Generating documentation

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Applies to version 2019.1; author: Agnieszka Mazur

Introduction

WEBCON BPS Designer Studio allows to create documentation for each created process. Complete documentation consists of two files in DOCX format which includes text description of the process and of an XLSX file with form field matrix.

 

Generating documentation

Access to the documentation generation is granted via context menu of the process (right-click on a process in the Studio) by Ctrl + D shortcut or by the tools taskbar in the Studio.

Process context menu
Process context menu

In a window that will appear following options can be chosen:

  • Document template (Polish, English, German)
  • Content language which is a list of all languages for which translations can be made. Range of languages available in WEBCON BPS is decided by settings provided in WEBCON BPS Designer Studio in “System settings” – “Global parameters” – “Languages”
  • Document path

Content input

Each element of the process configuration for which a „Documentation description” can be provided has a dedicated field.

Translation is done in an edit window. To display it click on the button highlighted in yellow.

Content of the documentation

Each documentation generated in the Studio consists of following elements:

  • Basic information (process name, version, author, modification date, etc.)
  • Workflows and form types in the process
  • Basic process configuration (which includes information about business entity, substitutions and implemented RODO solutions)
  • Workflow graphic presentation
  • Form types and acronyms
  • Instance number
  • Form field summary
  • Process privileges
  • Workflow steps

Moreover:

  • Constants (local and global)
  • Business rules
  • Action patterns

 

Filling in the documentation

In Webcon BPS Studio we are provided with a ready documentation template. What remains is to fill it in a readable and understandable for the recipient way. Here are a couple tips for how to make sure that the documentation is complete.

Visual workflow presentation

Unfortunately this section is empty by default. However creating a preview before generating the documentation is enough. In the visual representation of the workflow choose “Designer” tab and click on “Generate preview ”.

After this the documentation will include a visual presentation of the described workflow.

Form field summary, steps, paths, rules description, etc.

Each of the elements above should be described. It is worth to use the rule of minimum of words and maximum of content. Below you can see examples of correctly filled information for an “Ownership form” form field. Screenshots come from the Studio and generated documentation.

 

It’s worth mentioning that information such as „Field Name” or „Field type” are moved to the documentation automatically. It is not required to multiply this information in “Documentation” field.

“Description” column is a suggestion for the user how to correctly fill a chosen field. It is displayed directly on the form as a tooltip. It’s entered manually in the Studio in the “Description” field as well as the content of the “Documentation” field (both fields are highlighted in yellow) will be filled in the generated file.

„Documentation” column should contain information important for the system administrator – which form field is filled, if it has a default value, or if it’s set by a picker or by an action.

This columns should also contain information if there is a postback. If there are additional settings for a specified form field, details will be found in the next section of the document.

In the described example, additional settings are: used data source and form rule executed for a value change.

 

Description rules of the remaining configuration elements such as: paths, actions, rules, etc. are analogous.
Description rules of the remaining configuration elements such as: paths, actions, rules, etc. are analogous.

 

Form field matrix

Besides .docx file, documentation also consists of .xlsx file with a form field matrix. Each generated Excel file contains a page with a legend and one page for each workflow together with the document type. Separate pages are signed to two other form types (classic and mobile). This method of form field presentation provides us with a clear image of their requiredness and visibility on specific steps.

 

 

Summary

Described functionality is a huge help in post-implementation reality. Knowing that processes evolve and fit the changes happening within the company, also “Description” section needs to be updated. Even short information will suffice – the person who initiates the change and its number.

To sum up, we are provided with a ready-made, clear template. However if it’s going to be useful, understandable and readable is based mostly of the content of the field below.

 

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