Get you feet wet with some simple Workflow examples. We used our Workflow BPMN 2.0 Modeller to visualize the real world business cases below after analyzing all the steps. In the Workflow examples, you may see some of our Workflow Designer capabilities.
1. New Opportunity Follow-Up Workflow
We are members of a Sales Team. We need to have the sequence of steps of a New Opportunity Process prescribed, in order to easily identify each Opportunity stage. At this point, each time we open a new Opportunity, we try to remember when to follow-up and each active Opportunity current stage.
We will have Sales and Marketing Team, Sales and Marketing Team Leader and IT Team collaborating upon this Opportunity completion. Lanes have been created for these different Roles.
Process starting means that the 1st team (1st Lane) is assigned in an activity “Contact Customer to arrange Demo” (Workflow Stage: Task). After this Task completion, a Delay will be triggered (Delay Event for specific days/hours). After this time period, a new activity is assigned to the 1st team (1st Lane) “Check if responded/Follow up” (Workflow Stage: Task).
Upon this Task completion, a XOR Gateway has been added – we use XOR Gateway when we want to split up the following routes based on specific conditions. Especially, the XOR Gateway routes to exactly one path (in split). Three (3) paths are available here (No response, Setup a Demonstration, New Follow-up). Based on each conditional flow, workflow will route to a loop (New follow up), or will end the process instance with be marked with state “Failed” (No response), or will proceed to the following activity “Fix Demo Day” (Workflow Stage: Task). In case of the conditional flow (New follow up), the loop displayed below will re-create the activity “Check if responded/Follow up”.
On that note, we continue with activity “Demo with Client” (Workflow Stage: Task), which is again assigned to the st team (1st Lane). As previously, this when this Task is completed, performer needs to decide upon the following step. A XOR Gateway has been added – we use XOR Gateway when we want to split up the following routes based on specific conditions. Especially, the XOR Gateway routes to exactly one path (in split). Three (3) paths are available here (Fail Opportunity, Proceed, Needs new demo). Based on the option selected here, a new loop may be created (Needs new demo), or the process instance will be marked with state “Failed” (Fail Opp), or workflow will continue to sequent step (Proceed).
At the following stages, we have the Quote preparation and sending. For Quote preparation, S&M Team (1st Lane) needs to collaborate with S&M Team Leader (2nd Lane) and IT Team (3rd Lane). Two parallel activities need to occur; that’s why we will use an AND Gateway – we use AND Gateway by putting it prior to the activities when we want to split up the following routes equally, also we should use AND Gateway in merging of the activities when we need need the workflow to wait for all activities to be completed before proceeding to the sequent.
The two activities which should be performed in parallel are “Estimate Creation” (Workflow Stage: Task) and “Needs specs” (Workflow Stage: Sub-process). When both are completed, following activity will be created “Send Quote” (Workflow Stage: Task). Thus, S&M Team (1st Lane) is ready to send the quotation to potential Customer. After a short Delay (of days), a new Activity is initiated called “Check for Answer” (Workflow Stage: Task). Upon this Task completion, performed should decide on how to proceed. A XOR Gateway has been added here, performing the same as the previous XOR Gateways on this example (split up in order to route to exactly one path).
Four (4) options are available here (Needs Revision, Needs Time, Successful, Failed). In case of quote revision needed, an Event-Notification can be sent to the S&M Team Leader informing him about the urgency on this Opportunity. A new activity will instantly be generated “Revision Quote” (Workflow Stage: Task) for the same person (2nd Lane). This conditional flow creates a loop which will re-create the “Send Quote” activity for the S&M Team (1st Lane).
Other loop may occur in case of extra time needed by the potential Customer. Following this path, a Delay-Event will take place (for specific days range) and then, a new activity will be generated “Check for Answer” (Workflow Stage: Task). Process instance will take stage “Completed” if success option is chosen, or “Failed” for fail option.
Especially for the Decisions taken on this Workflow, some custom user fields have been created and added in custom user forms. These custom fields influence the conditional flow between these Lanes and Activities.
2. Marketing Campaign Workflow
We are members of Business Development and S&M teams within the same organisation. In order to deliver a new successful campaign, we should be able to plan and track work that needs to be performed, while collaborating effectively with each other. At this point, each time we try to plan a campaign, we end up managing not to kick-it-off on the pre-scheduled time or not having enough time to review the marketing collateral and optimize it. In the end, we struggle meeting the deadline, delivering a result that most of the times does not have the expected impact on the recipients.
We will have Sales and Marketing, Advertising and Promotion and Communication groups of the Company trying to collaborate to perform this activity. In some cases, activities should be performed by multiple members of a team, but on other activities run by the group Manager. Lanes have been created for Sales and Marketing, Advertising and Promotion and Communications teams.
Process starting means that the 1st team (1st Lane) is assigned in an activity “Campaign planning” (sub-process of type Event-Meeting) and then record the results in “Campaign Analysis and Goals” activity (Generic sub-process). After this activity completion, 2nd team (2nd Lane) should perform in parallel the activities (tasks) of “Content research & production” and “Collateral (Video, Infographic)”. When both these activities are completed, 3rd team’s Manager (3rd Lane) should perform “Review Content” activity (task). Depending on the content and collateral acceptance, it may be a case of returning deliverable(s) to 2nd team for changes. When deliverables are approved, 2nd team (2nd Lane) is responsible to perform the “Campaign Scheduling” activity (sub-process of type Campaign) and when this ends to update on results with a “Leads nurturing” activity (task).
Especially for the approval loop between 2nd and 3rd Lanes, some custom user fields have been created and added in custom user forms. These custom fields influence the conditional flow between these Lanes.