Understanding Basic Workflow Elements
The basic elements of the Workflow are known as "bots." The bots here represent the Tasks and various actions that have occurred (or will occur) during the "life" of a Work Item; bots are the building blocks of a Workflow.
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Defines the resources (i.e., Users and/or Groups) assigned to User Tasks and determines who has access to a Work Item. |
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Automatically executes an external Application, and may include one or more actions. EXAMPLEAn HR process may have an automatic task that autocratically prints New Hire forms to be reviewed. |
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Defines a task to access and/or update data in one or more external data sources (e.g., databases) within or external to DocuPhase: requiring no human intervention. EXAMPLEIn a healthcare facility, a work item’s Patient ID Index field contains a valid ID number that the Data Sync Task uses to find (in either the DocuPhase or external database) and update the corresponding patient's account: synchronizing the database with the Patient record. |
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Used to determine which of two possible Workflow paths a process follows. EXAMPLEIf an Accounts Payable Manager may be required to Approve or Deny (i.e., make a decision) an invoice, this element is used to ensure that decision process. |
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Indicates a the final point of an Assignment Task. |
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Included in every process, the Exception Task defines (via one or more steps) the resolution to a problem that may occur somewhere within a specific process. It allows the issue to be resolved, then returns the item to the normal Workflow. EXAMPLE
In a Purchase Order process, once an order is received, the packing list must be submitted and matched with an order. However, if the system is unable to find the corresponding order (e.g., because it was manually Indexed incorrectly), an Exception Task is provided with steps for finding the correct order to be matched with the packing list; then passing it a User Tasks for verification and submission to AP for approval (i.e., resolving and displaying |
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Different from an End Assignment bot, this indicates the end of an entire process, rather than an individual Task. NOTEWhile a process can only have a single Start Task, there may be multiple Finish Tasks within one Process. This is because there may be more than one path to complete a process; each path in a Progression Workflow network must ultimately end with a Finish Task. EXAMPLEIn an HR process for recruiting new employees, you may have Work Items for reviewing resumes and interviewing candidates to determine suitability for a particular job opening; the process may end at any of the following points, when a candidate:
The HR Recruiting process can end at any (or other) of the above points. |
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Defines two or more Tasks that can be performed concurrently without relying on each other, but using the same Binder or Documents: creating parallel processing Workflow paths. EXAMPLEWhile a sales candidate’s Application, Resume, and Interview Notes are being reviewed as a Work Item by the Sales Department, the HR department may be performing background and reference checks (using the same work item documents) as a Work Item: concurrent paths within the New Hire Process established by the AND Split Task. NOTEA Merge Task always follows an AND Split Task (see below) ensuring that the Split paths converge and continues through the Workflow. |
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Defines a point for parallel paths (created by an AND Split Task) to converge back into one unified path. NOTEA Merge Task always follows an AND Split Task (see below) ensuring that the Split paths converge and continues through the Workflow. EXAMPLEIn an HR Recruitment Process, the Employment Application Review path which is concurrently performed while the HR department verifies References and Transcripts are parallel paths within the New Hire Process. These parallel paths are allowed to converge into a common path again by the Merge Task which leads to a final “Hire” or “No Hire” result for the New Hire Process. |
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Defines a Task that is divided into two or more possible paths. The division (split) of the Task is based on a set of conditions. How the conditions are met determines which path the Task follows: using the same Binder and Documents for each. EXAMPLEThe User or Group responsible for the approval of a Purchase Order may depend upon the total amount of the expenditure. In an Or Split, conditions are set up so that certain P.O. amounts trigger the system to send P.O.s through the appropriate path:
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The point at which each Work Item begins. NOTEWhile a process can only have a single Start Task, there may be multiple Finish Tasks within one Process. This is because there may be more than one path to complete a process; each path in a Progression Workflow network must ultimately end with a Finish Task. |
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Used to indicate and define some form of human interaction(e.g., a manager signing a document, a Group acquiring and processing additional information about a document, etc.). NOTEUser Tasks are associated with email notifications, as well as changes in Process Status of an item. |
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An automatic flow-control task that "suspends" a work item’s progress until specified condition(s) have been met. EXAMPLEIn a healthcare setting, the office may be waiting for test results to be received before contacting a patient to come in for a follow-up visit. |
that returns the item to the normal Workflow).
