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Information about instances registered in WEBCON BPS is stored in the MS SQL database, and in Apache Solr indexes (allows for a quick search). While the system is running, activities such as registering a new instance, following a path, or saving an instance generate entries in the queue of elements to be saved in Solr. The WebCon WorkFlow Service is responsible for sending data to Apache Solr, which processes the queue of elements for indexing. The “SOLR indexer queue” report is available in the 'Reports' section in WEBCON BPS Designer Studio.

Data operations

In WEBCON BPS data stored e.g. in the external database can be retrieved and displayed by: defining data connection and SQL query, creating a data source and using filters. This article describes both approaches to use data in WEBCON BPS, differences between them, and problems of their configuration. The article uses data provided by EMSI, Economic Modeling Specialists Inc. that contains information on the change in the employment structure in UK cities in 2011 and 2014, broken down by industry. The selected datasheet that contains over 1300 records, has been imported to the UK_JOB_CHANGE database (created and configured for this article).

One of the types of data stored in WEBCON BPS databases is the configuration of the elements that make up applications and processes. The configuration settings entered by a user are stored in the tables appropriate for the configured elements. The article provides a summary that schematically shows which table is responsible for which part of the configuration. This article describes the configuration tables that relate to the settings entered on the application part. The picture below presents the standard structure of the application created in WEBCON BSP Designer Studio.

While working on WEBCON BPS Portal, you can see the error messages displayed by the system in the upper right corner – they are displayed when the system encounters a problem and the execution of any action fails. From version 2020.1.3.277 there is the ability of previewing error logs from the administration tools panel. But there is also the option to access to error logs from the level of the AdminWFEventLogs table in the configuration database (for users use the older versions). The administration tool from Designer Studio allows you to search for information about the error. This information is downloaded from the database and displays data from the WEL_Name and WEL_Details columns of the AdminWEEventLogs table.

The data table form field allows you to display data in the form of a table with defined columns. This data can be provided from any data source defined in WEBCON BPS Designer Studio. This article describes the configuration and data relations based on the “Employee’s report” form field in the “Expense report” application template. The data table form field can be very useful in applications that have several related workflows and there is a need to display data from other workflows on one form – juxtaposing a plethora of useful data on one page. The possibility of using any SQL source as a data source in the form field allows you to build forms that integrate information from many different databases.

When designing processes and individual workflows in WEBCON BPS, it is good to know how data is stored in the tables, what are the relations between them and how the particular information is displayed on the form. The WFElements table contains data about all instances (forms) in the system. They store both system data and form field values defined in the processes. Each workflow instance is identified by a unique ID (WFD_ID).

When designing processes and individual workflows in WEBCON BPS, it is good to know how data is stored in the tables, what are the relations between them and how the particular information is displayed on the form. The WFElementDetails table contains all rows from the item list including user input and system data. Each row is uniquely identified by using the unique ID (DET_ID). Each form field in WEBCON BPS has its unique ID assigned – it allows you to configure workflows with Item list types of form fields.

When designing processes and individual workflows in WEBCON BPS is it good to know how data is stored in the table, what relationships are and how particular information is displayed on the form. The following article describes the WFHistoryElements and WFHistoryElementDetails tables. The tables store data o the edition of the instances and changes of the values when going through the path. The WFHistoryElements table stores information about the instance and form fields value and the WFHistoryElementDetails table – information about values from the “Item list” form field.

WEBCON BPS can be extensively integrated with Microsoft SharePoint Online. This article describes how to start a workflow by using a standard SharePoint list with advanced column formatting.

In the presented scenario, the SharePoint list will be used to start the workflow of inviting people to the conference – after entering the name and surname, a marketing workflow will be started. The current status of the task can be checked in the SharePoint list column.

The processes designed in WEBCON BPS use the e-mail sending actions in their workflows – e.g. e-mails about active tasks waiting for the user or e-mails contain various reports. WEBCON BPS allows you to set a way of sending e-mails in which the outgoing notifications can be queued by the system and then, are sent according to the priority assigned to them. The queue can be stored in the WFMails table in the database. To enable the message queueing, go to the configuration of the “Send a custom e-mail” action and in the “Settings” tab select the “Add to sending queue” option.