Applied type

Described below is the examples of patterns used frequently in the actual work, which use document registration, collaboration, loop, function, and so on.
In addition, the procedure to use the exiting Workflow settings using the import function and the clipboard is described.

Scenario of This Workflow

This is an example of the Workflow to create and approve the contract.
Sales personnel A of the Company XX creates the contract draft.
Next, exchange opinions on the provisions of the contract draft with the legal personnel B in CollaboSpace.
A creates the contract that the results are applied and submits it to the Sales Dept. Manager C who is his superior.
C checks the contract received from A, and if there is any problem, send it back to A.
For the approved contract, set the approval date automatically in the Workflow.
When the contract is approved, store the approved contract in the [Contract-related] folder of DocumentSpace. Report the Sales Dept. Manager C by mail that the contract was stored as well as the approval date.

The flow of this scenario is as follows:

Operation
  1. [Contract Draft] Assignee: Sales personnel A
    Create the contract draft.
  2. [Legal Check] Assignee: Sales personnel A
    Request the provision check of the contract to the legal personnel B in CollaboSpace.
  3. [Contract Finalization] Assignee: Sales personnel A
    Apply the check results to FIX the contract.
  4. [Approval] Assignee: Sales Dept. Manager C
    Check the contract and it is approved in case of [Approved]. In case of [Not Approved], it is sent back to the sales personnel A.
  5. The [Set Approval Date] system is automatically performed.
    When it is approved, the approval date is automatically set.
  6. [Register Document] assignee: Sales personnel A
    Register the contract after approval.
  7. The [Registration Notification] system is automatically performed.
    Notify the Sales Dept. Manager C by mail that the contract has been registered.

Configuration of This Workflow Definition

Creating Workflow Definition

Described below is how to create a Workflow definition.

The user performing the workflow activity here needs to be authorized as a definition creator.

Operation
  1. Perform step 1 to step 6 of Creating Workflow Definition in the topic "Basic Type" described above.
    The [Create Workflow Definition] window appears.
  2. In [Definition Name], enter the name of the Workflow definition to be created. Next, click [Create].
    The [Edit Workflow Definition] window appears.
  3. Click [Import].
    The [Definition Import] window appears.
  4. Click [Read-only] of [Definition File].
    The [Choose File] dialog box appears.
  5. Specify the location where the export file of the "Workflow: Basic Type" is saved. Select "Workflow: Basic Type.xml" and click [Open].
    You will go back to the [Definition Import] window.

    When the [Delete resources before importing definition.] checkbox is marked and import is performed, the information on the assignees and responsibles set in [Workflow: Basic Type] is deleted.

  6. Click [Import].
    Displays the confirmation dialog box.
  7. Click the [OK] button.
    The [Edit Workflow Definition] window appears.
  8. Copy [Contract Draft] to the clipboard.
    Select [Contract Draft] in the Draw area of the [Edit Workflow Definition] window and click ([Copy] icon) in the [Editing Buttons] area.
  9. Select [Clipboard] from the selecting items of the [Activity] area.
    Displays [Contact Draft] copied in the step 8.
  10. Place the icons other than [Contract Draft] and [Registration Notification] as shown in this Workflow Definition configuration.

    To draw a line from [Approve] to [Contract Finalization], use the ([Add Node] icon).

    1. Delete the line between [Contract Draft] and [Registration Notification] and adjust the position so that five icons are placed on the right of the contract draft.
    2. Drag and drop the [Basic] > [Collaboration] icon and change the name to [Legal Check].
    3. Drag and drop [Clipboard] > [Contract Draft] in the Draw area and change the name to [Contract Finalization].
    4. Drag and drop [Clipboard] > [Contract Draft] in the Draw area and change the name to [Approval] .
    5. Drag and drop the [Application] > [Attribute Settings] icon in the Draw area and change the name to [Approval Date Setting].
    6. Drag and drop the [Document Operation] > [Document Registration] icon in the Draw area and change the name to [Document Storage].
    7. Connect between icons with a line.
  11. Refer to the step 19 to the step 20 of "Creating Workflow Definition" in the topic "Basic Type" and specify the assignee, the responsible, and the task space to be used to the following activities.

    The task space to be specified needs to be created in advance.
    For details on how to create the Task Place ➯ <CollaboSpace Help>

    1. Click [Select Task] of [Basic Attributes].
    2. Search the CollaboSpace for the legal check. Enter the value to be searched in [Task Name] or [Task ID]. ([Task Name] is used in this example.)
    3. Select the task to be added and click [Add].
    4. Click [Set] in the [Legal Check] window.
      • Approval Date Setting
        Specify the Sales Dept. Manager C as the assignee and the responsible.
      • Document Registration
        Specify the sales personnel A as the assignee and the Sales Dept. Manager C as the responsible.
  12. Create the user-defined attribute.
    Select [Contract Draft] and create the following attributes in the same procedure as the step 21 to the step 23 of Creating Workflow Definition in the topic "Basic Type".

    Table: Attributes Created in the User-defined Attributes (1)

    Attribute Value Data Type Mode Others
    Contract Draft Storage Document Single-value Refet to Setting [Contract Draft Storage] for details.
    Contract Finalization Storage Select [Document]. Single-value -
    Approval of the contract Select [String]. Single-value Mark the checkbox of [Set an enumeration value.].
    Enter the value to be registered as enumeration ("Approved" and "Not Approved" in this case) in the enter column on the right of [Enumeration]. Then, click the [Add] button to add each value.
    Refer to Setting [Approval of the contract] for details.
    Approval date Select [Date and Time]. Single-value -

    Fig.: [Contract Draft Storage] Setting

    Fig.: [Approval of the contract] Setting

  13. Use [System Attribute] to create the user-defined attribute.
    In the [User-defined Attributes] area, click ([Add Attributes from the System Attributes.] icon). Next, click the "Description" for the following activities.
  14. Set the activity description for the following activities. The attribute created here appears in the form as a [Description] attribute of [Basic Information] set in the step 13 when the activity is started.
    Select the [Activity] icon of each activity and click the [Show Details] icon in the [Writable Buttons] area.
  15. Click the [Basic Attributes] tab. Enter the following details in [Description].

    Table: Details Entered in [Description]

    Activity Name Details to be Entered
    Contract Draft An activity that the sales personnel A creates the contract draft and stores it in DocumentSpace.
    Legal check A task to exchange views and information on provisions of the contract between the sales personnel A and the legal personnel B.
    Contract Finalization Contract Finalization An activity that the sales personnel A creates the fixed contract again after checking the provisions with the Legal Dept. and stores it in DocumentSpace.

  16. Add the created User-defined Attributes into the form.
    Add the following attributes in the same procedure of the step 24 to the step 26 of Creating Workflow Definition in the topic "Basic Type".

    Table: Details Added to the Form

    Activity Name Attribute to be Added Permission Others
    Contract Draft "Description" of the "Contract Draft"
    Contract Draft Storage    		 Read-only
    Mandatory    		 -
    Legal check "Description" of "Legal Check" Read-only  
    Contract Finalization "Description" of "Contract Finalization"
    Contract Finalization Storage    		 Read-only
    Mandatory    		 -
    Approval Contract Finalization Storage
    Approval of the contract    		 Read-only
    Writable    		 -
    [Default Value] selects [Approved].

  17. Set the transit conditions for the [Approve] activity in the [Edit Workflow Definition] window.
    Select the [Approve] icon and click the [Show Details] icon of the [Editing Buttons] area.
  18. Click the [Transition Conditions] tab.
    Click [Contract Finalization] and [Approval Date Setting] of [Next Activity] in the [Transition Conditions] page displayed.
  19. Set the following details for two of next activities.
    Click the [Set] button after setting is completed.

    Table: Transition Condition Settings

    Next Activity Transition Name Description Type Condition Condition Expression
    Contract Finalization Not approved Send it back to the sales personnel A. Specify the conditions Basic Entry
    Click "Add".    		 Enter "User-defined Attributes", [Approval of the contract], [=], and [Not Approved] for the value.

    For more details ➯ Transition Condition Setting
    Approval date setting Approved Transition to the approval date setting. Default - -

    Fig.: Transition Condition Setting

  20. Specify [Parameters] for [Approval Date Setting] and [Document Registration].
  21. Perform the step 31 to the step 34 of Creating Workflow Definition in the topic "Basic Type".
    This terminates creation of the workflow definition.

    In this example, the warning appears when the definition check is performed. This always appears when the loop is detected. When any other errors and warnings don't appear, you can complete the activity.

Publishing Workflow

➯ Publishing Workflow

Starting Workflow

For details of the topic [Basic Type] ➯ Starting Workflow

Performing Workflow

Operation
  2. Click the [Activity List] link in the [Workflow Top] window.
    The [Activity List] window appears in the lower frame.

    When the [Workflow Top] window appears, the [Activity List] window appears in the lower frame by default.

  3. Select the [Assigned] tab, [Delegated] tab, or [Completed] tab depending on the activities to be listed.
    The activities corresponding to the selected tab are listed

    See the following pages for more details:
    ➯ [Assigned] tab page
    ➯ [Delegated] tab page
    ➯ [Completed Activities] tab page

  4. In the [Activity List] window, [Workprocess] window, or [Task Place] window of CollaboSpace, click [Contract Draft] or ([Show Activity] icon) of [Contract Draft].
    The [Form] page of the [Activity] window ([Contract Draft] window in this case) appears.
  5. The sales personnel A creates the contract draft and saves it in any location.
  6. Click [Start Activity] in the [Form] page of the [Contract Draft] window.
    The folder displayed in the attribute value of the Attribute Name [Contract Draft Storage (mandatory)] changes from [Not available] to [Available].
  7. Click the folder displayed in the attribute value of the Attribute Name [Contract Draft Storage (mandatory)].
    The [Contract Draft Storage] folder of DocumentSpace is open.
  8. Select [Document Registration] form [Hierarchy Operation] in the [Contract Draft Storage] folder of DocumentSpace.
  9. Click the [Read-only] button in [Content] of the [Document Registration] window displayed and select the document created in the step 4.
    Select and click the [Register] button.
  10. Confirm the details in the [Confirm Registration] window and click the [Register] button.
    Close the [Document Registration Completed] window displayed.

    When the system cannot identify the content type of the document, the following confirmation message may appear. "There is a file that the content type cannot be identified. Select the content type."
    When the message appears, confirm the content type of the document to be registered and select it from the drop-down list.

  11. You will go back to the [Form] page in the [Contract Draft] window of Workflow.
    Click the [Refresh] button displayed in the attribute value of the Attribute Name [Contract Draft Storage (mandatory)].
    Displays the document stored in the step 8.
  12. Click the [Complete Activities] button.
    When the [User Confirm] dialog box is displayed
    1. Enter the user ID in [User ID].
    2. Enter the password in [Password].
    3. Click [OK].
      After the login succeeds, the [User Activity Completed] window appears. When the login fails, an error message is displayed.
  13. Click the [Close] button.
  14. Transit to [Legal Check]. The sales personnel A who is an assignee performs the step 1 and 2.
  15. Click [Legal Check] as in the step 3. Next, click [Start Activity] in the [Form] page of the [Legal Check] window.
  16. Click the [Basic Attributes] tab. Click [OK] for the confirmation message displayed.
  17. Click the URL of the Task Space displayed to the assignee.
    The Task Space window for the legal check appears.
  18. Exchange opinions with the legal personnel B about the contract created in the step 4.
    After consultation with the personnel B in the Legal Affair Dept., go back to the [Legal Check] window of the Workflow and click the [Complete Activities] button in the [Form] page.
  19. The sales personnel A corrects the contract and saves it in any location.
  20. Perform the step 5 to the step 11 of [Contract Finalization] in the same way.
  21. The Sales Dept. Manager C clicks [Start Activity] in the [Form] page of the [Approval] window.
  22. Click [Download] icon.
    The [File Download] dialog box appears.
  23. Click [Save].
    The [Save As] dialog box appears.
  24. Specify the location where the document is saved and click [Save].
  25. Confirms the FIX document detail. When it is approved, click [Complete Activities].
    When it is not approved, select [Not Approved] and click [Complete Activities].

    In this example, [Approved] is set as a default.


    1. In case of [Approved]
      Transit to the next activity and [Document Registration] and [Mail Notification] are automatically completed.
    2. In case of [Not Approved]
      Transits to the [Contract Finalization] activity. [Contract Finalization] is reassigned to the sales personnel A who is an assignee. Perform from the step 17 again.
    When the approval is granted, the workprocess is terminated.

This terminates the Workflow sequence of the Applied Type.

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