Workflows | Comidor Low-Code BPM Platform

Workflow Designer

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With Comidor BPMN 2.0 designer, you can map and optimize any process that takes place in your company.

In order to access Workflows, click on Modules Menu Button> Business Automation > Workflows.

Learn how to create and manage workflows step by step.

Workflow Design

In the Design tab, you can start Workflow creation.

You can add Lanes in the Pool by clicking on the small “add” button.

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Flow Objects

In the Workflow Design panel, you may see flow objects like:

  • Events
  • Activities
  • Gateways

Events

Having Standard Start Event and End Event already in the design area, you can add with drag-n-drop more flow objects in your Workflow. The Start Event Notation can be only one; a workflow may start when:

Still, you may have as many End events as you wish.

Other Intermediate Events exist:

  • Email: Email element is Throwing – Message Intermediate Event that can be used to create and send custom emails through your automated process.
  • Timer: Timer element can be used as a Catching – Timer Intermediate Event that adds a delay in hours or days in your workflow.
  • System Notification: Send pre-defined or custom system messages to specific Comidor users.

workflows/comidor low-code bpm platform

Timer boundary Events and Conditional Events are depicted in Comidor differently from Activities’ inside.

Events affect the process flow and have a cause (trigger) and an effect (impact/result).

Activities

Activities refer to work performed by user(s)/group(s) (atomic or non-atomic) which can be a Task or Sub-Process (sub-process may be of any type: Generic Process, Project, Opportunity, Event, Training, Issue, Ticket, Topic, Job Posting, Campaign).

  • Tasks (atomic or choreography): a task is used when the work is not broken into a finer level, while the choreography task is used any time we have more than 1 participants, who need to exchange messages. This piece of work is depicted in Comidor with a Workflow Task that can be assigned to one or more Personnel/Group leader(s) of a team/whole team and can be broken down manually to sub-tasks later, while the process is on the go.
  • Sub-process: a process that can be broken down in a set of smaller activities (other workflows with tasks and sub-processes or call-activity) and can involve 1 or more participants.

workflows/comidor low-code bpm platform

  • Escalation is also available. From this point, the user can set specific conditions that will trigger actions or notifications that the user needs.workflows/comidor low-code bpm platform In workflow design, in the task you wish to apply escalation, click on the up-arrow button, next to the edit button. A new window opens, where you can create and manage your escalations for this particular task.

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    • Click on “+” to create a new escalation. Complete the Basic info such as Description of this escalation and Priority. Workflow and Stage are automatically set and cannot be edited.workflows/comidor low-code bpm platform
    • Then, choose the conditions where an action or a notification should be triggered. For example, you can select when the delayed finish of this task is equivalent or more than 3 hours to initiate an action, and/or notify the user/users and/or send a predefined email to the recipients you wish. workflows/comidor low-code bpm platform
    • In tab Actions, you have the option to perform an action in a field related to the mother process or to a global field. In this example, when the task’s finish is delayed over 3 hours, the mother process state will be paused.  By clicking on the + button you can add more actions, and by – you can easily delete them.workflows/comidor low-code bpm platform
    • In tab Notifications, you can select the Group or the users you want to notify and write the content of the notification. They will receive a note notification in their Notification bar.workflows/comidor low-code bpm platform
    • Finally, you can set a predefined email to be sent automatically to a particular e-mail address, or to a user/group. In order for your e-mail to be sent, you have to set up first an e-mail account.
    • Then, click on Save or Save and New if you wish to create more escalations for this task. Otherwise, press Cancel if you do not want to save your entry.

Gateways

A gateway is used to determine branching, forking, merging and joining of paths drew by sequence flow. In Comidor we have exclusive, inclusive and parallel gateways.

workflows/comidor low-code bpm platform

  • Inclusive (OR) Gateway: Inclusive Gate refers to activating one or more flows when dividing. For incoming, all paths may be taken/fulfilled, from one to all.
  • Parallel (AND) Gateway (Fork/Join): Parallel Gate refers to dividing of paths into two or more flows (fork). For incoming flows, the parallel gateway will wait for all incoming flows before continues (join).
  • Exclusive (XOR) Gateway: Exclusive Gate refers to choosing “either/or” and will limit the outcome to one single path but in exactly one of the output branches

Annotations

With Comidor BPMN 2.0 workflow designer, you have the capability of adding comments inside your design. This allows you to explain in more detail what is the use of certain tasks or give them a description.

workflows | comidor low-code bpm platform

1. Drag and drop the Comment element.

workflows | comidor low-code bpm platform

2. In “Your comments” field, type your comment.

workflows | comidor low-code bpm platform

3. Connect your comment with the component(s) that you wish.

workflows | comidor low-code bpm platform

4. If you want to modify your comment, you can click on the pencil icon and modify it.

Connectors

We use sequence flow connecting objects in Comidor.

Conditional Flow shows the order of activities; it may hold a condition (conditional flow) or stand as default flow. It connects activities/events/gateways with each other, being in the same pool/lane.

 

Data and Artifacts

In Comidor we store data inside the activities or inside the whole process. Data Input and Output are achieved via user forms with database or custom user fields. Still, there is an option to insert/update/delete fields in Comidor Tables (such as Personnel/Contact/Account/Project Requirement).

  • Comidor Data (Insert/Update/Delete) : Ability to insert/update/delete Personnel/Contact/Account/Project Requirement fields.

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Comidor Integration

  • RESTful Web Service: Communicate with 3rd party systems via RESTful Web Service.
  • SOAP: Comidor can connect with external application or system using SOAP-based Web Service in order to exchange information. workflows/comidor low-code bpm platform

Elements

Let’s zoom-in each element…

Activity: Task

In Task element, you can add:

  • Title of the task
  • Parent Stage, which refers to the stage of the parent process as soon as this step is fulfilled
  • From whom this Task will be Assigned From, selecting from a list which includes Process Creator, Admin, Assignee’s Manage or other usersworkflows/comidor low-code bpm platform
  • Parent Completion Percent (%) is the completion percentage of the parent process after this activity is completed successfully
  • to whom the task is Assigned To choosing from a wide list of options (Abstract Options: Creator or Personnel of Process, Creator’s or Personnel Manager, Creator’s or Personnel Default group from Organizational Chart/Users’ Groups, Creator’s or Personnel Default group – Leader, Creator’s or Personnel Default group – Parent Group, Creator’s or Personnel Default group – Parent Group Leader, Role associated with a specific Functional Group/Division/Company, Account’s Responsible or Pre-defined options: User(s) name, Group Leader name(s), Group names)
  • Exception Assignees is a field where you define to whom the task will be assigned to if other rules you have set above (group leader, role, etc) do not fetch any user.
  • option to Filter group assignments according to main process assignees; thus, whether a selection of “Assigned to” will be filtered according to what is added in Main Process “Assigned to” field.
  • its Task type (work, appointment, meeting, event, etc.)
  • connect any User Form (that is already created) and
  • attach a draft of an already uploaded in Comidor File!
  • Also, you can add Activity boundaries by setting the maximum days or hours of this task duration. Tip: In case you want to associate this task completion with the end of the whole workflow, you may put a negative numbering i.e. “-5” means 5 days prior to workflow completion.
  • Set Priority and Importance
  • Description of the Activity that should be performed.

Activity: SubProcess

In SubProcess element, you can fill in most of the fields (as explained in Activity: Task), but also:

Connectors : Sequence/Conditional Flow

Through Conditional Flows, you can connect your workflow elements (activities, gateways or events) and design any possible/desired alternative path. For example, after Task creation, you should connect it with the previous element with a Conditional Flow. In the conditional flow form you can:

  • Drag-n-drop a conditional flow from a Start Event to an Activity and select the Target State, which is the initial state of the target activity (can be Scheduled or Running).  Type a brief Description of the conditional flow that will help workflow understanding.workflows/comidor low-code bpm platform
  • Drag-n-drop a conditional flow from an Activity/Gateway and select the Source State and Target State, which are the trigger state (can be completed/failed/canceled) and impact state (can be scheduled/running/paused/completed/canceled/failed), respectively. workflows/comidor low-code bpm platform
  • Conditions can be added in both cases from the Custom condition builder/Advanced Conditions tab. Add further conditions through custom condition builder using either database system fields or any custom user fields you have created in User fields and added in a User form.workflows/comidor low-code bpm platform

Finally, a conditional flow with your brief description has been added in your workflow design between the standard start event and the task you had created or between activities/gates.

Diamonds in the conditional flow refer to Source state and arrows to Target State, blue: Running, green: Completed, black/white: Canceled, red: Failed, grey: Scheduled, orange: Paused.

  • In more complicated workflows, there might be a need to combine and use more complex Advanced conditions. In these cases, the workflow will check more conditions as you can see below. Click on “<“,”>” to add parenthesis before or after the condition you want and select AND, OR between the conditions in each case accordingly. With “+” and “-” button you can add more or delete a condition.

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Swimlanes: Pool and Lanes

  • Pool and Lane define the responsibility for activities (tasks/subprocesses)
  • Lanes exist inside a Pool and pool boundaries represent the process which is automated with the workflow
  • We may have a pool with different Lanes (participants such as user(s)/group(s) for process automation or have different pools with 1 lane for different subprocesses of an automated mother process)
  • A Lane name is a free text – you may add a name of a person or a department name of a role nameworkflows/comidor low-code bpm platform

Intermediate Events: Email

Email element is a Throw – Message Intermediate Event. Using it you can send a custom email through each process that is related to the specific workflow. Adding an email in workflows you can set:

  • The Title, which is one of the required fields.
  • The Parent Stage which is the stage of the parent process as soon as this step is reached.
  • You may also set Variables that will appear inside the body of the e-mail. For example, set a variable Key for the Title field of the Process, or for another database/ global field.
  • The Sender which should be a predefined text or a custom text type field (probably already given in a custom form).
  • The Subject, which can be a predefined text or/and a custom text type field (probably already given in a custom form).
    Tip: adding both predefined and custom text, the predefined text will be appeared first and then the custom one.
  • The Email Body, which may be a predefined text or/and custom memo type field.
    Tip: adding both predefined text and custom memo, the custom memo will be appeared first and then the predefined text.
  • For more advanced users: you can provide in your e-mail body more details and create a paragraph, or just a sentence with data acquired during the process creation. In particular, you may use the variables you set before in a sentence with #key#, as below. You can also apply HTML code for changing the size, fonts, and colors of your message.workflows/comidor low-code bpm platform
  • The Recipients as:
    • Addresses which can be a predefined text with email addresses separated with a comma or/and one or more than one custom text type field(s) with email addresses.
    • Emails of process-related people or/and roles. These people can be users involved in the workflow, users with a specific role(s), any other users, leaders of groups or all the members of groups.
  • Attachments as custom binary type fields.

Events are connected with other events/gateways/activities using conditional flow.

Intermediate Events: Notifications

Set System Notification in Workflows defining:

  • The title is one of the required fields.
  • The Parent Stage which is the stage of the parent process as soon as this step is reached.
  • The Subject which can be a predefined text or/and a custom text type field.
  • The Recipients which can be users involved in the workflow, users with a specific role(s), any other users, leaders of groups or all the members of groups.workflows/comidor low-code bpm platform

Notifications are connected with other events/gateways/activities using conditional flow.

Intermediate Events: Timer

You can use Timer to add a delay in your workflow typing:

  • The title is one of the required fields.
  • The Parent Stage which is the stage of the parent process as soon as this step is reached.
  • The delay in days or in hours, filling in the respective field.workflows/comidor low-code bpm platform

The timer is connected with other events/gateways/activities using conditional flow.

workflows/comidor low-code bpm platform

Data and Artifacts: Comidor Data (Insert/Update/Delete)

Adding a Comidor DATA object you can define:

  • The title is one of the required fields.
  • The Parent Stage which is the stage of the parent process as soon as this step is reached.
  • The Action selecting between Insert, Update, Delete.
  • The ID Field (runtime value)/Value.
  • The Data Map parameters giving the Field, Field (runtime value) and its Value.
  • The Status and Message
    Tip: Clicking the “Add” button you can add as many parameters or keys are required or needed.

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Script Task: Shell Command

Adding a Shell Command you can define:

  • The title is one of the required fields.
  • The parent stage which is the stage of the parent process as soon as this step is reached.
  • The Shell type selecting between Unix (sh), Windows (cmd), Windows (Powershell), Platonscript.
  • Also, the Shell Script Variables giving the Key, the Field and its Value.
  • The Shell Script Body text.
  • The Shell response.
    Tip: Clicking the “Add” button you can add as many parameters or keys are required or needed.

workflows/comidor low-code bpm platform

Integration: REST

Adding a RESTful Web Service you can define:

  • The title is one of the required fields.
  • The Parent Stage which is the stage of the parent process as soon as this step is reached.
  • The URL of the resource.
  • The Method selecting between GET and POST.
  • The Request Header Parameters giving the Parameter Name and its Value.
  • The Request Body specifying the Key and its Value as the run-time value of a custom field or predefined value.
  • The JSON response map populating the Key and the respective custom Field.
    Tip: Clicking the “Add” button you can add as many parameters or keys are required or needed.workflows/comidor low-code bpm platform

Manage Workflows Design

In general, there are some workflows management actions either refer to Design or to Workflow id:

  • Firstly, in Design the Paths – how conditional flow is depicted. Choose between free, classic, or classic-by ignoring obstacles based on your preferences.
  • In Design the Sorting of activities (Left to Right, or Top to Bottom)
  • In Design the Undo optionworkflows/comidor low-code bpm platform
  • You can also leave a comment in Notes. People having access in the workflow will be notified

 


Click here to view some Workflow Examples.