Applies to version: 2020.1.x; author: Konrad Wojtycza
The article is an update of the already existing article, it shows the configuration in version 2020.1.3. For the original see: BPS actions - introduction.
WEBCON BPS allows you to create workflows supporting many business processes. You can use various standard and extended actions.
Standard workflow requirements are:
- Filling the form
- Defining the next workflow steps
- Defining the transition path between the individual steps
- Creation of tasks for users
In the case of creating more complex forms, you can use the actions available in the system.
Examples of using actions:
- In the vacation process, you can use the “Add a substitution” action. Then, when registering the request, the user may indicate the substitute person for the time of absence.
- Timeout notification – if process has to work continuously, it is possible to configure notifications/reminders for users with assigned tasks. For example if system is stopped at a certain step for more than 24 hours, then properly configured action will send a reminder to accountable user. Such notification may be repeated, e.g. every 10 minutes until the task is completed.
- Extension of point 2 – if after, for example, 36 hours, the task is not accomplished despite the reminders, then the escalation path is initiated and the task is forwarded to a superior of previous user.
- Starting sub-workflows – you can configure the actions that start sub-workflows.
- In the HR process – while hiring a new employee, system allows to configure an action which creates an Active Directory account (login) for new user, based on data entered into the form by HR Department.
Examples given above are just a small sample of 39 predefined types of actions grouped in 8 types.
Types of actions
Action type defines with what kind of activity or document state an action may be performed. We can distinct two basic types in dependence of the place of action calling in process:
- Global actions
- Actions in step
Global actions are not associated to any special step in process. They refer to the whole process. According to the fact that global actions are not connected to any step or any path, in case of global actions there are five ways to call them.
Fig. 1. Global actions
- On browser opening – action is called if user with assigned task (or his substitute) opens the document in browser
- Menu button – action is called after clicking the menu button which is displayed on the document after opening it in browser
- On start (Cyclical) – cyclical action, not attached to any specific document (allows to start workflows). Execution frequency may be freely configured.
- On document deleting – action is calling takes place when given document is being deleted from workflow
- On document saving – action called when document is not being sent to next step, but just saved.
- Attachments menu – action allows to add custom actions to attachments menu.
In step actions – connected to certain workflow step. In this case actions may be called analogically as global actions but for such action kind, it is possible to use call ups as well:
- On entry – document state defining entry to target step, after transition between steps
- On exit – state defining exit from the step, before transition between steps
- On path – transition between workflow steps
Fig. 2. Actions in step
Below, a list of grouped action types available to perform:
OCR and scanning
Excel, Word & PDF
Reports and printouts
Digital signatures and certificates
BPS users and groups
SharePoint - content
- Create a site
- Download an attachment from a list
- Create a list – action is used to create a SharePoint list based on the previously created SharePoint list templates
- Delete a list – action is used to delete a SharePoint list at a given address
- Add a new list element – action is used to add new elements to the list on basis of rules defined in the configuration
- Edit a list element – action is used to edit a specific element on a SharePoint list
- Delete a list element – action is used to delete one element from a list or number of elements using CAML query, it also has an option to verify amount of deleted items
- Add an attachment to an list
SharePoint – users & privileges
- Create a group
- SharePoint group members management
- Add SP privileges
Detailed configuration with examples is described in articles from “BPS Actions” category.