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Process Workflow
Define the tasks and activities of your business process in BPMN.
How to setup the process 'workflow'? Basic elements
The ‘workflow’ is associated to a business process. It defines the structure of the tasks that conform a particular process, who makes them, in which order, how they are related (in sequence or in parallel), as well as all the other aspects that will define the operation of the process. Accordingly, each process of your organization (e.g. “Recruitment and Hiring”, “Office Supplies Request”, “Document Approval”, etc.) will have its particular workflow, which you will need to design from scratch
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Call Web Services from the process workflow
In Flokzu you have the possibility to call Web Sevrices (SOAP y REST) to carry out different operations such as enter data into a form, send information to an external server or even assigning a task. How can I call a Web Service from the process workflow? The first thing you should do is to place a Service Task at any stage of your workflow where you want to make a service call to a Web Service.  to complete a task. Once the time or date are reached, no action will be executed. This feature is useful since it generates relevant information about the performance of your users regarding their tasks. On the other hand, timers do have the function of executing an action once a certa
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Format Settings in Advanced Configuration
Once the account is created, there is some data that can be modified based on your preferred format settings. The formats that you can modify are the following: Date Format: In this field you can select between three different formats: yyyy/mm/dd dd/mm/yyyy mm/dd/yyyy Currency Symbol: The default currency symbol is '$', but you can select your own symbol
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Previous Participants
Who is considered a previous participant? We consider Previous participants of a process instance all those users that have interacted with the process instance (e.g. uploading a file, saving the process form, completing a task, approving a form, etc). That is, users that completed actions that can be seen in the process instance history. Who isn't considered a previous participant? Assignees to complete a particular task along the process and whom, for whatever reason, didn't
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Assign tasks through Web Services
In Flokzu you can assign tasks to different users through Web Service. This feature has many different uses. In this post we will discuss how to assign tasks to different approvers through Web Service. Let's imagine that each user has an approver that needs to check the information entered by the user. In this case, it wouldn't be useful to have the 'Approval' task assigned to a generic Approvers role. To achieve this approval logic through Web Services, you must follow these steps: Crea
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Problem: exit conditions
Problem description When completing a task, the following message is shown: "Exit conditions are not set up correctly. Please contact your Administrator." What does this message mean? This message means that after the task you are trying to complete there are one or more exclusive or inclusive gateways that have exit conditions, but the process instance does not meet any of the conitions, which is why the process instance can't move forward. How to fix this? If you h
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Integrating Zapier to connect your process with other web apps
What is ‘Zapier’? Zapier is a tool that allows you to link web applications (such as Salesforce, Dropbox, Gmail and Flokzu) in a simple way, so as to exchange information between them automatically. You can link apps (known as creating a ‘Zap’) by selecting one of them as the ‘trigger’ (the one that provides the information), and another app as the ‘action’ (the one that performs some action with the information received).
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How to link processes? (launch a process instance from another)
Usually business processes are linked and some depend on others. Once the Recruitment process is completed, the Induction and Training process begins. Upon completion of a sale, the Invoicing process has to be launched. And like these, there are many more examples. The advantage of modeling processes independently and interconnecting them is that you can measure them separately. You can know exactly how long it takes to complete each one and get individual metrics. In addition, the modeling is
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Assigning due dates to tasks and raising alerts when overdue.
Time management is very important in BPM, because it allows you to set due dates for the tasks that should be completed. If your organization has many users and the tasks to be completed by each one are diverse, it is preferable to set due dates to make sure that each task be completed in due time and manner. Read below how you can assign due dates to your organization’s tasks, as well as the different ways to assign due dates. Assign due dates to a task In Flokzu there are three ways to
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What is a 'Send Task'?
Send Tasks are those tasks that allow you to send emails to whomever you wish to in a completely automated way. To set up Send Tasks in the workflow, you only need to drag the event with an email icon and drop it in any part of the workflow. Name: The name s
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Inclusive Gateway to parallelize the workflow
Many business processes require parallelism. Sometimes you just need to assign tasks to different people simultaneously rather than sequentially. This usually occurs when tasks are independent from each other. To enable this, you need to parallelize the flow and assign different tasks (as many as you want) to different users. To parallelize the flow must use an inclusive gateway in the Process Workflow. . To edit a User Task, drag and drop the icon to the diagram and double click on it. The tabs of a User task are the following: Assignees: In this tab you must define which user/role must complete this task. Also, you may opt for dynamic assignation (See post). Decis
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How to set up interruptive timers?
Interruptive timers can only be associated to User Tasks and must be defined in the process workflow. To use interruptive timers, set a due date to establish when a task should be completed as well as an alternative path in your flow. If the due date is reached and the task was not completed, the task will be cancelled and the flow will follow the path indicated by the timer. This means that the flow will follow what is reached first: the task or the due date that was established. The
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How to automatically start a process? (Timer Start Event)
Some processes need to be triggered periodically or at a specific time/date. What happens if the person responsible for triggering a process forgets to do so? Or if he/she is not available? Wouldn’t it be better to schedule the process so that it starts automatically? Well, now in Flokzu you can do just that by using a Timer Start Event. Timer Start Events can be used instead of the traditional Start Event to set a specific date or cycle (e.g. every Monday at 9 a.m.) that will trigger the star
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Interacting with external participants
External participants This feature allows the interaction with participants that don't have a Flokzu account. If the task has been set up to obtain the assignees from a field, and in that field there is an email that doesn’t belong to the account, then that participant is considered as an external participant and he/she will receive an email with a link to participate (as long as this feature is enabled). External participants can't complete tasks, neither view form fields nor modify th
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Exclusive gateway to divide the flow
The exclusive gateway is a BPM element that allows you to divide the flow into exclusive paths according to the conditions that you define. This means that when the process instance reaches that point in the workflow, the defined conditions will be evaluated and, according to that result, the process instance will continue by one path or another.
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How to set up non-interruptive timers?
Non-interruptive timers can only be associated to User Tasks and must be defined in the process workflow. To use non-interruptive timers, set a due date to establish when a task should be completed as well as a parallel path in the flow. If the due date is reached and the task was not completed, the task will not be cancelled; rather, the flow will run in parallel by the path indicated through the timer and by the task the timer is associated to, which will remain active. The foll
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User task assignment, fixed and dynamic.
There are several ways in which you can assign a User Task to be completed. Fixed assignation On the one hand, there is fixed assignation, where you assign a specific user or role to complete a certain User Task. By assigning a specific user, only that user will view in his/her Inbox the task to be completed. On the contrary, if you assign a role, all the users under that role will receive in their Inbox the task to be completed. Dynamic assignation Users or Roles Combo Bo
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How to define a due date for tasks?
The duration of a task must be defined in the workflow modeling. It is an optional configuration and it works independently for each task (you may define different durations for each task in your flow). To define a duration, place the pointer onto a particular task and double click on it. The task configuration window will open. Next, go to the ‘Due Date’ tab and click on the section shown in the image below. : General Readers > The users and or/roles to whom you give this permission will be able to view related process instances at any stage (even finalized instances). Readers when completed > The users and/or roles to whom you give this permission will be able to view finalized process instances.
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Update process instance
Not only can you link a father process to a son process, that is, to link a new process to an existing process, but you can also update the existing process when something on the new process happens. This is particularly useful when two processes run in parallel and they need to share information between them in order to be completed. In this example, we will link two processes: Recruitment and Hiring and Induction. If the Induction process is not completed, then the Recruitment and Hiring pro
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Updating an instance to the lastest process version automatically
In Flokzu you have the option to update process instances to the last deployed version automatically when they're opened. This is useful when you want that the changes introduced in a process can be seen as soon as possible, to prevent users from being working on multiple versions of the same process. If, on the contrary, you don't want that process instances be updated automatically when they're opened
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