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Workflow Configuration

Configuration

Notification messages

When a work item is offered, allocated to a profile or deleted, the concerned users may be warned by email. In the same way, a mail can be sent when a work item has passed its deadline. A catalogue of messages is available and can be enriched to define these notifications.

The association between a message and a user task is made when defining the latter.

The message may be localized into two languages: French and English.

The content message is of text/plain type and the message is encoded in UTF-8 for mail sending.

The message can be enhanced with Data Context variables such as: ${nomVariable} . System variables are also available:

• system.time: to indicate system time.

• system.date: to indicate system date.

• workflow.lastComment: to indicate the last comment on previous user task.

• workflow.lastDecision: to indicate the last decisions on previous user task.

• user.fullName: to indicate the full name of the concerned user, with his/her salutation.

• workflow.process.label: to indicate the label of the current process instance.

• workflow.process.description: to indicate the description of the current process instance.

• workflow.workItem.label: to indicate the label of the current work item.

• workflow.workItem.description: to indicate the description of the current work item.

• workflow.workItem.offeredTo: to indicate the role to which the current work item has been offered.

• workflow.workItem.allocatedTo: to indicate the user to whom the current work item has been allocated.

This is a sample message:

Today at ${system.time}, a new work item has been offered to you.

Which will give the following email:

Today at 15:19, a new work item has been offered to you.

SMTP

To send emails, the workflow uses the configuration defined in main configuration .

The sender email must be defined in workflow configuration, in execution branch, else sending mail will fail.

Temporal tasks

The workflow provides a functionality for checking the deadline of a user task. The check periodicity (in minutes) can be specified in the workflow configuration in the execution branch (default is 60 minutes).

Example of configuration

Import / Export of processes

The import and export of processes are made through the standard functions of XML import/export (at adaptation level) or with archives (at branch level).

This functionality can be used to transfer data between different environments.

Publication

The processes defined in branch Workflows - definitions are executable only after publication. This publication is made by creating a version of branch Workflows - definitions then by inscribing it into a table in branch Workflows - executions . 

This mechanism is the warrant of the stability of definitions during process executions.

Two ways exist to publish a process:

• The versionning is made manually.

  The publication is made in an existing version of the definition branch by calling the service "Publish processes" (in the services section). In this case, the publication consists in associating the selected process definitions with the existing version in the Workflows - executions branch.

• The versionning is made automatically.

  The publication is made into the definition branch through the service "Publish processes" (in the services section). In this case, the publication consists in creating a new version and then associating the selected process definitions with this new version in the Workflows - executions branch.

It is possible to publish many processes at once. When the publication service is called, the existing process definitions are displayed. The user must select all the processes to publish. If the publication is made in an existing version, the processes which are already published in the version are not offered.

Adaptations of a process definition must be activated before publication. If an adaptation contains validation errors, a warning is displayed. In this case, it is possible to force the publication, but it is not advisable: indeed, errors can occur at workflow runtime.

For each selected process, the publication name must be filled. The publication name must be unique.

When the process has already been published on an other version, it is possible to update it. The names of available publications associated with the same process definition are displayed. It is possible to select one of them in order to reuse a publication name. In this case, the old publication is made unavailable.

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