Knowledge Base

Each of the individual stages of the business process requires the involvement of specific employees or groups. The degree of involvement can vary from person to person – from one action and access to some resources to participate in the entire process cycle and insight into each instance. WEBCON BPS allows you to map these conditions by using the privileges mechanism. The WEBCON BPS system operates based on a SQL database, one of the places where the information the privileges is stored is the WFSecurities table.

WEBCON BPS introduces a lot of new functionalities which allow for creating more complicated processes. In some cases, developing the process is related to an increase in the number of form fields used, although this is not always necessary. This article describes how to limit the number of form fields in WEBCON BPS 2020 and presents good practices in planning and configuring process – so that these limits are not reached. All of the following limitations result directly from the WFElements (for form fields) and WFElementsDetails (for the item list) SQL table structures.

WEBCON BPS allows you to optically recognize of instances and then, assign their values to the appropriate form fields. The following article describes the method of configuration a process to read data on the instance. To run the OCR AI you must to: install the ABBYY FineReader component (Fine Reader 11 installation), enable the “OCR AI” service role and import/add an OCR AI project. The following configuration uses two OCR AI projects – for tax id and fields identification (provided by WEBCON BPS). These projects were imported in the “OCR AI” projects in the system configuration in Designer Studio.

Actions are commonly used in WEBCON BPS to design the processes and individual workflows. They are performed without any user interaction and defined on the transition paths or steps. An example actions perform such activities as calculating the field value, making an entry to AD, sending an e-mail. While working with WEBCON BPS they will appear situations (at the stage of creating the processes, testing or using already implemented solution) when you are not sure whether the action was correctly triggered.

If an employee is absent, their tasks can be automatically passed to another person. Read this article to learn how to configure substitutions in WEBCON BPS. WEBCON BPS allows you to use this workflow automation in many places. One of the options for setting the substitutions is to use the actions in the “Substitutions” category in WEBCON BPS Designer Studio.

In WEBCON BPS a frequently used function is to generate automatic documents based on DOCX or HTML templates. This article explains how to change the current document template that has been created in the process of document templates. Using the system process that creates a document templates library allows you to easily update the existing printout templates. All you have to do is assign the privileges to a specific user and they can manage their own templates.

The ability of generating printouts is one of the functionalities in WEBCON BPS (e.g. car reservation, order or shopping list) – thanks to the MS Word add-in. This article describes how to Install the add-in. To install the add-in, go to the WEBCON BPS Portal, click on your profile icon and then, click the “Install MS Office add-ins” -> “Word” option. The MS Word add-in to the WEBCON BPS gives you a lot of abilities to create printouts. You can easily create a printout and implement them for your business needs.

In WEBCON BPS you can create simple workflows consisting of several steps and form fields, but you can also use the subworkflows mechanism. The following article describes the action connected to subworkflows – “Update related workflow instance”. This action allows you to change the value of the form fields in the parent workflow. More experienced system users can associate the previous name of this action, which was changed in the 2016 release – it was previously called “Update the parent workflow”.

In WEBCON BPS Portal there is the ability of viewing instances created in the system. The article presents the ability of displaying instances according to a given key – search structures. The searching structure allows for viewing instances without the ability of defining the report. In a few moments you can search the structure and find the instance you are interested in. On the main screen of the panel on the left there is a “Searching structure” list – after clicking on them, the “Archive” system structure will appear on the screen. After selecting them a list of applications existing in the system will appear – select the application you are interested in.

In WEBCON BPS the individual steps require tasks to be performed by a specific user or group of users. The appropriate design of a process and the correct assignment of tasks can improve the performance of daily duties, document processing and company management.The article describes the idea of assigning tasks to groups – on the example of BPS groups, available from the 2019 version. Tasks in the system can be assigned to the specific users, defined at the level of a specific workflow. However, when the company structure changes, then it will be necessary to make additional changes in the workflow configuration in WEBCON BPS Designer Studio.