Bizagi tutorial

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Bizagi tutorial

 

Overview

Automation Service provides all the power of the Bizagi Digital Business platform directly in the cloud.

With Automation Service, customers run applications with business processes in a secure, reliable and high performing cloud platform.

 

This tutorial illustrates how you, as a customer, would build those applications with business processes.

 

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This tutorial sets you up with the basics of producing a simple yet fully-functional process, considering a secure design, and through ten steps which you can complete within about an hour.

This tutorial does not by any means cover all the features and concepts supported by Bizagi as a platform.

 

Before you start

You build applications and business processes through the Bizagi Studio (Windows desktop application).

 

This tutorial presumes you have already installed Bizagi Studio and have created a Bizagi project to work on.

For information about how to install Bizagi Studio on your own desktop or servers (on-premises), refer to the Bizagi Enterprise installation guide.

For information about how to create a project in Bizagi Studio, refer to the Project creation guide.

 

Example

To illustrate how you can build process applications in Bizagi, we will create an application implementing a Help desk process.

This will be a typical Help desk process that one of your customers would use when they face a problem or difficulty and want to file a report or get help

 

Icon_Callcenter

 

With Bizagi, you can create an application with any number of processes, but for the sake of simplicity in this tutorial, we will create just this one.

 

The Help desk process you develop this tutorial (starting from its workflow) is an oversimplified representation of a real Help desk process. It only includes three activities on purpose, so you can complete the tutorial in a shorter period of time.

The Help desk sample process uses the following workflow:

 

ExampleHelpDesk

 

Processes in Bizagi do not have a limit regarding the number of shapes you can include in the diagram; and you can choose to include sophisticated modeling patterns supporting long-lasting transactions, multiple sub-processes, activities executed in an asynchronous/offline fashion, compensation events, messaging and collaboration between different processes, triggering business events (either by external applications or automatically by the system, based on a schedule, or due to changes in the underlying data), among others.

 

For instance, the following image shows a different and more complete Help desk process sample that is available for download at the Bizagi Process Xchange:

 

ExampleHelpDesk2

 

If you want to review this ready-to-use process, or others, visit the Bizagi Process Xchange.

 

You may of course, further customize and extend this process by including additional activities and business scenarios.

Through the Help desk sample process presented by this tutorial, you can see how different users (having separate roles), work with Bizagi, while having ACLs in place to establish well-defined boundaries about what each role may and may not do.

This tutorial, will give you a good idea of how you build role-oriented, and secure process applications.  

 

Roles included in this tutorial, are:

1.A requester: is in charge of initiating the process and eventually confirming that it can be ended.

The process starts when a requester fills out a ticket to seek for assistance (using a Report ticket, as depicted by the simplified Help desk flow).

After receiving a response, the requester confirms whether the problem or difficulty has been resolved (by completing Confirm resolution).

2.A Help desk agent: is assigned to analyze the problem or difficulty recorded in the ticket and provide a solution.

When a new ticket arrives, a help desk agent sends suggested steps to resolve the ticket (by completing Analyze and resolve).

3.An admin: Will not interact in the process.

The admin will engage directly with a Help desk ticket, but will have sole access to:

Menu options related to overall system administration.

Reports and queries supporting analysis and monitoring focused on the process and the user experience.

 

Hands on!

Follow these steps to implement the Help desk.

 

1. Load your Bizagi project.

Open Bizagi Studio and open a project you have already created by clicking that project's name under Recent projects:

 

00OpenProject

 

Opening the project may take up a minute or two:

 

01ProjectStartup

 

Bizagi presents presents a graphical Process wizard which guides you through a series of points to consider when building your applications.

The Process wizard presents seven steps in a carousel, though we will not use all of them in this tutorial.

We also use some configuration options, which appear outside of this wizard.

For detailed information about this guided assistant, refer to the Process wizard.

 

ProcessWizard0

 

2. Model your process.

Modeling the process means graphically diagramming the series of activities that make up the workflow of a process, from start to end.

For this tutorial, it means depicting and interconnecting the following logical steps as used by the Help Desk example: Report ticket, Analyze and resolve, Confirm resolution, Review and document, along with other secondary shapes.

 

2.1. Click New process in the Process wizard step number 1 ("Model process") and give your process a name.

For this tutorial, name it "Help desk" and click Ok:

 

03ProcessWizard

 

Bizagi displays the Process modeler with a canvas into which you can drag and drop BPMN shapes:

 

04ModelerInit

 

BPMN shapes used by this tutorial, are:

Start Event

Tasks (referred to as Activities)

Gateways (specifically, the Exclusive Gateway)

End Event

Sequence Flows

Lanes

 

ModelerPalette

 

2.2. Start by dragging a Lane from the Palette into the upper part of the Help Desk process Pool.

 

05ModelerLane

 

Its default name is Lane 2.

Right-click the name and select Edit text to change it:

 

06ModelerRename1

 

You can edit text on labels by double-clicking them.

 

2.3. Rename default elements in the canvas (using the right-click and Edit text options) to have a tidier and self-descriptive process model.

Delete the Milestone 1 default label (by renaming it to blank), and use the labels as shown in the image below (Requester, Help desk agent).

 

07ModelerRename2

 

You can also make the diagram tidier by resizing the lanes (by clicking the Help desk process Pool, and then relying on standard mouse resizing options to shorten its height).

 

2.4. Start drawing the process diagram by dragging a Start Event into the top Lane (Requester):

 

08ModelerStart1

 

Label this Start Event for clarity purposes.

We suggest naming it Report ticket:

 

09ModelerStart2

 

2.5. Add an Activity following Report ticket, by using the Pie menu.

The Pie menu is the set of elements popping up to the immediate right, when you click a given shape.

 

In the Pie menu, select Activity icon and drag and drop it into the bottom Lane (Help desk agent):

 

10Modeler1Activity1

 

The activity's default Task 1 text highlights and you can rename this shape.

We suggest you name this Activity Analyze and resolve:

 

11Modeler1Activity2

 

2.6. Add another Activity after Analyze and resolve, using the Pie menu the same way as before.

Add the new Activity inside of the top Lane (Requester):

 

12Modeler2Activity1

 

Name this new Activity as Confirm resolution.

 

Using the Pie menu makes it quick and easy to draw the process diagram; however, dragging and dropping shapes from the Palette (and connecting them afterward by using Sequence Flows) is also an option.

Over the next steps, complete the process diagram, by using some of the features you have learned.

 

2.7. Add a Gateway starting from Confirm resolution by using the Pie menu.

Add the Gateway right next to it, and still inside the top Lane (Requester):

 

13Modeler2Activity2

 

Label the Gateway Was the ticket resolved?.

 

2.8. Add an Activity starting from Was the ticket resolved? using the Pie menu.

Add the new Activity to the bottom Lane (Help desk agent):

 

14Modeler3Activity1

 

Name this new Activity Review and document.

 

2.9. Add an End Event starting from Review and document using the Pie menu.

Add the event next to it and inside the same Lane (Help desk agent):

 

16Modeler4Activity1

 

Label the End Event End - Ticket is closed.

At this point, your process diagram should look like the image below:

 

17Modeler4Activity2

 

2.10. Connect Was the ticket resolved? shape with Analyze and resolve using the Pie menu.

Where the workflow continues from the Gateway, and because this specific shape is meant to support the process workflow splitting into more than one possible path, you can also use the Pie menu to include an additional Sequence Flow that automatically draws a connection to an existing shape.

 

To make sure that while dragging and dropping, it connects to an existing shape (and does not simply create a new one), release the mouse button when the target shape (i.e., Analyze and resolve) is highlighted:

 

18Modeler5Connect1

 

At this point, your process diagram should look like the image below:

 

19Modeler5Connect2

 

2.11. Label both paths parting from Was the ticket resolved?.

Double-click the newly created Sequence Flow and label it No:

 

20ModelerTransitions1

 

Repeat the procedure with the other Sequence Flow and label it Yes:

 

21ModelerTransitions2

 

You can fine-tune some minor visual aspects of your diagrammed process for clarity purposes.

 

This means repositioning some labels (by selecting and moving them to the new location), and reorganizing how the Sequence Flows routes appear (especially the one labeled No).  

To reorganize a Sequence Flow, relocate where the end of it connects, by dragging it and making sure you release the mouse button when its endpoint highlights in green:

 

22ModelerFinal1

 

2.12. Include SLAs for your Activities.

As a final step, define the estimated time for completion of each of the three Activities.

Right-click Analyze and resolve and then click Properties.

 

MFP_SLA1

 

For this tutorial, set a 24-hour duration for Analyze and resolve.

Inputted values or changes to them are temporarily saved, and permanently saved when you save the whole process diagram.

 

Repeat this for the other two Activities.

For Confirm resolution, click it and set a 16-hour duration.

 

MFP_SLA2

 

Finally, for Review and document, click it and set an 8-hour duration.

 

MFP_SLA3

 

 

2.13. Close the Process Modeler and click Yes when prompted to save changes:

 

23ModelerFinal2

 

Once the process diagram is closed, you return to the Process wizard.

Click the Model data icon to move into the step two (or click the Next arrow to the right):

 

24WizardBackto

 

3. Design how to store your information.

Modeling data involves defining structures to hold information that your business requires.

With Bizagi, you do this by defining entities and their inner attributes, to organize how information will be stored, as well as defining possible relationships between entities.

For further information and concepts about this step, refer to Modeling data.

 

For this tutorial and for simplicity, we define a very basic Help desk data model that contains the ticket's subject, a description, and file attachments for starters, as well as other bits of information involved further on during the process such as: which are the suggested solution steps, whether the ticket is resolved, and documentation comments.

Even though this tutorial does not focus on it, you could make the most of the potential of data modeling within Bizagi by features like defining multiple-to-multiple relationships between entities, defining entities which inherit from others, and involving system entities which already manage information used by Bizagi ("metadata").

 

3.1. Click Model data at the Process wizard step 2 to define the name of your main process entity.

For this tutorial, accept the default value "HelpDesk".

Click Ok:

 

25WizardDataModel

 

Once you define the process entity's name, you see a visual representation of the Help desk process' data model (based on the concepts of entity-relationship diagrams); displaying initially only the process entity you just defined.

 

3.1. Right-click the HelpDesk entity and select Edit attributes to specify how and where business information used by the process is stored:

 

26DataModel1

 

3.2. Click Add to include four new attributes and give them names.

Add these as String type attributes (to store text).

 

27DataModel2

 

After clicking Add each time, provide the Display Name for each attribute (the Name you may leave it as it is automatically generated).

We need four String type attributes:

Subject

Detailed description

Solution steps

Documentation comments

 

28DataModel3

 

3.3. Click Add to add a fifth attribute.

For this new one, change the type of data it manages from String to File.

 

By clicking Add, naming the attribute as Ticket attachments, and in the third column (Type) selecting File so this attribute supports having the user upload documents or file attachments in general.

 

29DataModel4

 

3.4. Click Add again to add a sixth attribute.

For this new one, change its data type to one that is not from the Common Types list.

Name this attribute Severity, and in the third column (Type) browse/expand the Entity data type, open the Parameter sub-type, and select New Entity:

 

30DataModel5

 

When you click New entity, a new wizard appears, in which you can define the structure of Severity as a separate entity.

In general, defining Entity data types lets you define reusable entities which you can navigate into, starting from the one currently standing on (HelpDesk).

 

The Severity entity used in this tutorial stores a preset list with values to choose from (in this case, a Critical, Medium or Low qualification that enables a classification of tickets). Each instance of a Help Desk entity will have an attribute of type Severity to store the level of severity of the case. The possible severity levels are predefined, as you will see later in the tutorial.

 

3.5. Click Next to move to defining attributes applicable to Severity.

 

31DataModel6

 

3.6. Click Add to define two new String attributes.

Use the following names for the two attributes, in this exact order:

Name

Code

 

32DataModel7

 

Click Finish.

When you have created the Severity entity, Bizagi takes you back to the attributes definition of the main HelpDesk entity.

 

33DataModel8

 

3.7. Click Add to define a final attribute, this time using Boolean type.

This attribute stores the status of the ticket (whether it is resolved).

 

Name this attribute Ticket resolved?:

 

34DataModel9

 

Click Finish when done.

When the window closes, your visual representation of the Help desk data model has two entities, and displays how they are related:

 

35DataModel10

 

You can re-arrange the position of entities within the diagram for clarity purposes.

Some information about the execution of the process is already stored and managed automatically by Bizagi, such as the starting date of each process instance, its creator/requester, its estimated SLA, among others.

This means that there is no need to explicitly create as business data such information fields.

 

3.8. Close the current window with the diagram and click Yes when prompted to save your changes:

 

36DataModel11

 

When the data model diagram closes, you return back to the Process wizard.

Click the Forms icon to move into step three (or click the Next arrow to the right):

 

37DataModel12

 

 

4. Design forms.

Defining forms means building how the process presents and captures information for the users during the Help desk process. This is the UI, the user interface.

When doing this in Bizagi, you rely on a Forms designer where you can drag and drop attributes of your data model, and get an instant preview of how it would be presented to end users (a what-you-see-is-what-you-get approach).

 

With Bizagi, you design UI only once. Each of the different devices in Bizagi display the information while leveraging some native controls to provide best usability.

 

4.1. Click Define forms:

 

38Forms1

 

You see a display of the entire process diagram, focused on those shapes in the workflow which are designed for human interaction and for which you need to define a user interface.

Shapes that have not been yet configured display an alert icon in their upper right corner:

 

39Forms2

 

4.2. Click the Start Event shape (Report ticket):

 

40Forms3

 

The Forms designer appears:

To the left: The attributes and relationships available for the Help desk process (in the Data tab), along with UI controls (in the Controls tab).

To the right: A preview of what end users will see. The display updates instantly as you design the form (in this case, when creating the user interface for Report ticket).

 

41Forms4

 

4.3. Double-click the Subject attribute to include it in the form.

You may need to expand the item representing the HelpDesk entity.

 

The form you are defining lets a user to start the process by submitting a ticket to the Help Desk Agent.

 

42Forms5

 

You can drag and drop attributes into the form (though we recommend using double-click to build the form faster, specifically at this point in the tutorial).

 

4.4. Add these other attributes: Detailed description, Severity, and Ticket attachments.

Then click the Subject UI field at the right so that it becomes selected:

 

43Forms6

 

4.5. With the CTRL key held down, click Detailed description, and Severity to select multiple fields at once. This lets you quickly configure properties they share.

 

The form itself indicates whenever multiple controls are selected (three in this example):

 

44Forms7

 

Select the Required property and, from its drop-down, select Yes.

The UI fields for these attributes now show a red mark, which indicates that they are required fields for the user to fill out:

 

45Forms8

 

You can, if you prefer, configure the attributes one by one.

 

4.6. Click Ticket attachments to configure how this form allows end users to upload files.

Click the Advanced tab, and for this tutorial set:

Allow delete: Yes

Max files: 2

Valid extensions: pdf; png; jpg; doc; docx

Maximum size (bytes): 1000000

 

This way, you are enforcing security parameters so that, for instance, really large files or any file types other than the ones specified (such as potentially harmful ones) aren't permitted.

 

48Forms11

 

4.7. Close the form and click YES (Save), when prompted to save changes in the form.

 

46Forms9

 

4.8. Back in the process diagram view for the forms, click Analyze and resolve to define its form.

 

47Forms10

 

Notice that Report ticket no longer displays an alert because its user interface has been configured.

 

4.9. Switch to the Controls tab, and expand Containers.

There, double-click Group, to include it as a control in the form.

 

With this form, a Help Desk agent can review and resolve the ticket that was submitted by the Requester. After reviewing the issues and severity of the case, the agent can provide step by step instructions for the Requester to solve the issue.

 

49Forms12

 

When you include the group, it highlights and the cursor becomes active within the text field so that you can edit it.

 

4.10. Rename the group by starting to type.

Delete the default Group label, and name it as Ticket details.

Click the Ok icon or hit Enter when done.

 

50Forms13

 

4.11. Once the group is created, drag and drop attributes from the Data tab into it.

Make sure you drag Subject and release it well inside the group (when the "Drop Here" message inside highlights by showing a greenish line).

 

51Forms14

 

4.12. Repeat these steps for these other attributes: Detailed description, Severity and Ticket attachments.

You can choose to double-click each of the attributes to include it at the end of the form, and then drag it into the group.

 

52Forms15

 

At this point, your Analyze and resolve form should look like the image below:

 

54Forms17

 

4.13. Select all four attributes and set them as Editable = No.

To do this, click Subject first, then hold down the CTRL key and select the other attributes: Detailed description, Severity, and Ticket attachments.

 

53Forms16

 

You are explicitly defining which information users are allowed to see and at each point in the process.

Further, for the Analyze and resolve form, we are setting which information users can add or edit.

 

Even though this tutorial does not focus on it, you can also set that each UI field dynamically as visible, editable, or required, based on a business expression considering value of another attribute, or based entirely on the user's input when filling out other UI fields in the form.

For more information on this, refer to Customizing controls behavior.

 

4.14. Switch to the Controls tab, expand Containers and double-click Group and add a new group.

Name it Analysis.

 

55Forms18

 

4.15. Add the Solution steps attribute into the Analysis group.

Click its UI field to edit its properties.

 

Set Required = Yes, and Is extended = Yes:

 

56Forms19

 

4.16. Close the form and click Yes (Save), when prompted to save changes in the form.

 

57Forms20

 

4.17. Back in the process diagram view for the forms, click Confirm resolution to define its form.

 

58Forms21

 

4.18. Click the Copy from option available in the upper ribbon.

 

This form appears to the Requester once the agent has analyzed and the ticket and proposed a resolution. The Requester will be able to see the information that the agent added, use it to try to resolve the issue and confirm that the issue was resolved, if it was.

 

59Forms22

 

You see a pop up window displaying the entire process workflow, and can choose to import a form that you have already defined in a previous step, to avoid having to design it from scratch:

 

CopyFrom

 

4.19. Click Analyze and resolve to select the form from this Activity and click Ok.

 

60Forms23

 

This action modifies your current form to look the same as the one you defined for Analyze and resolve.

 

4.20. Click the Solutions steps UI field to edit its properties and set it as Editable = No.

 

61Forms24

 

4.21. Add the Ticket resolved? attribute by dragging and dropping it into the Analysis group.

 

63Forms26

 

4.22. Click tthe Ticket resolved? UI field to edit its properties and set it as Required = Yes.

 

62Forms25

 

4.23. Click the Properties option found in the upper ribbon, to edit the general properties of the form.

For this form, enable the use of User Confirmation, by setting Needs user confirmation = Yes and assigning a User confirmation message.

For the User confirmation message, provide something like: "Note: confirming that the ticket is resolved cannot be undone".

 

UserConfirmation

 

4.24. Close the form and click YES (Save), when prompted, to save your changes to the form.

 

64Forms27

 

4.25. Back in the process diagram view for the forms, click Review and document to define its form.

 

65Forms28

 

4.26. Add the following six attributes into the form, by double-clicking them: Subject, Detailed description, Severity, Ticket attachments, Solution steps and Documentation comments.

 

Finally, when the issue is resolved and the resolution is confirmed by the Requester, the agent see the interface you constructed in this section. The agent will be able to add any additional documentation comments for review purposes.

 

66Forms29

 

4.27. Select all UI fields except Documentation comments, and set them to Editable = No.

You can select multiple UI fields by holding down the CTRL key while clicking each field you want to select.

 

When you have set the fields as non-editable, your form should look like the image below:

 

67Forms30

 

4.28 Close the form and click YES (Save), when prompted, to save your changes to the form.

 

68Forms31

 

You return to the process diagram view for the forms. Now all Activities have their user interfaces set up (none show an alert icon). Since the system handles End Event and Gateway, they don’t need a form or a user interface.

 

69Forms32

 

At this point, you have defined how data used by the Help desk process is captured and displayed.

 

5. Define business rules.

Defining business rules means setting the logic that runs behind the processes. Business rules support both: expressions used for the workflow's routing (presented in Define expressions), and processing/triggering certain actions (presented in Activity actions).

 

For this tutorial, we only consider setting the expression used for the workflow's routing, which applies to Gateways, where you have Bizagi evaluate which of the possible paths the process should take.

Even though this tutorial does not focus on Activity actions, through these you can run sophisticated operations, calculate values automatically, integrate other systems or emailing services, and invoke web services, among others options.

 

5.1. Click the icon next to Define forms in its drop-down list select Define expressions:

 

70Logic1

 

This is an alternative to going back to the Process Wizard, since it is a shortcut that can launch any of the first six steps in the process.

When you click Define expressions (a section appears inside of step four in the Process Wizard), you see the entire process diagram; but this time, the display focuses on Sequence Flow. You need to define how they become active.

 

72Logic3

 

As when defining forms, the elements which haven't been configured yet are highlighted (with yellow shadowing).

 

5.2. Click the Sequence Flow labeled Yes:

 

71Logic2

 

5.3. Click the Based on the result of an expression checkbox:

 

73Logic4

 

5.4. Click the New button:

 

74Logic5

 

Clicking the New button directly is a shortcut to create a new expression of the "Standard" type.

 

5.5. Drag and drop the Ticket resolved? attribute into the first box on the right panel.

 

75Logic6

 

5.6. Click <insert an operator>.

From the presented drop-down list, select is equal to.

 

77Logic7

 

5.7. Click <insert a value>.

From the presented possible values, for the Ticket resolved? attribute, select true.

Because this attribute is of the Boolean type, true and false are identified as the only possible values.

 

78Logic8

 

Click Ok when done.

You return to the process diagram view where Sequence Flows are highlighted. The path labeled Yes is now properly set (no longer highlighted).

 

79Logic9

 

At this point the expression you defined, evaluates a statement as either true or false.

Whenever this expression becomes true, Bizagi activates that specific transition (provided that the workflow has advanced to the Gateway).

 

5.8. Click the Sequence Flow labeled No:

 

80Logic10

 

5.9. Click the Else (when no other option is valid) checkbox.

Click Ok when done.

 

81Logic11

 

You return to the process diagram view where Sequence Flows are highlighted, but this time you can check that both paths are properly set.

Note that there is a diagonal line across the "else" path.

 

Use the shortcut at the step of the wizard, to directly jump to step five (Performers):

 

82Logic12

 

You see the entire process diagram, but this time it focuses on Activities. You need to define to which users these apply, and exactly how.

 

88Performers6

 

6. Define performers.

Defining performers means configuring the algorithms and conditions employed, for each of the different Activities, so Bizagi can assign workloads to process participants.

Assignment of work to process participants is most often based on role definitions, though it is not necessarily bound to them (i.e, you may base workload allocation on other criteria such as geographical location, position or area in the organization).

For further information about performers, refer to Process participants.

 

Tutorial only consider distributing workload according to role definitions, as we described at the beginning, where a Requester and a Help desk agent role are involved.

 

6.1. Click Analyze and resolve.

 

83Performers1

 

A wizard guides you through the definition of allocation rules.

 

6.2. Hover the mouse pointer over the default And, in the blue circle, and click the plus sign on the red background:

 

86Performers4

 

This action lets you include a condition box to define this Activity's assignment.

 

6.3. Click the new condition box (Click to open properties), then select the Role property from the drop-down list.

 

87Performers5

 

6.4. Leave the Equals and Expression default values for the next two drop-down lists, and click the plus sign to add a new role.

 

89Performers7

 

6.5. Enter "Service agent" in the Value text box for this role. Click Add when done.

 

90Performers8

 

This condition is now configured so that Analyze and resolve is assigned to the user with least amount of work, who has the role of "Service agent".

 

6.6. Click the drop-down list for the Assignation method and change it to Sequential.

This modifies the default algorithm employed by Bizagi to distribute workload among end users who meet the assignment condition:

 

AssignmentAlgorithm

 

6.7. Click Ok when done:

 

 

91Performers9

 

 

The wizard closed and you see the process diagram view focused on performers.

 

6.8. Click Confirm resolution.

 

85Performers3

 

 

6.9. Repeat the procedure you used with Analyze and resolve.

That is, start by adding a condition box, and then click it to define its properties.

 

86Performers4

 

6.10. Set the condition to evaluate the user's role, but this time define a new role called "Requester".

Do not change the default assignment method (it should remain By load).

Click Ok when done:

 

92Performers10

 

You are return to the process diagram focused on performers.

 

6.11. Click Review and document:

 

84Performers2

 

 

6.12. Repeat the starting procedure you have used to define an assignment condition:

 

86Performers4

 

Since the condition for Review and document is the same as for Analyze and resolve, the same procedure is applicable. A difference this time, is that you don't need to define a new role. Refer to a previously created one.

 

6.13. When defining the condition, use Role, Equals, Entity value; and select "Service agent" from the last drop-down list:

 

93Performers11

Bizagi includes a heuristic in its assignment algorithms. The By load assignment method always gives priority to a user who has previously worked on the same process instance (if the user meets the assignment condition).

Leave the assignment method set to By load.

 

6.14. Click Ok when done.

You are return to the process diagram focused on performers, and can now see that performers for all Activities are properly defined.

 

94Performers12

 

 

7. Set authorization.

Setting authorization means configuring access rights so you can establish well-defined boundaries around what each of the roles may and may not accomplish.

 

In this tutorial, we set access rights according to role definitions. Only a Requester can start new process instances; only a Help desk agent can work on assigned Activities; and only an Admin user has access to system settings, general configuration and monitoring options including BAM, analytics or reports.

 

7.1. Click Expert in the upper ribbon to move out of the Process Wizard and into an advanced view based on modules.

 

Expertview

 

7.2. Click the Security module, in the left panel, expand its tree of items, and browse its Authorization group:

 

95Authorization1

 

 

For this tutorial, we accept the default authentication option, local authentication, though Bizagi supports integration with identity providers such as Microsoft ADFS, Microsoft Active Directory, and Azure AD. To learn more about integration with identity providers, see Authentication.

 

7.3. Expand the Pages item and set which roles are authorized to view and use each of the options presented to end users.

 

Over the following steps, carry out a similar procedure is carried out for these sub-items in Pages (24 in total):

Administration / Alarms

Administration / Asynchronous work item retries

Administration / Authentication log query

Administration / Business policies

Administration / Cases

Administration / Custom delegation

Administration / Dimensions

Administration / Encryption

Administration / Entities

Administration / Holidays

Administration / Licenses

Administration / Multilanguage

Administration / OAuth applications

Administration / Pending requests

Administration / Processes

Administration / Profiles

Administration / Project Name

Administration / Stakeholder

Administration / Theme builder

Administration / User default assignation

Administration / Users

Analysis / All reports

Bizagi Queries / Bizagi Queries

Cases / New case

Live Process / Manage Live Process

Live Process / Manage user groups

 

AuthorizationOpts

 

7.4. Start by clicking Alarms (the first of the sub-items).

Then click Add User Role in the right panel and select Analysis from the drop-down list:

 

96Authorization2

.

Click Ok to close the pop up window.

 

7.5. Click the Analysis role that appears in the upper pane, and then click the Allow radio button:

 

97Authorization3

 

Click Ok to save this change.

Bizagi now restricts to the Alarms menu option to end users having the Analysis role (when you explicitly include on authorized role, all other roles and users have access denied by default).

 

7.5. Repeat this procedure for the other sub-items found in Administration or Analysis, as listed above (all except Cases / New case).

In the end, all of these should have Analysis as the only listed role, set as Allow:

 

98Authorization4

 

Remember to click Ok to save your changes to each sub-item (otherwise the Allow / Deny radio button selection is not persisted).

 

7.6. For the remaining sub-item (Cases / New case), repeat the same step as above.

But this time, set Requester as the only listed role, set as Allow (repeat the same steps but select Requester as the role):

 

99Authorization5

 

 

7.7. Go back to the Administration / Users sub-item.

You have already configured the Analysis role. Click on Add user group this time:

 

100Authorization6

 

7.8. Select Default Assignation users from the drop-down list and click Ok.

 

101Authorization7

 

7.9. Click Default Assignation users in the upper pane and then click Allow.

Click Ok when done.

 

102Authorization8

 

 

8. Enforce case privacy.

Enforcing case privacy means restricting visibility and access to process instances (cases) so only end users who are working on them (or have worked on them previously), can see their information.

You set visibility while in the Expert view.

 

8.1. Click the Processes module, which is the first one in the list at the left, and locate the Help desk process.

 

103CaseP1

 

8.2. Right-click version 1.0 of the Help desk process and select Properties.

You may need to expand the Applications, App, Processes and Help Desk items.

 

104CaseP2

 

8.2. Select Private in the Case security drop-down list.

 

105CaseP3

 

You can also take this opportunity to define an SLA for the complete process.

For this exercise, input an Estimated duration of 24 hours, a Lower limit of 1 hour and an Upper limit of 48 hours.

Click Ok when done.

 

9. Configure parameter entities.

Configuring parameter entities means defining the use of business keys as a best practice (oriented to data integrity, performance and integration and security with other systems) and providing starting values so they are treated as entities providing parameters in Bizagi.

Business keys prevent you from adding duplicate values, implement use of indexes for best performance, enforce exchanging information with other systems while using security by obscurity and ensuring the correct logical record is addressed.

You configure parameter entities in the Expert view.

 

9.1. Click the Entities module in the list on the left and locate the Severity entity.

 

106Parameter1

 

You may need to expand the Parameter item.

 

9.2. Right-click this entity and select Advanced properties:

 

107Parameter2

 

9.2. Switch to the Business key tab, and check the Enable business keys checkbox.

Then click the Code attribute and use the >> button to assign this attribute as a Business Key:

 

109Parameter4

 

 

9.3. Click Ok when done:

 

108Parameter3

 

Clicking Ok closes the window and returns you to the Entities module view.

 

9.4. Expand the Severity entity and click Values:

 

110Parameter5

 

9.5. Use the Add Severity button to input a new value.

This entity is designed to have Critical, Normal and Low severity.

 

111Parameter6

 

After you click Add Severity, the cursor is in the first column needing your input (Name for this value).

Enter Critical for this field and input S01 for the Code.

 

113Parameter8

 

9.6. Repeat this step to add the other two values.

Add Normal with S02 for its Code, and then Low with S03 for its Code.

 

In the end, your three values should be listed as shown below:

 

112Parameter7

 

At this point, the parameter entity is properly set up, and no further configuration is needed within Bizagi Studio for the scope of this tutorial.

 

10. Configure sample end users.

Configuring sample end users means creating users for the Help desk process so  you can test everything that you configured in Bizagi Studio.

Real end users are never created inside of Bizagi Studio, but in the actual runtime environment by means of the Bizagi Work portal (the application that presents the processes to end users).

 

Since Bizagi Studio bundles an integrated Work portal, you rely on this option to perform quick prototyping, unit tests, and overall verification of how the processes behave in execution.
The integrated Work portal featured by Bizagi Studio presents everything exactly as will be presented in a production environment to end users.

 

For this tutorial, create four end users: one requester, two service agents, and an admin user. This is apart from the default internal system user which is shipped in with Bizagi.

 

10.1. Launch the Work portal by clicking the Run option in the upper ribbon:

 

114Users1

 

You can also use the quick access icon.

Both open the default browser in your machine and redirect you to your locally-hosted Work portal (http://[your_machine]/[your_Bizagi_project_name]):

 

114Users2

 

By default, the first time you access the Work portal you do not see a login page, since this is the bundled one for Bizagi Studio that has no users created so far, other than the default internal system user.

 

10.2. Click Admin menu and then select Users:

 

115Users3

 

10.3. Click the New user button to register a first sample end user.

 

116Users4

 

10.4. Add details in the Basic Information tab, for the first user.

We suggest:

Full Name: Tom Hall

User Name: U01

Domain: AgilityCorp

Notify by Email: No (unchecked)

Contact Email: tom.hall@agilitycorp.com

Password: BizagiBPM1

Expired Password: No (unchecked)

Locked Account: No (unchecked)

Send Mail with Password to User: No (unchecked)

 

117Users5

 

10.5. Switch to the Organizations tab, and assign the current default Organization (named Organization).

Then clicking on the >> button to move it to the side box.

 

118Users6

 

10.6. Switch to the User configuration tab, and assign the role for this user.

Click Requester on the Roles line, then click the >> button to move it to the right-side box.

 

119Users7

 

Click Save to persist this user.

You may need to scroll down in this window to access the Save button.

 

When you save the user, you return to the window where you see all users listed.

At this point, you should see the currently used default Bizagi system user (admon), as well as the one you created.

 

120Users8

 

Click New user to repeat the these steps for a second user.

 

10.7. This time, for Basic Information, we suggest using:

Full Name: Martha Lewis

User Name: U02

Domain: AgilityCorp

Notify by Email: No (unchecked)

Contact Email: martha.lewis@agilitycorp.com

Password: BizagiBPM2

Expired Password: No (unchecked)

Locked Account: No (unchecked)

Send Mail with Password to User: No (unchecked)

 

121Users9

 

10.8. Switch to the Organizations tab, and assign the current default Organization (named Organization).

 

118Users6

 

10.9. Switch to the User configuration tab, and assign the role for this user.

This time click Service agent on the Roles line, then click the >> button to move it to the right side box.

You may need to scroll down to click Save and persist your changes.

 

120Users10

 

10.11. Click New user to these same steps, for a third user.

For this third user, we suggest you input:

Full Name: Juliette Leroy

User Name: U03

Domain: AgilityCorp

Notify by Email: No (unchecked)

Contact Email: juliette.leroy@agilitycorp.com

Password: BizagiBPM3

Expired Password: No (unchecked)

Locked Account: No (unchecked)

Send Mail with Password to User: No (unchecked)

 

122Users10

 

In the Organizations tab, assign the same default Organization:

 

118Users6

 

In the User Configuration tab, set this user to be a Service agent:

 

120Users10

 

Scroll down and click Save to persist changes.

At this point, you see the three users you created so far, plus the default internal system user (admon).

 

10.12. Click New user to repeat the same steps to create a fourth and final user.

For the Basic Information, we suggest that you use:

Full Name: Piotr Blanter

User Name: U04

Domain: AgilityCorp

Notify by Email: No (unchecked)

Contact Email: piotr.blanter@agilitycorp.com

Password: BizagiBPM4

Expired Password: No (unchecked)

Locked Account: No (unchecked)

Send Mail with Password to User: No (unchecked)

 

123Users11

 

In the Organizations tab, associate this user with the same default Organization:

 

118Users6

 

In the User Configuration tab, this time select the Analysis role:

 

124Users12

 

Scroll down and click Save to persist changes.

At this point, see the four users you created, plus the default internal system user (admon):

 

125Users13

 

10.13. Close the user administration window.

Then click the logged-in user's avatar at the upper right corner and click Log out:

 

126Users14

 

When logged out, you see the login page, and you can now run a full test involving the different users participating in the Help Desk process:

 

127Users15

 

Execution

Access the Work portal with the different users you created, to verify how the built process behaves.

You can test every scenario for which you designed and configured your workflow in Bizagi Studio.

Your application’s behavior should reflect the behaviors you designed. If it does not, testing will reveal where your design needs refinement.

 

To verify and test the Help desk process within the development environment, follow these steps:

 

1. Log in with user U01

In the browser, use the login page.

If you closed the browser, launch the Work portal again by using the Run button in Bizagi Studio.

 

In the login page, provide these credentials:

User: U01

Password: BizagiBPM1

Click Log in when done.

 

128ExecU01

 

2. Create a new case

Once you have logged in to the Work portal, click the New case menu option and select All processes to display a list of all available processes built so far:

 

129ExecU02

 

 

For this user with the Requester role, admin menu options and further possibilities are disabled.

 

3. Locate the Help desk process

Click Help desk to start a new case:

 

130ExecU03

 

 

4. Fill in the Help desk ticket's details

Enter text of your choice in the fields for a new ticket.

Fill in the Subject and Detailed description and select a Severity from the values in the drop-down list:

 

131ExecU04

 

5. Include attachments

You can choose to include up to two attachments as evidence to support the ticket.

To do this, click the attachment icon next to Ticket attachments:

 

133ExecU06

 

In the dialog that appears, click Choose file to upload a local file as an attachment. Click Upload when done.

 

You can repeat this step so that your new ticket has two attachments.

You configured this process to accept no more than two attachments:

 

134ExecU07

 

 

The configuration only lets you upload files with a .pdf, .png, .jpg, .docx or .doc file extension:

 

UploadAllowedExt

 

You can upload files with no more than 1 MB of total file size:

 

UploadLargerThan

 

6. Submit the ticket

Click Create you are ready to submit the ticket in the built Help desk process.

 

If you did not fill in a required field (Subject, Detailed description or Severity), Bizagi displays a prompt to remind you to provide the missing information:

 

132ExecU05

 

After you submit the ticket, you see a confirmation message and a statement about this user not having further pending work.

If you browse over the recently created case, you may notice that it has been assigned to user "Martha Lewis", as that user has the Service agent role:

 

135ExecU08

 

 

The submitted ticket has been numbered as case 1, and it is currently assigned to user U02.

 

7. Repeat this step; create another new case

Repeat the previous steps to create another new case.

 

This time, the Help desk process is accessible through the list of Recent processes:

 

136ExecU09

 

Fill in at least the minimum required fields (Subject, Detailed description or Severity), and click Create when done.

You may provide any details you want, and choose to skip uploading attachments.

 

This second case is created so you can verify that the assignment algorithm is working as expected, and that this new case is assigned to the other user associated with the Service agent role: "Juliette Leroy".

 

137ExecU10

 

The submitted ticket has been numbered as case 2, and it is currently assigned to user U03.

At this point log out with this user:

 

138ExecU11

 

When logged out, you return to the initial login page.

 

8. Log in with user U02

On the login page, input these credentials:

User: U02

Password: BizagiBPM2

Click Log in when ready.

 

139ExecU02

 

9. Work on the pending activity

Once you have logged in to the work portal as this user, the Inbox automatically displays pending work for the U02 user (Martha Lewis), and in this scenario, you have an Analyze and resolve activity pending for case number 1.

 

140ExecU02_02

 

Click that pending activity.

 

10. Fill out details for Analyze and resolve

When you click the pending activity, you see the UI for it, as you designed in Bizagi Studio.

You can choose to click the files attached by the submitter to download and view them.

 

141ExecU02_03

 

The important point in this step is to fill out the Suggested steps field.

Click Next when you are ready:

 

142ExecU02_04

 

11. Browse for a different case

When you click Next, you see a message that there are no further pending activities.

Use the search box located at the upper right corner, to browse for a given case.

 

Type 2 as the case identifier (the one assigned to user U03 -Juliette Leroy-) and hit Enter key.

No results are displayed, because case security, which you configured through Bizagi Studio, is working effectively not allowing an unathorized user to view details of a case not assigned to that user.

 

147ExecU02_09

 

12. Browse for the case you worked on

Using the search box again, browse for a case you have worked on.

This time, type 1 as the case identifier (the one which was already assigned to this user U02 -Martha Lewis-) and hit Enter key.

 

You see a one-line summary view of case numbered 1:

 

144ExecU02_06

 

This case has already moved forward into the Confirm solution activity. The current user, having been a participant in this case, can view its details.

 

13. Click the process diagram graphic view  

Locate the process diagram graphic view icon to the left of the one-line summary information, and click it.

 

143ExecU02_05

 

You see a graphic depiction of the process and this case’s progress through it.

Hover the mouse cursor over the currently pending Confirm solution activity, and it displays which user is currently assigned to that activity and its relevant dates.

 

145ExecU02_07

 

14. View details from previous activities.

Click the Path button to highlight the complete path taken by the case.

You can hover the mouse cursor over Analyze and resolve activity to learn details of that activity's completion.

 

146ExecU02_08

 

Click Close when done and then log out with this user:

 

148ExecU02_10

 

So far, none of these users (U01, U02, or U03), has access to admin or further menu options beyond the Inbox or Live processes (which you may ignore for the scope of this tutorial).

 

15. Log in with user U01 again

At the login page, provide these credentials:

User: U01

Password: BizagiBPM1

Click Log in when done.

 

128ExecU01

 

You do not need to log in with user U03 since it has the same role and expected activity as user U02.

User U03 was created so you could validate how the assigning algorithm distributes the two submitted tickets evenly: case number 1 going to user U02, and case number 2 going to user U03.

 

16. Work on the pending activity

You see the Confirm solution activity as pending for this user, for the same case as before (case number 1).

 

149ExecU01t2_01

 

Click that pending activity.

 

17. Fill out details to Confirm the solution

Upon clicking on the pending activity, you see with the UI for it that you defined in Bizagi Studio.

For this step, you can review details on the ticket plus the suggested steps as entered by the Service agent; however, the main thing for this user is to fill out the Ticket solved? field.

 

150ExecU01t2_02

 

Tick the Yes radio button and click Next when ready.

 

You see a notice that there are no further activities expected from this user.

Proceed to log out:

 

151ExecU01t2_03

 

16. Log in with user U02 again

At the login page, provide these credentials:

User: U02

Password: BizagiBPM2

Click Log in when ready.

 

139ExecU02

 

17. Work on the pending activity

You see the Review and document activity as pending for this user, for the same case worked on before (case number 1).

The assignment algorithm evaluates that the same user U02 should work on this case since they have worked on it before, so user U02 has priority over user U03 even though both users have the Service agent role that meets the assignment condition.

 

152ExecU02t2_01

 

Click the pending activity.

 

18. Fill out details for Review and document

You see the UI for the activity that you defined in Bizagi Studio.

For this step, you can opt to add comments for documentation or for the incident's post mortem review.

 

153ExecU02t2_02

 

Provide some comments and click Next when ready.

 

19. Browse the current case

Though you see a notice that there are no further activities expected from this user, use the search box to browse for this you just worked on.

Type 1 as the case identifier and hit Enter key.

You see there is no due date since the case now has no pending activities.

 

154ExecU02t2_03

 

You can confirm this by clicking the View summary icon, where the state of the case is shown as "Successfully completed":

 

155ExecU02t2_04

 

From there, click the Process Diagram icon to see the graphical view of this case's state. Here you can click Path to check the course of activities the case moved through:

 

156ExecU02t2_05

 

You can see how a case has been handled in a business representation of the Help desk process (an example of an instance that took the sequence of activities as shown above).

 

And that's it!

You have now built your first application in Bizagi, offering a sample process, previewed it, and verified that it would work property for an end user in a production environment.

If you want to deploy your application and test it in the cloud, refer to the next section.

 

Running the process in the cloud

To see this process in action directly in the cloud, you can export your application with the Bizagi Studio and import it into your cloud environment.

The instructions for exporting and importing are at From Studio to the cloud.