Business Process Management Guide

Transcription

1 Business Process Management Guide This guide explains how to configure and manage workflow rules and processes. Contents BPM Options Business Process Manager o Create Alert Template o Alert Templates o Create Business Process o Setup Business Process o Define Triggers o Choose Actions o Setup General Information BPM Time Queue BPM Alert Queue Intelestream, Inc Page 1

2 BPM Options Use the BPM Options to set general default settings: Alert Default Timezone: Select the timezone to use for the expiration of time-based alerts. Ignore Notify on Assignment User Setting: Select this option in order to send alerts to a user regardless of their 'Notify on Assignment' setting. If the user does not have the Notify on Assignment checkbox checked and this checkbox is not checked, they will not receive an alert. Business Process Manager The Business Process Manager section will allow you to create and manage workflow templates, and create and manage workflow processes. If you will be sending out an alert as part of your workflow, it is a best practice to create the template first. Create Alert Template To view existing Alert Templates, click on the Alert Templates link in the Shortcuts menu. To create a new template, click on the Create Alert Template link in the Shortcuts menu. For users with Administrator rights, these links will also appear in the Shortcuts panel of the s module. Select the module on which the template will be based then click Continue. Intelestream, Inc Page

3 Now, create your alert template. You can simply enter text, or also include variables from the module by selecting from the Insert Variable dropdown. You can format your text and also add attachments. Give you template a name that will help you identify it and Save. Alert Templates Clicking on Alert Templates in the Shortcuts will bring you to the List view of all the existing alert templates. Here you can click search existing templates, click into an existing template to modify it, duplicate it, or delete it. You also have the option to create a new template by clicking Create Alert Template. Create Business Process Go back into the Business Process Manager and click Create Business Process to create a new workflow process. There are two types of processes you can create: On Save: create a process that triggers upon saving a record. Time Based: create a process that triggers when a period of time has passed. Once you select the workflow type, you can set up the details. Intelestream, Inc Page

4 Setup Business Process Select Module: Select the main module on which the business process will apply. Select Template: Select a template from the dropdown. Define Triggers To create a trigger, you will first need to click the Add Group button [1]. This will add a new trigger group. To add a trigger, click the Add Trigger link []. A popup window will appear with a list of fields to choose. Check off all fields you want to add as triggers and click save. The fields you selected [] will now appear within the Trigger Group. From the available dropdowns, set the condition []. You have the option to determine whether the process is triggered when it satisfies either one or all of the requirements. This can be done using the dropdown Connect items within this group using AND/OR [5]. To remove a trigger, click the Remove Trigger link [6]. For more advanced Business Process workflows, you have the option to add additional Groups [1], as well as determine if the process must satisfy any or all of the group requirements using Connect Groups Using AND/OR [7]. You may also add a group within a group [8], and remove a group [9]. Intelestream, Inc Page

5 Choose Actions Create a new record: Create a new record in the system that is related to the main record that triggered the workflow (IE: create a new Task record associated with the Account record). Create a related record: Create a new record in the system that is associated with a related record of the main record that triggered the workflow (IE: create a new Task record associated to the Account s Contact records). Update record: Update one or more fields on the main record that triggered the workflow. (IE: change the value of the Type field on the Account record). Update a related record: Update one or more fields of related records of the main record that triggered the workflow (IE: change the value of the Assigned user on the Account s Contact records). Send notification: Send out an notification. When you add actions, you must click the Details [1] link to open up the panel and set the options. You can then click the Add Field [] link to add fields, or click the Add Recipient link [] to add addresses. To remove an Action item, click the Remove link [] Attach Alert to Triggered Record and recipient Contact/Lead when possible: this will add a copy of the sent to the Contact/Lead record in the CRM [5]. Intelestream, Inc Page 5

6 There are several possible alert types: A person associated with the target module A person associated with a related module All users in a specific role Logged in user at time of execution: this is the user who triggered the workflow A specific user A specific address All users in a specific group Setup General Information Process Name: Give your business process a name that will help you identify it. Assigned To: user assigned to this workflow. Status: o Active: if the process is active, the actions will occur when triggered o Inactive: if the process is inactive, no actions will occur. Fire For: You have options: o New Records Only: the BPM will only trigger for new records. o Existing Records Only: the BPM will only trigger for existing records. o Both New and Existing Records: the BPM will trigger for both new and existing records. Fire Order: if you create multiple processes, you can set the order in which you want them to run. Description: Enter a brief description of what this business process does. When you create a new BPM, it will only affect records that are triggered going forward. To copy an existing workflow, click into that workflow, rename the Process Name, and click the Save As button. This will create a new workflow item with all the same options. You can then modify any triggers or actions. Intelestream, Inc Page 6

7 BPM Time Queue The Time Queue lists all time based processes that are waiting to be executed. BPM Name: the name of the workflow. Related Module: the main module the workflow is based on. Alert Queue information: displays the process item, the related record, and the template (if applicable). Expiration: the date and time the item expires and will execute. Date Created: the date and time the process was triggered. Created By: the User who triggered the workflow. If there are any items in the queue that you want to execute immediately, you can do so by checking off items in the Alert Queue list view and click Force Expiration to make the Expiration date in the past. Then, in the Shortcuts, click the Process Time Queue link. This will trigger any expired items in the list. You also have the option to delete one or more items from the queue either by checking it off in the list view and clicking the Delete button, or by clicking into the link under Time Queue Information and deleting it there. BPM Alert Queue The Alert Queue lists all on save based processes that are waiting to be executed. BPM Name: the name of the workflow. Related Module: the main module the workflow is based on. Alert Queue information: displays the process item, the related record, and the template (if applicable). Expiration: the date and time the item expires and will send out. Date Created: the date and time the process was triggered. Created By: the User who triggered the workflow. If there are any items in the queue that you want to execute immediately, you can do so by checking off items in the list view and click Force Expiration to make the Expiration date in the past. Then, in the Shortcuts, click the Process Alert Queue link. This will trigger any expired items in the list. You also have the option to delete one or more items from the queue either by checking it off in the list view and clicking the Delete button, or by clicking into the link under Time Queue Information and deleting it there. Intelestream, Inc Page 7