Designing Live Processes

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Designing Live Processes

Overview

Live Processes let process owners build and launch simple process applications created with no coding, as described at Live Processes.

This section describes how to get started by designing and publishing a process through the Live Processes feature.

 

What you need to do

Here is how to create and publish a new process using this feature:

 

1. Model the process flow

Define the Process flow.

The chain of activities is the fundamental structure of the process. Elements (tasks, gateways, etc) are included in accordance with process' requirements.

 

2.1 Define Forms

Design the user interface with the information that will be displayed in the activities of the process.

Using the Forms Designer, you can have an intuitive and user-friendly structure to drag and drop the Bizagi Controls into a form and arrange them for best usability.

 

2.2 Establish Notifications

Compose the email notification messages and assign their recipients.

 

3. Process Routing

Define conditional flows to model business behaviors.

Determine the path that must be followed by the process flow when it reaches a Gateway.

 

4. Performers

Assign users to carry out activities in processes.

Each Task created for an end user requires a definition that lets Bizagi allocate the correct users within your organization.

Activities are displayed in each user's Inbox.

 

5. Alarms

Choose which users receive an email notification when a task expires.

 

6. Publish

Make your process available to end users after having ensured the process behaves as expected.

 

Example

Consider an Expenses Report process with Live Processes.

In this example, an employee registers their expenses from a business trip.

When the amount of expenses exceeds $100USD, an approval is required, and for each report, validation of the policies defined by the company has to be performed.

 

These requirements can be modeled with the following process:

 

LiveProcess01

 

 

 

note_pin

You can rely on Live Processes for non-complex processes.

To view supported features and consider the potential of this feature, refer to Guidelines when using Live Processes.  

 

Procedure

To produce a Live Process to match the model, follow these steps.

 

1. Model Process

In the Work Portal's Ribbon  find the Live Processes option. This option has a menu where you can choose whether to manage your existing Live Processes or create a new one.

 

LiveProcess02

 

Select New Live Process. Provide the desired name for your process and click Create.

 

LiveProcess03

 

LiveProcess04

 

Once you create the process, the Drawing Area displays where you can model the process.

It is quick and easy to create Process diagrams in Bizagi Work Portal. Just drag and drop the elements you want from the Palette or from the Pie Menu.

We describe the elements that appear in the Palette and the Pie Menu.

 

LiveProcess05

 

Once place an element on the Drawing Area, the element is editable. You can set its display name and the Palette for the element appears.

 

LiveProcess06

 

To edit a task's name or estimated duration, double-click on it. Bizagi interprets the unit you type as minutes, unless you specify it's hours by typing an "h". If the number you type is greater than 60, Bizagi automatically display it as hours and minutes.

 

LiveProcess06a

 

Connect the elements using the Flow Sequence tool located in the Pie Menu.

 

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Drag and drop the arrow into the element you want to connect. Elements dragged from the Pie Menu will be automatically connected.

 

You can continue to drag and drop shapes into the process until your diagram is complete:

 

LiveProcess01

 

If you need to change between an exclusive gateway and a parallel gateway, click the SwitchIcon icon in the Pie Menu and choose the desired shape.

 

LiveProcess51

 

Likewise, you can change your tasks into Email Tasks. Click the SwitchIcon icon in the Pie Menu and choose the desired shape.

 

LiveProcess77

 

2.1 Define Forms

The second step is to define the forms where end users interact with the process. Forms are available in User tasks and in Intermediate Events.

To perform this step, Bizagi uses a Forms Designer that with a what-you-see-is-what-you-get (WYSIWYG) interface, meaning that you can build a form and see exactly how it will display to end users.

 

All controls included in a Form can be reused within the same process, since a data model is created.

 

Click the activity where you want to create the Form, select the Form Designer icon in the Pie Menu.

 

LiveProcess27

 

The Forms Designer displays. If there is no Form previously built, the Forms Designer shows a blank display area.

 

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In the Controls tab on the left panel are controls you can drag and drop into your Form. You can also double-click the control you want to add.

Each control you include is saved in the process's data model and is available for all other User tasks and Intermediate Events within the same Live process.

In the Layout tab you can find Tabs, groups and Layouts that help you achieve the desired look and feel of the Form.

 

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Give each control display name before saving it. To change the display name double-click the control's label on the form, or select the control and set its display name in the control's properties.

 

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When all controls you need in the Form, click Save.

 

You can define a Summary Form which displays  when the case is finished or when a process is searched and there are no pending activities for the user, by clicking on the Summary Form button located at the top right corner of the Drawing Area dashboard.

 

LiveProcess54

 

 

2.2 Establish Notifications

Live Processes lets you add Email Tasks. This is useful when the process needs to notify people as the process advances. In our case, the task "Inform rejection" can be set as this type of task.

 

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Once we've set our task as an Email Task, it's time to compose the notification message. To do so, click the Email settings icon in the Pie Menu.

 

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A pop up window appears where you can configure who receives the email, set the subject line, and add content.

 

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You can message recipients from Bizagi's suggestions, or you can enter them manually in the field provided. This field accepts emails and system users.

Bizagi also allows you to add variables to your email's content. These variables are inserted by clicking on their respective icon. The available variables are as follows:

 

Icon

Function

Inserted Text

caseLink_icon

Inserts the case link.

<CaseLink>

caseNumber_icon

Inserts the case number.

<CaseNumber>

caseCreator_icon

Inserts the case creator's name.

<CreatorFullName>

 

 

 

3. Process Routing

When modeling the Process, include the routing rules that will help determining the path the process flow follows when reaching a Gateway.

 

Select the path to be defined as Default Path and, click the ElseIcon Else icon.

 

LiveProcess33

 

Once you have defined the default path, Bizagi shows the flow with an 'else' tag. Next, select the path where Bizagi will evaluate a set of conditions. Click the ArrowIcon Add Expression icon.

 

LiveProcess50

 

Click Add expression to create a condition. Click it again whenever you want to add a condition to the set.

 

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Provide the process attribute (defined in the Forms step) and build the condition according to your Business needs.

In our case, the request has to be approved when the Total Amount exceeds $100USD.

 

LiveProcess35

LiveProcess35a

 

Click Save and repeat the previous steps for the Gateway.

 

4. Performers

Define the work allocation for each Activity of your Process. Performers are the end users allocated to execute each Activity.

Each Activity needs a performer definition so Bizagi can allocate it correctly to the defined user in your organization.

Allocations are enabled for User tasks and None Events.

 

Click the activity where you want to configure the assigned user then, select the Settings icon located in the Pie Menu and go to the Performers configuration.

 

LiveProcess36

 

You can select the user who is going to perform the activity by selecting the options available in two tabs: Users & Groups or Predefined:

 

4.1 User & Groups

This option lets you select a user or a group of users in your project.

Users are named users available and created in the project.

User groups are:

Those that already exist on the project created in Bizagi Studio

Those created manually by users on the Work Portal.

For more information on manually created groups, refer to Managing User Groups.

 

When using User & Groups, you can select one of the available assignation methods:

 

By Load: The Activity is allocated to the user with the lightest workload or with the fewest “jobs pending” on the project. However, the system first checks whether anyone in the user's group has already worked on the case. If so, they are assigned the Task, regardless of the user's workload compared to the rest of the group.

 

Everyone: Allocations are given to all users who meet the condition below. The first person to take ownership of the case (i.e., click it in the pending inbox and then click take ownership option) is assigned to perform the task; consequently, it is no longer displayed for the others to see. If the person who was assigned to perform the task releases it, it becomes available again to all users who match the assignment rules.

 

Select the criteria: click the plusIcon icon.

To allocate a User, provide the name of the user (previously created in the Work Portal) in the search bar to assign them to this task. Select their username.

In our case, the Register Expense Report task is performed by user Bonnie Duff (username bduff).

 

LiveProcess37

 

For Groups, provide the name of the group and select it.

 

LiveProcess72a

 

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To delete a user or a group from your performers list, click the trash icon by their name.

 

delete_group

 

4.2 Predefined options

This option lets you select one of the predefined allocation methods:

Case creator: the user who created the case

Process owner: the user who created the Live Process definition

Current assignee boss: the supervisor of the user who is working in the Process

 

LiveProcess86

 

note_pin

The selected condition displays a confirmation mark (LiveProcess85) next to its name. Make sure you the mark belongs to your chosen option. When moving between tabs, the option changes as well. Live Processes will take the marked condition.

 

5. Alarms

Once you're done setting allocating work, you can set up alarms for each task individually. To do so, click the Settings icon on the Pie Menu, and then click the Alarms tab.

 

LiveProcess80

 

On this menu you can choose who receives an email notification when the task expires and whether or not this alarm is enabled.

To enable the alarm, click the Enable switch and check the users to whom the notification will be delivered.

 

LiveProcess81

 

6. Publish

When your process is ready and you have thoroughly validated that it behaves as expected, you can publish it in your Work Portal from the Manage Live Process dashboard.

Follow the details provided at publish to release your new process for your end users can start working with it.