.

 

Scenario 2

Problem description:

The company needs a check-out system for lending out assets to their employees. It should be possible register static assets, portable assets, and software licenses. The administrator is tasked with designing a process which will enable quickly finding an pinpointing each asset .

Solution:

In this case it is also a good idea to use different form types. There are three main form types that can be registered in the system. The first aggregation level on the SWE Web Part can be designed based on those form types. The next grouping parameter can be a form field containing a list of specific items (e.g.: Cars, Computers etc.), which will be selected based on the form type.

An example of such a view, divided into Form types and then specific items, can be seen below:

SWE example

 

Scenario 3

Problem description:

A company wishes to implement an archive of electronic documents using WEBCON BPS. Attachments and their descriptions will be added to workflow instances. Such workflow instances, containing an electronic document as an attachment and necessary data in form fields, will be registered in the system. It is critically important to also implement a system of clearance levels, so that specific groups only have access to the intended types of documents. The company has defined 4 different clearance levels, along with the groups of users that will be given access to them:

  • Strategic documents – Only Board members can access them, only Board members are allowed to register new documents.
  • Secret documents – Only Board members can access them, Secretaries Office workers may register new documents.
  • Operational documents – Only Board members and Department Directors can access them, Secretaries Office workers may register new documents.
  • Public documents – All company employees have access to these documents.

Solution:

Form types can be used to handle the different clearance levels of documents. It is enough to create a process with a single workflow used for registering workflow instances, these workflow instances should be configured to carry the desired metadata about the attachment, along with the attachment itself. Next create 4 different form types, each representing a different clearance level. In WEBCON BPS Designer Studio, it is possible to assign separate privileges for different form types in the “Associated form types” tab of the workflow configuration. Thanks to this, we are able to create different clearance levels according to the company’s specifications.

Form type privileges EN

 

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