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-and-drop functionality.
By attaching Workflows in a Process users are able to see in real-time the Workflow stages (Processes or Tasks). When changing the state of a workflow step (e.g. once a certain task is completed), the process goes to the steps that follow and the workflow stage is automatically updated.
- Most importantly, User fields and User Forms can be matched at any step of a workflow, to help departments add meaningful information in a process with custom fields.
- Workflows can be either connected with an Application, Process Template, Process Schedule or be driven manually by creating a Process (of any type).
- If a workflow is linked to an App, it cannot be used in other Processes.
Workflow connection with Process
From the Modules Menu Button, navigate to a “Process” type Unit e.g. Generic Process. Click on the “+” button to create a new entry and in the “Workflow” field, search for the workflow name. The 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 a Workflow. When the state is “Running”, the Workflow will start.
- A Process Template connected with a Workflow. If Process Template’s initial state is “Running”, the workflow will start automatically, as per Process creation. Alternatively, it will start 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.
- Alternatively, link a workflow with a process-enabled application in App Builder. Note that if you link a workflow with an application, you cannot use the aforementioned options.
When a new Process with a linked workflow is set as “Running”, the first workflow step is triggered. Then, while the states of Workflow steps range between completed/failed/canceled, the workflow moves on to the following steps, and so on.
To access Workflows:
- Click on App Factory icon > Process Automation > Workflows.
- To create a New Workflow, simply click on the “+” icon.
- Now, add the details of the Workflow.
- Give the Workflow name as Title, select User group which has the accountability of the process, choose the maximum duration of workflow in days, set the pre-defined minimum priority status. You can also set a prefix that accompanies all process instances, e.g. if you create a new process with a workflow whose prefix is DOC, then the code of the first process that will contain the respective workflow will be DOC1, the code of the second one will be DOC2, the code of the third one will be DOC3 and so on.
- Do not forget to give access and change rights to specific users and/or groups and add a short description.
- Define the Business Owner of the process/workflow by choosing a user from the list.
- In the Link with UserApp field, you can see if this workflow is being used in an application.
- If you wish the workflow to be only completed automatically (when the active path reaches the end) leave the option “Allow Manual Completion” unchecked. Check it only, if you want the users to make a manual change to the state of the process(e.g. cancel, fail, pause, etc). Keep in mind that if a workflow is completed/failed/canceled manually, the paths cannot be re-activated.
- Add a Category to your workflow design, to group all similar workflow designs. With this filter, you can display this workflow design in Enterprise Canvas.
- Define if this design’s Status is Prepared or Not Prepared. This field is used as a filter in Workflow reports.
- Describe the Controls, Policies, and SPP information of this process/workflow.
- Give the Description, Scope, and Purpose of this process/workflow.
- Then, click on 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 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.
Manage a Workflow Design
After the Workflow creation, the system directs 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 the Version option
- Keep in mind that the DB must be reloaded.
- 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.
- Option Export BPMN 2.0 document, saves the Workflow as a BPMN2.0 file to your computer for future import activities.
3. Process Mapping: Comidor allows users to add process mapping in HTML, including enriched text and pictures. You are able to apply styles, fonts, and other format options. Just click on the respective tab and then on the “Pencil” button.
4. 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, Personnel allocation, Workflow Controls Contents, Workflow Policies Contents, and SPP Contents.
5. Business Process Guidelines: Comidor platform gives you the ability to view the end-users’ simple interface and get informed about the actions needed to be taken.
Click on Business Process Guidelines tab and you will see the following:
- a flowchart with the start and end points, stage and description (work practices) of every work practice of the workflow
- linked process policies to the workflow
- linked process controls to the workflow
- linked process SPP to the workflow
To display the start and end points, stage, and description per workflow stage, go to the design, click edit on the respective element (e.g. task), and add the respective information. (those three fields are by default hidden, choose “Show more options”:Yes to view them)
6. Link your workflow design with:
Click on the respective tab, then on the “+” icon, and select from the existing list of Controls, Policies, and SPP records.
See how to create new Controls, Policies, and SPP.
7. Click on the Design tab or Design preview “edit” button to start creating the workflow.
8. User fields can be used to add custom fields, which can then be included in a user form that will be attached later in the workflow stage. User forms can be used to add a custom form, where you can drag-and-drop system or custom fields and then attach it in a workflow stage (activities: tasks or subprocesses). Also, you can apply Field Rules to show or hide certain fields in forms, based on rules you set.
Learn more at User Fields and User Forms.
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 within 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 in the Services unit.
- See your results in a table view, graph, or pie chart. All types of 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 be completed. This feature enables users to identify bottlenecks.
- View workflow analytics with the “Total Task” Filter to measure 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 better resource management.
Workflow Change Tracking
Comidor platform gives you the ability to track and monitor the changes that are incorporated into any workflow.
You can track changes applied in specific tasks of the workflow as well as compare different versions of the same workflow.
Audit Trail Log
- Access a workflow you would like to modify from unit Workflow Designs.
- The necessary changes can be applied in Design. For example, change the name of a task’s title.
- Once you have saved all changes, select Update Log so as to see who applied the change, when as well as the old and new values of the updated field.
Workflow version comparison
Comidor users are able to compare the different versions of a workflow.
- From the “Actions” button, select Compare Versions so as to choose the versions you would like to compare.
- Insert the numbers of the versions you would like to compare and then click Ok.
- A new tab with the workflow information appears. This includes the two workflow designs as well as a description of all applied changes. New elements are given in green, deleted elements in red, and changes in existing elements in orange.
Click here to view some Workflow Examples.