How to create useful and good-looking BPS site

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1. Example of presented functionality

For needs of this article we will use exemplary invoice workflow, consisting of registration step, one middle step – invoice acceptance and two final steps – accepted and rejected invoices.

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Fig1. Graphic scheme of Invoice WorkFlow

In this process, three document types will be used:

1)      Cost invoice

2)      Invoice correction

3)      Invoice duplicate

To describe an invoice in workflow, 5 form fields are going to be used:

1)      Contractor (single line of text)

2)      Amount (floating-point number)

3)      Invoice number (single line of text)

4)      Description (multiple lines of text)

5)      Registering person (person or group)

2. Creation of new website and activation of BPS functionality

In order to create new website for process, go to parent site and in right upper part click settings icon. Here, a site content option is available.

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Fig2. “Site content” hyperlink localization

Click “New subsite”

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Fig3. “New subsite” hyperlink localization

Afterwards provide title, description and URL of your site. For now leave remaining fields with default values. We will return to them later.

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Fig4. Example of new site configuration

If site is created, we will be automatically moved to new website.

First necessary action is activation of BPS feature. In order to activate it click settings icon and choose “Site settings”

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Fig5. “Site settings” hyperlink localization

In “Site actions”, “Manage site features” section may be found

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Fig6. “Manage site features” hyperlink localization

In list of available site functions “WEBCON BPS Config” may be found. Click “Activate”

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Fig7. WEBCON BPS Config functionality

After successful feature activation, a new option “WEBCON BPS Configuration” should be available in settings menu.

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“WEBCON BPS Configuration” hyperlink localization

Here, access data to database with installed BPS has to be provided. It may be easily verified by clicking “Test” button.

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Fig9. Exemplary configuration of WEBCON BPS feature

If test was finished successfully, save given settings.

3. Adding new functionalities to main page

In this step, our goal is to add new, basic webparts necessary to support invoice process. Ultimately, site will contain:

–          Possibility to start process for every document type

–          Task counter for invoice process

–          Document browser

–          Show Workflow Elements reports for every step and report displaying all documents

First step to create such website is deleting default webparts on main page and change of text layout.

For this purpose go to edit mode by clicking “Edit” in upper right corner.

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Fig10. Edit mode localization

In order to delete webpart “Get started with your site” click on dropdown menu on its upper right corner and choose delete option.

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Fig11. Localization of WebPart delete button

Perform exactly the same operation for second “Documents” webpart.

After our site is free from unnecessary webparts, change of text layout is needed. Stay in edit mode. In the format text tab look for dropdown list “text layout” and choose “One column with sidebar”. Such layout is the most convenient for users with our choice of webparts.

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Fig12. Text layout configuration

If text layout is set, focus in right column and in edit menu go to Insert tab.

Choose WebParts and look for WEBCON Business Process Suite

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Fig13. WEBCON BPS WebParts

From the list, choose “BPS My Inbox – Active tasks” and click “Add”. Repeat such action for second WebPart, which we want to place in this column – “BPS Search Box – Quick search”. After both WebParts are added, click on left column and add two more WebParts – “BPS Start Workflow – process starting” and “BPS Show Workflow Elements – element report”.

After completing above actions, your site should look as follows:

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Fig14. Main page with 4 new WebParts

As you can see, WebParts are not configured yet.

In order to change WebPart settings, hover over it and click dropdown menu. Choose “Edit WebPart” option.

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Fig15. edit WebPart button

3.1   BPS My inbox – active tasks configuration

Appearance section gives us possibility to change WebPart title. Call it task counter. Leave remaining sections unchanged and click apply. Now go to configuration, which may be found on the top of webpart settings.

In process section, choose only Cost Invoice process and click save and return

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fig16. Exemplary configuration of BPS My Inbox WebPart

3.2   BPS Search box – quick search configuration

Configuration of this webpart is analogic to task counter. As a title set: “document search” and in configuration under “Global settings” caption check “Active” checkbox and choose “invoice” from the process list. In other list leave “none” option. We want our browser to work for whole process.

 3.3   BPS Start Workflow – process start configuration

First thing to do is to change title to “Invoice registration”. Then change dropdown process list to better looking tiles.

In configuration change “View mode” to “Tiles” and click “Add”.

Configure button according to screenshot below:

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Fig17. Exemplary configuration of BPS Start WorkFlow WebPart

As you can see, such button will start Cost invoice workflows. It is necessary to add two remaining buttons, made to start remaining document types – invoice duplicate and invoice correction.

After succesfull configuration of all 3 tiles, click save and return.

3.4   BPS Show Workflow Elements – element report configuration

Last remaining WebPart – SWE Report – will be used to display all documents assigned to currently logged user.

Change its name to “My active tasks” and configure it according to scheme below:

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Fig18. Examplary configuration of BPS Show Workflow Elements, configured to display active tasks of currently logged user

Click save and return

After all actions decribed above are successfully finished, our site should look as follows:

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Fig19. Main page with configured WebParts

 

4. Subsites with SWE reports

Next step, after main page is finished, is creating SWE reports for every step and one report displaying all available documents.

Go to site contents – lists, libraries and other applications and choose “Site pages”

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Fig20. “Site pages” button

While in “Site pages” library click “New document”. You just need to provide title for new site.

It is good habit to entitle SWE report pages with the same title as the corresponding steps. We will create 4 pages called:

–          Registration

–          Acceptance

–          Accepted Invoices

–          Rejected Invoices

And at the end we will add one more site: “All”

To make access to individual reports easier, it is possible to place hyerlinks to them in navigatoion menu on the left side. In order to add them, click “Edit links”

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Fig21. “Edit links” button

At the beginning delete all default hyperlinks, despite the one leading to main page. In order to delete them, click X on the right side of every link.

To add new hyperlink, click “+Link” and provide its name and address. It is necessary to add links to all SWE report sites created earlier.

If everything is configured correctly our site should look in following way:

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Fig22. Side menu after deleting default hyperlinks and addition of new links

If all report sites are ready, we need to create SWE reports themselves. We will begin with “Registration”.

In site edit mode, add new WebPart: “BPS Show WorkFlow Elements – Element Report”. Change its name to: “Documents in registration step” and go to its configuration.

In “Basic filters” provide setting which will display only those documents that we are interested in given report – documents from “Registration” step.

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Fig23. Exemplary configuration of Basic filters for SWE report

In “Predefined filters” change “Assignment filter” setting to “All” and change “Rows per page” to 50.

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Fig24. Exemplary configuration of “Predefined filters” for SWE report

In “Data presentation and searching” choose following fields:

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Fig25. Exemplary configuration of “Data presentation and searching” section

In „Advanced” section check “Show amount of elements under results” and save WebPart settings.

We may create and save new document in registration step to check if our report works properly.

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Fig26. View of SWE report displaying Registration step documents

If first report is configured properly, it is not necessary to create next reports right form the beginning. After entering configuration of new WebPart use “Copy configuration” function, which will move all settings from chosen WebPart to another SWE WebPart. Only setting which is necessary to change is in “Basic filters”, step for which report will be displayed.

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Fig27. “Copy configuration” button

5. Modification of site look

If our site is working correctly, we may concentrate on its looks. To modify look of our site, go to site settings. In the beginning, modify theme:

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Fig28. “Change the look” button

After choosing theme, we may change background, color scheme, page layout and character style:

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Fig29. Theme configuration

If everything is set, it is necessary to test our site before saving. If site look matches our expectations, next step is to change logo of site. Go to site settings and in “Look and feel” section, choose “Title, description and logo”.

After choosing option “From computer”, choose graphic that you want to use as a logo and save changes using “OK” button.

Last step is modification of top link bar. In “Site settings” choose “Top link bar”. To make management of hyperlinks easier we may choose “Use links from parent site”, but for this article we will create hyperlinks manually. First, in edit mode of only hyperlink to main page, change its description to “Cost Invoices”. In next step create new hyperlink on Cost invoices site leading to Parent site and call it “Home site”.

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Fig30. Hyperlink edit button

If every step was done correctly our site should look as in following picture:

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Fig30. View of finished site

In such manner, we created simple and functional site to manage BPS process.

Such site is only example of possibilities given by BPS WebParts and SharePoint settings. Possibilities are almost unlimited.

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