Comidor can virtually map and track any organizational process through its Workflow unit. Workflows fully exploit the organizational structure to provide unprecedented process design and action monitoring. Through Workflows Designer, the user can navigate and modify existing processes or create a new one using BPMN 2.0 with drag-n-drop functionality.
Attaching Workflows in a Process can give automated Workflow stages (Processes or Tasks) that are assigned to users/groups. While changing a stage’s status, the process goes to the following steps accordingly.
- Most importantly, at any step of a workflow can be matched additional User fields and User Forms, to help departments add meaningful information in a process with custom fields.
- Workflows can be connected with an Application, Process Template, Process Schedule or driven manually by creating a Process (of any type).
- If a workflow is linked to an App, it cannot be used to other Processes.
In order to access Workflows:
- Click on Modules Menu Button> Process Automation> Workflows.
- To create a New Workflow, simply click the new (+) button.
- Now, add the details of the Workflow.
- Give a Workflow name as Title, select User group which has the accountability of the process, choose between setting the maximum duration of workflow in days, set the minimum pre-defined priority status. You can also set a prefix that follows all process instances, for example, if you create a new process of workflow with prefix DOC, then the first process’ with this workflow code will be DOC1, the next one DOC2, next DOC3 and so on.
- Do not forget to give access and change rights to specific users or/and groups and add a short description.
- In the Link with UserApp field, you can see if this workflow is being used in an application.
- Then, click the “Save” button.
- Alternatively, you may import a BPMN 2.0 Workflow by pressing the Actions button and selecting the related option. BPMN 2.0 files that you exported from Comidor or from another product can now be imported into Comidor. Each BPMN2.0 file import is unique and does not overwrite other BPMN2.0 files from prior imports. Specific functionality includes:
- Ability to import a BPMN2.0 file into Comidor
- Group mapping is available in order to correlate the parties involved in the imported workflow. If there are already assigned parties in Comidor, they will be identified by the platform.
- You can correlate the involved parties, by typing their name or choose from the pre-defined options in the drop-down list. The group mapping is available for:
- Hover your mouse above the info icon to see in which task each role, user or group is used.
After Workflow creation, the system navigates you to the Workflow Summary interface, in order for the user to either edit details or start designing! Click on:
1. Summary “pencil” button to edit initial details
2. “Actions” button options:
- Delete the Workflow
- Copy / Version the current workflow design.
- Give a Title to the copied Workflow design
- Or click check on Version option
- Keep in mind that a reload DB is required.
- Click on the Versions tab to see all versions that you have created.
- Schedule the date range of the version you want to be active.
- Export BPMN 2.0 document saves a BPMN2.0 file to your computer which can be used for future import activities
- Export Business Process document allows users to export the full workflow design and architecture including all components, resources, and stakeholders involved. The export is in pdf format and the document includes Business process diagram, Process elements in detail and Personnel allocation.
3. Design tab or Design preview “edit” button to start creating the workflow,
4. User fields to add custom fields, then add them to a user form that will be attached later in a workflow stage, User forms to add a custom form, where you can drag-n-drop system or custom fields and then attach it in a workflow stage (activities: tasks or subprocesses),
5. Tags to manage this workflow personal/group/public tags.
6. Comments to make comments related to the workflow.
Workflow connection with Process
From the Modules Menu Button, navigate to a “Process” type Unit i.e. Generic Process. Click on the “+” button to create a new entry and in the bottom right, search for the workflow name. Following cases refer to workflow connection with a “Process”
- a Process (of any type: Generic Process, Project, Opportunity, Event, Training, Issue, Ticket, Topic, Job Posting, Campaign) connected with this Workflow. When the state is “Running”, Workflow will start.
- a Process Template connected with a Workflow. If Process Template initial state is “Running”, the workflow will start automatically, as per Process creation. Alternatively, by manually changing the Process state to “Running”.
- a Process Schedule is connected with a Workflow. The workflow will start automatically, as per Process creation.
When new Workflow-Process is set as “running”, the first workflow action is triggered. Then, while Workflow stages’ states are completed/failed/canceled, the workflow moves on the following stages and so on.
Navigate to each Workflow in the Analytics tab, to get insights on each Workflow usage.
- Set Analytics Filters to get the results you wish
- Choose between Total or Delayed Tasks to be displayed
- Monitor the Duration and Cost of each step.
- Narrow your results to tasks that were assigned to a specific user or group
- Select the period of time you are interested in
- Click on Refresh
- Pinpoint the total and delayed instances and tasks that were created with one workflow. Cost is calculated based on the duration of each task multiplied by the cost rate of the user that completes each task. See more on the Services unit.
- See your results in a table view, graph and pie chart. All graphs are printable and downloadable.
- View workflow analytics with the “Delayed Task” Filter to measure the scheduled time and the actual time it took for a task to complete. This feature enables users to identify bottlenecks
- View workflow analytics with “Total Task” Filter to view how many times every task is executed in total. This will identify your “critical path”, your process optimal path and ultimately help identify where the focus should be for resource management
Click here to view some Workflow Examples.