workflow elements | Comidor Platform

Workflow Elements

790 562 Comidor BPM Platform

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

To access Workflows, click on App Factory Icon > Process Automation > Workflows.

Workflow Elements

Let’s zoom in on each element.

Activity: Task

In Task element, you can add:

  • Title of the task which is one of the required fields.
  • Parent Stage, which refers to the stage of the parent process as soon as this step is fulfilled.
  • Complete Start point, End point, and Stage fields, and that information will be visible in the Business Process Guidelines of this task.
  • Assigner’s name (Assigned From), selecting from a list which includes Process Creator, Admin, Assignee’s Manager, or other users.Workflow Task | Comidor Platform
  • Parent Completion Percent (%), which is the completion percentage of the parent process once the current activity is successfully completed.
  • Assignee’s name (Assigned To), selecting 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).
  • Define the RACI of the current task
    • Responsible user
    • Accountable user
    • Consulted user
    • Informed user
      • This information is visible in the RACI report as well.
  • Dynamic assignment, selecting the next assignee from a list of assignee user fields.
  • Link one or more KPIs with this task. Select from the list and click Add. In the Connected KPIs, you can see the linked KPIs and remove records if you wish.
  • Exception Assignees, which is a field where you define to whom the task will be assigned if other rules set above (group leader, role, etc) do not fetch any user.
  • Option to Filter group assignments according to main process assignees, meaning that a selection of “Assigned to” will be filtered according to what is added in the Main Process “Assigned to” field.
  • Task type (work, appointment, meeting, event, etc.).
  • Define a user Activity related to this task.
  • Form, where you can connect any User Form (that is already created).
  • File, where you can attach a draft of a File already uploaded in Comidor.
  • Email Task Acception/Rejection in case you want this step to be completed via mail.
    • In this case, you should define the Email Task Url, Email Task body in HTML, and the recipient in Addresses either as a specific email address or in a text field of the workflow.

Workflow Task | Comidor Platform

  • Do not display default form option, where the basic information of the task is hidden and by selecting a custom user form above, you show the user only the important information, based on your design.
  • Change the Scheduling of this task, by defining date user fields of the workflow as Scheduled Start Date and Scheduled End Date. 
    • Leave those fields empty if you wish the task to have Scheduled Start Date the date of task creation.
  • Activity boundaries by setting the Maximum days or Maximum hours of this task duration.
    • Tip: In case you want to associate this task’s completion with the end of the whole workflow, you may put a negative numbering i.e. “-5” meaning 5 days prior to workflow completion.
  • Mandatory task duration field, where you ensure that the user will complete the actual duration for task completion.
  • Priority and Importance of this task.
  • Work Practice: describe the Activity that should be performed.  Add plain text or use HTML editor.
    • This information will be visible in the task’s description and in the Business Process Guidelines.

Activity: SubProcess

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

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-and-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.Workflow conditions | Comidor Platform
  • Drag-and-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. Workflow conditions | Comidor 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 have added in a User form.Workflow conditions | Comidor Platform

Finally, a conditional flow with your brief description has been added to your workflow design between the standard start event and the task you have 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 icons “<“,”>” to add parenthesis before or after the condition you want, and select AND, OR between the conditions in each case accordingly. With the “+” and “-” button you can add or delete a condition.

Workflow conditions | Comidor Platform

 

 

Intermediate Events: Email

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

  • 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.
  • 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 or custom field.
  • The Sender should be a predefined text or a custom text type field (probably already given in a custom form).
  • The Subject 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 appear first and then the custom one will follow.
  • The Email Body may be a predefined text or/and custom memo type field.
    Tip: adding both predefined text and custom memo, the custom memo will appear first and then the predefined text will follow.
  • For more advanced users: you can provide more details in your e-mail body 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 shown below. You can also apply HTML code for changing the size, font, and colors of your message.Workflow elements | Comidor Platform
  • The Recipients as:
    • Addresses that can be a predefined text with email addresses separated with a comma and/or one or more custom text type field(s) with email addresses.
    • Emails of process-related people and/or 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.

Emails 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 can be a predefined text and/or a custom text type field.
  • The Recipients 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.Workflow elements | Comidor Platform

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

Intermediate Events: Timer

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

  • 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.
  • Define the Region from the list of available Regional Settings, to exclude non-working days and public holidays from the delay.
  • The delay in days or hours, filling in the respective field.
  • Alternatively to the previous, a specific date for the timer to wait or a Date field that is used within the workflow.

Workflow elements | Comidor Platform

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

 

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

When 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: By clicking on the “+” button, you can add as many parameters or keys as required or needed.

Workflow elements | Comidor Platform

Script Task: Shell Command

When adding a Shell Command you can define:

  • 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.
  • The Shell Type, selecting between Unix (sh), Windows (cmd), Windows (Powershell), Platon script, Sikuli script.
  • The Shell Script Variables by giving the Key, the Field, and its Value.
  • The Shell Script Body text.
  • The Shell response.
    Tip: By clicking on the “+” button you can add as many parameters or keys as required or needed.

Workflow elements | Comidor Platform

Integration: REST

When adding a RESTful Web Service you can define:

  • 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.
  • The URL of the resource.
  • The Method, selecting between GET and POST.
  • The Request Header Parameters by giving the Parameter Name and its Value.
  • The Request Body by specifying the Key and its Value as the run-time value of a custom field or predefined value.
  • The JSON response map by populating the Key and the respective custom Field.
    Tip: By clicking on the “+” button you can add as many parameters or keys as required or needed.Workflow elements | Comidor Platform

File Reader

With this component, Comidor enables users to check the existence of a file in a particular path and store it in a binary file.

  • Give a Title to the component.
  • Give the Parent Stage which is the stage of the parent process as soon as this step is reached.
  •  In Layout, choose Read file.

    Workflow elements | Comidor Platform

  • Type the exact File Name with its extension.
  • In Read From Path, select the path that the file is stored.
  • You can click on Check Only File Existence, in case you do not need this file to be stored inside the workflow.
  • Alternatively, you can Save to File, to select a binary field from the list to be stored in the workflow.
  • You can create a text field and set it as Response field, to see the response of this component.

Workflow elements | Comidor Platform

Furthermore, users can import data from a file either from a specific path or from a binary field that is used within the workflow in a previous stage.

  • Give a Title to the component.
  • Give the Parent Stage which is the stage of the parent process as soon as this step is reached.
  • In Layout, choose Import Data.
  • Type the exact File Name with its extension.
  • In Read From Path, select the path that the file is stored.
  • Alternatively, in Read From File, select the name of the binary field that the file is stored.
  • In Entity, define in which table you wish the data of the file to be imported (Units, Apps).
  • In case you select Processes you should also define the Internal Type (General, Project, Issue, etc.).
  • Define the Start to read from row No.
  • Define if the CSV file Delimiter is semicolon or comma.
  • Set the Date, Time, and Number Format if you have those types of fields in the file.

Workflow elements | Comidor Platform

  • In Before Save Script, you can type any additional scripts you wish to execute before the completion of the File Reader component.
  • Then, correlate the fields from the Table you have chosen with the respective columns of the CSV file.
  • You can create a text field and set it as the Response field, to see the response of this component.

 

Export Data

With this element, users can export any data from a workflow to a CSV file and make their own reporting.

  • Drag-and-drop the Export Data element.
  • Give a Title to the component.
  • Give the Parent Stage which is the stage of the parent process as soon as this step is reached.
  • In Entity, define the table in which you wish the file data to be imported (Units, Apps).
  • In case you select Processes you should also define the Internal Type (General, Project, Issue, etc).
  • Select which fields you wish to be exported and displayed in CSV file as columns.
  • Type the conditions that you want to be met in your export in Where Condition.

Workflow elements | Comidor Platform

  • In Export Path, select the path that you wish the file to be stored in.
  • Alternatively, in Binary, select the name of the binary field that you wish the file to be stored in.
  • Give a File Name to the exported CSV.
  • You can create a text field and set it as the Response field, to see the response of this component.

Converter

With the Converter element, you can convert an excel field to CSV format and store it in a User filed inside a workflow. Define the binary field, where you will upload the file and a memo field where the content of the CSV file will be visible at.

  • Drag-and-drop the Converter.
  • Give a Title to the component.
  • Give the Parent Stage which is the stage of the parent process as soon as this step is reached.
  • In Converted Type select Excel to CSV
  • In the field Convert From select the User Field of type binary that you will upload the excel file,
  • and in the Convert to define the memo user field that the CSV will be displayed.

Converter | Comidor Platform

 

RPA Caller/ Receiver

With the Comidor BPMN 2.0 workflow designer, users can involve RPA agents within their processes. Add an RPA Caller in various steps of the workflow design, to send data from the workflow and perform a series of repetitive actions in the 3rd party system, or RPA Receiver to perform actions and receive data from other systems to Comidor fields of the workflow.

RPA Caller

  • Drag-and-drop the RPA Caller element.
  • Give a Title to the component.
  • Give the Parent Stage which is the stage of the parent process as soon as this step is reached.
  • Select which Script to run at this step, from the list of RPA Scripts that you have already created.
  • Select which Agent to run at this step, from the list of RPA Agents that you have already created.
  • Define the Request Body by specifying the Key and its Value as the run-time value of a custom field or predefined value.

RPA Caller | Comidor Platform

RPA Receiver

  • Drag-and-drop the RPA Receiver element.
  • Give a Title to the component.
  • Give the Parent Stage which is the stage of the parent process as soon as this step is reached.
  • Select a user field to store the RPA Response after the RPA runs.

RPA Receiver | Comidor Platform

Document Creator

Create invoices, reports, or other types of documents by combining a file template format and fields of the workflow.

  • Drag-and-drop the Document Creator element.
  • Give a Title to the component.
  • Give the Parent Stage which is the stage of the parent process as soon as this step is reached.

    Workflow elements | Comidor Platform

  • Set a Template File for your document either in a Form, upload it in a step of the workflow in a Binary Field, or give the Template Name of a file stored in DMS.
    •  Form: Select in which User Form you have uploaded the Template Tile. (fixed template scenario)
      • The Template file should be either .docx or .xlsx.
      • The produced file can be either .docx, .xlsx, or .pdf.
      • Apply format options in your template such as font color, size, alignment, number format, etc and it will be captured in the produced document.

Workflow elements | Comidor Platform

    • Binary Field: Select which binary field will the Template File be uploaded during the workflow. (dynamic template scenario)
    • Template Name: Type the name of a file stored in DMS. Keep in mind that this file should be linked with the Account of the process, in order to be used as a Template file.
  • Define the Variables being used in the Template File by providing the Key and its Value as the run-time value of a custom field or predefined value.
  • Set the binary field that you wish to store the Response document.
  • Check the option Return PDF, if you wish the produced document to be in PDF format.
  • You can create a text field and set it as the Status, to see the response of this component.

Sentiment Analysis

Use the Sentiment Analysis element in a workflow to identify and categorize opinions expressed in a text field of a workflow, and determine whether the writer’s attitude is positive, negative, or neutral.Workflow elements | Comidor Platform

  • Drag-and-drop the Sentiment Analysis element.
  • Give a Title to the element.
  • Give the Parent Stage which is the stage of the parent process as soon as this step is reached.
  • Select which Model you would like to run at this step, from the list of the Sentiment Analysis Models that you have already created.
  • Define which field you wish the Sentiment analysis should be performed in the Sentiment Analysis Field.

Supportive ML

Add a Supportive ML in the workflow design, to trigger an ML Predictive Model and get a prediction for the Target Field of a workflow

  • Drag-and-drop the Supportive ML.
  • Give a Title to the component.
  • Give the Parent Stage which is the stage of the parent process as soon as this step is reached.
  • Select which Model you would like to run at this step, from the list of the ML Predictive Models that you have already created.

ML Predictive models | Comidor Platform

Document Analyser

With Comidor Document Analyser Models, enterprises can scan documents such as invoices and create digital copies. The text that is extracted from the document is saved in a text field and can be used within any workflow.

Workflow elements | Comidor Platform

  • Drag-and-drop the Document Analyser element.
  • Give a Title to the component.
  • Give the Parent Stage which is the stage of the parent process as soon as this step is reached.
  • Select which Model you would like to run at this step, from the list of the Document Analyser Models that you have already created.
  • Document Analyzer Field: the binary field
  • You can create a text field and set it as the Response Field, to see the response of this component.

Text Classification

Add a Text Classification to classify the selected Target field based on the ML Text Classification Model.

  • Drag-and-drop the Text Classification element.
  • Give a Title to the component.
  • Give the Parent Stage which is the stage of the parent process as soon as this step is reached.
  • Select which Model you would like to run at this step, from the list of the ML Text Classification Models that you have already created.
  • You will also see the Target field and the Training fields that were selected in the ML Text Classification Model in view-only mode.

Text Classification | Comidor Platform

 

Annotations

With the 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.

  • Drag-and-drop the Comment element.
  • In Your comments field, type your comment.

Workflow elements | Comidor Platform

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

Workflow elements | Comidor Platform

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

Find out more on how to create and manage workflows step by step.