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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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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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Conditional event and interruption of user tasks
The conditional event will listen to the changes in form fields and, in case that the condition defined on a conditional event is met, the path established as exit of the conditional event will be executed. The conditional event will always be listening to the changes as long as the task to which the conditional event is associated to has any active documents. For this reason, if a document hasn't r
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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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How to link processes?
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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Public Form: allowing external participants to initiate processes
A public form is a type of form that any person can view and complete, even those who are not active users of your organization, that is, users who do not have a Flokzu account. After creating a process, you may establish it as a public form if you wish to, so that any person with the link to your f
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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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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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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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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 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. . External participants can't complete tasks, neither view form fields nor modify th
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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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What are 'Intermediate Timers'?
Unlike interruptive timers and non-interruptive timers, an intermediate timer allows you to delay the execution of a certain step of your process. Once the flow reaches an intermediate timer, it starts counting the time and the flow stops. Once the time interval is reached, the flow continues along its path. The feature is only available to Premium accounts and you can set it up like this: . 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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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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Readers and process instance visibility at the process/task level.
There are two types of readers (people who can see a process instance): 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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Documentation and instructions in a User Task
In Flokzu you can add documentation to each User task of a process. What should I use it for? This section allows you to, among other things, add instructions for the assignees of a given task so that they can check if there are any procedures to complete a certain field, if they have to take special care about something, and any other thing you want to communicate
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Insert attachments in a Send Task
Can I insert attachments in a Send Task? Yes, you can. In the same way that you can insert form fields in the body of a Send Task, if you insert an attachment field in the body of the message, it will be attached to the Send Task. If you want to insert an attachment in a Send Task, simply start typing the attachment field name between {{ }}. Example: {{Purchase order}}, which will attach the previously uploaded file int
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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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