Tungsten Invoice Workflow

Process Modeler Guide

Version: [Link]
Date: June 2025
© 2015-2025 Tungsten Automation. All rights reserved.

Tungsten and Tungsten Automation are trademarks of Tungsten Automation Corporation, registered in
the U.S. and/or other countries. All other trademarks are the property of their respective owners. No
part of this publication may be reproduced, stored, or transmitted in any form without the prior written
permission of Tungsten Automation.
Table of Contents
INTRODUCTION ................................................................................................................................ 4
Logging In..................................................................................................................................... 4
Overview ...................................................................................................................................... 6
PROCESS DEFINITIONS TAB .............................................................................................................. 6
Action Buttons ............................................................................................................................. 7
GRAPHICAL DESIGNER TAB ............................................................................................................ 18
Configuring an activity ............................................................................................................... 21
Configuring transitions between activities ................................................................................ 40
ACTIVITIES TAB ............................................................................................................................... 52
Activity Line Entries ................................................................................................................... 52
Attributes Action buttons .......................................................................................................... 53
TRANSITIONS TAB .......................................................................................................................... 56
PROCESS RELEVANT DATA TAB ...................................................................................................... 57
Setting up Process Relevant Data .............................................................................................. 57
PRD SECURITY TAB ......................................................................................................................... 64
Setting up PRD security ............................................................................................................. 65
Turning on security .................................................................................................................... 68
FORMS TAB .................................................................................................................................... 70
PUBLISHING THE WORKFLOW ....................................................................................................... 71
ADVANCED TOPICS......................................................................................................................... 71
Document rendezvous (auto-matching).................................................................................... 71

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Introduction
The Tungsten Invoice Workflow Process Modeler enables an administrator to design and edit workflows.
It builds a graphical representation of the workflow process as well as offers the following functions:

 Name the workflow

 Define individual activities (both manual and automatic) within the workflow
 Assign owners and participants for each activity
 Define rules (transition conditions) for how content may enter and exit each activity
 Link a business calendar to a workflow or activity
 Monitor durations of individual activities and process instances, and control movement of work
items based on those durations
 Configure approval functions at two levels (activity level and process level)
 Provide automatic notification to owners based on specific activity-level or process-level events
 Provide automatic notification to work item recipients upon entry into an activity
 Incorporate custom agent and plug-in functions and validation scripts into the workflow
processing
 Integrate the workflow into various ERP systems
 Integrate the workflow into Content Manager (document repository)
 Attach multiple content items to a single process instance
 Automatically attach content to a process instance
 Manually index process instance data elements
 Set up security for user access to activities based on process relevant data (PRD) values
 Integrate Forms into the workflow
 Revise the workflow while it is actively running

The Process Modeler is a thin client application that when launched will dynamically self-install onto the
Workflow Administrator’s workstation. Process Modeler users must be authenticated to the server. It is
strongly recommended that only a limited number of persons who have been thoroughly trained in
the concepts and operation of the product be allowed access to this software. Those individuals may
or may not be the same individuals who are responsible for the day-to-day administration of the
workflow environment once it is put into production.

Note: This document assumes that the reader has a working knowledge of Tungsten Invoice Workflow
terminology. These terms and concepts can be found in the Workflow User Guide.

Logging In
Open an internet browser and point to [Link] to sign into Tungsten Invoice
Workflow. Then click the Process Modeler icon on the navigation bar. The icon will only be visible to
those users with permission to access it. If you think you should have access, but don’t see the icon,
contact your Workflow Administrator.

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Launching Process Modeler

Selecting the Process Modeler icon will launch the Process Modeler.

Process Modeler Launch Page

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Overview
If designing a new process definition, click New. You’ll be prompted to type a Name and Description,
then click Save. See the section titled Process Attributes for more details on this screen.

The next step should be to define the relationships between the Content Manager index definition data
and the Workflow process relevant data (PRD) that is attached to each process instance in the workflow.
This is because building a process definition will rely heavily on testing various index values derived from
the Content Manager index definition to determine routing paths throughout the workflow. This
function is explained in detail in the Process Relevant Data Tab section.

Each time the Scheduler passes a content item from Content Manager to Workflow, it initiates a new
“instance” of the process defined, thus the term “process instance”. As the content item, now called a
“work item”, moves through the process, it will, in most cases, acquire additional identifying data items
that will later be used as index values to retrieve the work item from Content Manager or from within
the workflow itself. The data items that are attached to the process instance are collectively referred to
as PRD. The Process Relevant Data Tab allows for the definition of the relationships needed to keep the
process relevant data and index definition data in sync throughout the workflow process.

The next step is to lay out a visual representation of the workflow by creating manual and automatic
activities using the Graphical Designer Tab. Once an accurate representation of the process has been
defined, begin to add attributes and options to the various Activities. Then define the pre- and post-
transition conditions that govern the routing of the work item through the process on the Transitions
Tab.

The order of the next four steps, while each necessary to complete the process definition, is irrelevant:
1) assign process and activity owners, 2) assign activity participants, 3) define the data views for the
PRD, and (4) assign the manual activity options. These tasks are explained in greater detail later.

The final two steps, which are both optional, are setting up security on the PRD Security Tab and forms
on the Forms Tab. These will also be explained later in this manual.

When the above steps have been completed, a working model of the process will have been achieved.
All that is left to do is to publish and begin testing.

Process Definitions tab

The Process Definitions tab displays a list of all process definitions for which the logged in user is the
creator or an owner.

The list order can be sorted by clicking on the column headings at the top of the list box. Process
definitions can also be filtered by Status by clicking the Filter icon . The ID is a numerical ID
automatically assigned by the system to the process definition when it is created.

The attributes of a process definition can be reviewed in read-only mode by selecting the process
definition and clicking on each tab, but to make any changes, you’ll need to click the Edit button.

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The Process Definitions tab contains a set of action buttons that allow various functions to be performed
against a process definition at the process level, as described below.

After making any changes to a process definition, be sure to click Update. Click Done to close the
process definition after updating or when finished viewing. Click Exit to close Process Modeler.

Action Buttons
New
Click the New button to create a new process definition (workflow). See the Overview section above for
a summary of the steps required.

Edit
Click the Edit button to edit the selected process definition.

A process definition can be edited at any time. However, once a process definition has been published
and contains work items, certain functions will be disabled and this function would be considered a
“Limited Edit” mode. If changes must be made to the fundamentals of the graphical design, transition
conditions, or PRD at this time, the process definition must be revised instead.

Scenario 1: The process definition has been published, but before putting any work items into the
workflow, a design change is needed. Because there is no process instance data in the database related
to the process definition, it can be modified in Full Edit mode. Select the process definition to be edited
and click the Edit button. A system prompt is displayed, stating that the process does not have any
historical or active instances and asking if you’d like to set the process definition back to an Under
Creation state. Click Yes. Now it is possible to make changes to any aspect of the process definition.
When the changes are complete, the process definition will need to be published again.

Scenario 2: The process definition has been published and contains data in the form of process instances
(work items) due to testing, but it is not yet running in a production capacity. In this case, the process
can be modified in Full Edit mode, but only after deleting all the data from the workflow database.

To delete the process instances from the workflow database, select the process definition to be purged
and click the Edit button. Select the Delete Capable (Allow Instance Purge) checkbox, then click the
Update button. The process definition is now eligible to be purged one time.

The final step is completed in the Workflow Administration Module. From the Workflow Administration
> Manage Process Instances screen, select the process definition (be sure to check the revision number)
and click Delete Instances to delete all active and completed process instances (including all associated
notes and history).

A message asking you to confirm the deletion will be shown. Click OK to proceed.

Now it is possible to make changes to any aspect of the process definition as described in Scenario 1.

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Scenario 3: If a process definition has previously been published and contains live data in the form of
process instances (work items) from running in a production capacity, the workflow cannot be purged.
In this case, changes can only be made in a “Limited Edit” mode. This means that only certain elements
of the process definition can be edited, including:

1. Add or remove participants in activities

2. Select or remove authorizers
3. Add or remove activity owners
4. Add or change durations
5. Enable or disable email notifications, and modify the text of custom notifications
6. Add, change, delete or reorder process notes
7. Change or add manual activity options
8. Change data views and their options

Be sure to click Update after making any changes. If changes are needed that modify the basic process,
including the database and tables that support the design, the process definition must be revised
instead.

Unlock Process
If you click Edit and get the following message, “This Process is under edit by user
[Link]. Please try again later”, it means another user is already editing the selected
process definition or the session timed out while a user had the process definition in Edit mode.

To unlock, click the Status button, then Unlock Process. This option should be used only if a process
definition becomes locked to a user because of a system crash. Otherwise, someone else may have the
process under edit and will lose changes if the process is unlocked before saving.

Delete
Click the Delete button to delete the selected process definition. A warning will be presented before the
delete is initiated. This option should only be used for process definitions that are still in the testing
phase. If there are process instances in a process definition, the process definition cannot be deleted.

Owners
Click the Owners button to view or assign owners to the process definition. Process owners can view
and access their process definitions in the Process Modeler. Owners are sent various action messages
based on the radio buttons selected when configuring Email Notifications. To assign or unassign owners,
the process definition must be in Edit mode.

Status
The Status button displays the status of the process definition, which can be changed in this window
(once the process definition has been published). The screen also displays statistics, such as the total
number of active process instances.

A hidden button, Unlock Process, will appear only when the process definition is in Edit mode in a
second session. This occurs when a second user attempts to edit a process definition (or a session times

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out while a user has a process definition in Edit mode). Unlocking the process definition will remove the
other user’s lock on the process and make it available for editing. This option should be used only if a
Process definition becomes locked to a user because of a system crash. A message will ask if you are
sure you want to unlock the process.

Unlock Process

Publish
Click the Publish button to set a process definition into motion, creating the various databases and
programmatic constructs that control the process definition. To publish a process definition, select the
Process definition and click Edit. This will activate the Publish button. One published, the Process
definition status will be “Released.”

If anything is missing from the process definition, prompt windows will give warnings as well as list any
critical process validation errors that do not allow the process definition to be published.

Once a process definition is published, fundamental operational changes can only be accomplished
though the Revision process or by deleting all data associated with the process definition instances from
the Workflow database (during testing only).

Note: If using Reporting, it will be necessary to go to Global Administration > Other Settings > Reporting
& Navigation Bar URL Configuration and click the Update Schema button to update the reporting
database schema after new process definitions and index definitions have been created or when fields
have been appended to an existing index definition. This is to update the reporting database schema and
avoid errors when running queries on reports. See the Workflow Administration Guide for more
information.

Revise
The Revise button allows a published process definition to be revised while the original version is still in
production. Revisions create an entirely new workflow schema that retains the same process definition
name but is distinguished from the original by a revision number.

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The revision process is a way of copying the process definition to make changes to it but linking the
information to the original workflow database. By doing this, the data integrity is maintained and user
inquiries are conducted into the same database tables (or workflow) even though there may be multiple
revisions published in various states.

To begin a revision of a process definition, select the process definition and click Edit. This will activate
the Revise button. Click the Revise button. A prompt will ask “Are you sure you want to revise Process
Definition …”.

Clicking Yes will copy the process definition in full with all of the transition logic, attributes, participants,
etc., of the original. The only difference is that the Status of the new process definition will be “Under
Creation”.

Revision – Under Creation

Once the changes are completed, the revision must be published and tested just as the original process
definition. After publishing the revision, the former version will have a status of “Superseded” and any
new process instances will be created in the revised process.

Revision - Superseded

Both process definitions will appear in the participants’ worklists until all the process instances in the
previous version have been fully processed (residing in END activity). At that point, the status of the
previous version can be changed to Inactive and the previous process definition will no longer appear on

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worklists in the Workflow web client. However, the original process definition should NEVER be
deleted!

Copy
The Copy button makes an exact duplicate of the selected workflow. It allows for the assignment of a
new name and optionally copies the users, groups, authorities, etc., to the new process definition.
However, this new workflow will not be linked to the original workflow the way a revision would be.

Import
The Import button allows for the import of a process definition that was created using the Export
function of the system. A typical Windows file selection dialog box will be displayed to allow for the
selection of the file to import. Options are importing as a new process definition (Standard Import) or
importing as a revision. Importing as a revision will allow previously exported processes to be imported
as a revision to an existing workflow. Refer to the table below for more information on what features
will be brought in from each option.

Export
This button allows for the export of a process definition. A typical Windows file save dialog box will be
displayed to allow for the export of the process definition to a predetermined location.

Process definition Feature Standard Import as a

Import Revision
Process attributes (i.e., description, process plug-ins, search options) X X
Process diagram X X
Activities, including: X X
 Data view settings
 Lookup/Validation URLs
 Standard options (i.e., Allow view notes, Allow view PRD, etc.)
 Approval Settings
 JDE Integration Settings
 Auto Forward Settings
 Activity Plug-ins
 Process Notes
 Activity Attributes (i.e., duration limits, agents, email
notification, etc.)
Transitions and Transition Conditions X X
Process Relevant Data, including: X X
 Data view for search results and mobile view
 Index definition mappings
 Auto Attachment Settings
 Current activity update PRD setting
 PRD Security settings (no Users or Groups)
Agent Settings X X
Plug-in Settings X X

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Process definition Feature Standard Import as a
Import Revision
Activity Participants and Activity Owners (copied from current version X
and activity with the same name)
PRD Security User and Group settings (copied from current version) X
Business Calendars
User Defined Lists (UDLs)
System Codes
Agent Registration

Note: After import, user should manually verify the following:

 Assigned process and activity calendars
 System code settings in agents and plug-ins
 UDLs referenced by plug-ins and agents are available
 Required Agents are registered

Agent Registry
Use this button to register agents that will be used in the process definition. This registry is a general
“pool” of agents that, once registered, can be used in any process definition. After registering at the
process level, the agents are available to be assigned to automatic activities within the process
definition using the Edit Activity Attributes button on the Graphical Designer tab.

Agent Registry

Setting Description
New For more information about adding an agent to the Agent Registry, see the

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Setting Description
Workflow Agents and Plug-ins Guide.
Delete Click Delete to delete a selected agent from the Agent Registry list. Agents must be
deleted one at a time. Be careful using this button as there is no verification
message prior to deletion.
Change Agent For more information about agent passwords, see the Workflow Agents and Plug-
Password ins Guide.

Process Attributes
Select a process definition on the Process Definitions tab to view its process attributes.

Setting Description
Name This is the name of the selected process definition. The name cannot contain blanks
or special characters (except for an underscore) and is limited to 20 characters. Each
process definition must have a unique name. Names cannot be edited.
Revision Revision number 0 indicates the process definition has never been revised. Each
time the process definition is revised, it is assigned a new revision number. Two or
more revisions of the same process definition may be active concurrently.
Description Can be a more detailed description of what the process definition was created to
do.
Creation Date The date and time the process definition was initially created in the Workflow
system.
Author The username of the person who created the process definition.

Status The status of the process definition. Possible statuses are:

 Under Creation: The process definition is still being created and configured.
It has not been published.
 Released: The process definition has been released for testing or
production.
 Superseded: The process definition has been superseded by a newer
revision but there are still active process instances to be competed. Can be
set to Inactive once all the activity instances have been processed.
 Inactive: The process definition is no longer being used. All work items must
be completed before a process definition can be designated inactive. Even
though it has been designated as inactive, inquiries can still be made against
the work items in this version/revision.
 Released (Expired): The process definition has passed its Valid To end date
and has expired.
Calendar The Business Calendar tied to the process definition. Business Calendars are created
and configured in the Workflow Administration module. Refer to the Workflow
Administration Guide.
Classification The general business area to which this process definition belongs. Informative only.
This has no impact on processing.
Valid From / These are the dates from which this process definition goes into effect to the date
Valid To when this process definition becomes inoperable. Select dates using the calendar

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Setting Description
icon or enter manually.
Process Currency The Base Currency selected is the default currency tied to the process definition.
Setting

Service Level Settings

The Service Level Settings button defines the process-level duration settings (the length of time one
process instance should reside in the system before action messages may be generated). These settings
can also be configured per activity using the Edit Activity Attributes button on the Graphical Designer
tab. Be sure to click Update to save and upload the configured values to the database.

Setting Description
Duration Limit The unit of measure used to monitor the length of time one process instance
resides in the system before generating an action message. Options are: Unlimited,
Minute, Hour, Day. When a unit of time is selected (not Unlimited), the Limit and
Threshold fields are activated.
Limit How many of the Duration Limit units need to expire before final action messages
are generated. This is the “drop dead” time frame for the process instance.
Limit Method Whether the Threshold and Limit should be determined by units (of time) or dates.
When the Date option is selected, the Limit field becomes a dropdown list of only
date-formatted PRD fields. The work item will expire at midnight on the date
specified by the PRD field selected. This value is considered the baseline from which
the Threshold is calculated and Duration Limit units are subtracted from the
baseline data to determine the Threshold. For example, setting the Duration Limit
to Hours and the Threshold to “4” means the Threshold will be reached at 20:00
(24:00-4:00) on the date specified in the PRD field selected in the Limit field. The
Date Threshold will honor business calendars as it does for all unit-based
thresholds.
Threshold How many of the Duration Limit units need to expire before initial action messages
are generated. This is the “reminder” time frame for the process instance. The
Threshold must be a number less than the Limit. For instance, if the Duration Limit
is Hours, the Threshold is 10, and the Limit is 12, then “reminder” messages will be
sent about a process instance when it has been in the system for over 10 hours and
final action messages will be generated after the process instance has been in the
system for over 12 hours.

Email Notifications
These options instruct the system to send messages to the process definition owner(s) when any of the
selected conditions are met.

 On Process Instance Error

 On Process Instance Creation
 On Process Instance Completion
 On Threshold or Limit Exceeded

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To minimize the number of messages received, the process owner will generally only need to get
messages if an error condition exists and/or a Duration Limit is exceeded. However certain business
processes may need to generate a message every time it is started or finished. For instance, consider a
process defined for cutting an AP check for invoices over $100,000. In this case, the process owner may
want to know each time this process starts and completes.

Process Documentation
Process Documentation is a freeform text area where text describing the nature of the process
definition being created or outlining edits made can be entered.

Enable Process Level Approval

The Enable Process Level Approval checkbox activates the Process Level Approval option on the Activity
Options tab (for manual activities only). Process Level Approval versus Activity Level Approval is
discussed more here.

Delete Capable (Allow Instance Purge)

The Delete Capable (Allow Instance Purge) checkbox enables the Workflow Administrator to delete
process instances from the workflow during testing to edit the workflow in Full Edit mode before it is
placed into production. As a precaution, the Delete Capable option resets after each purge and must be
selected again each time there is a need to delete process instances. Keep in mind that this option
should only be used for process definitions that are still in the testing phase.

The actual deletion of process instances is done in the Workflow Administration module. From the
Workflow Administration > Manage Process Instances screen, select the process definition (be sure to
check the revision number) and click Delete Instances to delete all active and completed process
instances (including all associated notes and history). A message asking you to confirm the deletion will
be shown. Click OK to proceed. For more information, see the Workflow Administration Guide.

Search Options
Use the Search Options button to enable or disable options for the Workflow Search results screen.
When finished making changes, be sure to click Save.

Setting Description
Allow View Selecting this box will allow the History tab to appear on the Work Item Details
History screen for a work item in Workflow Search results.
Allow View Selecting this box will allow the Notes tab to appear on the Work Item Details
Notes screen for a work item in Workflow Search results.
Allow Attach When this checkbox is selected, a dropdown list is activated. Options are: All
Document Allowed Activities and End, All Allowed Activities, and End Only. The selection
allows documents to be attached/detached during the designated points in the
workflow. This permission — in combination with permissions selected under Group
and User Management in Global Administration and Attachment Maintenance
Permissions under Manual Activity Options in Process Modeler — define behavior
for users when using Manual Activities. For more information, see the matrix below.

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Matrix: Allow Attach Document options

User/ Group Activity Manual Workflow Behavior

Permissions Type Activity Search
Option Option For
Process Def
Maintain Manual or Attachment Allow Add User Behavior and
Workflow Automatic Maintenance Attach Button “Message to User”
Attachments Permission Document

N/A N/A N/A OFF Hidden User cannot add attachment

“No permission to add
attachments”
Checked Manual Anyone 1. Allowed + Enable User can add attachment
END (no warning message)
Unchecked Manual Anyone 1. Allowed + Enable User can add attachment
END (no warning message)
Checked Manual User/Group 1. Allowed + Enable User can add attachment
Perms END (no warning message)
Unchecked Manual User/Group 1. Allowed + Hidden User cannot add attachment
Perms END “No permission to add
attachments”
Checked Manual None 1. Allowed + Disable User cannot add attachment
END “No permission to add
attachments”
Unchecked Manual None 1. Allowed + Hidden User cannot add attachment
END “No permission to add
attachments”
Checked Automatic N/A 1. Allowed + Enable User can add attachment
END (no warning message)
Unchecked Automatic N/A 1. Allowed + Hidden User cannot add attachment
END “No permission to add
attachments”
Checked END N/A 1. Allowed + Enable User can add attachment
END (no warning message)
Unchecked END N/A 1. Allowed + Hidden User cannot add attachment
END “No permission to add
attachments”
Checked Manual Anyone 2. Allowed Enable User can add attachment
(only) (no warning message)
Unchecked Manual Anyone 2. Allowed Enable User can add attachment
(only) (no warning message)
Checked Manual User/Group 2. Allowed Enable User can add attachment
Perms (only) (no warning message)
Unchecked Manual User/Group 2. Allowed Hidden User cannot add attachment
Perms (only) “No permission to add
attachments”

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User/ Group Activity Manual Workflow Behavior
Permissions Type Activity Search
Option Option For
Process Def
Checked Manual None 2. Allowed Disable User cannot add attachment
(only) “No permission to add
attachments”
Unchecked Manual None 2. Allowed Hidden User cannot add attachment
(only) “No permission to add
attachments”
Checked Automatic N/A 2. Allowed Enable User can add attachment
(only) (no warning message)
Unchecked Automatic N/A 2. Allowed Hidden User cannot add attachment
(only) “No permission to add
attachments”
Checked END N/A 2. Allowed Hidden User cannot add attachment
(only) “No permission to add
attachments”
Unchecked END N/A 2. Allowed Hidden User cannot add attachment
(only) “No permission to add
attachments”
Checked Manual Anyone 3. END only Disable User cannot add attachment
“No permission to add
attachments”
Unchecked Manual Anyone 3. END only Disable User cannot add attachment
“No permission to add
attachments”
Checked Manual User/Group 3. END only Disable User cannot add attachment
Perms “No permission to add
attachments”
Unchecked Manual User/Group 3. END only Hidden User cannot add attachment
Perms “No permission to add
attachments”
Checked Manual None 3. END only Disable User cannot add attachment
“No permission to add
attachments”
Unchecked Manual None 3. END only Hidden User cannot add attachment
“No permission to add
attachments”
Checked Automatic N/A 3. END only Disable User cannot add attachment
“No permission to add
attachments”
Unchecked Automatic N/A 3. END only Hidden User cannot add attachment
“No permission to add
attachments”
Checked END N/A 3. END only Enable User can add attachment
(no warning message)

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User/ Group Activity Manual Workflow Behavior
Permissions Type Activity Search
Option Option For
Process Def
Unchecked END N/A 3. END only Hidden User cannot add attachment
“No permission to add
attachments”

Process Plug-ins
This button assigns plug-ins to the process definition at the process level. Once selected on this screen,
plug-ins are available to any manual activities in the process definition using the Activity Options button
on the Graphical Designer tab.

To add a plug-in, select one or more plug-ins from the list of Available Plug-ins and move them to the
Selected Plug-ins column. Click on any plug-in in the Selected Plug-ins column to populate the Plug-in
Details section at the bottom of the screen. All Plug-in Details can be edited except Plug-in Name.

Click Update All when finished making changes to one or more plug-ins and all changes will be saved.

Note: These fields can also be adjusted per activity using the Activity Options button on the Graphical
Designer tab and clicking on Activity Plug-ins.

Setting Description
Description Description of the plug-in.
Button Text This is the text that will appear on the plug-in button in the User Inbox and
Workflow Search.
Button Tooltip This informational text will appear when the user hovers over the plug-in
button in the User Inbox and Workflow Search.
Plug-in is visible from Selecting this checkbox will make the plug-in button visible within Workflow
Workflow Search for Search for this process definition. The plug-in screen will be read-only in
this Process definition Workflow Search.

Graphical Designer tab

The Graphical Designer is the heart of the Process Modeler. It is here that a manual business process is
configured into an automated workflow. When creating a new process definition (workflow), a blank
screen like the one below is displayed. The system automatically creates the Start and End activities.

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Graphical Designer Tab

There are three basic components of the workflow design: Activities, Transitions, and Connectors.

An activity represents a specific step in the business process. Activities can be either manual or
automatic. Manual activities require human intervention to perform some function on the work item
before it can move to the next activity in the workflow. Automatic activities are completed by a
background agent application and the system moves the work item to the next workflow activity based
on configured pre- or post-conditions.

Transitions pass content (i.e., documents) from one activity to another. The pre-connectors and post-
connectors control the conditions under which content may enter and leave an activity.

The figure below shows a completed design for a simple AP approval process. Each box represents an
activity and each blue shape represents a transition. The pre- and post-connectors (arrows) connect an
activity to a transition and carry the rules or conditions governing how content moves from one activity
to another. On the left side of the screen is the Workflow Toolbox. The buttons in the toolbox will be
explained later in this section.

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Sample Workflow

Creating a new activity

To create a new manual activity, click the New Activity icon. To create a new automatic activity, click the
New Automatic Activity icon.

New Activity Buttons

The newly created activity icon will be displayed in the upper left corner of the design screen. To move
the new activity to its relative position in the design screen, left click and hold, then drag-and-drop the

icon into position. To delete an activity, select the activity and then click the delete button .

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New Activity

To create a new manual activity, click the New Activity icon in the Workflow toolbox. The
system will present a dialog box to name the activity. Enter the Activity Name and click OK. The activity
name can be up to 10 characters long and may not contain any special characters except for the
underscore.

The New Activity button also offers the option of copying from an existing activity. The activity’s
attributes can then be modified as needed for the new activity without the designer having to start from
scratch.

It is best practice not to use proper names for manual activities, like “Mary Smith Approval”. If Mary
leaves the company, the workflow will need to be modified to reflect the name of the new person. A
better title for an activity might be “Personnel Approval”. This activity is now tied to a functional group
rather than an individual. Mary Smith can be secured to this activity if desired, but if Mary did leave the
company all that would be required would be to change the participants of the activity, not the activity
itself.

New Automatic Activity

To create a new automatic activity, click the New Automatic Activity icon in the Workflow
toolbox. The system will present a dialog box to name the activity. Enter the activity name and click OK.
The activity name can be up to 10 characters long and may not contain any special characters except for
the underscore.

Configuring an activity
There are many attributes that can be configured for an activity. Each of the six highlighted icons
performs a specific function in this regard.

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Activity Configuration

Activity Owners
At least one Activity Owner must be assigned for each activity, both manual and automatic. Owners can
be either a direct participant in the workflow or an outside agent who can respond to messages that
may be sent from the system.

Activity Owners will receive the action messages (via email) that are defined for the activity on the Edit
Activity Attributes screen. In addition, if it is an automatic activity tied to a Workflow agent, the owner
will have access to the agent configuration in the Workflow Administration module. (As long as the
permission, “Allow User/Group to manage Agents and Plug-in Configuration”, has also been assigned to
the user in the Workflow Administration module.)

To assign owners to an activity, select an activity and click the Activity Owners icon in the
Workflow Toolbox on the Graphical Designer tab. You can also reach this screen by clicking the Owners
button on the Activities tab.

Select one or more entries from the Available Workflow Users/Groups list and click the arrow pointing
to the right to add the selections to the Selected Activity Owners list. Continue this process until all
desired Groups or Users have been added as owners to this activity.

To search for a specific User or Group, key a portion of the name into the Search box and click Search.
The list can also be filtered to display only Users, only Groups, or both by clicking the filter icon .

To remove owners from the list, reverse the process. That is, highlight the User/Group from the Selected
Activity Owners list and click the arrow pointing to the left. The User/Group will be removed and added

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back into the Available Workflow Users/Groups list. Once all owners have been added or removed, click
the Close button to exit the Activity Owners screen.

Owners can be assigned to other activities or to multiple activities at the same time on this screen as
well. Select the Manual, Automatic or both checkboxes to see a list of activities in the workflow. Select
one, more, or all the listed activities and then assign owners using the same process described above.
When finished, click Close.

Note it is not possible to delete Users/Groups as owners from multiple activities at once. If you want to
remove a specific User or Group from more than one activity, you will need to delete them from each
applicable activity individually.

Activity Participants
The Activity Participants button is available only for manual activities. Participants authorized to work an
activity may be an individual or a group. If a user is assigned to this activity both as an individual and as a
member of a group, the rights assigned to each within the Workflow Administration module are
cumulative. That is, this person would have the rights the group was assigned as well as the rights
assigned to the individual user. Users and Groups are explained further in the Workflow Administration
Guide.

To assign participants to an activity, select a manual activity and click on the Activity Participants icon

in the Workflow Toolbox on the Graphical Designer tab. You can also reach this screen by
clicking the Participants button on the Activities tab.

Select one or more entries from the Available Workflow Users/Groups list and click the arrow pointing
to the right to add it to the Selected Activity Participants list. Continue this process until all desired
Groups or Users have been added as participants to this activity.

To search for a specific User or Group, key a portion of the name into the Search box and click Search.
The list can also be filtered to display only Users, only Groups, or both by clicking the filter icon .

To remove participants from the list, reverse the process. That is, highlight the User/Group from the
Selected Activity Participants list and click the arrow pointing to the left. The User/Group will be
removed and added back into the Available Workflow Users/Groups list. Once all participants have been
added or removed, click the Close button to exit the Activity Participants screen.

Participants can be assigned to other activities or to multiple activities at the same time on this screen as
well. Select one, more, or all the listed activities and then assign owners using the same process
described above. When finished, click Close.

Note it is not possible to delete Users/Groups as participants from multiple activities at once. If you
want to remove a specific User or Group from more than one activity, you will need to delete them from
each applicable activity individually.

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Activity Options
Activity Options are perhaps the most critical set of characteristics that can be applied to an activity.
These options are only available for manual activities. The settings control access to the function for
every participant assigned to the activity.

To access the Activity Options function, select a manual activity and click on the Activity Options icon

in the Workflow Toolbox on the Graphical Designer tab. You can also reach this screen by
clicking the Options button on the Activities tab.

After modifying Activity Options, be sure to click Save to save your changes. Click Cancel to close the
window without saving.

Allow View Notes

If the Allow View Notes checkbox is selected, participants can view notes.

Upload note to ISS

If the Upload note to ISS checkbox is selected, users adding notes are presented with the option of
making the note visible to vendors via the ISS page, so that the next time the vendor logs in they will see
that note. If the checkbox is not selected, users will not have that option.

Allow View PRD

If the Allow View PRD checkbox is selected, participants can view and optionally edit process relevant
data (PRD).

If the Read Only checkbox is selected, all PRD fields will be displayed in read-only mode regardless of
Activity Data View settings.

If the Activity Data View Settings checkbox is selected, editability of the PRD fields is controlled by the
Activity Data View settings.

Attachment Maintenance Permission

The Attachment Maintenance Permission selection, in combination with User/Group permissions (see
matrix below), determines who is allowed to add attachments in the activity.

 Anyone: If selected, anyone will be allowed to add attachments in the selected activity in
the user inbox and Workflow Search, regardless of User/Group attachment permissions
assigned in the Workflow Administration module.
 User/Group Permissions: If selected, the user will be allowed to add attachments in the
selected activity in the user inbox and Workflow Search based on the User/Group
attachment permissions assigned in the Workflow Administration module. In other words, if
the checkbox “Allow User to Maintain Workflow Attachments” is selected for the user in
Group and User Maintenance, the user can add attachments in this activity, but if the “Allow
User to Maintain Workflow Attachments” checkbox is not selected for the user, the user
cannot add attachments in this activity.

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  None: If this option is selected, no one will be able to add attachments in the selected
activity in the user inbox and Workflow Search, regardless of User/Group Maintenance
permissions.

User/Group Manual Activity Options Behavior

Permissions
Maintain Attachment Attachment Attachment Attachment User Behavior
Attachments Maintenance: Maintenance: Maintenance: “Add”
Button
Anyone User/Group None
Permissions
Checked Selected Enabled User can add
attachment
Unchecked Selected Enabled User can add
attachment
Checked Selected Enabled User can add
attachment
Unchecked Selected Hidden User cannot add
attachment
Checked Selected Disabled User cannot add
attachment
Unchecked Selected Hidden User cannot add
attachment

Two additional options related to Attachment Maintenance Permissions are:

o CM fields are read-only: If selected, a user will not be able to key in values for any
Content Manager index definition when adding an attachment to a work item. All
index key fields will be read-only. The Document Type will still need to be selected
from a dropdown list. If this option is not selected, a user will be able to key in
values.
o Force PRD update for new documents: If selected, existing PRD values will be
automatically brought into the new attachment index without the user’s
intervention as soon as the indexing screen is displayed. The existing PRD values will
overwrite any default settings and can be edited once the index values have been
written. If this option has been selected, the Update from PRD Mappings button will
not display. If the option is left unchecked, the Update from PRD Mappings button
will display. More information about PRD mappings can be found in the Workflow
User Guide.

Allow complete and forward

If the Allow complete and forward checkbox is selected, the Complete and Forward button will be
activated in the Workflow user inbox for this activity. Complete and Forward completes the current
activity and then moves the work item into a selected recipient’s inbox in the next activity in the
workflow. Note: This option is not available when Allow Click & Confirm is selected.

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You will also need to select which users can receive forwarded work items. Note: This applies to both
Complete and Forward, and Forward.
 Defined WF and Remote Users (default): Allows forwarding to any user in the Active Directory.
 Defined WF Users Only: Allows forwarding to only users created within Workflow (not remote
users).
 A specific group: In addition, all groups created in Workflow will also be listed as options, but
only one group can be selected per activity.

Allow forward
If the Allow forward checkbox is selected, the Forward button will be activated in the Workflow user
inbox for this activity. Forwarding sends the work item directly to the inbox of a selected participant
who automatically adopts activity rights from the sender to manipulate the work item. The work item
stays in the same activity from which it was sent.

Allow choice routing

If the Allow choice routing checkbox is selected, the participant must manually choose the next activity
when completing the current activity (unless the Activity also has a Duration Unit specified and the
Complete work item when limit is reached checkbox checked – explained later). When the Complete
button is clicked in the Workflow inbox, the system will display a list of all possible destination activities
to which the selected work item can be sent based on the post-connectors configured out of the
activity. That is, if three possible destination activities have been defined, then the participant will be
provided with those three options in a dropdown selection box.

Allow View History

If the Allow View History checkbox is selected, participants can view the work item’s History.

Allow Approval
The Process Modeler allows two levels of approvals: Approval and Authorization. To activate either, the
Allow Approval checkbox at the top of the section must be selected first.

 Process Level Approval or Activity Level Approval: An approval activity may be designated an
Activity Level or a Process Level function. (Note: Process Level Approval will not be active on this
screen until the Enable Process Level Approval option is selected on the Process Definitions tab.)
For activity level approvals, the status of the approval is removed when the work item moves to
the next activity. For process level approvals, the approval status remains with the work item
throughout the workflow. In both cases, the approval status may be tested within the pre- and
post-conditions in the workflow; however, activity level approvals must be tested directly
following the approval activity while process level approvals may be tested again at a later stage
in the workflow. Any participant in the workflow who is authorized to receive the work item or
to whom it is forwarded for approval may perform an Approval.

 Authorization Required: If selected, a work item in this activity must be authorized (or rejected)
before it can leave the activity. Often this is used in a scenario where one person can approve
the receipt of the goods to be paid for, but a second person (perhaps a manager) must authorize
the actual payment.

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 Users who are permitted to Authorize work items can be set up in one of two ways: Authorizers
can be selected from a list of users/groups (Define users) or Authorization permission can be
based on a PRD field value (Authorization based on amount) and tied to a table that stores
authorization limits by username (Activity Forward Table).

 Hide Approve when Authorize is permitted: If selected, the Approve button will not be
displayed if a user has the correct authorization level to Authorize the work item.

 Define users: To select specific authorizers for an activity, select the Define users radio button,
then click the Select Authorizers button. Select from the list the users and groups that will be
able to authorize work items in the activity and move them from the Available Workflow
Users/Groups column to the Select Activity Authorizers column. To search for a specific User or
Group, key a portion of the name into the Search box and click Search. The list can also be
filtered to display only Users, only Groups, or both by clicking the filter icon .

Define Authorization Users

 Authorization Based on Amount: To configure authorizations based on a PRD field value, select
the Authorization Based on Amount radio button, then select the PRD Amount Field whose
value should be evaluated. An Authorization Auto-Forward Table must also be set up in the
Workflow Administration module and selected under Activity Forward Table. Refer to the
separate Workflow Administration Guide for instructions on setting up this table. Within the
workflow, the value in the configured PRD field is evaluated against the Authorization Auto-
Forward Table to determine whether the user has permission to authorize the work item. If the
value in the PRD field for a selected work item exceeds the user’s limit, the Authorize button is
not activated in their user inbox.

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 Authorization Based on Amount

 Requestor PRD: When this field is mapped (e.g., Requestor Name), the requestor of a work item
will not be able to authorize that work item even if they otherwise meet established
authorization criteria in the specified activity. When the username with permission to authorize
is the same as [Requestor PRD value], the authorize button will not activate for that user.

 Allow Click & Confirm: If selected, when a user clicks Approve, Authorize, or Reject in the
Workflow user inbox, a pop-up message will ask the user to confirm their selection. If they
confirm, the work item will be marked with the selected status and automatically completed
(moved on to the next activity), without needing to click the Complete button. If unchecked
(default), the user will need to click the Complete button after assigning
Approve/Authorize/Reject to a work item to complete the work item. If the “Auto show ‘Add
Notes’ screen” checkbox on this screen is also selected, only one work item at a time will be
selectable and the Confirm message will be displayed after the user enters a note and clicks
“Add Note.” Note: “Allow Complete and Forward” will not be available if “Allow Click & Confirm”
is selected.

 Auto show ‘Add Note’ screen: This option controls if the Notes screen should appear when the
user clicks the Approve/Reject/Authorize buttons. Options are Always, Only Reject, Only
Approve, Only Authorize, Only Approve and Reject, Only Authorize and Reject, Only Approve
and Authorize.
o The Auto show ‘Add Note’ screen checkbox must be selected for Enhanced Notes to work.
Enhanced Notes are an optional configuration that requires supplementary information to
be included when notes are entered during the Approve/Reject/Authorize process.
Enhanced Notes are configured in the Workflow Administration module in Global
Administration > User Defined Lists. By configuring two UDLs, an activity that uses the
approval function can be configured to launch the Enhanced Notes screen when a user
selects the Approve, Authorize, or Reject action buttons. The two UDLs used for Enhanced
Notes are IIS_Notes_Configuration and IIS_Reason_Category. The IIS_Notes_Configuration
UDL indicates to the system the activities and actions within a process for which the Notes

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 screen should be displayed. The IIS_Reason_Category UDL contains the Reason Categories
and Reason Messages. Refer to the Workflow Administration Guide for more information
about Enhanced Notes, including detailed UDL configuration instructions.

JD Edwards/WF iSeries Options

These options apply only to workflows interfacing with JDE ERP systems.
 Enabled for Integration Processing: If selected, this function signifies that the activity will be
available within a JD Edwards application. This feature requires the purchase of a separate IIS
application module designed to support this function.
 Auto display notes during processing: If Integration Processing is enabled, selecting this function
will automatically display any notes attached to the work item when the interface function is
initiated within the JD Edwards ERP system.

Automatic forwarding
Automating forwarding enables work items to be sent directly to a Workflow user’s inbox, eliminating
the need for users to select work items from the Workflow public inbox. There are two methods to
configure which user inbox will receive the work items: auto-forward table or PRD field. To configure
either method, the “Automatic forwarding based on” checkbox at the top of the section must be
selected first.

 Use autoforward table to return username: If this option is selected, the system will interrogate an
auto-forward table based on the rules defined in the related entry boxes and automatically forward
the work item to the inbox meeting the criteria established in the table. The table must be created
and configured in the Workflow Administration module, specifying the PRD lookup field value that
should result in sending the work item to that user’s inbox. Refer to the Workflow Administration
Guide for detailed instructions.
o Lookup PRD field: Select from the dropdown list the name of the PRD field to be tested.
o Auto Forward table: Select the name of the auto-forward table to be used for the lookup
function.
o Lookup Field: This will automatically populate based on the auto-forward table selected
with the name of the lookup field entered when creating the table in the Workflow
Administration module.
o Return Field: This will automatically populate with the name of the field that holds the value
to be returned. This value will always be USERNAME.

 Use user name stored in PRD field: If this option is selected, the system can evaluate a network
username value directly in a PRD field and use that to automatically forward the work item to the
user. The usernames can be stored in the PRD by output from scanning, an agent, or manual entry.
Other automatic means of population are possible through agents or validation scripts.
o Data item: Select the name of the PRD field containing the username to whom to forward
the work item.

Activity Plug-ins
Once a plug-in has been associated with a process definition via the Process Plug-ins button on the
Process Definitions tab, the plug-in is available to be assigned to an activity. The Activity Plug-ins button

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is used to assign and define the plug-ins to be used by the selected activity. Refer to the Workflow
Agents and Plug-ins Guide for additional information on assigning plug-ins.

Activity Forms
Once a form has been associated with a process definition, the form is available to be assigned to an
activity. The Activity Forms button is used to assign and define forms to be used by the selected activity.
For more information, see the Forms Tab section.

Edit Activity Attributes

This screen allows for the configuration of various features related to how the activity processes work
items. Open the Activity Attributes screen by selecting an activity and clicking the Edit Activity

Attributes icon in the Workflow Toolbox on the Graphical Designer tab.

Be sure to click Update Activity after making changes to any of the settings. Click Cancel Update to
abort any unwanted changes.

Activity Attributes
 The Activity ID is a numerical ID automatically assigned by the system to the activity when it is
created.
 The Name will default from the name entered when the activity was created. While the process
definition is in “Under Creation” status, the name can be edited. The activity name is what will
appear for the activity on the Graphical Designer tab, and also what will display in the Activity
dropdown selection list in the Workflow inbox.
 The Description defaults to the activity name but can be edited at any time. This Description is
not displayed anywhere else but is stored in the database.
 Just like at the process level, each activity may be tied to a Business Calendar. These calendars
are configured in the Workflow Administration module. For more information on setting up a
business calendar, see the Workflow Administration Guide.

Activity Documentation
Activity Documentation is a free text field of up to 1,000 characters that can be used to describe the
activity. The text in this field will be displayed in the Show Process Diagram plug-in, if installed and
attached to the activity. For more information, see the Workflow Agents and Plug-ins Guide.

Service Level (Activity Instance Duration)

The Service Level (Activity Instance Duration) settings are similar in functionality to the process-level
settings. They are used to configure the number of documents being processed as well as monitor the
length of time it takes to process those documents.

The settings in this section designate the length of time a work item should remain in an activity before
action or reminder messages are generated and/or system action is taken. These messages are tied to
email notifications, which will be discussed later in this section. The duration can be set in terms of
minutes, hours or days. Once the threshold is exceeded, an action message will be sent to the user in

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whose inbox the work item resides. If the work item is in the public area, the message is sent to the
activity owner. When the limit is exceeded, messages will also be generated to both the user in whose
inbox the work item resides (if the work item has been moved out of the public worklist) and the activity
owner.

 Duration Limit: The unit of measure used to monitor the length of time one process instance
resides in the system before generating an action message. The options are: Unlimited, Minute,
Hour, Day.
 The Limit Method features two radio buttons: the Units button and the Date button.
o When the Units option is chosen, the Limit and Threshold fields are available to enter
numerical data. Limit is how many of the Duration Units need to expire before final
action messages are generated; this is the “drop dead” time frame for the process
instance. Threshold is how many of the Duration Units need to expire before initial
action messages are generated; this is the “reminder” time frame for the process
instance. Note: The threshold must be a number less than the limit.
 For instance, if the Duration Unit is Hours, the threshold is 10 and the Limit is
12, then “reminder” messages will be sent when one process instance has been
in the system for over 10 hours and final action messages will be generated
after one process instance has been in the system for over 12 hours.
o When the Date option is chosen, the Limit field becomes dropdown list of only the date-
formatted PRD fields. The workflow engine will then use the value in this field as the
work item’s duration limit. If the limit method is set to Date, then the work item expires
at midnight on the specified PRD field date value. This field value is considered the
baseline from which the Threshold is calculated and Duration Units are then subtracted
from the baseline date to determine the threshold limit.
 For instance, setting the Duration Units to Hours and the Threshold to “4”,
means the threshold will be reached at 20:00 (24:00 – 4:00), on the date
specified in the selected PRD field.
 Note: The standard options for Complete work item when limit is reached and
Email Notifications remain activated (if selected) when this limit is exceeded.
The date threshold will honor business calendars as it does for unit-based
thresholds.
 Complete work item when limit is reached: The work item can be set to automatically complete
out of the activity to the next logical activity following the pre- or post-transition conditions. To
configure this function, mark the checkbox for Complete work item when limit is reached. Then,
transition conditions can be written to test for the activity limit being exceeded and move the
work item to a separate “Trouble” activity where further action can be taken. This option is
generally recommended for manual activities; it is not available for automatic activities.

Execution Mode
These settings determine whether the activity is:

 Manual: Requires a user to interact with a work item in the Workflow user inbox for it to
progress out of the activity.
 Automatic: Does not require human intervention. Runs according to rules that are established in
the various activity-related setup options. Progress out of activity is controlled by the system
either by means of product-standard functions like auto-matching or by means of a custom-

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 written agent program. An automatic activity will never appear on a participant’s worklist in the
Workflow inbox. For automatic activities, additional execution settings need to be configured.
There are four modes of operation:

o Evaluate and Complete: Use this option for activities that simply need to evaluate some
piece of PRD or logic to move a work item to the next activity in the workflow. This is the
default setting.
o Wait for Auto Attachments (Push) / Auto Poll for Attachments (Pull): These options will
cause a work item to wait in the activity for specific attachments before moving to the next
activity. Click Configure to designate how the attachments should be made. This
“rendezvous” functionality is explained fully later in this document in the section titled
Advanced Topics: Document Rendezvous or Auto-Matching.
o Use Agent: This option enables the attachment of an agent to the activity. Agents are “mini
programs” that can be written to do almost anything that is not already available within the
workflow. For example, an agent may be used to perform functions between two different
workflows, or it may be used to find information within a different index definition. An
agent can even be written to interface with an organization’s ERP system and perform data
retrieval or automatically create vouchers. An agent must be written, installed and
registered in the Agent Registry before it can be attached to an activity. The use of, setup
and configuration of agents are addressed in the Workflow Agents and Plug-ins Guide and
Workflow Administration Guide. Refer to these documents, or separate documentation for
a custom-written agent, for further explanation.

E-mail Notifications
The E-mail Notifications feature makes it possible to send email notices to specified activity owners or
work item recipients whenever certain circumstances happen.

 On Threshold or Limit Exceeded: The activity owner is notified by email when a work item in the
activity exceeds the Activity Level Duration as defined in the Activity Instance Duration settings
portion of the Edit Activity Attributes screen. In addition, if the work item has been moved to a
user’s inbox, that user will also receive an email notification of the threshold or limit being
exceeded.
 On Activity Instance Error: The activity owner is notified by email if an error occurs when the
work item is processed through the activity.
 On Activity Instance Creation: The activity owner is notified by email each time a work item
enters the activity.
 On Activity Instance Completion: The activity owner is notified by email when a work item
completes and moves out of the activity.
 Enable Inbox Notifications: This option makes it possible for workflow participants and remote
users (network users who are not designated as workflow users, but who are sent work items to
act upon) to receive an email notification whenever a work item is forwarded to their inbox.
Note that this feature will work with any type of forwarding function, whether Forward,
Complete and Forward, Auto-Forward, or Assign. This option should be enabled in the
“receiving” activity, not the activity sending the work item. This option is available only for
manual activities.

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  On Note Addition: This option will notify a user when a note is added while the work item is in
that user’s inbox. If the work item is in public, the activity owner will be notified. This option is
available only for manual activities.

Customize

Email notifications can be customized within each activity. Both the subject and the body of the email
notification can be customized for each notification type. The email can contain custom text and also
allows for PRD values or system variables, such as activity name and process name, to be inserted with
the text.

Select the desired type(s) of email notifications, then click the Customize button for each type to open
the Custom Notification window and configure the message.

To activate custom notifications at the activity level, select the Activate custom notifications for this
Activity checkbox. Until this checkbox is selected, email notifications will default to the global
configuration for inbox notifications and system level messages for all other notification types.

Next, configure the Notification Schedule.

Setting Description
Immediate Select the Immediate radio button to send one email notification per work item.
When Immediate is selected, the “Repeating information for each work item”
section at the bottom of the screen is inactivated, as this area applies only to the
configuration of Daily notifications.
Daily Select the Daily radio button to send one email per selected day containing all the
work items received since the last scheduled notification. When Daily is selected,
Daily Time and Days of the Week must also be configured to indicate to the system
the delivery schedule for email notification. Selecting Daily activates the
“Repeating information for each work item” section. Daily notification can be
selected only for Enable Inbox Notification; all other email notifications support
only Immediate notification.
Daily Time Select the delivery time for the email notification, which will occur on the days of
the week selected. The Daily Time is based on the Workflow server clock and uses
the 24-hour mode.
Days of the Week Select the days for email notification delivery. For example, if Monday through
Friday are selected with 08:00 set as the Daily Time, email notifications will be sent
on Monday through Friday, at 8 a.m.

The notification email will contain the custom text entered in the Message Subject and Message Body
boxes, including both text and PRD or system values.

To add PRD and system values, select the desired variable from the dropdown lists in each section, then
click the Insert Variable button. When the email is prepared, the data value from the PRD for the
selected PRD field or the system value for the associated work item will be inserted into the message.
Always use the Insert Variable button to insert variables; copy and pasting messages containing system
values between activities is not advised.

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  Add WF URL/Link: Link takes the user to their user inbox or public inbox, displaying the last
Process Definition/Activity the user worked on. This may or may not be the Process
Definition/Activity where the work item referenced in the email notification resides.
 Add Workitem URL/Link: Link takes the user directly to the work item referenced in the email
notification in their user inbox or public inbox.
 Add URL with auto-launch plug-in: Link launches the work item in the selected plug-in, also
displaying the invoice image if Quick View is enabled by the user for that plug-in.

Since the information from many work items may be consolidated into the daily email notification, the
Repeating Information for each work item section of the screen is activated when the Daily radio
button is selected. The information in this text box (including PRD and system variable values) will be
inserted in the body of the email for each work item in the activity when the daily email is sent. In
Example 2 below, one line in the message body will be repeated for each work item in the activity, and
will contain the following information: the country, invoice date and invoice number.

Example 1: An activity configured for Immediate notification might look something like this:

Activity Custom Notification - Immediate

Example 2: An activity configured for Daily notification might look something like this:

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Custom Notification – Daily

Daily Reminder Email Example

Activity Data View

The Activity Data View screen allows for the customization of the PRD that is displayed for each manual
activity. This can help secure the workflow by preventing the display of potentially sensitive data
elements in one activity, while displaying it in another activity authorized to a different participant set.

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To assign data views, select a manual activity and click on the Activity Data View icon in the
Workflow Toolbox on the Graphical Designer tab. You can also reach this screen by clicking the Data
View button on the Activities tab.

Important: Before data views can be defined, PRD data elements must have been previously defined to
the system using the Process Relevant Data tab.

To add fields to the data view, select from the list of Available Data Items at the top of the window,
then click Add. Continue this process until all desired fields for this view have been selected.

Activity Data View

The fields will be displayed in the Workflow web client in the order they appear on this screen. To
rearrange the order, use the Up/Down arrow buttons on the right edge of the screen.

Note: Only the first 15 PRD items selected for “Inbox View” will show in the user inbox and public inbox
grids.

Next, configure the attributes of each data element:

Setting Description
Inbox Header This is the column label that will appear in the user inbox and it may be edited. This
Name allows the Field Name to be customized/abbreviated, potentially allowing the

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Setting Description
display of more data columns per screen without having to use the horizontal scroll
bar.
Inbox View If checked (default), the data element (PRD) will be displayed in both the Workflow
public inbox and user inbox.
Inbox Pos This is the order in which the data items (PRD) will be displayed in both the public
inbox and user inbox. Rearrange the order by using the Up/Down arrow buttons on
the right edge of the screen.
PRD Tab View If checked, permits data item values to be displayed in the list of fields on the PRD
tab under Work Item Details. This is useful for limiting what is seen in the inbox but
allowing the data item values to be separately viewed if necessary.
Allow Edit If checked, opens the field to allow for manual editing of the value in the PRD tab
under Work Item Details or the Plug-in screens in the Workflow web client.

Note: Be careful when enabling this feature. Because PRD is often used to define
routing functions within the workflow, changing PRD values may cause unexpected
results in the workflow.

Default From

An alternate method of adding PRD values to the activity data view is to select an option from the
dropdown list next to Default From. The options are Process View or another activity. By selecting one
of these options, the PRD values that have been predefined on a process level or already defined in
another activity in the process definition will be added to this activity’s data view. A prompt will ask if
you are sure you want to replace the current settings with the process settings or settings defined in
another activity. There is no option to revert once changed. Once they are listed for this activity, they
can be modified as described above. However, prior to selecting Default From, they must be defined.
This occurs on the Process Relevant Data tab and will be explained in that section.

Be sure to click the Save button after modifying the checkbox settings when editing data item attributes.

To delete a data item, highlight the data item to be deleted by clicking anywhere on the row, then click
the Delete button.

Lookup/Validation URL

Another function that can be configured in the Activity Data View screen is Lookup or Validation scripts.
This function links a custom-written script to the activity that connects to the ERP database. These
scripts can use a PRD value to look up and return additional data for the PRD fields, and/or validate
values that may have been manually entered into the PRD fields. These scripts are installed on the
Workflow server and then called through the URL configured in the Lookup/Validation URL field in the
Activity Data View screen, below.

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Activity Data View Screen - Lookup/Validation URL

Enter the URL and then click the Register button. Once assigned to the activity, a button called
“Lookup/Validate” will appear on the PRD tab under Work Item Details in the Workflow web client.
These scripts are always custom. For more information, talk to your Project Leader.

Process Notes
To create predefined notes for all activities or specified activities, navigate to the Graphical Designer tab

of the Process Modeler, then click the Process Notes button on the Workflow Toolbox.

Process Notes can save time for users by configuring frequently used messages available for their
selection from a dropdown list in the web client. There are two types of notes: Process Level Notes are
applicable to all activities within a process and Activity Level Notes are specific to selected activities
within a process.

To add a new note, click New. Select the activity from which you want the note to be available from, or
select “All Activities in this Process” to add the note to all activities in the process definition. Type the
note in the Note Text box, then click Add. The note will appear in the Available Notes list at the top of
the window.

Use the Filter dropdown at the top of the screen to view all the notes for a specific activity or select “(All
Notes for this Process)” to view both Activity Level and Process Level Notes.

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Process Notes

A note can be copied so that it can be available from multiple activities within the workflow. To copy a
note, select the note from the list of Available Notes, then click Copy. Select the activities to which the
note should be copied, then click Ok. Process Level Notes cannot be copied since they are already
available from all activities in the process definition.

To edit a note, select the note and click Edit. Update the Note Text, then click Update to save. The
Available From activity cannot be edited.

To delete a note, select the note and click Delete. A message will ask you to verify the deletion.

Notes will appear in the web client in the order in which they were added. Display order can be changed
per activity. This can be helpful if a certain note is used more or less frequently. To reorder the notes,
select an activity from the Filter dropdown, then reorder the notes for that activity using the up and
down arrow buttons on the right side of the window. When finished, click Save Order to save your
changes. To reorder Process Level Notes, select [Process Level Notes] from the Filter dropdown and
follow the same procedure.

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Configuring transitions between activities
The logic for controlling the movement of a work item through the activities within the workflow is
contained in the interrelationships of transitions, transition connectors, and transition conditions.

Transitions

Transitions
There are three types of transitions:

Transition Type Description

One-to-One If there is no decision to be made in moving a work item to the next activity or if
there is only one possible destination activity, a 1:1 transition should be used.
OR If there will be more than one activity to which a work item could be sent, this will
require an OR transition. An OR transition represents a split in the direction a work
item may follow. The pre-conditions will determine which direction the work item
will move. There could be several splits emanating from or entering an OR
transition; however, the work item can take only one of the specified directions.
AND If a work item will need to be evaluated simultaneously by multiple workflow
participants, then an AND transition should be used. An AND transition creates
multiple, parallel or simultaneous threads of flow from one activity to another. The
work item is present concurrently in all the destination activities following an AND
transition. There could be several simultaneous threads emanating from or
entering an AND Transition. An AND transition split must always have an AND join
at some later point in the workflow.

To add a transaction, click one of the transition buttons. The icon will appear in the top left corner of the
workflow design space. Then drag it to wherever you want in the workflow design. To delete a

transition, select the icon and then click the delete button .

Transition connectors
Transition connectors are represented by arrows leading from an activity to a transition symbol or from
a transition symbol to an activity. The first type is called a pre-condition connector. These represent the
conditions that must be met for a work item to enter an activity. Pre-conditions are represented by
connector arrows entering an activity from a transition symbol. A post-condition transition represents

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the conditions that must be met for a work item to exit an activity. Post-conditions are represented by
connector arrows exiting an activity to a transition symbol.

To add a connector, click an activity or transition icon. A white square will appear in the middle of the
icon. Then click and drag an arrow from the white square to the center of the next activity or transition
icon.

Connector arrows must always be placed between an activity and a transition. They cannot be placed
from activity to activity or from transition to transition. For the remainder of this document we will refer
to both the connectors and the transition symbols simply as transitions.

Transition conditions
Once activities have been created, transitions added, and connector arrows drawn to put the whole
pictorial process together, then pre- and post-conditions can be written.

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To apply either a pre-condition or post-condition rule, click on the appropriate connector arrow then on
the corresponding pre-condition or post-condition button. Only the button that applies to the transition
being addressed (either pre- or post-) will be activated.

Defining transition conditions is perhaps the most challenging part of creating the process definition.
This is the process of translating the reasons and rules behind the movement of documents through a
business process into logical SQL statements. The Process Modeler makes this task as easy as possible by
allowing the choice of condition elements from dropdown lists to create the SQL statements. This
section will concentrate on the various elements involved in constructing the transition conditions.

Available Operators for Pre- and Post-Conditions:

Operators Description
= Equal
> Greater than
< Less than
>= Greater than or equal to
<= Less than or equal to
Not Equal To Is not equal to
Is Null Has no value
Is Not Null Has a value
Starts With The data begins with this value
Ends With The data ends with this value
Contains The data includes this value

Available System Data Fields for Pre- and Post-Conditions:

System Data Field Field Operator Value

[Link] / Authorized
[Link] Approved
Rejected
Not Authorized
Not Approved
Not Rejected
[Link] / True
[Link] False
System Attachments Doctype is attached
Attachments exist
Attachments do not exist

For further information on configuring pre- and post-conditions, see the Transitions Tab section.

The figure below shows the arrow leading to the “CKREQ Approval” activity has been selected. As a
result, the pre-condition icon is activated and, once clicked, the pre-condition definition screen is
displayed.

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In this case, the system has been instructed to follow this path if the value in the Document Type field is
equal to “CKREQ”. The transition conditions for the alternate paths out of the OR transition to the
Voucher Entry activity have similar statements to test for different document types and route the work
items to the appropriate activity.

Pre- and Post-Transitions

This example will demonstrate how to create the transition condition illustrated in the figure above.
After entering the transition screen, below, the data item named doc_type has been located and
selected using the dropdown list titled Data Field. Next, using the dropdown list for Operator, the “=”
(equals) operator is located and chosen. Finally, in the field for Data Value, select the Literal radio button
and type in the value “CKREQ”. Click the Add button and the condition will be moved to the list window
on the screen.

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Pre-Condition Transition Creation

Pre-Condition SQL Statement

If testing more than one condition is required to determine whether a work item should enter the
activity, select either AND or OR from the Condition Builder box and then create the next condition as
previously explained. Using the AND means that all the conditions need to be met for the work item to

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enter the activity. Using OR means that only one of the conditions needs to be true for the work item to
enter the activity.

For example, perhaps there is a need to further limit the work items entering the activity to only those
for a certain company number, say, 200. In this case, select AND, then create a second condition to test
for company number. Clicking the Add button creates a compound condition that will route the work
item to this leg of the workflow if the document type is “CKREQ” and if the company number is equal to
200.

Be sure to click Save after adding all the transition conditions necessary for the activity.

Pre-Condition Using AND

Transition conditions can also be written to test for more than just values in a data field. If a prior
activity has been configured for approvals either on a process or activity level, downstream transition
conditions can be written to test for this approval status.

There are two typical places to test this approval status. The first is in post-conditions out of an Approval
activity. Often, post-conditions are written to ensure that the work item does not leave the activity
without either being approved or rejected. The second is in the pre-conditions to the activities following
the approval activity. The figure below shows a workflow that contains an Approval activity.

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Post-Condition

Notice that there are two possible destination activities following the Approval activity. Transition
conditions need to be written to indicate when the work item should go one direction or the other.
Approval status is a logical determining factor. Therefore, the figures below show how the post-
conditions and the pre-conditions to both destination activities would be written.

Pre-Condition - Approved

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Pre-Condition – Rejected

There are other system values that can be tested for as well. One is attachments. It is possible to test to
see if an attachment exists for a work item and even if the attachment is of a certain document type.
Routing decisions can then be based on the results. Testing can also be done for process level approvals
and activity limit exceeded conditions using a system value.

Editing a transition condition

Note: Transitions can only be edited or deleted in full Edit Mode by creating a revision of a process
definition.

If a condition is created in error, a single line can be edited by highlighting the line and clicking the Edit
button, which activates the Condition Builder. When finished making changes, click Update. A message
box will ask “Do you really want to Update the transition condition?” Click OK to save the change or
Cancel to cancel the change.

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Pre-Conditions - Deleting Conditions

Deleting a transition condition

Note: Transitions can only be edited or deleted in full Edit Mode by creating a revision of a process
definition.

A transition condition can also be deleted individually from the condition list by highlighting the line
item and clicking the Delete button. Likewise, the entire condition list can be deleted by clicking the
Delete All button.

Condition Insert Mode

If a condition was deleted in error, or if a condition was forgotten, it can be placed in the correct order
in the condition list using the Condition Insert Mode radio buttons. Simply create the new condition as
before, and then choose the desired insert mode by selecting the radio button. If the button Above
Selected Row is chosen, highlight the row in the condition list above which the new condition should be
placed. Then click the Add button to complete the process. The default Condition Insert Mode is At the
End so be sure to click this button following any other insertion if additional conditions are to be added.
Remember to click the Save button before exiting.

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Pre-Condition – Insert

Compound conditions
Sometimes it may be necessary in the conditions to simultaneously test for the inclusion of several
values along with the exclusion of other values. This would require a condition statement using AND/OR
logic. This can be done with the parentheses in the Condition Builder portion of the Transition
Conditions screen.

For instance, consider pre-conditions to a Review activity. The conditions would certainly need to test
the Approval status for a “Rejected” value, but perhaps only rejected work items over a certain dollar
amount or for a certain company number are to go to the Review activity. Other work items would go to
a different activity. These conditions can be set up as illustrated below. The condition in parentheses
indicates that one of the conditions must be true in addition to the condition prior to the parentheses.

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Pre-Condition - Compound Condition

The conditions act like a mathematical equation where parentheses are used to segregate a certain set
of operations. In the above example, not every rejected document would be sent to the Review activity.
Only those that were also greater than $5,000 or for Doc Type = OP would be sent to this activity. If
neither of the tests in the parenthetical expression were true, the document would be routed to
another activity.

Data value settings – PRD

The examples given above for a condition’s data value were all for literal values, meaning that a specific
value must be indicated in the field when the condition is created. However, it is also possible to have
the data field test against a value in another PRD field that was previously populated.

In the Transition Conditions screen, select the desired Data Field and Operator, then click the PRD radio
button. This will activate a dropdown list in the Value field. From this list, choose the PRD field that the
Data Field is to test against. Complete the creation of the condition by clicking Add.

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Pre-Condition - PRD Value

Designating a default activity

There is one additional function in the Transition Conditions screen. Each AND or OR transition is
required to have a default activity designated. This default is used for work items when none of the pre-
conditions to any of the destination activities have been met. This is to prevent work items from being
caught “in transition”.

To designate an activity as the default, mark the checkbox at the bottom of the pre-conditions screen
for the activity that is to be the default. Only one activity can be chosen as the default for each set of
transitions. If one activity is chosen as the default and later the default is changed to a different activity,
the first activity will automatically be deselected as the default activity.

Pre-Condition – Default

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Error description
A Post-Condition configuration window contains the free text field Error Description. The Error
Description is a message that will appear to a user who clicks Complete but has not met all post-
conditions for the work item to move on to the next activity. Examples: Please make sure distribution is
complete and click Authorize; Quote document(s) MUST be attached; Supplier may not be ‘9999’.

Activities tab
The Activities tab allows control of all the attributes related to a given activity. The screen displays a list
of each activity that has been defined to the process definition on the Graphical Designer tab. This is
informational (read-only) data only that is displayed as a quick reference and is a result of entries made
by using the various action buttons on the Graphical Designer tab.

Note: Selecting an activity row on the Activities tab will highlight that activity on the Graphical Designer
tab and vice versa.

Activities Tab

Activity Line Entries

The following information is listed for each activity:

 The system-assigned ID number assigned to the activity

 Activity Name
 Activity Description
 Activity Mode (A = Automatic activity, M = Manual activity)
 Checkboxes (Note: These notifications have been previously explained in the section titled Email
Notifications. Refer to this section for more details.)
o Inbox Notification
o Notify on Errors
o Notify on Creation

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 o Notify on Completion
o Notify on Limit Exceeded
o Notify on Note Addition

Attributes Action buttons

Directly under the activity line entries are several attribute action buttons. These buttons perform the
same functions as the activity-related icons from the Workflow Toolbox in the Graphical Designer tab
(described in the Graphical Designer section). Essentially, this gives the ability to perform these
operations from the Activities tab just as you can from the Graphical Designer screen itself. Note the
correlations below and refer to the previous sections in this document for detailed explanations.

Button Description
New Allows for new activities to be created and named.
Delete Deletes the selected activity from the list and the Graphical Designer screen.
Edit Accesses the Activity Attributes screen. (See Activity Attributes)
Options Opens the Manual Activity Options screen. (See Activity Options)

Participants Accesses the Activity Participants dialog box. (See Activity Participants)
Owners Accesses the Activity Owners dialog box. (See Activity Owners)

Data View Opens the Activity Data View screen. (See Activity Data View)
End Events Appears only when an END activity is selected. (See End Events)

End Events
In addition to these buttons, one additional function button on this screen is attached to the END
activity. When the END activity is selected, a button called End Events will appear. This function allows
for the configuration of the parameters of an HTML report that is created when a work item reaches the
END activity in the workflow. This report is made up of the work item’s general history events (a
chronicle of the movement of the work item through the workflow), any notes added to the work item
as it moved through the workflow along with the process level approval status and approval username.
The report is inserted into Content Manager as a new document and indexed based on PRD or literal
values that are mapped to this document.

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End Event Configuration

To begin configuring the report, click the End Events button. When the process definition is in Edit
mode, a dialog box will open. Select the box to Insert HTML history document into Content Manager,
then click Configure to open the HTML Template Mappings window. It is here where the mapping of the
PRD fields to the related Content Manager index keys is done. The values in these PRD fields at the end
of the workflow process will be used as the Content Manager index values when the HTML document is
inserted into Content Manager.

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End Event Mapping

Begin the mapping by choosing a Content Manager index definition into which the End Events report
will be inserted. Then click New to populate the Content Manager user keys in the dropdown list. Select
a user key and, if it is to be populated from a PRD field, choose it from the dropdown list in the Value
Source box. Alternatively, a literal value can be mapped into the user key in Content Manager. This can
be useful for a user key such as Document Type. Entering a value like “HISTORY” or “NOTES” in the
Literal Value field will mean that these reports will be inserted into Content Manager with a unique
document type that will distinguish them from other documents in the same index definition. Process
Level Approval status can also be mapped into a user key if a field was created in the index definition
that would logically hold this value. In any case, this Process Level Approval status is included as part of
the data on the report. Click Add after mapping each Content Manager user key to a value source. Click
Done when all mappings have been completed. Click Done again on the Process End Events dialog box
to return to the Activity List.

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Transitions tab
Everything in the Transitions tab is directly related to the activity transitions configured on the Graphical
Designer tab. As the pictorial representation of the process is created in the Graphical Designer, the
entries are “translated” onto the Transitions tab.

Transitions Tab

On the left side of the screen is a list of all the connectors defined in the Graphical Designer. The IDs and
Transition Names are system-generated and cannot be changed.

The right side of the screen is divided into two windows. When a transition is selected, the first window
displays the post-conditions for exiting the source activity and the second window displays the pre-
conditions required to enter the next (destination) activity. In the figure above, the first entry represents
the arrow leaving the Approval activity entering the OR Transition. The second list represent the arrows
leaving the OR transition and going to the Auto Activity or Rejected Docs activity.

Note that clicking on an entry on the Transitions list will highlight that transition on the Graphical
Designer tab. The reverse is also true. Clicking on a transition on the Graphical Designer tab will highlight
the transition row on the Transition tab and display the pre/post-conditions associated with that
transition.

Additional pre/post-conditions can be added from this screen by highlighting the appropriate row in
either the pre- or post-condition columns and then clicking the Pre-condition or Post-condition button.
However, this function is much more intuitive when done from the Graphical Designer tab.

Pre-/post-condition entries can also be deleted on the Transitions tab by highlighting the appropriate
row in either the pre- or post-condition list window then clicking the Delete button. Again, this function
will be more intuitive from the Graphical Designer tab. However, this screen may be a useful and quick
way to check through the various transitions to ensure that pre- and post-conditions have been added
to the process definition as desired. This can be a cumbersome task on the Graphical Designer tab,
especially for large and complicated processes.

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Remember to click the Update button to save any changes made while in this screen.

Process Relevant Data tab

The Process Relevant Data tab allows for the definition of the relationships needed to keep the process
relevant data (PRD) in Workflow and index definition data in Content Manager in sync throughout the
workflow process. The Process Relevant Data (PRD) tab is used to set up the various data elements that
will be captured and stored for each process instance (work item) in the workflow. Additionally, values
in the PRD fields may be tested to make routing decisions during the workflow process itself. This type
of transition condition was explained previously in the Data Value Settings – PRD portion of the
Graphical Design Tab section. PRD may be composed of data elements captured from an ERP
application, from the scanning process, from manually entry during the workflow process, and system
value data elements. Considerable thought should be put into deciding what the PRD elements need to
be for a particular business application.

Looking at an Accounts Payable application as an example will provide a point of illustration for creating
PRD elements. Some of the data elements that come from the AP application are: Company Number,
Voucher Number, Invoice Amount, Invoice Number, etc. PRD elements received from scanning may
include: Scan Date/Time, Scan Operator, Document Type, etc. Manually entered PRD could be just about
anything that for some reason needs to be manually inserted into the database for the process instance.
These may include route codes or another data element used specifically for routing purposes. System
value data items include the Process ID, the Activity ID, Approval status, etc. The system values can be
used by the Workflow Administrator to resolve problems and track down “errored” process and/or
activity instances.

PRD often relates to and is passed to Content Manager. Content Manager is the repository that stores
the content (i.e., documents) passed through the workflow process. Therefore, the PRD elements often
match up with a Content Manager index definition on a one-to-one basis but may end up being a subset
or a superset of the Content Manager index definition index keys. For example, there may be additional
workflow-specific PRD elements used mainly for routing work items within the workflow. These values
would not need to be passed to the index definition in Content Manager.

Procedures for establishing a Content Manager index definition can be found in the Workflow
Administration Guide and should be completed prior to beginning to build the process definition.

Setting up Process Relevant Data

Unlike the various activity level functions previously discussed, the only way to access the PRD functions
is to click on the Process Relevant Data tab at the top of the Process Modeler screen. The PRD tab
contains the following sections.

Process Relevant Data

When the PRD tab screen is displayed for the first time, the Process Relevant Data list box is empty,
signifying that data items have not yet been defined for the process definition.

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The list box has three columns: Data Item, Field Type, and DB Column Name. The Data Item is the name
that will appear as the field name in the Inbox View and Work Item Detail in the Workflow web client.
The Field Type designates whether the data item is a text, numeric, date or currency item. The DB
Column Name is the name the data element will assume in the Workflow database.

The action buttons below the list allow a new data item to be added, or an existing data item to be
edited or deleted. To delete or edit an existing data item, select the data item row, then click Delete or
Edit. The delete function does issue a warning and requires a second click to confirm the delete.

Note: Data items cannot be added, edited or deleted once the process definition has been put into
production and contains process instances. To add new PRD fields at that point, the process definition
must be revised. However, even when the process definition is under revision, existing PRD fields cannot
be edited or deleted (because of the historical process instances). Therefore, if there is an error with a
PRD field, revise the process definition, add a new PRD field (the name must be unique), unmap the old
field from the corresponding Content Manager index key and map the new field to the Content Manager
index key. Be sure to also remove the old PRD field from the process data view and any activity data
views where it is used, then add in the new field.

Data Item Definition

To begin the process of adding data items, click the New button. This will activate the Data Item
Definition dialog box below.

Fill in the Data Item Name, Data Column Name (cannot contain spaces or special characters; indicate
spaces by using the underscore (_) character), and then choose the Data Type from the dropdown list.
The choices are Text, Numeric, Date or Currency.

 Text requires the maximum length of the field be entered.

 Numeric requires the precision and scale values. The precision is the total number of digits both
on the right and left of the decimal, not including the decimal point. The scale is the number of
digits to the right of the decimal point.
 If Date is selected as the data type, the system defaults the length and handles all date
translation tasks.
 Currency requires that a separate PRD field for Currency Code is defined and selected from the
dropdown in the PRD Currency Code Column Name field. Then any new data items with
Currency data types will refer to that PRD field.

Once all the information is entered, click the Save button and the entry will be added to the Data Item
list. Continue this process until all the PRD fields are created.

The number of Process Relevant Data Items that can be defined is limitless. Keep in mind, though, that
too many data items may be cumbersome. If the workflow is to be integrated into a JD Edwards ERP
system, the first 50 PRD items defined are required to be the ones whose data will be retrieved from the
program within which the workflow will be integrated.

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Process Definition Data View
Define View
The Process Data View serves several purposes. It defines which PRD fields will be displayed in the Inbox
View and Work Item Details PRD tab, in which sequence they will appear, and whether they will be
editable. It defines which PRD fields will be searchable and appear in Workflow Search results. It also
becomes a template that can be used on an activity level. Instead of defining a data view for each
activity, one at a time, it might be easier to use this Process Data View, which, may be sufficient for most
of the activities. Once the Process Data View has been selected on an activity level, adjustments can be
made for the individual activity by adding or deleting fields and editing the field attributes.

Setting Description
Search Results If this box is checked, the field will be available for searching and appear in the
Workflow Search results.
Inbox View This box must be selected for the field to show up in the user’s Inbox View. The
Inbox View can display a maximum of 15 PRD fields. The first 15 fields (as
determined by the numerical sequence configured in the Index Position column)
with this box checked will be displayed in the user’s Inbox View. Additional PRD
fields can be viewed by clicking the work item’s PID number to view the PRD tab in
the Work Item Details screen.

Inbox Position Use the up and down arrows on the right side of the screen to change the sequence
of data items. The first 15 fields (that also have Inbox View selected) will appear in
the user’s Inbox View.
PRD Tab View If this box is checked, the field will appear on the PRD tab of the Work Item Details
screen.
Allow Edit This box, in conjunction with selections made in the Activity Options screen,
configures whether the field will be editable on the PRD tab of the Work Items
Details screen or in plug-ins.
 To allow the field to be editable in plug-ins, but read-only in Work Item
Details (most common): Select both PRD Tab View and Allow Edit
checkboxes AND select the Allow View PRD: Read Only radio button on the
Activity Options screen for a manual activity.
 To allow the field to be editable in plug-ins and editable in Work Item
Details: Select both the PRD Tab View and Allow Edit checkboxes AND
select the Allow View PRD: Activity Data View Settings radio button on the
Activity Options screen for a manual activity.

Mobile Options
Mobile View
The Mobile View button allows the administrator to define up to five PRD fields for mobile viewing.
Additional PRD fields can be viewed on a mobile device by clicking View All PRD.

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Mobile Search Fields
The Mobile Search Fields button allows an administrator to define up to five PRD fields to be used by
Workflow Search on mobile devices.

Allow Mobile Viewing of Line Data

The Allow Mobile Viewing of Line Data checkbox will allow users to view already matched GL Coding
lines on a mobile device.

For more information, see the Workflow Mobile User Guide.

Tungsten Content Manager Attachment settings

Update Process Relevant Data Items From
Setting Description
First Attachment Default setting. Indicates that the work item PRD fields will be updated with the
values from any mapped Content Manager fields on the first attachment to the
work item upon arrival into the workflow.
None Prevents the PRD from being updated with the data from the first attachment from
Content Manager associated with the process instance. Examples of this updating
function may include updating the PRD with data captured at scan time, such as
document type, scan date/time, or even invoice number or PO number.

Attachment Reindexing
Attachment Reindexing controls whether the Content Manager attachments to the work items will have
their index keys updated because of changes to PRD values as the work item moves through the
workflow.

Setting Description
First Only Default setting. Indicates that if the PRD values change as a result of the work item
moving through the workflow, the corresponding mapped index keys found in the
Content Manager repository for the first attachment associated with this process
instance should be updated accordingly.
None Prevents Content Manager indices from being updated as the PRD changes.
Selected Enables reindexing of the attachments that have been programmatically attached
Attachments with a custom agent, plug-in, or program. Index keys will be updated whenever the
Update function is performed on the PRD in the workflow. If this radio button is not
marked and documents are automatically added to the process instance during the
workflow, the corresponding index values in Content Manager will not be updated.

Attachments may be automatically or manually added to a process instance during the workflow
process. There is a method to automatically attach multiple documents within Content Manager to a
single process instance. While the rules that establish the automatic attachment are defined in the Edit
Activity Attributes of an automatic activity, updating the index keys in Content Manager for these
automatic attachments is defined here by checking Always reindex PRD on automatic attachments. For

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example, consider an invoice that initiates the workflow and is the first attachment to the work item.
Then, perhaps, a purchase order and receiving document are automatically attached to the work item as
the first step in the workflow. In this case, both the PO and the receiving document, using the Content
Manager mappings to be discussed in the next section, could have their Content Manager index keys
updated whenever there is a change to the PRD for the work item.

Documents that are manually added to a process instance during the workflow may or may not have
their index keys updated, depending on the setting selected for the field Manual Attachment Reindex.
The options for this setting are:

 Always: All attachments added or uploaded manually from the desktop will be tagged to receive
index updates from PRD as it changes.
 Never: All attachments added or uploaded manually from the desktop will be tagged not to
receive index updates from PRD as it changes.
 Ask: The user will be presented with the button Update from PRD Mappings when adding an
attachment to select whether the attachment will receive index updates from PRD.

Index Definition Mappings

The Index Definition Mappings button allows the PRD fields defined for the workflow to be linked to the
Content Manager index definition established in conjunction with the workflow. As previously stated,
there is sometimes a one-to-one relationship between the data items in the Content Manager index
definition and the PRD, but often the PRD is a superset of the Content Manager index keys. In either
case, any common data items should be mapped using the Index Definition Mappings button to keep
the values in synch.

The first time the screen is opened, it will be blank because no linkages have been established. To begin
the process, click the New button. This will activate the lower section of the screen where you can
choose the Data Item, Index Def (Content Manager index definition), and the associated Content
Manager Index Key to create a mapping from Workflow to Content Manager.

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Index Definition Mappings

The Data Item dropdown list will display all the PRD items previously defined in the Process Relevant
Data tab. Select the item to map. From the Index Def dropdown list, select the Content Manager index
definition that contains the index key to which the PRD will be mapped. Then, from the Index Key
dropdown list, select the Content Manager index key that should match the PRD field selected from the
Data Item list. Finally, indicate if the particular PRD and/or Content Manager index keys should be
updated during the workflow process by selecting the appropriate checkboxes to the right.

 Update Process Relevant Data: The referenced data item (PRD field) will be updated with the
value in the mapped index key (if a value exists) when the process instance is created.
 Update Tungsten Content Manager: The referenced index key will be updated whenever the
value in the corresponding data item (PRD field) changes. This implies that even though
updating the PRD and/or Content Manager index values may have been enabled by checking the
appropriate boxes in the Process Relevant Data tab, the PRD and/or Content Manager index
values can be selectively updated on an item-by-item basis.
 Mark as document type: The referenced data item and index key are the document type field.
The document type field is an important field for a variety of functions within Workflow, and
therefore should always be mapped.

The Data Items (PRD fields) may be mapped to multiple index definitions. This may be necessary when
documents may be attached (either automatically or manually) from index definitions other than the
one that initiates the workflow. In this case, the document type field would need to be mapped at the
very least. However, if new documents are to be manually attached and there are common fields
between the workflow PRD and the Content Manager index keys, then those fields can be mapped and,
when doing the manual attachment, the PRD values would be carried into the index keys on the new
attachment. (Refer to the previous section Manual Activity Options for more details on setting up this
functionality.)

When finished, click the Save button and the entry will be moved to the list window. Continue this
process until all the required fields are mapped and moved to the list window.

To edit, select a Data Item and click Edit.

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Update Checkboxes

This example assumes that for this data item the value in Content Manager will not be updated if there
is a change to the PRD during the workflow process. (This is generally true for Document Type.)
Therefore, the Update Tungsten Content Manager box has been unchecked. Additionally, this data item
is marked as the document type indicator to the system by checking the Mark as document type column
checkbox. Document Type fields for any index definition that the process definition may use will need to
be mapped in this way.

When finished, click the Update button to save the changes. Alternatively, click the Cancel button to
abort the changes. When the mapping is complete, a seamless interface for maintaining the integrity of
the data elements between Content Manager and Workflow has been created.

Auto Attach Configuration

As stated previously in this section, Workflow can be configured to automatically wait for two or more
documents to converge within a single process instance before continuing through the workflow
process. Most of the convergence rules are set in the activity that waits for the documents to converge.
There needs to be a method for defining how Workflow can determine if one document is the proper
match for another. For instance, some business processes may require that an invoice is matched with
its corresponding purchase order. To accomplish this, click on the Auto Attach Configuration button and
then choose the Content Manager index keys that must match for the two documents.

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Auto Attach Configuration

In this example, the Company Number and the Document Date PRD values are checked, indicating that
the documents will be matched if they both have the same Company Number and Document Date.

Current Activity Update Option

Should it be desirable to have the workflow keep track of the activity in which the work item is located
as it moves through the workflow, then it will be necessary to have an additional PRD value (called, for
example, Current Activity) and have it indicated in this setting, as seen below. This option can be used to
pass the activity name to the Content Manager index definition if a corresponding index key is created
(in the Content Manager Administration module) and mapped in Process Modeler as described in the
previous section Index Definition Mappings. This can be a useful feature for users who are not workflow
participants.

Current Activity

PRD Security tab

Workflow supports activity-based security, meaning that the Process Modeler can control who can
access and process work items for a given activity in a process definition (workflow). If a user is a
participant of an activity within a workflow process, they have access to the process instances (work
items) within the activity and can use Workflow Search to locate and view the work items in that
workflow process.

Process Relevant Data (PRD) security expands on the activity-based security model and allows for the
process instances to be filtered based on the current PRD values of the process instance. The PRD

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security rules define what can be accessed by the assigned group or user. By adding PRD security to a
process definition, users are confined not only to the activities for which they are a participant, but
within those activities, the user may only see the work items to which they are given access to the
secured PRD values. PRD security is also carried over to Workflow Search. By default, until PRD security
is enabled and configured, users will have access to all work items in the workflows or which they are a
participant.

Some examples of how PRD Security could be used:

 Restrict workflow participants to process instances in their Business Unit and/or Company
Number.
 Restrict workflow participants to process instances that have a certain Document Type.
 Restrict workflow participants to process instances that are within a defined Company Number
range.

Setting up PRD security

PRD security is set up in the Process Modeler on the PRD Security tab. PRD security rules configured
here will be for the selected process definition only.

Up to 10 rules can be used to define what a user or group has rights to see and access in the workflow.
The rules are concatenated with AND logic, implying that when multiple rules are defined, all the PRD
values combined must be present for a user to be able to see the work item in an activity or in the
Workflow Search results.

Using the dropdown lists (which include all the data items/PRD fields defined for the process definition),
the Administrator can select the data item(s) on which to base the security. Then there are two ways to
configure security: by Values or by Users/Groups.

Values
Click on the Values button to open the View/Edit Secured Values screen. When the screen is opened for
the first time, the Secured Values area will be blank.

To add values for a selected data item, enter the value, then click the Add button. All the potential
values for the selected data item(s) must be entered. The value *ALL can be added to the list to allow a
user/group access to all values for the data item. This is especially helpful if there are many potential
values for the data item. When granting access, the *ALL value can be given to groups or users who have
open security, which is often the case for Administrator groups and users.

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Add Values

To delete values from the list, select the value and click the Delete button.

Once all the potential data item values have been added, security access can be assigned. Select a
Secured Value from the list. All available Users/Groups will display in the Available Workflow
Users/Groups grid on the bottom left of the screen. Any user or group that has already been assigned to
that value will display in the Selected Users/Groups grid on the right side of the page. To grant a user or
group access to a value, select the user or group from the Available Workflow Users/Groups list and click
on the right arrow, , which will move the user or group to the Selected Users/Groups list. To remove a
group’s or user’s access to a value, select the party in the Selected Users/Groups list and then click on
the left arrow, , which will move the party back to the Available Workflow Users/Groups list. The
figure below displays a list of groups and users that have been granted access to work items for
Company Number 100.

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Assigning Security by Values

If selected values are to be assigned to a group or user, then assignment must be done one Secured
Value at a time. Remember, if all values can be assigned to a group/user, then the Secured Value *ALL
can be assigned.

A search box is available for looking up groups and users. Enter all or part of the group or user name and
click the Search button. Click the Done button to save all changes and exit the page.

Users/Groups
Once values have been assigned for the data item on the Values screen, security access for a specific
Group or User can be viewed or alternatively defined by clicking on the Users/Groups button next to the
data item.

All available Users/Groups will display in the Available Workflow Users/Groups grid on the top left of
the screen. To assign security to a User/Group, select the user or group from the Available Workflow
Users/Groups list and click on the right arrow, , which will move the user or group to the Selected
Users/Groups list. With the User/Group selected in the Selected Users/Groups list, move one or more
values from the Available PRD Values list in the lower left to the Allowed PRD Values list by using the
right arrow button.

For example, the figure below shows that the group Project Leaders has been granted access to work
items for Vendor Numbers 100 and 200.

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Users/Groups

Turning on security
The checkbox Activate PRD Security for this Process definition turns configured security on or off.
Configurations will be saved even when the checkbox is deselected.

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PRD Security Tab

Once security rules are created and turned on, users will only see work items with PRD values to which
they have been granted access. The detail area of the workflow will display the total number of work
items in an activity and the number of work items to which the user has access. The example in the
figure below shows the value (68/0). This means that there are 68 work items in the selected activity,
but this user cannot see any of the work items because of PRD security.

Activity Item View in Workflow

When forwarding a work item and PRD security is activated, the user selected will be checked to see if
they have permission to the secured values on the work item due to the PRD security rules. If they do
not have permission, then the forwarding process will be stopped and a message will be displayed.
Workflow Search and Reporting results will also be filtered through PRD security.

When a process definition is exported, the PRD security rules will be saved and will be included in the
new process definition when imported. The Activate PRD Security for this process definition checkbox
will be marked, so remember to unmark it if not ready to activate the PRD security rules.

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If the Activate PRD Security for this Process definition checkbox is selected, but no values are assigned, a
warning message will be displayed (“PRD Security is ON but either User(s) or Value(s) are not set
properly. Either Turn OFF the PRD Security or set the User(s) or Value(s) to continue.”) and the process
definition cannot be updated.

Forms tab
Note: If buttons are greyed out, the user does not have permission granted to design forms. Access is
granted in the Workflow Administration module. Under Global Administration > Group and User
Management, the checkbox “Design Forms” must be selected for a user or group. There may be a limited
number of Forms licenses to assign. If all licenses are in use, the “Design Forms” checkbox will be greyed
out.

The Forms Designer allows users to create customized forms based on specific needs. Forms can be
assigned to specific activities in a process definition (workflow) and used to customize the way PRD is
entered.

Forms Tab

1. New: Prompts the user to name the new form. Type a unique name, then click Create.
2. Edit: Launches the Forms Designer for edits of the selected form. Forms can be edited at any
time, not just when the process is Under Creation.
3. Delete: Deletes the selected form. A message will ask if you are sure you want to delete the
form.
4. Copy: Makes a copy of the selected form. The copy is an exact duplicate including all mappings,
controls and rules. After selecting the copy button, a display will be presented to enter a new
unique name for the copy.
5. Mappings: This will provide a grid for mapping between Forms and Workflow PRD.

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 6. Index Definition Mapping (Optional): If configured, a PDF version of the form will be inserted
into the index definition whenever the form is updated by a user. In order for a PDF to be
stored/revised in the index definition, the Content Manager API User Name defined in Workflow
Administration should have permission to ‘Add’ and ‘Revise’ documents assigned in Index
Definition Security.

Forms can be passed around Workflow, viewed/saved by users, and have metadata persisted to/from
the Workflow database. Forms are accessed by users via a button in the User Inbox for the activity to
which it is assigned.

For information about designing/editing forms and adding forms to Workflow activities, see the
Workflow Forms Guide.

Publishing the workflow

Once all the design work is finished, the final step is to publish the workflow (process definition).
Publishing creates the databases that support the workflow model and all the interfaces between the
various Workflow modules, including Content Manager, the Workflow web client, Workflow
Administration, and the Scheduler. Without publishing, the car is without an engine; all the parts are
present, but the motor has yet to be installed.

To publish a process, go to the Process Definitions tab. Select the process definition to be published and
click the Edit button. If the process definition has not yet been published, the Publish button will
activate. Click the Publish button.

If errors are detected in the process definition, a dialog box will list the errors and the Publish process
will stop. The most common error is the lack of a default activity for a transition. The error screen will
list the transition numbers, which can be found on the Transitions tab. Once the errors have been
corrected, initiate the Publish process again.

If no errors are detected during the publishing process, then the system will complete the process and
the status of the process definition will be changed from Under Creation to Released. The process is now
ready to receive work items for testing, or if testing has been completed, for Production.

Advanced topics
Document rendezvous (auto-matching)
the document rendezvous feature allows the system to automatically match related documents prior to
moving them forward through the workflow process. A typical example of this function would be to
match an invoice with a receiving document and a purchase order. Once the documents are all in the
system, the system attaches them together into a single work item and they are moved as a “packet” to
the next activity in the workflow.

Workflow supports two types of document rendezvous scenarios: a “Push” (Wait for Auto Attachments)
and a “Pull” (Auto Poll for Attachments). The differences are subtle but important. Both functions are
configured only within an automatic activity.

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In a “Push” scenario, each document to be processed may create a Workflow process instance. When
the first of any of the documents defined to the auto-match activity is released to Workflow, a process
instance (work item) is created and it waits for another document to arrive. If the second document
arrives while the first is still in the auto-match activity, it will be attached to the first and the auto-match
activity will be completed to follow the routing rules established in the transitions connected to the
activity. In this case, there will be one process instance with two attachments for this work item.
However, assume that the first document timed out of the auto-match activity and moved on because
the second one did not show up in the time allotted. Then, the arrival of the second document will
create a new process instance that can never be matched to the first document because it belongs to a
different process instance. The same would be true if a third document was introduced that was to
match to the first.

The “Push” function is best suited to a situation where it is assured that the primary document will
always arrive first and a single occurrence of matching documents will always arrive within a very
specific timeframe. The generation of an offer of employment may be a good example. The primary
document is the application. It waits for a W4, reference check letter and a medical release form. If all
three are found in a 14-day window (as possibly defined by the duration limit on the activity) the four-
document “packet” (a single process instance or work item with four attachments) will be released from
the activity.

The “Pull” function is similar in many ways, but it is more controllable and lends itself to iterative
processing much better than does the “Push” method. The “Pull” function will fit most situations that
require document matching. Therefore, the “Pull” method is recommended over the “Push” method. In
a “Pull” function, only the first or “trigger” document ever gets introduced directly to Workflow.
Documents to be matched are scanned and stored in Content Manager, but do not initiate a workflow
process instance. Once the trigger document arrives in the auto-match activity, a service polls Content
Manager on a scheduled basis to see if other documents that are to be matched to the trigger document
have arrived. (The parameters of a “matching” document are configured within the automatic activity.)
If matching documents are found, the system attaches them to the trigger document and then releases
the “packet” from the activity. At this point, the packet could be reviewed and sent back to the auto-
match activity if all the documents that were required for subsequent processing were not attached at
that time. For instance, an invoice, acting as the trigger document arrives in the auto-match activity and
when polled, one receiving document is found in Content Manager. It is attached and the packet is
released to a Review activity. Upon review, it is noted that not everything has been received. So, the
packet is routed back to the auto-match activity to wait for the next receiving document(s). This loop
can be performed as often as necessary to ensure that all the necessary documents are attached.

The following example explains how to configure a typical “Pull” auto-match function. For this example,
assume a scenario of matching a receiving document(s) to an invoice.

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Auto Poll Configuration

The first step is to define the activity where the polling will take place as “Automatic” and set the
general controlling conditions for activity duration and notifications under Edit Activity Attributes, as
shown in the figure above. For this example, mark the Automatic and Auto Poll checkboxes to designate
that this will be a “Pull” auto-match activity. To ensure that work items don’t stay in the automatic
activity indefinitely, use the Activity Instance Duration function. Set the Duration Limit, Limit and
Threshold values to a level appropriate for the business process. (These settings are explained in the
section titled Duration and Volume Settings in the Edit Activity Attributes section.) In this example, the
Duration Unit is set to Day, the Limit to 3 and the Threshold to 2. Therefore, a warning message for this
work item will be sent after two days, and the work item will time out in three days with an email
message being sent and the work item will also complete to the next activity. Be sure to set the email
notification checkbox, On Threshold or Limit Exceeded, to activate the notification function.

The next step is to configure the criteria used to match the documents. This is done by clicking the
Configure button next to the Auto Poll radio button. This will display the screen shown below.

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Auto Poll Configuration

Use the dropdown list at the top of the screen to choose the appropriate index definition. This example
illustrates matching an invoice to receiving documents that will be stored in the Content Manager index
definition named AIOVP.

Next, establish the matching criteria. Use the Content Manager Index Key dropdown list to select the
Content Manager value and then match it to the PRD selected from the PRD Field Value dropdown list.
A Content Manager value can also be matched to a Literal Value. This process is repeated for each value
using the Append Type First for the first field and then the AND / OR buttons to establish any compound
condition relationships. The example above shows that the Company Number on the documents found
in Content Manager should match the Vendor Number found in the PRD, and the Company Name on the
documents found in Content Manager should match the Vendor Name found in the PRD.

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Auto Poll Configuration

Next, set the maximum number of documents to be pulled from Content Manager in one polling. This is
basically a safety measure. It can be used to avoid a situation, caused by incorrect matching criteria,
where Workflow may try to link hundreds of documents to the trigger document at one time. In this
example, the limit is set to seven. If more than seven documents are found, the system will not attach
any documents. The system will not attach any of the documents because, if more than the maximum
number is found, it would not know which of the documents were the “correct” ones to attach. The
work item will eventually timeout (based on the duration setting) and be routed to the next activity.

Finally, it is possible to map Agent Status and Agent Message PRD fields to the Auto Poll configuration. If
these are configured, the WF Scheduler service will update the status message. The following statuses
and messages are possible in the scheduler service for Auto Poll.

Scenario Agent Status Agent Message

Documents attached successfully Success Documents attached successfully
Activity limit exceeded Limit Exceeded Work item limit exceeded
Docs to attach > Max Docs to attach Retry Max docs to attach exceeded

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 Scenario Agent Status Agent Message
Error while attaching documents Error Error while attaching documents
No document(s) found to attach Retry No documents were found to attach
Number of attempts exceeds Max Limit Exceeded Max retry attempts exceeded
Retry allowed

The actual setup is now basically complete. However, there are a few additional considerations that
should be kept in mind.

At some point, the matching criteria will be met or the duration limit for the trigger document will be
exceeded and the work item will be released from the auto-match activity. Therefore, it is necessary to
make sure that the post- and pre-conditions going to the next activity(s) will accommodate any potential
situation that may occur. In general, post-conditions on the transition out of the auto-match activity are
not recommended. It is best to control the movement of the work item using the pre-condition
transitions going into the next activity(s). This will ensure that a work item does not get held up in the
auto-match activity even though a match has occurred or the duration was exceeded. Additionally, it is a
good idea to have a manual review activity following the auto-match activity. When reviewing the work
item packet after the auto-match activity, if all the matching documents are not present or the trigger
document exceeds its duration, the work item can be manually rerouted to the auto-match activity
using the Choice Route function.

The figures below show how the pre-conditions to the Match Review and Match Time-Out activities are
configured to cover all the routing possibilities. In this example, the work item should route to the
Match Review activity if the trigger document finds a match. The work item should route to the Match
Time-Out activity if the activity duration is exceeded. To be sure that all possible situations are covered,
the pre-condition to the Match Review activity is marked as a default. That is, if the work item is
released from the auto-match activity and does not satisfy the pre-condition to any of the destination
activities it will route to the Match Review activity by default. If a work item is sent back to the auto-
match activity, any documents that are already attached move with it and will not be attached a second
time.

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Attachments Exist

Duration Limit Exceeded

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