Workflows

Workflow control (Branch) allows to redirect a workflow instance along a selected path. With the help of the workflow control step, we can among other things: set the logic of skipping steps, assign a task to other people, (e.g. in the case of approval) or withhold instances in step until the conditions are met.

In WEBCON BPS it is possible to search the contents of PDF attachments containing text using the ABBYY FineReader program. FineReader converts scanned documents and PDF files into editable form, and it is responsible for generating a text layer on attachments in workflows. This allows users to easily convert documents as well as search files. The article describes how you can configure the process of searching for documents based on two exemplary workflows. The “Add a text layer” action also supports .jpg and .png files. Graphic files are converted to PDF format, and then the text layer is applied. The effectiveness of such an operation depends on the quality of the image file. Searching in the content of files is also possible for .txt and .docx formats.

The article presents two workflows - the first is used to plan absence by an employee, and the second to register absence requests (using wizard). A special workflow for creating absence plans allows the employee to plan the absence (e.g. at the beginning of the year), which will then appear on the Gantt chart. The second way is to use the absence workflow generated by the absence process wizard - in this case, the selected absence plans (e.g. not approved by the supervisor or vacation leave) will be displayed on the Gantt chart.

In the WEBCON BPS 2020 version, the attachment preview window has been expanded with the option to switch to the preview of the next or previous attachment from the list of all files attached to instances. There is also the option to download an attachment directly from the preview window. Also the 'Drag and Drop' mechanism was also expanded. It works more efficiently and you can drag e-mail directly from Outlook.

Task and step descriptions are brief instructions on a form that help users complete a task. Descriptions can improve the workflow instance by reducing the number of errors and questions. They can contain basic information which helps a new user get started with the application, and also may explain the more complex dependencies between the form fields required to add attachments or selectable paths that will make the task easier to complete.
Step description. The step description is visible by default on the right part of the form but you can move them elsewhere, just like a regular form field. This section always contains the “Task details” header, the name of the step (in the case of the start step – they will be always “Start of the process”) and description created by a person that sets up the process.

For this article we will implement a simple system for dividing up tasks between a group of users, based on the following principles:
1) The task will go to the user with the least amount of tasks
2) If multiple users are tied for the fewest number of tasks, one of them is randomly assigned the task
3) There is a limit to how many tasks a user can have
4) Once all users of the group have reached this limit, tasks will be placed in a queue
5) Queued tasks will be assigned to somebody as soon as they are no longer at their task cap

The purpose is to split up the workload between users equally and not overwhelm individual users with too many tasks.

To personalize your WEBCON BPS Portal appearance you can change the logo and color scheme of the user interface.. The global system administrator has the ability to modify these elements of the site. This article describes how to add logo to Portal – and replace the WEBCON logo in the top left corner. In the previous versions of the system, setting a custom logo required copying the graphic file to the server and providing a link to it in the site settings. In 2020.1.3. there is the ability to add the graphic file directly from a file on your computer.

WEBCON BPS Standalone is what we call an installation of the system that operates without SharePoint. It was already possible to synchronize groups and individual users into the system by using the designated Portal interface. In version 2020.1.3., a new functionality for managing BPS groups and users has been added to supplement this process. The “Synchronization mode” parameter defines whether the action is to wait for the synchronization process to complete. Both synchronization modes are described in the context help in the system under the “F1” button.

The term “Related processes” refers to processes that interact with an application, but whose definition is originally in a different application. This feature can be useful in situations where you need to use the same process across multiple applications – once created in one application, it can be linked and used as a related process in others. Being in a different application does not exclude it from being used in presentation elements – related processes can be referenced in presentation configuration like any native process.

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.