M201: Run the Defined Business Process as a Workflow System

Business Process definition (new addition / update / deletion) is performed from the [App settings] menu. The workflow is defined by placing icons on the flow diagram. The completed business process definition is called an [App], and operates as a workflow system immediately when the [Release developing version] button is clicked.

1. To create an App

1. Draw a Flow Chart

Arrange the Step icons and connect them with arrows to express the flow of work

2. Setting of Data Items

Define the [Item name] and the [Data type] of input items that are to be passed through the workflow (M205)

3. Setting the Permissions

Set each Data Item to be read or input, at each step

4. Setting Branch Splits

Set Splitting rules for each Split point

5. Listing Personnel to be Offered

List the candidates who will be responsible for operating each step (M209)

• All settings are done in the browser (Flash Player / constant connection is required)
• There is no session timeout due to inactivity (There is a possibility of session termination due to a change in the communication status)
• Simultaneous editing by multiple people is not supported (Apps will be overwritten with the latest edit)
• User department and role information is managed system-wide (cannot be set individually for each application)
• More than 500 sample [Apps] have been published in the sample archive (extention: .qar）

R2010: List of Task Icons (BPMN)
R2012: Limits on the Business Process Definition

2. Running as a Workflow System

a. Activate

To build a new Workflow system or to update the version, click on the [Release developing Version] button

b. Suspend

To disable the Start new Process action, click on the [▼App] button, then select [Suspend]

c. Restart

To make a suspended Process Model operable again click on the [▼App] button, then select [Restart]

• A workflow App containing definition errors cannot be released
• The version number of a Process Model will be given at each time of releasing
• You can leave a version note when the App is released
• Even if the version is updated while an operation is in progress, each operation continues to flow according to the process definition at the start of operation
• The option of terminating all the Processes in progress upon [Suspend] is also available

3. Updating The Specifications of The Workflow System

1. Modification of App settings

Update the Split settings or operating candidate settings, etc.

2. Save and Release

Release the new version

• Once you create a new App and release it, it will run as "version 1"
• Configuration changes after the initial release are automatically saved as "Version 2" (this does not affect running Apps)
• In order to update the App to "version 2", release version 2 again

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Z. Additional Information: Test operation as a workflow system

a. Debug execution

Conduct [Debug process execution] on the Developing version of an App flowing an Issue to check its operation

• You will be able to flow an Issue on the Developing version, even without [Releasing] it
• You can select any [First Step] from which to debug the App
• It is also possible to operate all of the Steps by yourself (by using the option "Allocate all Tasks to me")
• You can select a [Profile] If you are using [Variable] in the app settings
• FAQ: How Do I Conduct Operational Tests on a Running Workflow App?

Z. More Info: Reverting an [App] to Previous Version

a. Duplicate

[Copy] and run as a separate app

• Only the Definition information will be duplicated (Data Items (Business records) will not be duplicated!)
• If you need to inherit the case data, you need to manually edit and update the current version

Z. More Info: Deleting [App] (Cannot be recovered!)

a. Delete

[Delete] the App only when you want to delete all the definition information and business data in the App

• Select [Suspend] if you need to keep a record of the business data
• “Active” Apps cannot be deleted. To delete an Active App, you must [Suspend] it before you [Delete].

X. Workflow-Sample

• 2018-03-05 (Work Request flow): Episode 577: Work Request Flow is the Basic of Workflow
• 2017-12-04 (Order FAX Handling): Episode 564: Store Received FAX on Unlimited Cloud
• 2016-03-22 (Cartoon Creation flow): Episode 475: Business Process that Finishes "Manga" upon Creating "Scenario"
• 2016-02-22 (Approval Request): Episode 471: I won't Give an Approval to My Own Application! (by a director of a department)
• 2015-12-28 (Procurement Request): Episode 463: Procurement Request (Starter Template)
• 2015-12-21 (Planning-Approval flow): Episode 462: Planning - Approval (Basic Business Pack)
• 2015-11-09 (General-purpose work request): Chain of Request is what Workflow is for (Product Tryout with Simple Requests)
• 2015-01-13: Let's Standardize 'Proposal Creation Process'!
• 2014-11-04: Create a Mechanism that 'Daily Report' which might have been Piled up, won't be so!