Applies to version 2020.1.x, author: Michał Bednarz
WEBCON BPS allows you to specify substitutions for users, which may be defined:
The substitute is given a task in the form of substitution for the workflow instances with the active tasks and a possibility to modify them. Permissions are not being substituted. If the user has permissions to modify an instance but they do not have any tasks there, the system will not provide analogical permissions for the substitute.
Substitutions for the historic tasks (tasks already active at the moment of substitution start) are created by the workflow service according to schedule. For new tasks, substitution is created at the moment of assignment.
Starting with BPS version 2019, you can define substitutions on your Portal. To learn how to do this, please refer to this article.
Realization of substitution for a person who is on vacation in the selected workflow instance.
The first step is to verify settings of storing information about substitutions. Go to Designer Studio, and then, in the “Global parameters” tab, find the section with substitution settings. Substitutions can be based on:
Fig. 1. Substitutions globally configuration
To make workflow service run also historic tasks, a schedule must be set. Go to WEBCON BPS Designer Studio and from the service configuration level, select the “Schedules” option. It is required to add at least one schedule to run substitutions. The substitution recalculation may produce a high load on the system, so in the case of highly developed systems, it is good practice to run it before work hours.
Fig. 2. The configuration of substitutions schedule
The next step is to run substitutions support on a level of a given process. Go to Designer Studio and select the process and then, in the “Settings” tab check the “Enable substitutions” option. Here, it is also possible to configure the way in which the substitutions and substitution notifications will work:
Fig. 3. The configuration of substitutions on the process level
It is also possible to select certain workflow tasks which will be subjected to the substitution mechanism. To make task substitution work during task assignment on takeover path, on the Task creation tab, the “Enable substitutions” checkbox must be marked.
Fig. 4.The configuration of assigning a task supported by substitutions on the transition path.
Analogical settings may be found in task assignment action:
Fig.5. The configuration of assigning a task supported by substitutions by using actions
For a substitution to apply, it is required to create its definition. WebPart BPS Covers Management serves as a tool for the creation of substitution definition (configuration of data stored in the database). After adding WebPart it has to be configured.
Fig. 6. The configuration of WebPart Covers Managements
The default configuration is sufficient only to add new substitutions by users for themselves. Here the number of processes can be limited and if WebPart is being run in the administration mode – it allows to add the substitutions for other users.
To add the substitution for yourself, click on the “New substitution” hyperlink, select substitute, dates, processes, and companies in which substitution will apply. It is important that the beginning of substitution is not set on a date before the current one. The system does not allow to create substitutions for past dates.
Fig. 7. Adding the new substitution
Test of the developed solution
To test substitutions for already created tasks, you can wait for them to run accordingly to schedule or run them manually using the “Activate substitutions” button in Designer Studio configuration – the “Global parameters” node. After running it, you will see information about the correct start (it is possible to perform such operation also if there is a need to quickly start a new substitution outside the schedule).
Fig. 8. Running the substitutions for historical tasks
Effect of substitutions action:
Fig. 9. The view of the active task on the form
During task assignment for the substituted person, substitution will be created parallel to a task.
As you can see, assigning tasks to the substituting person can be done easily thanks to the intelligent process automation provided by WEBCON BPS. Simply configure a couple of steps, and then have the tasks reassigned automatically when you decide who should substitute an absent employee.