TIBCO Openspace User s Guide

Transcription

1 TIBCO Openspace User s Guide Software Release September 2013 Two-Second Advantage

2 Important Information SOME TIBCO SOFTWARE EMBEDS OR BUNDLES OTHER TIBCO SOFTWARE. USE OF SUCH EMBEDDED OR BUNDLED TIBCO SOFTWARE IS SOLELY TO ENABLE THE FUNCTIONALITY (OR PROVIDE LIMITED ADD-ON FUNCTIONALITY) OF THE LICENSED TIBCO SOFTWARE. THE EMBEDDED OR BUNDLED SOFTWARE IS NOT LICENSED TO BE USED OR ACCESSED BY ANY OTHER TIBCO SOFTWARE OR FOR ANY OTHER PURPOSE. USE OF TIBCO SOFTWARE AND THIS DOCUMENT IS SUBJECT TO THE TERMS AND CONDITIONS OF A LICENSE AGREEMENT FOUND IN EITHER A SEPARATELY EXECUTED SOFTWARE LICENSE AGREEMENT, OR, IF THERE IS NO SUCH SEPARATE AGREEMENT, THE CLICKWRAP END USER LICENSE AGREEMENT WHICH IS DISPLAYED DURING DOWNLOAD OR INSTALLATION OF THE SOFTWARE (AND WHICH IS DUPLICATED IN THE LICENSE FILE) OR IF THERE IS NO SUCH SOFTWARE LICENSE AGREEMENT OR CLICKWRAP END USER LICENSE AGREEMENT, THE LICENSE(S) LOCATED IN THE LICENSE FILE(S) OF THE SOFTWARE. USE OF THIS DOCUMENT IS SUBJECT TO THOSE TERMS AND CONDITIONS, AND YOUR USE HEREOF SHALL CONSTITUTE ACCEPTANCE OF AND AN AGREEMENT TO BE BOUND BY THE SAME. This document contains confidential information that is subject to U.S. and international copyright laws and treaties. No part of this document may be reproduced in any form without the written authorization of TIBCO Software Inc. TIBCO, The Power of Now, TIBCO ActiveMatrix and TIBCO Business Studio are either registered trademarks or trademarks of TIBCO Software Inc. in the United States and/or other countries. All other product and company names and marks mentioned in this document are the property of their respective owners and are mentioned for identification purposes only. THIS SOFTWARE MAY BE AVAILABLE ON MULTIPLE OPERATING SYSTEMS. HOWEVER, NOT ALL OPERATING SYSTEM PLATFORMS FOR A SPECIFIC SOFTWARE VERSION ARE RELEASED AT THE SAME TIME. SEE THE README.TXT FILE FOR THE AVAILABILITY OF THIS SOFTWARE VERSION ON A SPECIFIC OPERATING SYSTEM PLATFORM. THIS DOCUMENT IS PROVIDED AS IS WITHOUT WARRANTY OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NON-INFRINGEMENT. THIS DOCUMENT COULD INCLUDE TECHNICAL INACCURACIES OR TYPOGRAPHICAL ERRORS. CHANGES ARE PERIODICALLY ADDED TO THE INFORMATION HEREIN; THESE CHANGES WILL BE INCORPORATED IN NEW EDITIONS OF THIS DOCUMENT. TIBCO SOFTWARE INC. MAY MAKE IMPROVEMENTS AND/OR CHANGES IN THE PRODUCT(S) AND/OR THE PROGRAM(S) DESCRIBED IN THIS DOCUMENT AT ANY TIME. THE CONTENTS OF THIS DOCUMENT MAY BE MODIFIED AND/OR QUALIFIED, DIRECTLY OR INDIRECTLY, BY OTHER DOCUMENTATION WHICH ACCOMPANIES THIS SOFTWARE, INCLUDING BUT NOT LIMITED TO ANY RELEASE NOTES AND "READ ME" FILES. Copyright TIBCO Software Inc. ALL RIGHTS RESERVED. TIBCO Software Inc. Confidential Information

3 2 TOC Contents Important Information... 8 TIBCO Documentation and Support Services... 9 Openspace Overview...10 Openspace and TIBCO ActiveMatrix BPM...10 User Access in Openspace...10 Personas...10 Configuring the Standard Persona...11 Resetting Persona Settings The Openspace Login URL...12 Adding a Locale Code Adding a Login and Username...12 Logging into Openspace...13 Login Session Timeout...14 Logging out of Openspace...14 Welcome Page Overview Localization Overview Localizing Openspace Localizing Gadgets...16 Localizing Work Item Attribute Display Names...16 Tabs Overview...17 Creating Tabs...17 Renaming Tabs...17 Deleting Tabs...18 Selecting Themes...18 Layouts Overview Selecting Layouts Using Gadgets Common Openspace Gadget Functions Openspace Gadget Store...22 Adding Gadgets to a Tab...23 Adding New Gadgets to Openspace...23 Deleting Gadgets From a Tab Overview...25 Deleting a Gadget From a Tab Using the Gadget Menu Deleting a Gadget From a Tab Using User Preferences Area...26 Deleting Gadgets from Openspace...26 Work Views...28 Public Work Views...28 Work Views for an Organizational Entity...28 Temporary Work Views Work View Permissions Accessing Your Editable Work Views...30 Creating Work Views Enter Work View Details Configure the Organizational Recipient...31 Configure the Work View Filter...32 Configure Sorting Order for the Work View Specify the Work Item Columns Specify the Recipients Specify the Authors Editing Work Views Deleting Work Views from Openspace...35

4 TOC 3 Removing Work Views from Your Work View List Work Items Work Item Columns Work Item State...38 Changing Work Item Priority...38 Refreshing Work Items...39 Configuring Work Item Columns...40 Setting the Number of Work Items Displayed Searching for Work Items Displaying Visible Hidden Work Items Filter Criteria Value Data Types DateTime Data Types...42 Wild Card Characters Filtering on Special Characters Grouping...44 Sort Criteria Specifying the Sort Direction Specifying a Sort Order Allocating Work Items Overview Allocating Work Items To Yourself...46 Re-Offering Work Items...46 Allocating Work Items to Another User Processing Work Items Overview Opening Work Items Saving Work Items Submitting Work Items Pending Work Items Skipping Work Items...54 Canceling Changes Process Views...55 Process Template List Columns Process Instance State...56 Refreshing the Process Template List Customizing Columns Increasing Page Size...58 Searching for Process Templates...58 Starting a Process Instance Suspending a Process Instance Resuming a Suspended Process Instance Canceling a Process Instance...59 Process Instance Migration Overview...60 Migration Points Migration Rules Determining if Migration is Valid...60 Process Migration Example...63 How to Migrate a Process Instance Administering Halted Process Instances Overview Viewing Halted Process Instances...68 Progressing Halted Processes Auditing Instances of Process Templates Overview Displaying an Audit Trail...70 Audit Trail Columns...72 Event Attributes in an Audit Trail Customizing Columns Displaying the Graphical Audit Trail... 73

5 4 TOC Process Templates and Process Instances Filters Process Template Filter Criteria...74 Process Instance Filter Criteria...74 Value Data Types Specifying a Filter Expression...75 Sorting Process Templates Sort Criteria Specifying the Sort Direction Specifying a Sort Order Applying the Sort Criteria Business Services Business Services Gadget...78 Business Service List Columns Customizing Columns Customizing Split Refreshing the Business Service List Searching for Business Services...79 Categories Viewing Categories Adding Categories as Favorites...81 Removing Categories as Favorites Starting a Business Service Event Views...84 Event Views Gadget Saving Views...85 Creating Event Views Overview Creating a Temporary Event List Creating a List of Events Using the Wizard...86 Editing an Existing Event List...87 Deleting Event Lists Event Lists Selecting Items and Event Lists Event Descriptions...89 Filtering and Event Lists Sorting and Event Lists Event List Columns Attributes Sub-Process Events Filtering Event Lists Overview Base Filters and Refined Filters Accessing the Filter Function...97 Filter Expression Example Specifying a Filter Expression...99 Choosing a Filter Grouping Selecting Filter Attributes Applying the Filter Expression Modifying an Existing Filter Expression Viewing the Filter Syntax Sorting Lists in Event Views Accessing the Sort Function Selecting Sort Attributes Specifying Sort Order Specifying a Sort Direction Applying the Sort Criteria Sorting a List Using Column Headers Calendars Base Calendars

6 TOC 5 Overlay Calendars Calendar Aliases (References) Calendar Time Zones Exclusions in Calendars How Calendars are Resolved Required System Actions Calendar Example Displaying the Calendar Specifying Working Days Times Editing/Deleting Working Hours Creating System Calendar Exclusions Editing/Deleting Exclusions Viewing Your Working Hours Creating Base Calendars Creating Overlay Calendars Assigning Calendars to Organizational Entities Opening Calendars Copying Calendars Calendar Aliases Adding a Calendar Alias Mapping a Calendar Alias to a new Calendar Deleting a Calendar Alias Deleting Calendars Openspace and TIBCO Spotfire The Spotfire Gadget Accessing the TIBCO Spotfire BPM Visualizations Setting Preferences Reporting Gadget Selecting Process Templates Viewing Process Templates Adding Process Templates as Favorites Specifying a Date Range Specifying the Time Period Displaying the Current Status of Process Instances for Selected Process Template Displaying the Current Status of Work Items for selected Process Templates Displaying the Average Duration of Work Items and Process Instances for Selected Process Templates Setting Preferences Logger Gadget Displaying Messages in the Logger Gadget Setting the Message Level Turning Off Logging Clearing the Logs Copying the Logs Saving the Logs to the Openspace Log File Setting Preferences Webviews Rendering a Specific URL Dynamically Rendering a URL Administering Managed Events Communicating from Gadget to Gadget Contributing a Gadget Using the Hub Policy Administrator Developing Managed Events Sample HubPolicy File Openspace Managed Events...152

7 6 TOC Demo Applications Openspace - Mobile Accessing Openspace - Mobile Logging into Openspace - Mobile Using Gadgets in Openspace - Mobile Using To Do List Work Item Status Processing Work Items Allocating Work Items Using Performance Viewing the Status of Selected Process Templates Using Settings About User Access System Actions Mapping to Openspace Features Accessiblility About User Access Navigating Openspace Login Keyboard Shortcuts Business Services Keyboard Shortcuts Work Views Keyboard Shortcuts Process Views Keyboard Shortcuts Datagrid Keyboard Shortcuts Datagrid Toolbar Keyboard Shortcuts Configuring Text Size The Openspace Login URL Adding a Locale Code to the Openspace URL Logging into Openspace Login Session Timeout Logging out of Openspace Business Services Business Services Overview Business Service Columns Customizing Business Service Columns Sorting Business Services Viewing Business Services Searching for Business Service Categories Searching for Business Services Refreshing the Business Service List Starting a Business Service Work Views Work Item Columns Work Item State Customizing Work Item Columns Searching for Work Items Refreshing Work Items Displaying Work Item Summary Displaying Visible Hidden Work Items Changing Work Item Priority Allocating Work Items To Yourself Allocate Work Items to Offer Set Re-Offering Work Items Opening Work Items Filling in a Work Item Form Submitting Work Items Saving Work Items Pending Work Items

8 TOC 7 Skipping Work Items Canceling Changes Work Item Filter Criteria Process Views Process Views Columns Process Instance State Refreshing the Process Template List Searching for Process Templates Customizing Process Instance Columns Auditing Instances of Process Templates Overview Process Templates Filters Configuring Sort Criteria...202

9 8 Important Information Important Information SOME TIBCO SOFTWARE EMBEDS OR BUNDLES OTHER TIBCO SOFTWARE. USE OF SUCH EMBEDDED OR BUNDLED TIBCO SOFTWARE IS SOLELY TO ENABLE THE FUNCTIONALITY (OR PROVIDE LIMITED ADD-ON FUNCTIONALITY) OF THE LICENSED TIBCO SOFTWARE. THE EMBEDDED OR BUNDLED SOFTWARE IS NOT LICENSED TO BE USED OR ACCESSED BY ANY OTHER TIBCO SOFTWARE OR FOR ANY OTHER PURPOSE. USE OF TIBCO SOFTWARE AND THIS DOCUMENT IS SUBJECT TO THE TERMS AND CONDITIONS OF A LICENSE AGREEMENT FOUND IN EITHER A SEPARATELY EXECUTED SOFTWARE LICENSE AGREEMENT, OR, IF THERE IS NO SUCH SEPARATE AGREEMENT, THE CLICKWRAP END USER LICENSE AGREEMENT WHICH IS DISPLAYED DURING DOWNLOAD OR INSTALLATION OF THE SOFTWARE (AND WHICH IS DUPLICATED IN THE LICENSE FILE) OR IF THERE IS NO SUCH SOFTWARE LICENSE AGREEMENT OR CLICKWRAP END USER LICENSE AGREEMENT, THE LICENSE(S) LOCATED IN THE LICENSE FILE(S) OF THE SOFTWARE. USE OF THIS DOCUMENT IS SUBJECT TO THOSE TERMS AND CONDITIONS, AND YOUR USE HEREOF SHALL CONSTITUTE ACCEPTANCE OF AND AN AGREEMENT TO BE BOUND BY THE SAME. This document contains confidential information that is subject to U.S. and international copyright laws and treaties. No part of this document may be reproduced in any form without the written authorization of TIBCO Software Inc. TIBCO and Two-Second Advantage are either registered trademarks or trademarks of TIBCO Software Inc. in the United States and/or other countries. Enterprise Java Beans (EJB), Java Platform Enterprise Edition (Java EE), Java 2 Platform Enterprise Edition (J2EE), and all Java-based trademarks and logos are trademarks or registered trademarks of Oracle Corporation in the U.S. and other countries. All other product and company names and marks mentioned in this document are the property of their respective owners and are mentioned for identification purposes only. THIS SOFTWARE MAY BE AVAILABLE ON MULTIPLE OPERATING SYSTEMS. HOWEVER, NOT ALL OPERATING SYSTEM PLATFORMS FOR A SPECIFIC SOFTWARE VERSION ARE RELEASED AT THE SAME TIME. SEE THE README FILE FOR THE AVAILABILITY OF THIS SOFTWARE VERSION ON A SPECIFIC OPERATING SYSTEM PLATFORM. THIS DOCUMENT IS PROVIDED AS IS WITHOUT WARRANTY OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NON-INFRINGEMENT. THIS DOCUMENT COULD INCLUDE TECHNICAL INACCURACIES OR TYPOGRAPHICAL ERRORS. CHANGES ARE PERIODICALLY ADDED TO THE INFORMATION HEREIN; THESE CHANGES WILL BE INCORPORATED IN NEW EDITIONS OF THIS DOCUMENT. TIBCO SOFTWARE INC. MAY MAKE IMPROVEMENTS AND/OR CHANGES IN THE PRODUCT(S) AND/OR THE PROGRAM(S) DESCRIBED IN THIS DOCUMENT AT ANY TIME. THE CONTENTS OF THIS DOCUMENT MAY BE MODIFIED AND/OR QUALIFIED, DIRECTLY OR INDIRECTLY, BY OTHER DOCUMENTATION WHICH ACCOMPANIES THIS SOFTWARE, INCLUDING BUT NOT LIMITED TO ANY RELEASE NOTES AND "READ ME" FILES. Copyright TIBCO Software Inc. ALL RIGHTS RESERVED. TIBCO Software Inc. Confidential Information

10 TIBCO Documentation and Support Services 9 TIBCO Documentation and Support Services All TIBCO documentation is available in the TIBCO Documentation Library, which can be found here: Product-Specific Documentation The following documents for this product can be found in the TIBCO Documentation Library: TIBCO Openspace User's Guide TIBCO Organization Browsers Guide TIBCO Openspace Customization Guide How to Contact TIBCO Support For comments or problems with this manual or the software it addresses, contact TIBCO Support as follows: For an overview of TIBCO Support, and information about getting started with TIBCO Support, visit this site: If you already have a valid maintenance or support contract, visit this site: Entry to this site requires a user name and password. If you do not have a user name, you can request one. How to Join TIBCOmmunity TIBCOmmunity is an online destination for TIBCO customers, partners, and resident experts. It is a place to share and access the collective experience of the TIBCO community. TIBCOmmunity offers forums, blogs, and access to a variety of resources. To register, go to:

11 10 Openspace Overview Openspace Overview Openspace is a web application that enables you to host gadgets and widgets. Gadgets and widgets are selfcontained blocks of dynamic web content. The term widget means a standalone block of web content. A gadget typically comprises one or more widgets. Here, the term gadget is used to describe web content that can be hosted in the Openspace environment. Note: Google also uses the term gadget. However, we are referring to gadgets developed specifically for use with Openspace. Using Openspace, you can add web content from different sources as gadgets and customize how they are displayed. Openspace provides a unified view of all your gadgets and acts as a gateway to your frequently used services. Openspace allows you to: add built-in gadgets that are developed, contributed and published by TIBCO developers, for example the Work Views and Business Services gadgets. add third party gadgets that are published as social gadgets, for example Google Maps. Using Openspace, you can select which gadgets you want to display and customize how they are displayed by choosing different layouts and themes. For example, you could choose to display native gadgets that have been developed by TIBCO, for example, the Work Views gadget and add them to Openspace alongside social gadgets like Google Maps. Openspace and TIBCO ActiveMatrix BPM Openspace provides an interface that allows you to connect to BPM runtime. Using Openspace, you can access and perform the functions you need to complete your daily tasks. For example, you can: view the work items in your work list. create work views so that only the desired work items are displayed. open work items and complete and submit the forms that are displayed. start process instances and business services. access the Openspace Gadget Store to add and remove gadgets. User Access in Openspace Openspace displays all functions, and shows all buttons and menu selections that are available, even though you may not be able to use those functions because of your access privileges. Access to functions in Openspace is controlled by system actions. System actions are modeled in the organization model that is built in TIBCO Business Studio. See TIBCO Business Studio Process Modeling User s Guide for more information. Some Openspace functions are controlled by a single system action, some are controlled by multiple system actions, whereas some are not controlled by system actions at all. You must be logged in as a user that has privileges with the correct system actions assigned to them. If you do not have the correct privileges to use a particular function, an exception is displayed that includes an Authorization Failed message. See About User Access for a list of the functions and the system actions you need to access them. Personas Openspace uses personas to determine what layouts, themes and gadgets are displayed when you log in. You can create different personas that display different combinations of layouts, themes and gadgets according to the

12 Openspace Overview 11 requirements of your users. This is useful because it means that users do not have to define these themselves when they first log in. To configure personas you must log in as a user that has a privilege with the Application Configuration system action assigned to it. System actions are configured in the Organization Modeler in TIBCO Business Studio, see TIBCO Business Studio Process Modeling User s Guide for information. By default, Openspace provides two personas: Default. The default persona provides the following gadgets: Business Services WorkViews Process Views Reporting Event Views Organization Calendar Note: After the first log in, any user is free to change any of the settings as they wish. However, if the Openspace Administrator reapplies the settings, any changes that users have made to their settings are lost when the settings are reapplied. Standard. The Standard persona is initially blank. You can use the Standard persona to configure which themes and gadgets are displayed when users log in, depending on your requirements. If no Standard persona has been defined, the first time you log in to Openspace, the Default persona is used. Configuring the Standard Persona If you want to configure the layouts, themes and gadgets that are displayed when your users log in to Openspace, then you can define them using the Standard persona. When configuring layouts, you must be aware that: After the first log in, any user is free to change any of the settings as they wish. Users must log out and log in again for the new settings to take effect. Any changes that users have made to their settings are lost when the new settings are applied. 1. Log into Openspace as a user with a privilege that has the Application Configuration system action assigned to it. System actions are configured in the Organization Modeler in TIBCO Business Studio, see TIBCO Business Studio Process Modeling User's Guide for information. 2. From within Openspace, select the layouts, themes and gadgets you require. 3. Click Manage Settings. 4. From the Persona box, click the down arrow and select the Standard persona. 5. Click Save settings to save your new settings. If you want to apply the new layout to all users of Openspace, click Apply persona to all users, otherwise the new settings will only apply to new users logging into Openspace. 6. To clear the current settings and start again, click Delete Persona. Note: If you delete the Standard Persona, it does not affect the settings of the users who have already logged into Openspace. It only affects new Openspace users who are logging in for the first time. If the Standard persona has been deleted, then new users logging in for the first time will use the Default persona. You cannot delete the Default persona. 7. Click OK.

13 12 Openspace Overview Resetting Persona Settings If you have changed your settings for a persona, you can return to the latest settings. To return to the latest settings, as defined by the Openspace Administrator, click Reset Settings from the main menu. The Openspace Login URL To access Openspace, you need to use the Openspace login URL. 1. Type the Openspace login URL into your browser. The URL is protocol://host:port/openspace where: protocol is the communications protocol being used by Openspace, either http or https. This was determined at installation. host is the DNS name or IP address of the server hosting the BPM runtime. port is the port being used by Openspace. The default value is After the browser connects, the Login screen displays. 2. Log in to Openspace with a valid BPM username and password. See About User Access. Adding a Locale Code You can enter a locale code as part of an extended URL in Openspace. For example: If no locale is specified, Openspace uses the locale that your web browser is configured to use. See Localization Overview for more information localizing Openspace. Adding a Login and Username You can enter a username and password as part of the extended URL. The username and password must be a valid BPM username and password. Caution: Due to the security implications of adding a username and password to the Openspace Login URL, TIBCO recommends only doing this if you are part of a corporate network. This method should not be used over an internet connection. To do this, add the following: username, in the format username=username where username is your BPM runtime login name. a password in the format of either, auth0=password where password is the password of your BPM runtime login. The password must be supplied as plain text. auth1=password where password is the password of your BPM runtime login. This password must be supplied as a Base64 encoded string. Note that you will need a Base64 encoder to encode your BPM runtime login password. For example:

14 Openspace Overview 13 Tip: You can create a desktop shortcut using the url to conveniently login to Openspace. For example: You can also create a desktop shortcut for another user, drag this into your browser and use it to conveniently login to Openspace as a different user. Refer to the documentation supplied with your operating system for information on how to create a shortcut. If the username and password is successfully authenticated by the BPM runtime, then the Login screen is not displayed. If the username and password fails to authenticate, the Login screen is displayed. Logging into Openspace Login to Openspace using your username and password. Note: Out-of-the-box, Openspace recognizes the user name tibco-admin with a password of secret. This is the only user authorized to log in until another user is configured using the Organization Browser. By default, the tibco-admin resource is located in the System Resources container. Note that: you can configure this name using the AdminLdapName property in the de.properties file. See TIBCO ActiveMatrix BPM Administration guide for more information. you can configure the password in the LDAP directory, whether you are using either the internal BPM LDAP directory or an external LDAP directory. 1. Type your username into the Username field.

15 14 Openspace Overview 2. Press Tab to move to the Password field and type your password. 3. Press Tab to move to the Remember User Name checkbox. Press Spacebar to select it. This is useful if you do not want to type in your username every time you log in to Openspace. 4. If you want Openspace to use a different language from the default (American English or British English, depending on the default language of your browser), press Tab to Change Language and press Enter. A dialog displays the languages that are available. 5. Click the down arrow to select the language you require. Upon selection, the language changes automatically. 6. Press Tab to move to Submit and press Enter. Login Session Timeout If there is no activity in Openspace for 30 minutes, the gadget blanks out with a The browser session has expired message. Tab to Reload and press Enter to reload the Openspace Login dialog. Note: Your system administrator can increase or decrease the session timeout using the sessiontimeout property in the OSProperties.properties file. See TIBCO ActiveMatrix BPM Administration guide for more information. Logging out of Openspace You can log out of Openspace at any time. Note: It is good security practice to close a browser when you have finished as this closes the session to the server. 1. Close any currently open work items. 2. Click Logout in the upper right-hand corner of the Openspace screen. When you are successfully logged out, the Login window is displayed. You can choose to log in again, go to another web site, or close the browser. Welcome Page Overview

16 Openspace Overview 15 The first time you login to Openspace, the welcome page is displayed. The welcome page enables you to quickly start using Openspace, depending on your requirements. It allows you to: perform activities, such as starting business services, viewing your work queues, performing administration tasks, or personalizing Openspace. find out more information by viewing the help or the most common questions asked about Openspace, for example. Note: Once you have started using Openspace, you can view the welcome page at anytime by either: clicking browser window. selecting Help > Show Welcome. in the top right hand corner of your Localization Overview If Openspace is available in different languages, you can dynamically change both Openspace and the individual gadgets within Openspace to use different languages, depending on your requirements. You can: make the whole of Openspace available in a different language. If Openspace has been configured to use different languages, you can do one of the following: select a different language when you log in, see Logging into Openspace. once you have logged in, select a different language for Openspace. See TIBCO Openspace Customization Guide for more information. make individual gadgets within Openspace available in different languages, that are different from both Openspace and other gadgets. For example, Openspace may be configured to use French but you want to open a

17 16 Openspace Overview work item in the Work Views gadget that relates to an English speaking customer. From the Work Views gadget, you can select English (United States) from the Locale Selector drop-down list and translate the Work Views List gadget into English (United States) while the rest of Openspace remains in French. See Localizing Gadgets. localize the work item attribute display names, see Localizing Work Item Attribute Display Names. Localizing Openspace Once you have logged into Openspace, you can change the language that Openspace is using. 1. From Openspace, click Language. From the Locale Selector drop-down box, select the new language. 2. From the Locale Selector drop-down box, select the new language. The next time you log in, Openspace uses the new language that you selected. Localizing Gadgets Once you have logged into Openspace, you can change the language that a particular gadget is using. 1. From the gadget whose language you want to change, click the down arrow ( ). The menu displays. 2. From the Locale Selector drop-down box, select the new language. The gadget displays in the new language you have selected. Note: The next time you log in, the gadget uses the new language that you selected, even if Openspace is configured to use a different language. Localizing Work Item Attribute Display Names Work item attribute display names are stored in the TibcoColumnMessages.properties file. You can change display names by editing that file. If you want to change the work item attribute display names for Openspace s default language (American English or British English, depending on the default language of your browser), do the following: 1. In a text editor, open the TibcoColumnMessages.properties file in the following location: \\config_directory \tibco\datan\tibcohost\admin-environmentname-adminservername\host\plugins\com.tibco.openspace.login_n \resources\localewhere:

18 Openspace Overview 17 config_directory is the Configuration directory that stores the BPM configuration files that you specified when you installed the BPM runtime software. datan where n is the version number of your TIBCO Administrator server. environmentname is the name of your BPM environment. adminservername is the name of your TIBCO Administrator server. n is the current version number of the Openspace application files. 2. Depending on your requirements, modify attributes For example, attribute1=customer Name. 3. Save the file. If you reinstall Openspace, the changes you have made will be lost, so either, amend the tibcocolumnmessages.properties file again or keep a back up copy of the file with your changes. Tabs Overview Tabs are a useful way of organizing your gadgets. You can create tabs and name them, depending on your requirements. You may want your TIBCO gadgets to be added to a tab called TIBCO and your social gadgets added to a tab called Social, for example. Note: If you have logged in using the Default persona, several tabs are created for you automatically; see Personas for more information. Creating Tabs You can create a new tab at any time in Openspace. To create a tab, click beside the Business Services tab. A new tab is created. Note: You can add a maximum of 9 tabs. Renaming Tabs You can rename tabs from the User Preferences area. 1. Select the tab you want to rename. 2. Click the tab name to display the User Preferences area. 3. From the User Preferences area, click Edit. The tab name is displayed.

19 18 Openspace Overview 4. In the box, type the new name. 5. Press Return. Note: TIBCO recommends that tab names are no longer than 12 characters as longer tab names may be truncated, depending on how many tabs you have. Deleting Tabs Tabs are deleted in the order they are added. This means you can only delete the last tab that you added. Note: Openspace does not allow you to delete all tabs. You must keep a minimum of one tab. 1. Select the last tab that you added. 2. Click the tab name to display the User Preferences area. 3. Remove all gadgets from the tab, see Deleting Gadgets From a Tab Overview. Note: If you have not saved your data before removing a gadget then any unsaved data will be lost. Therefore, TIBCO recommends that you remove all gadgets from a tab before trying to delete it. 4. From the User Preferences area, click Delete. If you have not removed all the gadgets from your tab, the following message is displayed: 5. Click OK to allow Openspace to remove the gadgets from the tab, or Cancel to remove the gadgets yourself. 6. If you click OK, Openspace displays a Remove this gadget? dialog for each gadget added to the tab. 7. Click OK to each of these dialogs. Finally, Openspace prompts you to delete the tab. 8. Click OK again to delete the tab. Selecting Themes Themes apply to the title bar of Openspace and to the gadget windows. Selecting different themes for different gadgets is a useful way of distinguishing between them. 1. Click the gadget whose theme you want to change: 2. Click the gadget to display the User Preferences area.. 3. From the Themes Gallery, select the theme you want to use.

20 Openspace Overview 19 The gadget is automatically updated to use the new theme. 4. Repeat these steps for each gadget whose theme you want to change. Layouts Overview The Layout Gallery displays the layouts you can choose. When choosing a new layout you need to decide whether to divide your tab into 1, 2 or 3 boxes, then select the layout that you require. If you select 1 or 2 boxes, only one layout is available for each of these box choices. If you choose to divide your tab into 3 boxes, then there are two layouts you can choose from. In the Layout Gallery, once you select the number of boxes you require, the layouts available for that number of boxes are displayed. Each layout is displayed with its boxes numbered. If you apply a layout to a tab that has no gadgets added, then as you add gadgets to the tab, they are added to box 1 in the tab. You should then drag the gadgets into the other boxes, depending on your requirements. Note: TIBCO recommend that you minimize all your gadgets as it makes them easier to drag to the new boxes. If you change an existing layout on a tab that already has gadgets added, then: If you select a layout that has the same number of boxes as the existing layout, the gadgets are automatically redisplayed according to the new layout you have selected. If you select a layout that has fewer boxes than the existing layout, the gadgets from the abandoned box are added to box 1. If you select a layout that has more boxes than the existing layout, then the tab is divided using the layout selected. The gadgets are automatically redisplayed according to the new layout you have selected. However, to populate the new boxes, you must drag the required gadgets into place. Selecting Layouts Use the Layout Gallery in the User Preferences area to change the layout of your gadgets. 1. Click the tab whose layout you want to change. 2. Click the tab name to display the Layout Gallery in the User Preferences area. 3. Click the box that contains the number of boxes you want the tab to be divided into. You can select 1, 2 or 3 boxes. The Layout Gallery displays only one layout for 1 and 2 boxes. For 3 boxes, two different layouts are provided. 4. Click the layout you require. The tab is automatically updated to use the new layout.

21 20 Openspace Overview Note: TIBCO recommend that you minimize all your gadgets to make it easier to drag and drop them into the new layout. 5. Drag and drop the gadgets into the new layout, depending on your requirements. 6. Repeat these steps for each tab whose layout you want to change.

22 Using Gadgets 21 Using Gadgets There are a number of gadgets that are provided with Openspace but you can also add new gadgets. Gadgets are stored in the Openspace Gadget Store and are added to Openspace from there. You can remove a gadget from Openspace but, if it is still in the Gadget Store, it can be added again to Openspace at any time. You can delete gadgets from the Openspace Gadget Store completely. Once a gadget has been deleted from the Openspace Gadget Store it is no longer available for use in Openspace. Common Openspace Gadget Functions There are a number of functions that are common to all Openspace gadgets. On each individual gadget you can: Refresh. Select on the gadget to reflect any changes you have made or click to display the menu and select Refresh from the drop-down list. Minimize/Restore. You can: minimize or restore individual gadgets. Select on the gadget to minimize or click to display the menu and select Minimize/Restore from the drop-down list. minimize or restore all the gadgets. Select from the main menu to minimize and restore. Maximize. Select on the gadget to maximise or click to display the menu and select Maximize from the drop-down list. Remove. Click to display the menu and select Remove from the drop-down list. Edit gadget properties. Click to display the properties for the gadget. Note: The type of properties you can set for the gadget are specific to the individual gadgets, although some gadgets do not have this option. See the relevant chapters for the preferences you can set for individual gadgets. Edit/Save. Click to display the menu and select Edit/Save from the drop-down list. Note: Edit/Save is only displayed on the menu when some work has been performed in the gadget (if you have opened a work item and entered some data, for example). Each gadget has a status bar that displays the current status of the gadget, as shown below: The status bar shows information like whether there is a filter or sort criteria set for the gadget, for example. There are a number of gadgets provided with Openspace. The following table describes them: Name Business Services Calendar Event Views Description This gadget allows you to start your business services. The system calendar is used to specify working days and times, and exceptions to these (exceptions to your normal working days and times). These are used for things like holidays that fall on normal working days. Or, for example, a company picnic that is scheduled on a Friday afternoon on a normal working day. This gadget allows you to display lists of events (event views) that are related to some entity in BPM, such as a work item, process instance, user, and so on. These include things

23 22 Using Gadgets Name Logger Process Views Reporting Organization Browser Spotfire Work Views Webview Gadget Description like logging in, opening a work item, submitting a work item, suspending a process instance, and so on. There are some event views provided by default but you can create your own views, depending on your requirements. This gadget displays the Openspace log file. Every time something happens in Openspace, it is logged in this file. This gadget allows you to start, suspend, cancel or migrate your processes. You can also audit instances of processes. You can also view audit trails for your processes. The audit trail displays a list that contains the events for the currently selected process instance. It allows you to see the events that have taken place for that process instance since it was created. The type of events that are audited are, opening a work item, submitting a work item, suspending a process instance, and so on. This gadget allows you to display the current status of an individual process instance or group of process instances, or by hours, days, months or years. You can also display the current status of all the work items associated with the individual process instance or group of process instances you have selected. This gadget allows you to browse your organizational model. You can see all of the organizational entities (groups, positions, etc.) that have been defined in your organization model. You can also create and manage your LDAP containers. An LDAP container contains one or more LDAP sources, which hold information about available resources (users). You must have at least one LDAP container from which you can choose resources to map to the organization. You can also view and edit the resources (users) that have been mapped/assigned to those organizational entities, as well as view and edit information such as which privileges and capabilities are held by an organizational entity. See the TIBCO Organization Browser User s Guide for information about using the Organization Browser. This gadget enables you to display TIBCO Spotfire BPM visualizations The Work Views gadget displays all the work items that you can work on. The Webview gadget enables you to view the website of the specified URL. Using TIBCO PageBus, you can publish messages to the Webview gadget that dynamically changes the URL. The advantage of this is that if there have been any changes to the website, a new post for example, the Webview gadget can be updated to display the newly updated web page. The gadgets are stored in the Openspace Gadget Store. Openspace Gadget Store The Openspace Gadget Store divides the gadgets into different categories. When you click on a category, it displays the gadgets within that category. The number of gadgets in each category is displayed alongside the category name. For example All(n) where n is the total number of gadgets available in the Openspace Gadget Store. The following table describes the gadget categories. Category All(n) TIBCO(n) Description All the gadgets available within the Openspace Gadget Store. The TIBCO gadgets. For example, Work Views gadget, Business Services gadget and so on. From within the Openspace Gadget Store, you can: make gadgets available to Openspace, see Adding Gadgets to a Tab.

24 Using Gadgets 23 add new gadgets to Openspace, see Adding New Gadgets to Openspace. delete gadgets from Openspace, see Deleting Gadgets from Openspace. Adding Gadgets to a Tab To display a gadget in Openspace, you must first add the gadget to a tab. Note: You can only add a gadget to one tab at a time. You cannot add one gadget to two tabs at the same time. 1. Click the tab where you want to add the gadget. 2. Click the arrow next to the tab name to display the User Preferences area. The gadgets that are available to the tabs are shown in the User Preferences area. If a gadget has a white box around it, it has already been added to a tab. If it does not, it has not yet been added to any tabs. 3. If the gadget you want to add is shown in the User Preferences area, click it to add it to the tab. If the gadget you want is not shown, you must add the gadget to the User Preferences area from the Openspace Gadget Store. If the gadget is not shown in the User Preferences area, click next to Get More Gadgets. The Openspace Gadget Store displays. 4. In the left-hand pane, click on the category that contains the gadget that you want to add. The gadgets that are contained within that category are displayed. The gadget is added to the User Preferences area. 5. Click on the gadget you want to add (in our example, this is Spotfire), and then on. The gadget is added to the User Preferences area. Once the gadget has been added, displayed in the Openspace Gadget Store. is 6. Click to close the Openspace Gadget Store. 7. Click on the gadget to add it to the tab. The gadget is added and the User Preferences area of the tab now displays the gadget with a white box around it. Adding New Gadgets to Openspace When adding a gadget to Openspace, you must specify the URL of the gadget you want to add. The gadget URL must point to an OpenSocial gadget that complies with OpenSocial Specification V0.8/V0.9. A gadget is hosted in a server infrastructure to provide its data. OpenSocial gadgets are part of the OpenSocial initiative. OpenSocial gadgets are web based UI components. A gadget is defined via an XML file which contains a header with definitions of the gadget and an embedded content payload. This payload is a combination of HTML and JavaScript which defines the gadget s look and behavior. A very simple gadget looks like this: <?xml version="1.0" encoding="utf-8"?> <Module> <ModulePrefs title="hello OpenSocial Gadgets!"> <Require feature="opensocial-0.8" /> </ModulePrefs> <Content type="html"> <![CDATA[ Hello, OpenSocial Gadgets! </Content> </Module>

25 24 Using Gadgets A gadget always has the root tag<module>. This root tag contains a <ModulePrefs> and a <Content> section. The <ModulePrefs> contains information about which OpenSocial features are required by the module and information about the author. The content section contains the actual HTML and JavaScript. When adding a gadget to Openspace, note the following: When specifying a thumbnail or screenshot URL in <ModulePrefs>: If you do not specify a thumbnail or screenshot URL that is publicly accessible URL, the gadget is displayed in Openspace as shown below: If you do not specify any thumbnail or screenshot URL, then Openspace uses its default thumbnail or screenshot and the gadget is displayed in Openspace as shown below: If you do not specify a description in <ModulePrefs>, Openspace defaults to Contributed Gadget[n] where n is an incremental number for each gadget you add that has no description. For more information: On the OpenSocial Initiative, see On the OpenSocial Gadgets API Specification, see On the constraints that apply to the contribution of gadgets in Openspace, see TIBCO Openspace Customization Guide. 1. Click the down arrow of a tab to display the User Preferences area 2. Click next to Get More Gadgets. The Openspace Gadget Store displays. 3. Click next to Contribute Gadget. The Contribute Gadget dialog is displayed. 4. In the Gadget Spec URL box, type the URL of the gadget you want to add.. Note: Your system administrator can configure Openspace to display a specific Gadget Spec URL by specifying the path to the gadget server using the useconfiguredserverurl property in the OSProperties.properties file. See TIBCO ActiveMatrix BPM Administration guide for more information. You can do one of the following: Import a gadget spec (that is, a URL that ends with a filename with a.xml extension). Import an arbitrary web page instead of a gadget spec (and use it as a gadget). In this case check the URL is not a Gadget Spec - it is a web site. See below. Import a gadget spec from a web site where no file.xml is specified (this relies on the web pages default document being a gadget spec). 5. In the Category of Gadget: box, type the name of the category where you want the gadget to be stored in the Openspace Gadget Store. If the category does not already exist, it is created automatically. 6. (optional) Select the checkbox for URL is not a Gadget Spec - it is a web site, and further configuration options will appear:

26 Using Gadgets 25 Note that you can then also do the following: Select a checkbox to allow user preference edit (if the feature is enabled by the administrator). Add your own name and description for the gadget. (optional) Adjust the gadget height. (optional) Add URLs for Thumbnail image and Screenshot image of the gadget. 7. Click Import Gadget. The new gadget is added to the Openspace Gadget Store to the category you specified and is available to be added to a tab, see Adding Gadgets to a Tab. Note: The content of gadgets within Openspace may change dynamically. You can specify whether the Openspace user should be able to edit dynamic content, by setting the isdynamicgadgeteditable property in the OSProperties.properties file. By default, this is set to false. To enable editing, it should be set to true. See TIBCO ActiveMatrix BPM Administration guide for more information. Deleting Gadgets From a Tab Overview You may want to delete a gadget from a tab because you want to move it to another tab or because you do not use it anymore. If a gadget has been deleted from a tab, it is still available to Openspace and can be readded at any time. You can also delete a gadget from Openspace completely so that it is no longer available. See Deleting Gadgets from Openspace. There are a two ways to delete a gadget from a tab. You can delete the gadget directly using the gadget menu. See Deleting a Gadget From a Tab Using the Gadget Menu. You can delete the gadget using the User Preferences area. See Deleting a Gadget From a Tab Using User Preferences Area. Deleting a Gadget From a Tab Using the Gadget Menu You can delete a gadget from a tab using the Gadget menu. 1. Click to display the menu and select Remove from the drop-down list. The following dialog is displayed:

27 26 Using Gadgets 2. Click OK. The gadget is removed from the tab. The gadget is still in the User Preferences area and can be readded at anytime. To delete a gadget from the Openspace Gadget Store, see Deleting Gadgets from Openspace. Deleting a Gadget From a Tab Using User Preferences Area 1. Click the tab that contains the gadget you want to remove:. 2. Open the Gadget Store. 3. Click the down arrow next to the name of the tab to display the User Preferences area. The User Preferences area displays the gadgets that are currently added to the tab with a white box around them. 4. To remove a gadget from the tab, hover your cursor over the gadget and click. The following dialog is displayed: 5. Click OK. The gadget is removed from the tab. The gadget is still in the User Preferences area and can be readded at anytime. To delete a gadget from the Openspace Gadget Store, see Deleting Gadgets from Openspace. Deleting Gadgets from Openspace If you no longer want a gadget to be available for use in Openspace, you can delete it completely. Once a gadget has been deleted from Openspace, you can add it again. See Adding New Gadgets to Openspace. Note: Built-in TIBCO gadgets cannot be deleted from Openspace. 1. Click the down arrow of a tab to display the User Preferences area. 2. Click next to Get More Gadgets. The Openspace Gadget Store is displayed. 3. Click next to Manage Gadgets. The Manage Gadgets dialog lists the gadgets that are available in Openspace. It is divided into three columns:

28 Using Gadgets 27 Preferred. This column shows the gadgets that have been added to a tab within Openspace. If the gadget has beside it, it has been added to the your User Preferences area. Note: If a gadget is listed in the Preferred list, you cannot delete it from the Openspace Gadget Store. You must remove the gadget from your User Preferences area before you can delete it from the Openspace Gadget Store, see Deleting Gadgets from Openspace. Built-In. This column shows the gadgets that were provided with Openspace. If the gadget has beside it, it has been provided by Openspace and if it has nothing beside it, it has been provided by a third party. Delete. The Delete column shows which gadgets can be deleted from Openspace. If the gadget has beside it, it can be deleted. 4. To delete a gadget, click beside the gadget you want to delete. The following dialog is displayed. 5. To delete the gadget from Openspace, click OK. The gadget is deleted. 6. Click to close the Manage Gadgets dialog.

29 28 Work Views Gadget Work Views Gadget The Work Views gadget displays your work lists and work views. The Work Views gadget displays: Work List - Your work list displays all the work items that you can work on. See Work Items for more information. Work Views - Work views are displayed below your work list and allow you to apply filter and/or sort parameters so that only the desired work items are listed in the work view. When you first login to Openspace, your work list is displayed and no work views are defined. When you click on a work item, its details display in the bottom pane. If you double-click on it, its form is displayed. Note: The icons in the Work Views gadget are enabled or disabled depending on the context you are in. Public Work Views Work views can be either public or private. Private work views can only be viewed by you or others you specify. Public work views can be viewed by every Openspace user. If the public work view contains a work view and you have the view WorkList system action for the work list in the work view, you can load and view that work view. However, you cannot edit the work view unless you are an Owner or Author of the work view. See Accessing Your Editable Work Views for more information about assigning permissions to work views. You can specify whether or not a work view is public when you create it using the work view wizard. See Creating Work Views. By default, public work views are not displayed in your work view list in the Work Views gadget. You must load them. 1. Click. The Load existing view: Public views dialog is displayed. 2. Select the public views you want to load. You can select multiple public views. 3. Click Load selected view(s). The public work views display in your Work View list. Note: If you have already added the view or you do not have permission to view the work view then an error message is displayed and the view is not added. Work Views for an Organizational Entity You can automatically create different work views of your own work list. However, if you want to create a work view of a work list belonging to an entity in an organization model, you must have the viewworklist system action for the work list you require. You can automatically create different work views of your own work list. However, if you want to create a work view of a work list belonging to an entity in an organization model, you must have the viewworklist system action for the work list you require. Similarly, if you want to grant another user access to a work view of a work list belonging to an entity in an organization model then that user must have the viewworklist system action for the work list you require them to have access to. See Work View Permissions for more information about granting permissions to work views. You can create work views for:

30 Work Views Gadget 29 an individual resource an organizational entity such as an organization unit, group or position. Note that: When creating a work view of another organizational entity, only offered work items are displayed. These are work items that were offered to the selected organizational entity, and that still have a state of Offered. When viewing a work view for an organizational entity, you will only be able to see work items that are offered directly to that entity. You cannot see the work items for other entities in that organizational entity. For example, if you have created a work view for Group1 and Group1A is also a member of Group1, you must create a separate work view for Group1A. (You must also have the viewworklist system action for Group1A). If a work view is for another organizational entity s work list and not your own work list, then you cannot open or complete work items in that view. This is because TIBCO ActiveMatrix BPM always requires a user to process work items in their own work list. If you accessed a work item from your work view and then allocated (or pended) it to a user, it would move from your work list to the user s own work list. This is confusing because it means a user could open a work item, only for it to disappear because it has been updated by another user. It could also be the case that you can view a work list but are not a member of the organizational entity whose work list you are viewing. In this case, you cannot open work items in that view. For example, if you have the viewworklist system action for a group called Group1, and you create a work view for Group1, you will be able to see the work items in Group1 s work list but you will not be able to open them. System actions are modeled in the organization model that is built in TIBCO Business Studio. See TIBCO Business Studio Process Modelling Guide. Temporary Work Views A temporary work view is created when you perform a search in the Work Views gadget. For example, searching for id=123 would create a temporary view called id=123 to allow the search results to be viewed. Temporary views are automatically deleted once you log out of TIBCO Openspace. See Searching for Work Items. If you do not want to lose the temporary work view, create it using the Create new view wizard. See Creating Work Views. Temporary views cannot be edited but can be removed from your work view list. See Removing Work Views from Your Work View List. Work View Permissions You can assign permissions to your work view when you create it using the work view wizard. You can make your work views available to, either: individual users specific organizational recipients. If you assign an organizational recipient permission to a work view, all the child organizational recipients in the parent recipient inherit that permission, but the individual user must have the viewworklist system action for the child organizational recipients. See Creating Work Views. Depending on how permissions have been assigned, a user can have the following access to a work view: Description Owner Permissions The user who created the work view. The Owner can view, edit and delete a work view from TIBCO Openspace. The Owner can specify authors and users of the work view. Note that if you are an Owner of a work view, you cannot remove it from your work view list. You always see work views that you are an Owner of. To remove a work view from your work view list, you must delete it from Openspace completely. See Deleting Work Views from Openspace.

31 30 Work Views Gadget Description Authors Users Permissions Authors can view, edit and delete the work view. Authors can also specify users of the work view. If you have been specified as an Author of a work view, the work view is not displayed in your work view list by default. You must load the work view using Load an existing View. See Accessing Your Editable Work Views. Users can only view the work view. A user cannot specify any access to the work view. If you have been specified as a User of a work view, the work view is automatically displayed in your Work View list. If you are a user of a work view, you cannot remove it from your work view list. Only an Owner or Author can amend access to the work view or delete it from Openspace. Accessing Your Editable Work Views Work views that you have been given permission to edit (in other words, you have been made an Author of) are not displayed in your work view list by default. Note: If you have been specified as a User of a work view, the work view is automatically displayed in your Work View list. You do not have to load it. To display a work view that you have been given permission to access, you must load the work view into your work view list. 1. Click. The Load existing view: Public views dialog is displayed. 2. Select Show editable views. A list of work views that you have permission to edit is displayed. 3. Select the work views you want to add to your work view list. You can select multiple work views. 4. Click Load selected view(s). The work views display in your Work View list. Creating Work Views The Create new view wizard enables you to create work views. The wizard enables you to: (Required) Enter the details for your work view, for example, the work view name and, optionally, its description. (Optional) Select the organizational entity whose work items you want to view. (Optional) Configure any filter criteria, depending on your requirements. (Optional) Configure any sort criteria, depending on you requirements. (Optional) Select the work item columns you want to display. See Work Item Columns for more information. (Optional) Configure the Recipients of the work view. (Optional) Configure the Authors of the work view. Note that: At any time while using the wizard, you can click on an item in the list on the right of the pane to go back and review/edit any of the information you have entered. Alternatively, you can use Previous and Next to scroll through the wizard. Some pages of the wizard have validation rules that must be satisfied before a different page can be selected. If a validation rule fails, a message displays showing the cause of the failure. Once you have clicked Finish, the work view is created. If you want to amend any of this information at that point you must select to edit the work view. To exit the work view without saving any changes, click

32 Work Views Gadget 31 Once you have entered the work view details, you can click Finish at any time to complete the wizard, for example, if you wish to specify sort/filter criteria but you want to display the default work item columns. Click the Create new view icon ( ) The Create new view wizard displays. Enter Work View Details The Details screen in the Create new view wizard allows you to enter the details for your work view, the work view name and, optionally, its description. 1. (Required) In the Name field, type a name for your work view. 2. (Optional) In the Description field, type a description of your work view. 3. (Optional) Select the Make this view public if you want to make the work view public. See Creating Work Views. 4. Click Next to continue. Configure the Organizational Recipient The Target screen allows you to configure the organizational recipient whose work items you want to view, for example, if you want to see all the work items for a particular organizational unit or location. 1. From the Type of View drop-down list, select one of the following: View is of user's own work list. Select this if this is a work view you are creating for other users to apply to their own work lists. View is of an entity in the organization model. Select this if you are creating a work view for a particular organizational entity. For example, an organization unit or location. Note: This option is only available if you have the browsemodel and resourceadmin system actions. Openspace checks to ensure each entity you select when creating the work view can view the work list. Each entity must have the correct viewworklist system action. If any entities to do not have this permission, the view is not created. A list of entities that do not have the required permissions are shown when attempting to complete the step. See Work View Permissions for more information. Note: Organizations are modeled in TIBCO Business Studio Organization Modeler. See TIBCO Business Studio Process Modeling User s Guide for more information. View is of all work items. Select this if you are creating a work view to view all work items in the system. You must have the viewglobalworklist system action for this option to be available. Note: If you select this, Openspace checks to ensure you have the viewglobalworklist system action. If you do not have permission, the view is not created. If you selected View is of a user's own work list or View is of all work items, click Next to continue. If you selected View is of an entity in the organization model, go to step If you selected View is of an entity in the organization model, the Target screen displays. 3. From the Type of work items to show drop-down list, select either: View is of OFFERED work items. Select this if you want to see work items that are offered. View is of ALLOCATED work items. Select this if you want to see work items that are allocated. If a resource is selected this option is disabled as a view for a resource always shows both OFFERED and ALLOCATED work items. See Work Item State for more information. 4. From the Version drop-down list, select the version number of the organization model where the organizational entity resides. 5. You can either: Use the graphical display of the organization model in the left hand pane to drill down to the organizational entity you want to select. Clicking an organizational entity or an LDAP container in the

33 32 Work Views Gadget left pane causes the resource list to be displayed in the right pane. If you select an organizational entity like a group or location, the work view displays the work items for all the child organizational entities in the parent entity. Use the Search function. a) To use the Search function, from the Criteria drop-down list, select the type of entity you require. This list contains the following: Resource - searches for a resource by name. Group - searches for a resource by group. Position - searches for a resource by position. Location - searches for a resource by location. rql - allows you to enter a string using rql to find resource. See the TIBCO Organization Browser User s Guide for more information. b) In the Search box, type the search criteria you want to search for. You can use wild card characters, see Using Wild Card Characters for more information. You can use multiple wild card characters. c) Click. 6. Click Show entity names if you want Openspace to display the internal name of the organizational entity, rather than its label. By default, Openspace displays the organizational entity s label. Configure the Work View Filter The Filter screen in the Create new view wizard allows you to optionally specify filter criteria for the work view. Note: If you do not want to specify any filter criteria, you can click Next to continue to the next screen in the Create new view wizard. 1. From the Filter on: drop-down list, select the work item column you want to filter on. See Work Item Columns for more information. 2. Click to display a dialog that allows you to configure your filter information for that particular work item column. The dialog allows you to select a logical operator. Logical operators allow you to choose how the specified value is to be compared to the actual values in the column. You can specify equal to, not equal to, less than, etc. The default is "equal to". 3. For each column indicator, use the value field to enter the value for the items you want returned. The way in which you enter a value depends on the data type for the column indicator you have selected. For example, to display all work items whose start date is prior to Oct. 1, 2010, select the Start Date column

34 Work Views Gadget 33 indicator, choose the LessThan logical operator, then choose Oct. 1, 2010 from the value field date picker. See Work Items for information on how to configure filters for each work item column. 4. (Optional) Define filter grouping. See Grouping for more information about defining groups. To do this: a) Select the filter criteria you want to group. Choose one of the following: No group - No filter grouping is configured. This is the default setting. New group - Add the currently selected filter criteria to a new group. Previous group - Add the currently selected filter criteria to a previous group. b) Click AND or OR, depending on your requirements. Note: You can use the filter string at the bottom of the dialog to view your filter expression. 5. (Optional) Select Only show hidden items if you want to display hidden work items. 6. Repeat these steps for each item that you want to set filter criteria for. 7. To remove the filters, click ( ) beside the filter you want to remove. Configure Sorting Order for the Work View The Sort dialog in the Create new view wizard allows you to optionally specify sort criteria for the work view. Note: If you click Next without specifying any sort criteria, the data is returned in an arbitrary order from the TIBCO ActiveMatrix BPM node. 1. From the left hand column in the pane, select the criteria to sort on. You can select multiple criteria. Click to move it to the right-hand column. 2. For the individual items, select the sort direction by clicking on the individual item, see Specifying the Sort Direction. 3. If you have multiple items in the list, specify the sort order of the items by clicking on or, see Specifying a Sort Order. Specify the Work Item Columns The Columns dialog in the Create new view wizard allows you to specify which work item columns to display. See Work Item Columns for more information. Note: If you click Next without specifying any columns, the default work item columns are displayed. The default work item columns that will be displayed are shown in the Summary page of the wizard. 1. From the left hand column in the pane, select the columns you want to display. You can select multiple columns.

35 34 Work Views Gadget 2. Click to move it to the right-hand column. For the individual columns, select the order in which you want them displayed by clicking on or. The top column in the list is shown on the left of the work list table, the other columns are then shown in order from left to right. Specify the Recipients The Recipients dialog in the Create new view wizard allows you to optionally specify the organizational entities who should be recipients of the work view. See Work View Permissions for more information. Note: If you click Next without specifying any recipients, then no recipients are defined. Note: On completion of this page, Openspace checks to ensure each recipient you have selected can view the work list. Each recipient must have the correct viewworklist system action. If any recipients to do not have this permission, the view is not created. A list of recipients that do not have the required permissions are shown when attempting to complete the page. 1. From the Version drop-down list, select the version number of the organization model where the organizational entity resides. 2. You can either: you can use the Search function. To use the Search function: Use the graphical display of the organization model in the left hand pane to drill down to the organizational entity you want to select. Clicking an organizational entity or an LDAP container in the left pane causes the resource list to be displayed in the right pane. If you select an organizational entity like a group or location, the work view displays the work items for all the child organizational entities in the parent entity. use the Search function. a) To use the Search function, from the Criteria drop-down list, select the type of entity you require. This list contains the following: Resource - searches for a resource by name. Group - searches for a resource by group. Position - searches for a resource by position. Location - searches for a resource by location. rql - allows you to enter a string using rql to find resource. See the TIBCO Organization Browser User s Guide for more information. b) In the Search box, type the search criteria you want to search for. You can use wild card characters, see Using Wild Card Characters for more information. You can use multiple wild card characters. c) Click. 3. Click Show entity names if you want Openspace to display the internal name of the organizational entity, rather than it s label. By default, Openspace displays the organizational entity s label. Specify the Authors The Authors dialog in the Create new view wizard allows you to specify the organizational entities who should be authors of the work view. See Work View Permissions for more information. Note: If you click Next without specifying any authors, then no authors are defined. 1. From the Version drop-down list, select the version number of the organization model where the organizational entity resides. 2. You can either:

36 Work Views Gadget 35 Use the graphical display of the organization model in the left hand pane to drill down to the organizational entity you want to select. Clicking an organizational entity or an LDAP container in the left pane causes the resource list to be displayed in the right pane. If you select an organizational entity like a group or location, the work view displays the work items for all the child organizational entities in the parent entity. Use the Search function. a) To use the Search function, from the Criteria drop-down list, select the type of entity you require. This list contains the following: Resource - searches for a resource by name. Group - searches for a resource by group. Position - searches for a resource by position. Location - searches for a resource by location. rql - allows you to enter a string using rql to find resource. See the TIBCO Organization Browser User s Guide for more information. b) In the Search box, type the search criteria you want to search for. You can use wild card characters, see Using Wild Card Characters for more information. You can use multiple wild card characters. c) Click. 3. Click Show entity names if you want Openspace to display the internal name of the organizational entity, rather than its label. By default, Openspace displays the organizational entity s label. Editing Work Views You can edit your work views at any time. 1. From the Work View pane, select the work view you want to edit. Click. The Work View wizard displays. 2. Follow the steps described in Creating Work Views to complete the wizard. Deleting Work Views from Openspace You can delete your work views from Openspace at any time. Note: Note that: You must be an Owner or Author of a work view to be able to delete it. This deletes the work view from TIBCO ActiveMatrix BPM completely. If you only want to remove a work view from your work view list, see Removing Work Views from Your Work View List. 1. From the Work View pane, select the work view you want to delete. 2. Click. The following dialog displays. 3. Click OK to delete the work view or Cancel to return to the Work Views gadget.

37 36 Work Views Gadget Any users who are accessing the work view lose access to the view and a message displays when they next try to access the view. Removing Work Views from Your Work View List You can only remove certain types of work views from your work view list. You can remove: all public views private views that are assigned to you can only be removed if you are the author temporary views If you are an owner of a work view, you cannot remove it from your work view list, you must delete it from Openspace. See Deleting Work Views from Openspace. Select a work view and click ( ). Note: This does not delete the work view from TIBCO ActiveMatrix BPM altogether, it just removes it from your work view list. Work Items A work item represents an action item. It relates to a task in an active process instance. A user manages the work items in their work list by performing some sort of action upon them, such as entering data on a form, forwarding the item to another user or group, saving it and placing it back in the work list for further action at a later time, or by submitting it (completing the required action and sending it on to the next task in the process). Work Item Columns Work item columns show you information about the work items in your list. Not all columns are displayed by default. You can select which columns are displayed either, by using the Column Selector dialog (see Customizing Columns) or when creating a work view (see Creating Work Views) Column Name Name Process ID Process Name Process Instance ID Process Description Activity ID Activity Name Description Description The name of the user task associated with the work item. This is specified in TIBCO Business Studio at design-time. A unique alphanumeric value identifying the process which is generated when a process is created. The name of the process from which the work item was created. A unique alphanumeric value identifying the process instance from which the work item was created. A description of the business service from which the work item was created. This is specified in TIBCO Business Studio by defining a data field called AMX_PROCESSDESC and adding it to the process at design-time. Identifies the user activity within the process that generated the work item. This number can be used in Event Views to identify the work item across all components. The name of the user activity within the process that generated the work item. The label of the user task associated with the work item. This is specified in TIBCO Business Studio at design-time.

38 Work Views Gadget 37 Column Name State ID Priority Description The work item s current state. See Work Item State. A unique number identifying the work item. A numeric value indicating the relative importance of the work item. For more information, see Changing Work Item Priority. Start Date The scheduled date and time specified for the work item. Example: :00:00. If no scheduled date and time has been specified for the work item, the column is empty. Deadline Contains a clock icon if the work item has a deadline by which the work item must be worked on and submitted. Note that: the work item has not missed the deadline. the work item has missed the deadline. Deadline is not displayed by default. You must select it from the column selector dialog. See Customizing Columns. Openspace compares the target date and time of the work item with the TIBCO ActiveMatrix BPM server s date and time, not the date and time of your client machine. Target Date The date and time the work item is scheduled to be completed. Example: :00:00 Visible Group ID Indicates whether or not the work item is visible. For information, see Displaying Visible Hidden Work Items. This identifies a number of work items that are grouped together in the process definition for some purpose. Distribution Strategy Describes the method used to distribute the work item when it was originally created, either offered or allocated. Schedule Status The schedule status indicates where the work item is within its schedule period. The schedule period is from the start date/time (shown in the Start Date column) to the target date/time (shown in the Target Date column). The schedule states are: BEFORE - The work item schedule period has not started yet. DURING - The work item is within the schedule period. When the schedule status is DURING, you cannot open the work item. AFTER - The scheduler period has completed. NO_SCHEDULE - No schedule period has been defined for the work item. Attr1 - Attr14 Work Type ID Work Type Name These fields are used to contain data that is associated with a work item. They are specified in TIBCO Business Studio. Once these fields are specified they can be used to filter the work items in your work item list. See: the TIBCO Business Studio BPM Implementation Guide for more information about specifying work item attributes. Localizing Work Item Attribute Display Names for information about localizing work item attributes. A unique alphanumeric value identifying the work type when the work type is generated. Work types are created in TIBCO Business Studio. The name of the work type. Work types are created in TIBCO Business Studio.

39 38 Work Views Gadget Column Name Work Type Description Description The description of the work type. This is specified in TIBCO Business Studio when the work type is created. You can customize the columns that are displayed by using the Column Selector, see Customizing Columns. Work Item State The status of a work item determines what stage it has reached in the process. A work item can have various states. The State column in the Work Views gadget indicates the work item s current state. The following table describes the possible states and their meanings: State OFFERED ALLOCATED CREATED OPENED PENDED PEND HIDDEN Description The work item is being offered to you to work on. When a work item is in an OFFERED state, you can: open and work on the work item (while it is open, its state changes to OPENED), allocate the work item to yourself, causing it to be removed from all other user s work lists, allocate the work item to another user, causing it to be removed from all work lists other than the user s to which it was allocated, or skip the work item, causing it to be submitted and the process to advance to the next task (all required fields must be filled in). A work item with an allocated state appears only in your work list. Work items can be allocated to a specific user in the following ways: by the system when it is initially distributed, you can allocate a work item to yourself, you can allocate a work item to another user. The work item has been created, but not yet enabled. The functionality needed to get a work item to this state has not been implemented. The work item is currently opened and allocated to the user who opened it. The work item is removed from the work item lists of other users to whom the work item had been offered This occurs when you open a work item, perform some work on it, then close it without submitting it. Once it is in this state, the work item appears only in your list. Note that a work item does not go into a PENDED state if Re-offer work item strategy is set in the process template. If this is set then, if you close a work item without submitting it, the work item is reoffered to the offer set. See TIBCO Business Studio Modelling Guide for more information. The filter criteria can be changed to view this state. See Displaying Visible Hidden Work Items. Changing Work Item Priority All work items have a priority. Setting the work item priority enables you to sort your work list by priority. Also, scripts and processes can check the priority value and therefore perform actions based on a work item s priority. The priority is a numeric value indicating the relative importance of the work item. By default, the work item priority is 50. You can change the priority of an individual work item or multiple work items, depending on your requirements. The valid range for work item priority is You must enter a value in this range or an error is displayed.

40 Work Views Gadget 39 Note: To change the priority of a work item, you must log in as a user that has a privilege with one or all of the following system actions assigned to it. changeallocatedworkitempriority-this system action enables a user to change priority on work items with a status of Allocated and that is allocated to you. changeanyworkitempriority-this system action enables a user to change the priority on all work items. This means if you want to change the priority of a work item in your work list whose status is Allocated, but it is not allocated to you, then you must also have authorization for the changeanyworkitempriority system action. Note: System actions are configured in the Organization Modeler in TIBCO Business Studio, see TIBCO Business Studio Process Modeling User s Guide for information. 1. From the Work Views gadget, select the work item or multiple work items whose priority you want to change. 2. Click ( ). The Change priority of selected work items dialog displays. 3. Select one of the following: Note: For each of these options you must set the priority to a numeric value within the valid range for work item priority. The valid range is Default priority. If no priority has been specified, the work item priority is automatically set to 50. Select this if you want to reset the priority of the work item to the default. Average priority. If you have selected more than one work item, Openspace calculates the average priority of the selected work items and sets the priority of the work items to the average. Custom priority. Select Custom priority to enter a specific work item priority. You can: Select Absolute and enter a specific numeric value in the box. Select Relative priority. Enter a specific numeric value in the box and then use the arrows to offset a work item priority by a specific numeric value. For example, an employee is away on holiday and you want to offset the priority on all their work items by Either click OK to save your changes or click Cancel to exit the dialog without saving your changes. Refreshing Work Items Your work views that are initially displayed are a snapshot of the work items at that point in time. You can refresh the work view to get the most recent list of work items. You can refresh work items by using the gadget, or set up a custom refresh interval. Click from the Work Views gadget and Openspace automatically refreshes,

41 40 Work Views Gadget Configure the Work Views gadget to automatically refresh the list at specified intervals. By default this is set to 0 which means auto-refresh is turned off. a) From the Work Views gadget, click. The configure auto refresh dialog is displayed. b) In the auto refresh interval (seconds) box, type the number of seconds you would like between refreshes (the minimum you can specify is 30 seconds), or 0 to turn off auto refresh. c) Click OK. Configuring Work Item Columns You may want to configure your work item list so that only certain columns are displayed. 1. Click ( ) and select the columns you want to display from the drop-down list. 2. Click away from the list to save your changes. The work item list is now displayed based on the columns you chose. Setting the Number of Work Items Displayed You can configure the number of work items that are not displayed in the Work Views gadget. 1. Click 2. In the Page Size box, type the number of work items you want to be displayed. By default, this is 8. Note: The maximum page size you can set is Click away from dialog to close it. Searching for Work Items If you have a large number of work items in your work item list, you can use the search feature to search for a specific work item. For example, you could select a column indicator of State and enter OPENED to search for all work items in your list with a status of OPENED. 1. In the Search box, click the down arrow. 2. Select a column indicator to search on from the drop-down list. You can search on Category, Name, Description, State or Priority. See Work Items for more information. 3. In the Search box, type the search criteria you want to search for. You can use wild card characters, see Using Wild Card Characters for more information. You can use multiple wild card characters. 4. Click. A temporary view is created. For example, searching for id=123 would create a temporary view called id=123 to allow the search results to be viewed. Temporary views are automatically deleted once you log out of TIBCO Openspace. If you do not want to lose the temporary work view, create it using the Create new view wizard. See Creating Work Views. Displaying Visible Hidden Work Items You can display hidden items by using the Configure Filter dialog. There are two reasons why work items in your work item list may be hidden.

42 Work Views Gadget 41 They are work items that are associated with a process instance that has been suspended (see Suspending a Process Instance). They are work items that have been pended, that is, a timer has been set to make them hidden until a specified date/time, or for a specified period of time (see Pending Work Items). You can display hidden work items in your work item list by configuring a filter expression. From the Configure Filter dialog, select Only show hidden items. Filter Criteria Openspace allows you to configure filter criteria for either/or work items in your work list or work views. This allows you to filter the list of work items in your work list or work view so that only some of the work items are shown, rather than all of them. Filtering allows you to display only the work items you are interested in. For example, you may only be interested in work items that arrived in the work item list after Dec. 15, You can filter the list so that only those work items are shown. You can filter on all the available work item columns and their data types. See Work Item Columns for more information. You can configure filter criteria in two ways: To configure filter criteria for your work list, click. See Configure the Work View Filter for information on how to complete the dialog. To configure filter criteria for a work view, use the Filter dialog in the Create new view wizard to build a filter expression that is applied to all work items in the work view. See Configure the Work View Filter for more information. Value Data Types When configuring filter criteria, the value entered in the Value field must match the data type for the attribute selected. The following describes the valid data types:

43 42 Work Views Gadget Data Type Number Description Consists of one or more of the numbers 0-9. Used for things like work item ID and priority. The data entry field for numeric values will not allow you to enter any characters other than numbers. String Consists of any number of letters, numbers, or special characters (for example, #, $, etc.). Used for things like process instance ID and work item description. Filtering on text is case sensitive. Note that text attributes are the only attribute types with which you can use wildcard characters. For more information, see Using Wild Card Characters. Date Enumeration If you are filtering on text that contains any of the four special characters (*,?,, or \), they must be escaped. For information, see Filtering on Special Characters. Dates can be entered by using the date picker on the filter data-entry dialog. Times, if specified, must be entered manually. If you enter a date, but not a time, it assumes all times for the specified date. All times use the 24-hour clock. There is also a special "Today" entry that can be used when filtering on DateTime attributes. This entry always represents the current date. For more information about entering dates and times in the Filter data entry dialog, see DateTime Data Types. Select a valid entry from the drop-down list. DateTime Data Types When configuring filter criteria for dates and times attributes, they must be specified a certain way. Dates can be entered using the date picker, which is the Calendar icon to the right of the date field. Clicking on the Calendar icon displays a calendar from which you can choose the desired date the selected date is automatically entered in the date field. Times are optional. If entered, they must be entered manually, in the following format: hh:mm:ss.nnn where: hh = hour (using the 24-hour clock) mm= minute ss = second For example: 15:30:00 If the time is not specified, Openspace assumes all times for the specified date. For example, if you specified Start Date = , with no time, it will return all work items that were started on Oct. 4, 2008, regardless of the time they were started. If desired, you can enter just a portion of the time, starting from the left. For instance, you can enter just "10" in the first of the time fields this means "all times that begin with 10 o clock". Wild Card Characters The wild card characters * and? can be used when filtering on text attributes (work item name, description, etc.) wild card characters cannot be used with any other attribute type. The * and? characters are evaluated as follows: * matches zero or more of any character. For example: bo* matches anything beginning with bo. For example, bo, bobbl, boulton_anne, etc. s*s matches anything beginning with s and ending with s. For example, ss, sues, sid_lewis, etc.

44 Work Views Gadget 43 *s matches anything ending with s. For example, franks, ls, martha_lyons, etc.? matches any single character. For example: bill? matches anything beginning with bill, plus one more character. For example, bills, bill5, billh, etc. c?ndy matches cindy, candy, c3ndy, etc. Also note that: all character matching is case sensitive. you can use multiple wild card characters. Filtering on Special Characters When building a filter expression that is filtering text, there are four special characters that must be "escaped" in the filter expression. To escape a character means to precede that character with another character in the filter expression so that the system knows that you are filtering on the literal character, rather than intending that the character take on its special meaning. the following four special characters, the special character must be escaped in the filter expression: * (asterisk)? (question mark) (single quote) \ (back slash) For example, if you just included an asterisk or question mark, it would take on its special meaning as a wild card character. See Using Wild Card Characters. The character that you precede the special character with depends on what you are filtering (work items, process instances, or events), as shown in the table below (although it is most often a back slash). Character to match literally * \*? \? ' \ \ Events Note that for the back slash character when filtering work items or process instances, a single back slash is shown in the table, which means no escape character is needed in those situations. As an example, if you are filtering for events for a resource (Principal name) by the name Jon O Reilly, you would need to escape the single quote in the name with a back slash character. \'

45 44 Work Views Gadget Grouping You can group filter criteria together to create more complex expressions. When combining filter criteria, you are essentially combining logical ANDs and ORs in a single expression. A filter grouping that is added subordinate to another filter grouping is enclosed in parentheses when the system builds the filter syntax; this means that the subordinate grouping is evaluated separately, then its result is used to evaluate the parent grouping. To view work items that have a start date equal to October 1, 2010, and have a priority of 1 or 2, build the following filter expression: To view work items that have been cancelled, or that have been suspended and has a priority of 1, build the following filter expression:

46 Work Views Gadget 45 Sort Criteria Openspace allows you to configure sort criteria for either/or work items in your work list or for work views. This allows you to list the work items in your work list or work view in a desired order. For example, you may want to list all work items by priority number, then sort those by start date, from oldest to most recent. Applying sort criteria allows you to choose which columns in the work item list to sort on. You can sort on all the available work item columns. You can configure sort criteria in two ways: To configure sort criteria for your work list, click. See Configure Sorting Order for the Work View for information on how to complete the dialog. To configure sort criteria for a work view, use the Sort dialog in the Create new view wizard to specify the sort order of work items in the work view. See Configure Sorting Order for the Work View for more information. Specifying the Sort Direction Individual sort criteria can be sorted in ascending or descending order. They are set to ascending order by default when you add them to the list. You can specify the sort direction of the individual criteria by clicking on the item. For example: Specifying a Sort Order

47 46 Work Views Gadget Sort order is applicable only if you have specified multiple sort attributes. It allows you to specify that the list be sorted first on one attribute, then on another attribute, and so on. In this example, all work items with a priority of 1 are listed first those work items are then sorted by start date. Then all of the work items with a priority of 2 are listed those work items are then sorted by start date, and so on. (Note that for this example both attributes are sorted in "ascending" order). Allocating Work Items Overview A work item can be allocated to a specific user. This means that the work item is supposed to be worked on by that specific user - the work item only appears in your list with a state of ALLOCATED. A work item can be allocated to a specific user by BPM when the work item is created. When a process is being defined in TIBCO Business Studio, a distribution strategy is specified for each user task (each work item results from a user task in a business process). The distribution strategy specifies how to distribute, at runtime, a work item that is generated from the user task. The distribution strategy will be one of the following: Offer - This means the work item is being offered to you to work on. Note that depending on how the user task that resulted in the work item was defined, the work item may be offered exclusively to you, or it may be offered to a group of users, any of whom can open and work on it. If a work item is offered to a group of users, and you open and work on it (for example, you enter or change some data in the work item), the work item is removed from the work list of all other users. Allocate - This means the work item was given only to you to work on. There are also functions available from the Work Views gadget that allow you to allocate a work item to yourself or to another user. You can also change a work item that is allocated to you back to an OFFERED state, so that other users can work on it. Allocating Work Items To Yourself This function allows you to allocate one or more work items to yourself. It changes the work item s state to ALLOCATED so that only you can work on them. The work items are removed from the lists of all other users. This function can only be used if the work items are currently being offered to you; that is, their state is OFFERED. 1. Select one or more work items in the work item list that currently have a state of OFFERED. 2. Click from the Work Views gadget. The work items are now allocated only to you, and are removed from all other user s work item lists. Re-Offering Work Items This function allows you to change work items that are currently allocated to you (state = ALLOCATED) or that you have modified (state = PENDED), back to an OFFERED state. They are offered to the users to whom they were originally offered. 1. Select one or more work items in the work item list that currently have a state of ALLOCATED or PENDED. 2. Click from the Work Views gadget. The work item s state changes to OFFER, and it reappears in the work item list of the users to whom it was originally offered.

48 Work Views Gadget 47 Note: If the work item s state is PENDED, and data had been added/changed on the form when it was open, that data is retained in the work item when it is re-offered. Allocating Work Items to Another User This function allows you to allocate work items to another user. It removes the work items from your work item list, then adds them to the Inbox of the user to whom you have allocated them, with a state of ALLOCATED. You can choose the user to whom you want the work items to be allocated either from: the original "offer set", that is, the group of users to whom the work item was originally offered, or the "world", that is, all available users. Allocate Work Items to Offer Set This function allows you to allocate one or more work items to a user from the original offer set, that is, the group of users to which the work items were originally offered. Work items allocated to the original offer set can have a state of OFFERED, ALLOCATED, or PENDED. 1. Select one or more work items in your work item list. 2. Click from the Work Views gadget. The Allocate Work Item to Offer Set dialog is displayed. This dialog allows you to choose the user to whom you would like to allocate the work items. Note: If you have selected multiple work items to allocate, the list of users displayed only includes the users that are in the offer sets of all of the work items you selected. This could possibly include zero users. 3. Select the user you want to allocate the work item to. 4. Click OK. The work item(s) will appear in the work item list of the user that you selected, with a state of ALLOCATED. Allocating Work Items to the World

49 48 Work Views Gadget This function allows you to allocate one or more work items to any available user. You can only select this function when work items have a state of ALLOCATED or PENDED. Note: To use the Allocate work item to world tool, you must be logged in as a user with a privilege that has both the reallocateworkitemtoworld and resourceadmin system actions assigned to it. 1. Select one or more work items in the work item list that currently have a state of PENDED or ALLOCATED. 2. Click from the Work Views gadget. The Allocate Work Item to world dialog is displayed. This dialog allows you to choose the user to whom you would like to allocate the work items. Note: You may not be able to see all resources mapped to a particular position because there may be resources mapped to a position that were created in an LDAP container for which you don t have visibility, (because of an organization relationship). In these cases, you will not see that resource when viewing the position. (This applies only to positions, not to groups.) Note, however, the counts shown to the right of the position name in the left pane is the total count for the resources in the position. From this count, you can determine if there are resources mapped to the position that you cannot see. For more information, see the "Container Organization Relationships" section in the Organization Browser User s Guide.

50 Work Views Gadget 49 Also, if a resource has been mapped to a position or group with a start date that has not yet occurred or an end date that has passed, that resource will not appear in the resource list. However, the total count of resources shown to the right of the group or position name in the left pane also reflects those resources that are not yet effective because their start date has not occurred. 3. From the Version drop-down list, select the version of the organization model that contains the resources you want to allocate the work item to. 4. Click on an organizational entity in the left to which the user has been mapped. The users that are mapped to the selected entity are listed in the resource list in the right pane. Optionally, you can use the Searchbutton ( ) to help locate the resource, see Find a Resource. 5. From the resource list, click on the user to whom you would like to allocate the work items. 6. Select Show entity names if you want Openspace to display the internal name of the organizational entity, rather than it s label. By default, Openspace displays the organizational entity s label. 7. Click OK. The work item(s) will appear in the Inbox of the user that you selected, with a state of ALLOCATED. Find a Resource The Find function allows you to find the desired resource(s) in a list of resources. It is available from the Allocate work items to world dialog. Using the Find function, you can search for any matching text in any of the columns on the list of resources. For example, you can search for all resources who have a resource name containing Johnson by searching on the Resource Name column. 1. On the Allocate work items to world dialog toolbar, click on, or select Find Resourcesfrom the Toolsmenu. This causes the criteria fields to be displayed above the list of resources: 2. From the drop-down list, select the criteria on which you want to search: This list contains the following: Resource - searches for a resource by name. Group - searches for a resource by group. Position - searches for a resource by position. Location - searches for a resource by location. rql - allows you to enter a string using rql to find resource. See the TIBCO Organization Browser User s Guide for more information. 3. Enter the text you want to search for, then click. For example, if you selected Resource, then entered John in the Find field, the Find function will return all resources whose Resource Name contains John anywhere in the Resource Name value:

51 50 Work Views Gadget 4. After finding the desired resource, you can perform any of the available functions as described in this document. The Find function can be turned off by clicking. Processing Work Items Overview A work item represents a task in a business service. Typically, a work item has an electronic form associated with it that must be opened and filled out (some forms only display information and do not have fields to fill out). You can save the work item in your work item list so that it can be opened again and completed at a later time. When the form is completed, the work item is submitted so that the business service can progress, possibly resulting in another work item that represents the next task in the process. When you click a work item, an information pane is displayed. The pane contains two tabs, Details and Preview. If you want to hide the information pane, click. Click Details to display information about the work item such as, its name, summary, state, version and so on. See Work Item Columns for more information. Click Preview to displays the available form fields and any data that they contain. Note: For work items associated with page flows, no preview is displayed. Opening Work Items Opening a work item causes the form associated with that work item to be displayed. You can open work items in the following ways: From the work item list, double-click the work item you want to open. Select one or more work items in the work item list, and click in the Work Views gadget. The forms associated with the work items are displayed. Once you have finished working on the forms, click in the Work Views gadget. This causes the next available work item to be opened in the work item list, where available means a work item that is not locked or suspended. If there is no work item currently selected, the first available work item in the list is opened. If you select displayed., and there are no available work items, a No available work items to open message is

52 Work Views Gadget 51 Opening a work item causes OPENED to be shown in the State column. The work item is allocated to the user who opened it and is removed from the work item lists of other users to whom the work item had been offered. Note: If you open a work item and receive the following error: it means that the work item has been configured to use a user-defined form. User-defined forms cannot be displayed in Openspace. If you want to use user-defined forms, you must provide your own form identifier and render your own forms. Auto-Repeat The Work Views gadget provides an auto-repeat feature that causes the next available work item to be automatically opened after you ve submitted a work item, where available means a work item that is not locked or suspended. This allows you to process work items in succession without manually opening each one. Note: Auto repeat is automatically disabled if you are viewing a work list view. It is only available on your default work list. If the Auto-Repeat Open Work Item feature is turned on, both the filter and sort functions on the gadget are disabled. Plus, if you have defined a filter or sort from the gadget (in other words, the Filter or Sort icon currently has a green check), the Auto-Repeat Open Work Item feature is disabled. To turn on the auto-repeat feature, click. The auto-repeat feature works as a toggle successive clicks of the Auto-Repeat Open Work Item button turns it on and off. When the feature is turned on, the Auto-Repeat Open Work Item button is highlighted. The auto-repeat toggle is persisted. If you log out and log in again, you do not need to reset auto-repeat. Piling When a user task is defined in a process template, the designer specifies whether or not work items generated from that user task should be piled. If they are piled, when you cancel, close, or submit a work item generated by that user task, Openspace searches through your work list to see if there are any other work items from that user task. If it finds one, it automatically, opens it. If there are no more work items, you are returned to the Work Views gadget. This feature allows the system to be designed so that if your job entails processing a certain type of work item, Openspace automatically opens work items of that type, without requiring you to continually select work items from your work item list as if you are working on a pile of work items. Filling in a Work Item Form The form that appears when you open a work item is specific to your Openspace. Each company that uses Openspace creates their own forms that relate to their specific business. Your company will instruct you in properly filling out the forms that they have designed for Openspace. The following is an example of what a form may look like: Press Tab to move from field to field on the form.

53 52 Work Views Gadget Some fields may include a drop-down menu from which you can select the valid options they contain - Select - and an arrow head. Click on the field to display the options you can choose from. A date picker may be available to enter dates in date fields. Click on the calendar icon next to the date field. A calendar is displayed from which you can choose a date; clicking on a date in the calendar causes it to be entered in the field. Work Item Data Modified By Other Users or System Actions It is possible that a work item s data may be modified in some way, either by the system or another application. The change made by the system or another application can include changes to data in fields, or other aspects of the work item, such as a deadline date. How the work item is modified depends on: how you have configured your process definition in TIBCO Business Studio. The modification of work item data is configured using the Overwrite data already modified in work item check box. See TIBCO Business Studio Process Modeling Guide for more information. whether the work item form is open or closed when the work item data is modified. If the work item form is closed and you have made one or more changes to one or more fields on the form, then: If the Overwrite data already modified in work item check box is selected, when the work item is modified, any data that has been updated by you (and the other fields rescheduled for update) are overwritten with the new data. If the Overwrite data already modified in work item check box is not selected then, any changes you have made to a form remain but the other fields are modified. For example, say you have a form that contains two fields (field1 and field2) and you update field1. If the work item is then rescheduled with changes to both field1 and field2, then only field2 is modified. The changes that you have made to field1 remain. If a work item is modified while you have it open, when you click Submit or Close, the following dialog displays: If the Overwrite data already modified in work item check box is not selected, then you have the following options: Override. Click this if you want to finish updating the work item. In this case, the changes that you have made to the form remain and the changes that have been made by TIBCO ActiveMatrix BPM are lost. Reload. Click this if you want to reload the form with the new changes displayed. In this case, any changes that you have made to the form are lost. You can then decide whether to re-enter the data or submit it as it is, depending on your requirements. Cancel. Click this if you want to cancel the changes you have made to the work item form. In this case, all the data you have entered is lost but the changes made by TIBCO ActiveMatrix BPM are retained. If the Overwrite data already modified in work item check box is selected, then the Override button is not displayed.

54 Work Views Gadget 53 Saving Work Items Saving a work item causes any information you have entered in the form to be saved, then the work item is closed (and unlocked) and placed back in the work item list with a state of PENDED. The work item is then available to be opened and completed at a later time. To save and close a work item form, click. Submitting Work Items Submitting a work item means that you have finished with it. If there are any fields on the form designated as required when the form was created, they must be filled in before Openspace allows you to submit the work item. Submitting the work item causes any information you ve entered to be saved, then the work item is closed (and unlocked) and removed from the work item list. The process instance advances to the next task in the process, possibly resulting in another work item appearing in someone s work item list. To submit a work item from the work item form, click. Pending Work Items Work items can be pended, which causes them to be hidden in the work item list until a specified date/time, or period of time has expired. The work item becomes visible again when the date/time occurs, or period of time expires. Work items can be pended only if they have a state of ALLOCATED. 1. From a work item list, select one or more work items that have a state of ALLOCATED. 2. Click on the button, or select Pend Work Itemsfrom the Tools menu on the work item list. The following dialog is displayed: 3. Select the appropriate radio button, depending on whether you want to specify a specific date and time, or a period of time. 4. Specify the date/time or period of time, then click OK. The pended work item(s) become hidden. There is an option to view the work items in pendhidden state, see Displaying Visible Hidden Work Items. Unpending Work Items

55 54 Work Views Gadget You can unpend a work item by selecting Pend work item for a period of time and entering 0 Skipping Work Items You can select one or more work items in your work item list and "skip" them. This marks the work item(s) as complete, removes them from the work item list, and causes the process to advance. It has the same affect as opening the work items and submitting them. To be able to skip a work item, the following must all be true: the work item cannot have any required data fields that are not filled in the work item s state must currently be ALLOCATED. 1. From a work item list, select one or more work items that are skipable. 2. Click. If the task in the process definition is not skipable, or if the work item does not exist any more (i.e., your work item list has not been refreshed since the work item was submitted by someone else), the error message is displayed; Unable to skip all of the selected work items(s). Items may no longer exist or some may not allow skip. Refresh the list to view any changes. When the work item is successfully skipped, it is submitted and removed from your work item list. Canceling Changes Once a work item is opened and data is entered or changed on the work item form, you can cancel those entries/ changes and return the work item to the state it was in when the work item was opened. This can be done in two ways: From the work item form - click. The work item is closed and returned to the work item list without saving the changes. From the work item list - click. The intention of is for an administrator-type user to be able to forcibly close a work item left open by another user. This will cause any data entered or changed by the user who opened the work item to be lost. To close a work item from the work item list, select the work item in the work item list, then click To Do List gadget. Note: The work item form that was opened by the user who originally opened the work item is not closed by. The form must be manually closed from the workstation from which it was opened. from the

56 Process Views Gadget 55 Process Views Gadget The Process Views gadget displays information about the processes in your list, such as their status, priority, duration and so on. You can also perform actions such as suspend, resume or cancel processes and view an audit trail of your processes. Depending on your privileges, you can also migrate processes to different process templates and administer halted processes. The Process Views gadget is divided into two halves. The first half displays columns that show you information about the processes in your list. If you start a process instance from a process template, the details of the process instance you have started are displayed in the second half. The columns shown above are displayed by default, see Process Template List Columns. However, you can customize what columns are displayed, see Customizing Columns. The status of a process determines what stage it has reached in the process. A process can have various states. For example, if a process has been started it will have a status of Active. For an explanation of each of the possible states of a process, see Process Instance State. You can also use the following buttons to display process templates by the status of the process instances started from a process template. Button Description Show active instances for this template. This is selected by default. Show completed instances for this template Show suspended instances for this template Show all halted or failed instances for this template. Show all instances for this template. The process template list that is initially displayed is a snapshot of the process templates available at that point in time. You can refresh the list to get the most recent list of processes from BPM, see Refreshing the Process Template List. If you have a large number of processes in your list, you can use the search feature to search for a specific process, see Searching for Process Templates. Process Template List Columns The process template list is divided into columns that show you information about your process templates. The following table describes the columns that are displayed by default in the process template list: Column Name Name Description Version Module Description The name of the process template. This is defined in TIBCO Business Studio at design-time. A description of the process template. This is defined in TIBCO Business Studio at designtime. Identifies the version of the process template. Identifies the module name.

57 56 Process Views Gadget Note: You can sort and filter the list of process templates using any of the fields listed above. See Process Templates and Process Instances Filters and Sorting Process Templates for more information. If you start an instance of a process from the Process Views gadget, the columns in the bottom pane show you information about the process instances in your list. Not all columns are displayed by default. You can select which columns are displayed either, by using the Column Selector dialog. See Customizing Columns for more information. Note that some columns will be empty, depending on the state of your process instances. For example, Error Msg, Failed Activity and Failed Date only contain information if your process instance is halted or failed. Column Name Id State Priority Starter Start Time End Time Duration Template Error Msg Failed Activity Failed Date Description A unique alphanumeric value identifying this particular process instance. Indicates the current status of the process instance, see Refreshing the Process Template List. This is a numeric value that has been assigned to the process instance by an administrator. The numeric value assigns a relative importance to the process instance, which allows users to prioritize their work. The username of the Openspace user who started this particular process instance. The date and time the process instance started. The date and time the process instance ended. The duration of the process instance. The name of the process template. This is defined in TIBCO Business Studio at design-time. An auditable message that has been generated by TIBCO ActiveMatrix BPM. See the TIBCO ActiveMatrix BPM Administration guide for more information on the meaning of the columns. The name of the task that failed. See Administering Halted Process Instances Overview for more information. The date the task failed. See Administering Halted Process Instances Overview for more information. You can customize the columns that are displayed by using the Column Selector, see Customizing Columns. Process Instance State The state of a process determines what stage it has reached in the process. A process instance can have various states. The State column in the Process Views gadget indicates the process instance s current state. The following table describes the possible states and their meanings: State pi_started pi_completed pi_suspending pi_suspended Description This is a transitory state between the time a process instance start has been initiated and the actual starting of the process instance. The amount of time it takes to start a process instance depends on the amount of system resources available and the current load on the system. The process instance has been completed. This is a transitory state between the time a process instance suspension has been initiated and the actual suspension of the process instance. The amount of time it takes to suspend a process instance depends on the amount of system resources available and the current load on the system. The process instance has been suspended.

58 Process Views Gadget 57 State pi_resuming pi_cancelling pi_cancelled pi_halted pi_failed Description This is a transitory state between the time a process instance resume has been initiated and the actual resumption the process instance. The amount of time it takes to resume a process instance depends on the amount of system resources available and the current load on the system. This is a transitory state between the time a process instance cancel has been initiated and the actual cancellation of the process instance. The amount of time it takes to cancel a process instance depends on the amount of system resources available and the current load on the system The process instance has been cancelled. The process instance has halted. See Administering Halted Process Instances Overview for more information. The process instance has failed. See Administering Halted Process Instances Overview for more information. Refreshing the Process Template List The Process Template list that is initially displayed is a snap shot of the process templates available at that point in time. You can refresh the list to get the most recent list of process templates from BPM. You can set up the template to refresh automatically, or you can specify the auto refresh interval. Click from the Process Views gadget and Openspace automatically refreshes, Configure the Process Views gadget to automatically refresh the list at specified intervals. Note: By default this is set to 0 which means auto-refresh is turned off. a) From the Process Views gadget, click. The Configure auto refresh dialog is displayed. b) In the Auto refresh interval (seconds) box, type the number of seconds you would like between refreshes (the minimum you can specify is 30 seconds), then click OK. c) Enter 0 to turn off auto-refresh. Customizing Columns You can customize your process template list so that only certain columns are displayed, or to change the order in which the columns are displayed. 1. Click. 2. Select the columns you want to display from the drop-down list. 3. Click away from the list to save your changes. The process template list is now displayed based on the columns you chose.

59 58 Process Views Gadget Increasing Page Size By default, Openspace displays 8 process templates and process instances per page. Depending your requirements, you can increase the number of process templates and process instances displayed per page. Note: The maximum number of process templates and process instances that can be displayed per page is Click on either the process template pane or process instance pane, depending on which page size you want to increase. 2. In the Page Size box, type the number of process templates or process instances you want to display per page. Searching for Process Templates If you have a large number of process templates in your list, you can use the search feature to search for a specific process template instance. 1. In the Search box, click the down arrow. 2. Select a column indicator to search on from the drop-down list. You can select Template or Description. 3. In the Search box, type the search criteria you want to search for. You can use wild card characters, see Using Wild Card Characters for more information. You can use multiple wild card characters in the Search box. 4. Click. 5. Click the Search tab. The Process Views gadget displays the process templates that match the search criteria you specified. If you click the Templates tab, your original view is still displayed. Starting a Process Instance When you start a process instance, one or more processes may be started by the service, resulting in processes appearing in the list. Starting an instance of a process results in initiating the first task of the process. This typically results in one or more work items being sent to one or more work lists. The process instance is considered complete when the final task in the process is completed. 1. Click on the process template of which you want to start a process instance. 2. Click. Suspending a Process Instance You can suspend activity in a process instance, which causes all work items that are associated with that process instance to also become suspended, and the process flow is halted at that point. Work items that are suspended cannot be worked on, for example, they cannot be opened, allocated, re-offered, nor cancelled. Note: Note that:

60 Process Views Gadget 59 if you have: work items that have a timer event configured, or timer events defined within the process and the timer event is reached while the process instance is suspended, then the timer event is still processed. However, you will not see this activity until the process instance has resumed. For example: If the process is configured to move to the next task when the timer event has fired, the process moves to the next task when the process resumes. If the task that has a timer event is set to withdraw on expiry, then the task is withdrawn when the process resumes. work items that are suspended become hidden in the work item list. If a work item is already open when the process instance is suspended, the work item can still be cancelled, closed or submitted: If cancelled, any changes made on the work item form are discarded and the work item is returned to the work item list with a SUSPENDED state. If closed, any changes made on the work item form are saved, and the work item is returned to the work item list with a state of SUSPENDED. If submitted, any new work items that result from the process flow appear in the appropriate work item lists, but they will have a SUSPENDED state. The suspended work items cannot be worked on until the process instance is resumed see Resuming a Suspended Process Instance. 1. From the Process Templates gadget, select one or more process instances and click. A dialog is displayed that asks you to confirm that you want to suspend the selected business services. 2. Click OK to confirm. When a process instance is suspended, it s status changes to pi_suspending. The status of the process instance remains pi_suspending until the gadget is explicitly refreshed or auto-refreshed. Resuming a Suspended Process Instance Resuming a suspended process instance causes the process to flow as usual. Work items that were suspended because their process instance was suspended can now be opened and processed normally. 1. From the process template list, select one or more suspended process instances that you want to resume, then click. A dialog is displayed that asks you to confirm that you want to resume the suspended process instances. 2. Click OK to confirm. When a process instance is resumed, it s status changes to pi_resuming. The status of the process instance remains pi_resuming until the gadget is explicitly refreshed or auto-refreshed. Canceling a Process Instance You can cancel a process instance, which stops the process flow and deletes all work items that are associated with that process instance. Work items that are associated with a cancelled process instance are removed from the work item lists of the user to whom the work items were offered/allocated the next time their work item lists are refreshed. If a user has a work item open when its associated process instance is cancelled, a message is displayed when the user attempts to cancel, close, or submit the work item form informing the user that the process instance has been cancelled. 1. From the process instance list, select one or more process instances, then click.

61 60 Process Views Gadget A dialog is displayed that asks you to confirm that you want to cancel the selected process instances. 2. Click OK to confirm. When a process instance is cancelled, its status changes to pi_cancelling. The status of the process instance remains pi_cancelling until the gadget is explicitly refreshed or auto-refreshed. Process Instance Migration Overview Process migration is the ability to migrate a long running process from one version to another version of the same process template. Migration can only occur when the process instance is about to execute a task that has been setup for migration. When you perform process migration, all active instances of the process are migrated (although the point at which they migrate depends on the point they have reached in the process). It is not possible to specify an individual active process instance to migrate. The process of migration is initiated and controlled by setting up migration rules. You must specify the following in Openspace: the source and destination process templates to migrate from and to the migration points in the process template from which the process instances should migrate the migration rules that activate process migration. Note: To perform process migration in Openspace, you must log in as a user with a privilege that has the Handle Process Migration system action assigned to it. This is configured in the Organization Modeler in TIBCO Business Studio, see TIBCO Business Studio Process Modeling Guide for information. Migration Points Process migration can only occur at specific points in the process template. These points are called migration points. Migration points are automatically identified by TIBCO Business Studio at design-time. Tasks, events and gateways are defined as migration points but not all tasks, events and gateways are eligible to be migration points, see Determining if Migration is Valid. You can only migrate a process instance at the exact same migration point in the earlier or later process template. For example, if you select the Display Message task in the source process template, then the Display Message task is automatically selected in the destination process template. You can specify one, some or all of the migration points in a process template, depending on your requirements. The point at which the active process instances migrate depends on the point they have reached in the process. Migration occurs when the process instance is about to execute a task that has been scheduled for migration. If the task has already been offered to a user or executed, in other words, the work item has already arrived in the work list, it is too late to be migrated and migration will take place at the next migration point specified or, if no other migration points have been specified, carry on with its existing process template version, see Process Migration Example. Migration Rules Once you have specified the migration points, you must define a migration rule. The migration rules specify the source process version and destination process version to migrate to, and the migration point at which to migrate. Note that: Any existing data entered in the process instance is retained after migration, along with any new default data resulting from the process template that the process instance has migrated to. Any events are carried forward after migration. Determining if Migration is Valid

62 Process Views Gadget 61 Before performing process migration, you must make sure that process migration to an earlier or later process template is valid. Determining if Process Template Data can be Migrated When migrating a process template with data, note the following: The BPM runtime does not perform any data migration from one version of a process template to another. This means that the data for the destination version of the process must be in place, before migration is performed. The BPM runtime does not check whether data is valid from the source version to the target version of the process template. Processes may function incorrectly or crash after migration if the data is not valid after migration. Therefore, TIBCO recommends that you do not do the following between source and destination process templates: Do not change the types of data objects. Do not introduce new fields that do not have default values. Determining Valid Migration Points Openspace only displays the valid migration points for the process templates. If a task or gateway is a valid migration point, its name is displayed. Points in the process template that are not valid migration points are not shown. If you have a process template that contains any tasks or gateways that cannot be migration points then, you can either: specify a point in the process template that is a valid migration point, or design a valid migration point into your process template based on the rules described below. Note: There is no way at design-time to see what tasks, gateways and events will be valid migration points. Valid migration points are points of the process template where a single process thread executes. If more than one task at a time could be active then those tasks cannot be migration points and will not be displayed as a migration point in Openspace. This is because, as the BPM runtime does not know which task is executing at any time, it is impossible to specify a particular task as a migration point. Therefore, a task that starts a parallel path is a valid migration point but any tasks that follow are not. This means that the following are not valid migration points: Tasks that follow these gateways are not valid migration points: Inclusive Complex Parallel Tasks following tasks that have Timer events placed on their boundary with Continue Task on Timeout selected are not valid migration points. Tasks following tasks with multiple instance loops with ordering set to Parallel and flow conditions that are set to One. This is equivalent to an exclusive gateway, and means that only the completion of the first activity instance causes flow to continue. Any tasks inside embedded sub processes cannot be migration points, but the embedded sub process itself may be a migration point. Migration takes place before starting the sub process. The following events cannot be migration points: start events events placed on the boundaries of tasks. The task name is used to identify a migration point. This means that:

63 62 Process Views Gadget all tasks must have names Note: By default, gateways do not have names. This means that you must specify a name for all gateways in your process if you want them to be valid migration points. task names must not be duplicated. task names in source and destination process templates must be the same. If the task names differ, they will not be listed in Openspace as valid migration points. Migration cannot be performed on pageflow processes. Pageflow processes are short-lived processes whose data is not persisted, therefore migration should not be required. Examples of Processes That are Invalid for Process Migration The example below shows a process that is invalid for migration. In this example, only Task 1 is a valid migration point. This is because Task 2 and Task 3 could be executing at the same time as Task 4. Therefore, as the BPM runtime cannot know which task is executing at any time, a specific migration point cannot be identified. You could make this process valid by amending it as shown below. All tasks in the process are now valid migration points. This is because Task 2 and Task 3 must wait for Task 4 before they can execute. Similarly, the process shown below is also invalid for migration.

64 Process Views Gadget 63 This is because the BPM runtime cannot determine when the receive task will be received so a specific migration point cannot be identified. Process Migration Example Process migration can only occur at specific points in the process template. These points are called migration points. Migration points are automatically defined by TIBCO Business Studio. Shown below is Version 1 of a process. In this example, the following tasks are displayed in Openspace as migration points: Pre-Mortgage Application Check Mortgage Application Submitted Decide The tasks following the Decide gateway are not valid migration points as more than one task at a time could be active. See Determining if Migration is Valid for more information about invalid migration points. Shown below is version 2 of the process. A new task called Credit Check has been added to the process.

65 64 Process Views Gadget The following tasks are now displayed as migration points in Openspace: Pre-Mortgage Application Check Mortgage Application Submitted Credit Check Decide To migrate the process instances from Version 1 to Version 2, create a migration rule that specifies the Mortgage Application Submitted task as the migration point. This is because the migration point must exist in both the source and destination process templates and as the new task does not exist in the older version of the template then the new task cannot be the migration point. Note that: process instances that have started executing against version 1 will migrate to Version 2 when they have finished executing the Pre-Mortgage Application task but not yet started to execute the Mortgage Application Submitted Task. process instances that have already started executing the Mortgage Application Submitted task will continue with Version 1 of the process. This means that all process instances that have started executing against Version 1 of the process template will migrate to Version 2 unless they have reached the Mortgage Application Submitted task. How to Migrate a Process Instance Before migrating a process instance to an earlier or later process template, you must determine that migration is valid. Note: If migration is set on a user task and the user task is OFFERED to the user before the migration rules are set, on completion of the user task, the process instance is not migrated. Instances for which the user task is not yet scheduled /OFFERED follow the migration rule. 1. From the Process Views gadget, select the process template whose process instances you want to migrate and click.

66 Process Views Gadget 65 The following dialog is displayed. The dialog displays all the available versions for the process template you selected. 2. From the Source Version panel, select the source process template that the active process instances are executing against. The source migration points are displayed. 3. From the Destination Version panel, select the destination process template that you would like the process instance to migrate to. The destination migration points are displayed. 4. From the Source migration points panel, either select the individual migration points or click All to select all the available migration points, depending on your requirements. The corresponding migration points are automatically selected in the Destination migration points panel.

67 66 Process Views Gadget 5. Click Add rule. The rules are added to the pane below. There is a migration rule for each migration point that you specify. If you selected All, there is a migration rule for each available migration point in the process template. By default, the name of rule is in the format: Version [versionnumber] to Version [versionnumber]. Point [migrationpoint] where: versionnumber is the version number of the process template. migrationpoint is the name of the task or gateway.

68 Process Views Gadget 67 Once a migration rule has been applied, it is displayed with a tick beside it. New rules do not display a tick until they have been applied. This enables you to see the rules that are applied and those that have yet to be applied. 6. You can rename the migration rules. To do this, select the migration rule you want to rename and click Rename rule. The Rename rule dialog displays. 7. In the Enter New Name: box, type a new name for the migration rule and click OK. 8. Click Apply migration rules to apply your migration rules. When prompted, click OK to migrate your process instances or Cancel if you want to cancel. 9. If you click OK, a Migration rules applied message displays if migration was successful. You can view the audit information in Event Views. Note: All audit and statistics information that refers to the current process still apply after migration. 10. You can remove a rule at any time by selecting a rule and clicking Remove rule. To remove all rules, click Clear rules. Administering Halted Process Instances Overview A process instance may fail if an executing activity encounters an unexpected error condition (that is, one that is not caught and handled by the process itself). For example, if a database connection failure occurs while a database service task is performing an update. If a system error causes a process instance activity to throw a Java exception, the process instance may enter a halted state. This allows you to examine the halted process instance to determine the causes of the failure, then take whatever action is required to deal with the error.

69 68 Process Views Gadget Note: To progress halted processes, you must be logged in as a user that has privileges with the haltedprocessadministration system action assigned. See Progressing Halted Processes. Whether a process instance halts or fails depends on the error handling configuration that has been applied at the activity, process and/or system-wide levels. See "Configuring Error Handling Behavior for Process Instances" in TIBCO ActiveMatrix BPM Administration for more information. Viewing Halted Process Instances Halted process instances can be viewed in the Process Views gadget. Note: Process instances that have failed are also displayed. However, you cannot progress a failed process instance. 1. From the Process Views gadget, click Template. 2. Select one or more process templates whose halted process instances you want to view. Click. A list of the halted and failed process instances for the process templates you selected is displayed in the bottom pane. Note: You can also click. This displays all process instances. 3. Select the process instance that you want to view and click Audit. The audit trail for the process instance displays. The screenshot below shows a process instance that has halted. Note that: a yellow flag indicates the step that has halted. The step that has failed is shown as Pending. This is because it is yet to complete. If you hover over the yellow flag, information about the error message is displayed. You can sort and filter the list of halted process instances using any of the fields listed above. See Process Templates and Process Instances Filters and Sorting Process Templates for more information. 4. Click on the event in the audit trail to display the attributes in the Event Attribute pane for the selected step.

70 Process Views Gadget 69 The following information displays: Column Message principalname priority managedobjectid creationtime messageid componentid managedobjectname Description Description of the event. Name of the security principal associated with the event. Priority of this process instance. A unique alphanumeric value identifying this particular process instance. The date and time the task was created. An auditable message that has been generated by TIBCO ActiveMatrix BPM. See the TIBCO ActiveMatrix BPM Administration guide for more information on the meaning of the message. Identifier of the component that generated the event. The name of the process template that contains the task that halted/failed. Progressing Halted Processes You can progress halted processes. However, you cannot progress process instances that are in a failed state. 1. From the Templates tab, select one or more of the halted process instances. 2. Click. Tip: Press CTRL + click on and the Examine dialog displays automatically. The Force special action on halted process instance(s)dialog displays. Choose one of the following: Retry Retry the task that has failed. For example, you may select this if a database task has failed because the database connection was lost but is now restored. Ignore - Cancel the task and continue with the process. This means that the process instance continues processing from the point in the process after the failed activity". This could mean, for example, that a field may not have been set but the process would continue as if the field had been set. It is only advisable to select this if your process is modelled such that it can continue to progress despite the failure of one of its tasks. Allow to Error - the process fails and its state changes to pi_failed. Select this if you cannot resolve the problem that caused the task to fail. Examine - The Data Related to Halted Process Instance(s) dialog displays.

71 70 Process Views Gadget This dialog displays: a tree-view of the selected process instances that displays additional details about the process instances. This includes values in custom attributes in the process instance; custom attributes represent customer-specified data fields that are added to a process when it is defined. Those fields can then be added to forms. When a user enters information in the fields on a form (for example, customer name, address, loan amount.) in an instance of the process, that information is stored in the custom attribute for that field, in that process instance. This may help to identify any data that has been entered incorrectly. the Activity Fault Data, Activity Fault Name, and Failed Activity Name attributes. The values in these attributes can help determine why a process instance has halted. Note: You could use the XML in this dialog with the ActiveMatrix BPM web service API operation, setavailableprocessinstancevariables. The XML can be copied from this dialog and used as input to the setavailableprocessinstancevariables operation. This allows you to make changes to the values in the required attributes to try and get the process instance out of a halted state. For information about the setavailableprocessinstancevariables operation, see TIBCO ActiveMatrix BPM Developer s Guide. 3. Click Close to close the dialog. Auditing Instances of Process Templates Overview Events that take place in Openspace are recorded in the audit trail. The audit trail displays a list that contains the events for the currently selected process instance. It allows you to see the events that have taken place for that process instance since it was created. The type of events that are audited are, opening a work item, submitting a work item, suspending a process instance, and so on. Events have attributes that contain information about the event. Some examples are Creation Time and Description. Some attributes are common to all events, and some are unique to a particular type of event. The columns that are shown by default in the audit trail are those attributes that are common to all events. When you select an event in the audit trail, attributes that are applicable to that event are displayed in the event attribute pane below the audit trail. Displaying an Audit Trail

72 Process Views Gadget From the Process Views gadget, select the process template whose audit trail you want to display. In the pane below, the process instances for that template are displayed. 2. Click on the process instance whose audit trail you want to view. 3. Double-click the process instance or click Audit. The Audit tab is split into three panes: the top pane provides a graphical display of the audit trail, see Displaying an Audit Trail. the second pane provides a chronological list of events for the process instance, see Audit Trail Columns. (if you select an event in the second pane) the third pane shows the attributes applicable to the selected event, see Event Attribute Columns. 4. From the top pane, you can: (This only applies to user tasks) hover over a step in the graphical audit trail to display details about the step. Depending on the status of the step, some or all of the following information is displayed: Field Type User ID Duration Work Time Wait Time First Offer Time Description The type of step i.e. user task. The username that opened the step. From the time the step was allocated until the time it was completed. If the step is not completed, then this is set as Pending. Work time measures the time when the step was opened and closed, but not completed. Work time is the sum of all the times when the step was opened and closed. Wait time measures the time when the step was either allocated or closed but not completed. Wait time is the sum of all those times. The time the step was first allocated. First Opened Time The time the step was first opened. Completed Time Active Duration The time the step was completed. The time the step was first allocated until the time the step was completed.

73 72 Process Views Gadget Field Description Action Duration The time the step was first opened until the time the step was completed. click on a step in the graphical audit trail; the corresponding event is highlighted in the second pane. double-click on a step; all the events from all the components that have affected that step are displayed in the second pane. 5. You can toggle between the panes in the Audit tab, using the toggle buttons described below: Button Description Opens or closes the graphical audit trail depending on the context you are in. Opens or closes event list, depending on the context you are in. Opens or closes the event attribute list, depending on the context you are in. You can view the next or previous process instance in the list by using or. Audit Trail Columns The audit trail pane is divided into columns that display information about the events for the selected process instance. The following columns are displayed by default: Column Name Creation Time Description Name Principal Name Application Instance ID Severity Description The date and time the event occurred. Describes the event that triggered the item. The name of the user task. The username of the user that carried out the event. A unique identifier for the event. This is the severity of the event in the audit trail. You can choose to display some or all of the above columns, depending on your requirements. See Customizing Columns for more information. Event Attributes in an Audit Trail Selecting an event causes the attributes associated with that event to be displayed in the Event Attribute pane. The available columns in the audit trail provide information that is common to all events. Whereas, the attributes provide additional information that is specific to the type of event selected. The attribute list is for informational purposes only there are no functions associated with it. Event Attribute Columns When you select an event in the audit trail, attributes that are applicable to that event are displayed in the Event Attribute pane below the audit trail. The Event Attribute pane is divided into columns that display information about the attributes for the selected event. The following columns are displayed by default: Column Name Name Value Description The name of the event attribute. The value of the event attribute.

74 Process Views Gadget 73 Column Name Type Component Description The type of event attribute (for example, string, date, and so on). The component where the event was triggered. (for example, process engine or work presentation). You can choose to display some or all of the above columns, depending on your requirements. See Customizing Columns for more information. Customizing Columns You may want to customize your audit trail and event attribute lists so that only certain columns are displayed. 1. From the pane whose list you want to customize, click. Select the columns you want to display from the drop-down list. See Audit Trail Columns and Event Attribute Columnsfor more information. 2. Click away from the list to save your changes. The Services tab is now displayed based on the columns you chose. Displaying the Graphical Audit Trail You can display a graphical audit trail, task by task. The sequence of tasks that make up the audit trail are displayed in the order they were processed in the top pane. At the same time, in the audit trail pane below, the corresponding event is highlighted. 1. From the Audit tab, click.the audit trail of the process is displayed, step by step. 2. You can pause the display at any time by clicking. 3. To resume the display, click again. 4. If you have any subprocesses in your process template, they are consolidated, as shown below. You can display the audit trail for an individual iteration of the subprocess. Note: Sometimes, due to event types not matching, Openspace will draw the loops as separate instances. The result shows the correct audit but the loop interations are not consolidated. a) Select the iteration you want to view. means that the subprocess is a loop. b) Click to maximise the subprocess. c) Click to display the audit trail of the first iteration. d) Click to display the audit trail of the last iteration. e) Click or to display the audit trail for the previous or next iteration of the sub-process. Process Templates and Process Instances Filters Filtering a list of process templates and process instances involves entering filter criteria so that only some of the process templates and process instances are shown in the Process Views gadget, rather than all of them. This allows you to display only the process templates and process instances you are interested in. For example, you

75 74 Process Views Gadget may only be interested in process templates with a version number later than 2.0 whose process instances were started on or before a certain date. You can filter the list so that only those are shown. You can configure a filter for just process templates or just process instances or for both, depending on your requirements. The Configure Filter dialog allows you to build a filter expression that is applied to all process templates and instances. If the process template/process instance satisfies the filter expression (for example, the process template has a version number of 2.5 and the instance was started after 12th July), it is shown in the process template/process instance list; if it does not satisfy the filter expression, it is not shown in the list (and is not downloaded from the server). The left hand side of the Configure Filter dialog displays the column indicators you can filter on. Each column indicator has a drop-down list that allows you to select a logical operator. Logical operators allow you to choose how the specified value is to be compared to the actual values in the column. You can specify equal to, not equal to, less than, and so on. For each column indicator there is a value field where you can enter the value for the items you want returned. The way in which you enter a value depends on the data type for the column indicator you have selected. Process Template Filter Criteria From the Templates tab, specific column indicators are available to filter on. Column indicators have specific data types. Name Description Data Type Name Description The name of the process template. This is specified in TIBCO Business Studio at design-time. The description of the process template. This is specified in TIBCO Business Studio at design-time. Version Identifies the version of the process template. Numeric Process Instance Filter Criteria From the Instances tab, specific column indicators are available to filter on. Column indicators have specific data types. Name Description Data Type ID Priority A unique alphanumeric value identifying the process instance from which the work item was created. A numeric value indicating the relative importance of the process instance. Text Text Text Numeric Starter The username of the user that started the process instance. Text

76 Process Views Gadget 75 Name Description Data Type Start Time The date and time the process instance was started/created, and DateTime arrived in the process instance list. Example: :30:00 End Time The date and time the process instance was completed. DateTime Example: :30:00 Duration The time the process instance was started until the time the process Numeric instance was completed. Value Data Types When configuring filter critera for specific attributes, the value entered in the Value field must match the data type for the attribute selected. The following describes the valid data types: Data Type Numeric Description Consists of one or more of the numbers 0-9. Used for things like work item ID and priority. The data entry field for numeric values will not allow you to enter any characters other than numbers. Text Consists of any number of letters, numbers, or special characters (for example, #, $). Used for things like process instance ID and work item description. Filtering on text is case sensitive. Note that text attributes are the only attribute types with which you can use wildcard characters. For more information, see Wild Card Characters. If you are filtering on text that contains any of the four special characters (*,?,, or \), they must be escaped. For information, see Filtering on Special Characters. Wild Card Characters The wild card characters * and? can be used when filtering on text attributes (work item name, description, etc.) wild card characters cannot be used with any other attribute type. The * and? characters are evaluated as follows: * matches zero or more of any character. For example: bo* matches anything beginning with bo. For example, bo, bobbl, boulton_anne. s*s matches anything beginning with s and ending with s. For example, ss, sues, sid_lewis. *s matches anything ending with s. For example, franks, ls, martha_lyons.? matches any single character. For example: bill? matches anything beginning with bill, plus one more character. For example, bills, bill5, billh. c?ndy matches cindy, candy, c3ndy. Also note that all character matching is case sensitive. Specifying a Filter Expression The Configure Filter dialog allows you to build a filter expression that is applied to all process templates and instances. 1. From the Process Views gadget, click. The Configure Filter dialog is displayed.

77 76 Process Views Gadget 2. Click either Templates or Instances, depending on your requirements. 3. Once you have set the filter expression in the Config Filter dialog, click OK. 4. To close the Configure Filter dialog without setting the filter, click Cancel. 5. To reset the Configure Filter to its default settings, click Reset. Sorting Process Templates Openspace allows you to sort the information in the process template list so that they are listed in a desired order. The sort function allows you to choose which columns in the process template list to sort on. Sort Criteria There are specific columns that you can sort on. Name Name Description Version Description The name of the process template. This is specified in TIBCO Business Studio at design-time. The description of the process template. This is specified in TIBCO Business Studio at design-time. Identifies the version of the process template. Specifying the Sort Direction Individual sort criteria can be sorted in Ascending or Descending order. They are set to ascending order by default when you add them to the list. You can specify the sort direction of the individual criteria by clicking on the item. For example: Specifying a Sort Order Sort order is applicable only if you have specified multiple sort attributes. It allows you to specify that the list be sorted first on one attribute, then on another attribute, and so on. In this example, all process templates with a version number of 1 are listed first those process templates are then sorted by name. Then all of the process templates with a version number of 2 are listed those process templates are then sorted by name. And so on. (Note that for this example both attributes are sorted in "ascending" order).

78 Process Views Gadget 77 Applying the Sort Criteria The Configure sort columns dialog allows you to apply the sort criteria for process templates. 1. Click. The Configure sort columns dialog is displayed. 2. From the column in the left hand pane, select the criteria to sort on. You can select multiple criteria. Click. 3. For the individual items, select the sort direction by clicking on the individual item, see Specifying the Sort Direction. If you have multiple items in the list, specify the sort order of the items by clicking on or, see Specifying a Sort Order. 4. To close the Configure sort columns dialog without setting the sort criteria, click Cancel. 5. To reset the Configure sort columns dialog to its default settings, click Reset.

79 78 Business Services Business Services A business service is a set of actions that accomplishes some sort of business function. For example, a business service could be designed to handle an incoming insurance claim. This business service may consist of the following actions: 1. When the business service is started, a form is displayed that allows you to enter the claimant s policy number. 2. When the form with the policy number is submitted, a database is accessed to retrieve the claimant s policy information. 3. Another form is displayed that contains the policy information. 4. After reviewing the policy information, and deciding it is a valid claim, submitting the form may start an instance of a process that is used to process the claim. 5. The process instance that is started causes a work item to be sent to the appropriate user, who must open it and work on it. Note that business services are stateless, meaning that if it consists of a number of forms, and you enter data into some forms, then cancel the business service (by clicking on the Cancel button on a form) before completing the business service, none of the data you entered on the previous forms is saved. If a business performs a stateful action, that is, something that cannot be reversed (e.g., writing to a database, starting a process instance, etc.), typically it will be the last action performed by the business service. The example business service described above is just one simple example. Depending on how it is designed, a business service may consist of the following types of actions: Display forms - Multiple forms may be displayed in sequence. When a business service includes multiple forms, the user that starts the business service will be the one to work through all of the forms as soon as the user submits one form, the next one in the sequence is displayed. Note, however, that if there is an action of some sort in-between forms (database access, script execution, etc.), there may be a delay in displaying the next form. If this occurs, a shaded mask is shown over the previous form, and a "Waiting for response" message is displayed. Start process instances - One or more instances of processes may be started by a business service. resulting in one or more work items being sent to the appropriate users to process them. If the business service starts process instances, and results in work items, you can see those in the process instance and work item lists, respectively. This stateful type of action would typically be done as the last action in the business service. Access databases - The business service may access a database to read or write information. Scripts - Scripts can perform various functions, such as calculations, validation, etc. Web services - External web service may also be called to perform some custom function. Logical branching - The flow of the business service may branch in various ways, depending on its design. Business Services Gadget The business service gadget enables you to is divided into columns that show you information about the business services in your list. For an explanation of the columns, see Business Service List Columns. You can categorize your business services, depending on your requirements. Categories are specified in TIBCO Business Studio at design-time. The business service list that is initially displayed is a snap shot of the business services available at that point in time. You can refresh the list to get the most recent list of business services from BPM, see Refreshing the Business Service List.

80 Business Services 79 If you have a large number of business services in your list, you can use the search feature to search for a specific business service, see Searching for Business Services. Business Service List Columns Each column in the business service list provides information about the business services. Column Name Description Name Version Category The name of the business service. This is specified in TIBCO Business Studio at designtime. Identifies the version of the business service from which the instance was started. Identifies the category that the business service belongs to. You can customize the columns that are displayed by using the Column Selector. Customizing Columns You may want to customize your process template list so that only certain columns are displayed. 1. Click. Select the columns you want to display from the drop-down list. See Business Service List Columns for more information. 2. Click away from the list to save your changes. The process template list is now displayed based on the columns you chose. Customizing Split You may want to customize the split on the page, to allow more or fewer business processes to appear in the top pane. Use the Edit button to display the following and then specify the percentage split you require. Refreshing the Business Service List The Business Services gadget business service list that is initially displayed is a snap shot of the business services available at that point in time. You can refresh the list to get the most recent list of business services from BPM. Click from the Business Services gadget and Openspace automatically refreshes. Searching for Business Services If you have a large number of business services in your list, you can use the search feature to search for a specific category. This allows you to display only the business services from that particular category. 1. In the Criteria box, click the down arrow. Select Category from the drop down list. 2. In the Search box, type the search criteria you want to search for. You can either type in the category you are looking for exactly as at appears in the tree or you can use the * as a wild card character. A single * represents one level of the tree and two asterisks (**) represent all levels of the tree. Therefore if you had a tree structure like the one below:

81 80 Business Services and if you are searching for CatC, you could type either: CatA/CatB/CatC */*/CatC You must not end a search with an * however as this would not return any categories. 3. Click. 4. Click Search. The Business Services gadget displays the business services that are listed in the category you specified. If you click Services, your original view is still displayed. Note: Note that the results of the Search only display the category you are looking for. It does not display the hierarchical tree structure of the categories. This means that you cannot navigate through the tree from Search. You must go back to Services to do this. Categories You can store your business services by category. As the number of business services grows, you can increase the number of categories you have so you can organize your business services as effectively as possible. You can specify a category for a business service in TIBCO Business Studio at design-time. The Business Services gadget allows you to view your categories. You can: Display all your categories. Display a list of your most recently viewed categories. Store categories as favorites. Initially, all categories are displayed by default, as shown below:

82 Business Services 81 Navigate through the tree to find the category you are looking for. Double-click the category to display the business services stored in this category. Viewing Categories You can view your categories from the Business Services gadget. You can: Display all your categories. Display a list of your most recently viewed categories. Store categories as favorites. 1. To display all the categories, click. You can expand the children categories of the selected category in the tree by clicking. 2. To collapse the whole tree, click. 3. To display a list of your most recently viewed categories, click Categories displays the last 10 categories you viewed.. Recent 4. To display your favorite categories, click. Adding Categories as Favorites You can add a category to favorites at any time. This is useful if you use a particular category frequently. 1. Select the category you want to add. 2. Click. The category is listed under Favorite Categories.

83 82 Business Services Removing Categories as Favorites You can remove a category from Favorite Categories. 1. Click. 2. Hover your cursor over the category and click. The category is removed from Favorite Categories. Starting a Business Service The business service does not generate work items. The user who starts the business service completes the user interface pages for the business service and then the business service starts an instance of a process. A couple of things happen when you start a business service. a message is displayed in the form instanceid invoked where instanceid is a unique alphanumeric value that identifies this particular business service and the first user interface page in the business service is displayed in the gadget. The business service is considered complete when the final user interface page has been completed. 1. Click on the business service you want to start. Click.The business service is started as shown below:

84 Business Services Complete the information in the user interface pages and click Submit. 3. Once the user interface pages are completed, click on the business service again to display a summary.

85 84 Event Views Event Views Events are actions that have taken place, for example, logging in, opening a work item, submitting a work item, suspending a process instance, and so on. The Event Views gadget lists the events so that you can see what has occurred with a particular work item or process instance..the Event Views gadget uses event views to enable you to display a subset of all the available events. Openspace provides some pre-defined event views and you can also create your own, see Creating Event Views Overview. Once you have selected/created an event view, the event list that contains the events in the currently selected event view is displayed. An event list is sometimes referred to as an audit trail because it allows you to audit the trail of actions that have taken place for a particular entity. You can also filter and sort the list of events, see Filtering and Event Lists and Sorting and Event Lists. Some events provide links to related lists of events. For example, from a list of events for a work item, you can link to a list of events for the process instance to which the work item is related, or to a list of events pertaining to the user who allocated the work item. For information about using these links, see Saving an Event View Created Through Event Links. To view events, the Event Views gadget must be added to a tab. You may have logged into Openspace using a persona that automatically adds the Event Views gadget to a tab (for example, the Default persona automatically adds Event Views to the Events tab), otherwise you must manually add the Event Views gadget to a tab, see Adding Gadgets to a Tab. Event Views Gadget The Event Views gadget allows you to view events that have occurred in Openspace.

86 Event Views 85 Saving Views The left pane displays some pre-defined event views that allow you to display a subset of all available events without creating an event view. The following pre-defined event views are available: Errors - displays all error events that have occurred in this instance of Openspace since it was installed. My Activity - displays events relating to your activities in Openspace today. Process Instances - displays events relating to all process instances available in this instance of Openspace. Work Items - displays events relating to all work items available in this instance of Openspace. You can also create your own event views to display events, see Creating Event Views on page 4. If you select an event view, the event list in the top right-hand pane displays the events in that event view. You may filter and/or sort the list so that only the events you are interested in are displayed, in the required order. For more information, see Filtering and Event Lists and Sorting and Event Lists. If you select an event in the top right-hand pane, the attributes associated with the event are displayed in the Event Attributes pane below, see Event List Columns Attributes. There are two save functions for saving a view: the Save View and Save View As buttons and the same selections on the View menu: Save View - This saves the view using the same name that it currently has. This function is only available when you have defined a refined filter for the current view. This allows you to add the refined filter to the base filter and save the view without changing its name. For more information about refined filters, see Base Filters and Refined Filters. Save View As - This allows you to save the current view using a different name, without affecting the original view. For example, suppose you displayed a work view named My Activity Today, then specified a refined filter on the view. Using the Save View As function, you could save the view as My Activity 2 a new My Activity 2 event view is created in which the refined filter expression is added to the original event view s base filter (if there was one). The original My Activity Today event view is unchanged. Creating Event Views Overview There are a number of ways in which you can create event views to provide access to event lists. Contextually - This displays a list of events from a specific context, such as from a work item, or a process instance, and so on. For example, you could choose to display a list of events related to the process instance the selected work item is a part of. Note: The specific types of events you can display from a context is customizable. Therefore, the selections you see on your system may vary from those you see in this document. You can create a contextual list of events from various locations in Openspace. For more information, see Creating a Temporary Event List.

87 86 Event Views Using the Wizard - A wizard is provided that allows you to create a list of events, filtered and/or sorted in whatever way you require. The wizard provides some templates that have preset filters that allow you to quickly create an event list. For more information, see Creating a List of Events Using the Wizard. Creating a Temporary Event List 1. Select the required event list item, for example a work item or process instance event. 2. Select one of the available pre-defined filters. This creates an event view containing events of the type you selected in the drop-down list, that are associated with the selected item. For example, if you selected a work item event, This instance, the event list contains all events pertaining to the process instance that is associated with the selected work item. Note: The selections in the drop-down list are customizable so those appearing on your system may differ from those shown here. This creates a contextual list of events in a temporary event view to be created in the event view list. The Save View As button in Event Views is enabled, indicating that the event is temporary. If you want to save the event view, it must be saved prior to logging out, otherwise it will be lost, see Saving Views. Creating a List of Events Using the Wizard A wizard is provided that allows you to create a list of events, filtered and/or sorted in whatever way you require. The wizard provides some templates that have preset filters that allow you to quickly create an event list. 1. Display the event view list by clicking on Event Views in the left part of the screen. 2. Click on the event view list menu bar (or select New from the View menu). The New Event View dialog is displayed: 3. In the Name field, type the name of the event view, and (optional) enter a description for the event view in the Description field. 4. Choose how you want the event view to be created by selecting the appropriate radio button, as follows: Clicking Create a custom view by specifying a filter causes the list of filter templates on the dialog to be removed from the dialog. Choose this radio button if you want to create an event view by specifying your own filter and/or sort criteria. After choosing Create a custom view by specifying a filter, clicking Next causes the Filter dialog to be displayed see step 5.

88 Event Views 87 Choose Create a view by selecting a filter template if you want to use one of the pre-defined filter templates shown in the list. The templates shown in the illustration above are examples that are provided out-of-the-box. However, the templates are customizable and may be different on your system. The Description column provides information about the type of filter that is imposed for each template. If you choose Create a view by selecting a filter template, select one of the available templates. You can then do one of the following: Click Next to advance to the Filter and Sort dialogs. This allows you to enter additional filter criteria if required, or to sort the event list as required. If you click Next, proceed to step 5. Click Finish to directly create the event view based on the filter template. 5. The Filter dialog allows you to enter criteria so that only the events you are interested in display in the view you are creating: Note: If you selected a filter template in step 4, you might expect the filter for that template to appear on the Filter dialog. However, the filters for the available templates are specified through a configuration file by an administrator, not through the Filter dialog. Also, if you selected a filter template in step 4, you can enter additional filter criteria to further pare down the event list. From the Filter dialog, you can do one of the following: Enter filter criteria for the event view, then click Next to display the Sort dialog to specify how to sort the events in the view. Enter filter criteria for the view, then click Finish if you do not want to specify how to sort the events in the view. Click Next to advance directly to the Sort dialog if you do not want to specify filter criteria. Note that any filter criteria you specify through the wizard is considered the base filter for the view (as opposed to a refined filter that is set through the Filter function on the event list itself). For more information, see Base Filters and Refined Filters. 6. If you have displayed the Sort dialog, specify how to sort the events in the view, then click Finish. The new view appears in the list of event views. Editing an Existing Event List You can edit the definition of an existing event view, in other words, the name, description, filter template (if applicable), filter criteria, or sort criteria. Select the required event view in the event view list, then click (or select Edit from the View menu). The dialog that is displayed at this point depends on how the event view was defined when it was created: If a custom filter had been specified when the view was created (as opposed to selecting one of the filter templates), the next dialog displayed contains only the view Name and Description fields. You can modify the name and/or description, then click Finish to complete the edit, or click Next to display the Filter dialog proceed to step 3. If a filter template was selected when the view was created, a dialog similar to the following is displayed:

89 88 Event Views The filter template that was selected when the view was created is highlighted when this dialog is displayed. This dialog allows you to choose a different filter template to apply to the view. Notice that Create a custom view by specifying a filter is disabled; once an event view is created using a filter template, you can only select a different filter template you cannot specify a custom filter (although, you can add additional filter criteria using the Filter dialog; see step 3). Select a different filter template, if required. 1. After making the required modifications to the view definition, you can do one of the following: Click Finish if you have no require to specify or edit the filter and/or sort criteria for this event view. The Edit Event View dialog is closed and the edited view appears in the event view list. Click Next to display the Filter dialog. 2. From the Filter dialog, you can do one of the following: Enter filter criteria for the view, then click Next to display the Sort dialog to specify how to sort the events in the view. Enter filter criteria for the view, then click Finish if you do not want to specify how to sort the events in the view. Click Next to display the Sort dialog if you do not want to specify filter criteria. Note that any filter criteria you specify through the wizard is considered the base filter for the event view (as opposed to a refined filter that is set through the Filter function on the event list). For more information, see Base Filters and Refined Filters. Filtering event lists is basically the same as filtering other types of lists in Openspace (with the exception of the specific fields on which you can filter). For details, see Filtering Event Lists Overview. 3. If you have displayed the Sort dialog, specify how to sort the events in the view, then click Finish.

90 Event Views 89 Because sorting event lists is basically the same as sorting other types of lists in Openspace (with the exception of the specific fields on which you can sort), details of sorting is explained in a single chapter see Sorting Lists in Event Views. Deleting Event Lists If you don t need an event view any longer, you can delete it from the event view list. Note: Temporary views are automatically deleted when you log out. To delete an event view, select the event view in the event view list, then click on the event view list menu bar (or select Remove from the View menu): You will be asked to confirm the deletion before it is removed from the event view list. Event Lists To display an event list, select an event view in the left-hand pane. By default, the event list displays a chronological list of events for the selected event view. After displaying the event list, you may filter and/or sort the list so that only the events you are interested in are displayed, in the required order. For more information, see Filtering and Event Lists and Sorting and Event Lists. Selecting Items and Event Lists You can only select a single event at a time in an event list. Selecting an event causes the attributes associated with that event to be displayed in the preview pane. For example: The available columns in the event list provide information that is common to all event types. Attributes provide additional information that is specific to the type of event selected. The attribute list is for informational purposes only there are no functions associated with it. For more information about event columns and attributes, see Event List Columns Attributes. Event Descriptions

91 90 Event Views Each event has two descriptions defined: a detailed description and a summarized description. For example, for the Started Instance event: Summarized Description Detailed Description The detailed descriptions provide more information, but you may find that the summarized descriptions make it easier to scan the event list. You can switch between the two descriptions by selecting Event Descriptions from the event list View menu. The descriptions for events are also customizable by an administrator, therefore, you may see different descriptions than those shown in the documentation. Filtering and Event Lists Filtering a list of events involves entering filter criteria so that only some of the events are shown in the list, rather than all of them. Filtering a list of events allows you to display only the events you are interested in. For example, you may only be interested in events that occurred between 10 A.M. and 2 P.M. on Jan. 4, 2010, or you may only be interested in seeing certain types of events. You can filter the list so that only those events are shown. The filtering function allows you to build a filter expression that is applied to all events in the list. If the event satisfies the filter expression (e.g., the Time Stamp is greater than 10 A.M. on Jan. 4, 2010 and less than 2 P.M. on Jan. 4, 2010), it is shown in the event list; if it does not satisfy the filter expression, it is not shown in the list. Pre-defined Filters The event list provides some pre-defined filters that allow you to display a subset of all available events without requiring you to define a filter. The available pre-defined filters are selectable from the drop-down list on the toolbar of Event Views: The available pre-defined filters differ, depending on the type of entity for which you are displaying events. For instance, the list of pre-defined filters for work item events differs from the list of pre-defined filters for process instance events. Selecting one of the pre-defined filters causes the event list to be filtered according to the pre-defined filter. The pre-defined filter is actually specified using configuration files. Therefore, if you select one of the pre-defined filters, then display the Filter dialog, you will not see the filter expression that is causing the list to be filtered it can be seen only by an administrator who opens the configuration file in which the pre-defined filters are specified.

92 Event Views 91 You are free to further refine any of the pre-defined filters. For example, you could select the Allocated Work Items pre-defined filter, then open the Filter dialog and refine the list further. Once you refine a filter, you can save the newly specified refined filter, causing it to be added to the base filter for more information about refined and base filters, see Base Filters and Refined Filters. By default, there is an All pre-defined filter for all event types, which displays all of the events for the entity type whose events are being displayed. Pre-defined Filter Definitions The definitions of the pre-defined filters are customizable by an administrator. Therefore, those on your system may be different than those shown in the documentation. Because of this, the documentation does not provide descriptions of each of the default pre-defined filters, as an administrator may have changed the filter definition in the configuration file. However, the following provides guidelines about what you can expect from a pre-defined filter, based on the filter s name in the drop-down list: All - As mentioned earlier, there is an All pre-defined filter for all event types. This filter contains all events related to the entity. Summary - Generally, this filter displays all events, except for those that are considered low-level, or probably not of interest. The events that are excluded through this filter depends on the entity type whose events you are viewing, as follows: Work items - Excludes all Process Engine-related user task events. (Note that Process Engine is denoted as BX in event IDs and descriptions.) Process instances - Excludes all Process Engine-related user task, event (e.g., throw and catch events), and gateway events. Resources - Excludes all events related to saving user settings, logging in, and logging out. All other pre-defined filters, other than All and Summary have names that are self-descriptive. For example, Opened and completed only displays work item opened and completed events, Started Instances only displays start-instance events for the process template. Sorting and Event Lists Event Views allows you to sort the information in the event list so that events are listed in the required order. For example, you may want to list all events by priority number, then sort those by Time Stamp, from oldest to most recent. The sort function allows you to choose which columns on the event list to sort on. Event List Columns Attributes Events have attributes that contain information about the event. Some examples are: creationtime - The date and time the event occurred. messageid - A unique identifier for the event. description - Describes the action that triggered the event. The columns that are displayed in the event list represent event attributes; the column headers are attribute names, and the values in the columns are the values in the attributes. Some attributes are common to all event types, whereas some are unique to a particular type of event. The columns that are shown by default in the event list are those that are common to all event types.

93 92 Event Views In other words, every event has a creationtime attribute, and a description attribute, and a principalname attribute, etc. When you select an event in an event list, attributes that are applicable to that specific event type are displayed in the event attribute list below the event list. In the example above, the BX_INSTANCE_PROCESS_STARTED event contains the attributes shown in the event attribute list. For each attribute in the list, you are shown the current value of the attribute, as well as the type of data in the attribute (e.g., string, date, etc.), and the component in the system that generated the event. Note that the specific attributes that display in the event attribute list can be specified in two ways: a system administrator can specify, via a configuration file, which attributes to display. you can specify which to display using the Attribute Selector for information about the Attribute Selector, see Specifying the Attributes to Display in Event Attribute Lists. The event attribute list has a two features that allow you to view/get information about a particular attribute: Viewing the attribute description - Hovering the mouse pointer over a value in any of the columns in the event attribute list causes a description of that attribute to be displayed. For example: Note that the description that is displayed is customizable by your system administrator. Your system may show a different description than what is shown here. Copying the attribute value - Clicking on a value in the Value column causes a text box to be displayed that contains the value:

94 Event Views 93 You can highlight the value and press <Ctrl> C to copy it so that it can be pasted wherever it is needed. Specifying the Columns to Display in Event Lists The columns that display by default in event lists represent the attributes that are common to all event types. However, you can customize event lists to display the required columns. 1. Click Select Columns from the event list View menu. The Column Selector dialog is displayed. The Column Selector lists the available columns/attributes in a tree structure categorized by the components that write values to the attributes. You can expand or collapse the list below each component name, as needed, by clicking on the + or - icon to the left of the component name. Use the Column Selector to choose which columns to display among the available columns. Note that when you customize columns for an event list, it applies only to that particular event list, not to any of the others. Customized columns for an event list are persisted, however, i.e., they will stay customized for that specific event list until you change them again with the Column Selector, or manually. Also, note that persisted settings are saved on the server, so if you log onto a different machine, those settings will be in effect on that machine also. As mentioned above, the default out-of-the-box columns in the event list are those that are common to all event types. However, you can specify a new default by clicking Set as Default Columns from the event list View menu. 2. Select the required columns, using the following actions: Individual columns can be selected by clicking on the required name. Multiple columns can be selected by holding down the Ctrl key while clicking on the required names. A group of columns can be selected by clicking on one name, then holding down the Shift key and clicking on the last name in the required group. 3. Move columns to the required list in the Column Selector:

95 94 Event Views Columns can be moved back and forth between lists by selecting the required column(s), then clicking the > or < buttons. An individual column can be moved from one list to the other by double-clicking on the column name. Columns can also be moved from one list to the other by using a drag and drop method click on the required column name (or group of selected column names), and while holding the mouse button, drag them to the required list and release the mouse button. All columns can be moved from one list to the other by clicking on the >> or << buttons. You can also change the columns to the current default for that list type by clicking the Use Default button. 4. Once the columns you want displayed are shown in the list on the right, you can change the order in which they will appear on the list by doing one of the following: Using the Order buttons. Click on the column whose order you would like to change, then click on the Order button to move the column up or down in the list. Using the drag and drop method. Click on a column and drag it to the required location in the list. 5. Click OK when the list on the right contains the columns you would like displayed, in the order you would like them displayed. The list is displayed with the chosen columns. Specifying the Attributes to Display in Event Attribute Lists The event list contains an Attribute Selector that allows you to specify which attributes to display in the event attribute list. 1. Choose Select Attributes from the event list View menu. The following dialog is displayed: This dialog is used to specify which attributes to display in the attribute list. Attributes listed in the Available Attributes list on the left are available, but have not been designated to display in the event attribute list. The attributes listed in the Available Attributes section are categorized by the components that write the value to the attribute. Notice that if all of a particular component s attributes are moved to the Selected Attributes section on the right, the component name is still shown in the Available Attributes section, with empty shown below the component name.

96 Event Views 95 Attributes listed in the Selected Attributes list on the right are the attributes that will be displayed in the event attribute list. The attributes in the Selected Attributes list are shown in the event attribute list only if they are applicable to the type of event selected in the event list. 2. Select the required attributes, using the following actions: Individual attributes can be selected by clicking on the required name. Multiple attributes can be selected by holding down the Ctrl key while clicking on the required names. A group of attributes can be selected by clicking on one name, then holding down the Shift key and clicking on the last name in the required group. 3. Move attributes to the required list in the Attribute Selector: Attributes can be moved back and forth between lists by selecting the required attributes, then clicking the or < buttons. An individual attribute can be moved from one list to the other by double-clicking on the attribute name. Attributes can also be moved from one list to the other by using a drag and drop method click on the required attribute name (or group of selected attribute names), and while holding the mouse button, drag them to the required list and release the mouse button. All attributes can be moved from one list to the other by clicking on the > or << buttons. You can also change the attributes to the system defaults by clicking the Use Default button. 4. Click OK when the list on the right contains the attributes you would like displayed in the attribute list. Also note that the specific attributes that are listed in the Attribute Selector are customizable by the system administrator. Therefore, you may see different attributes than are shown in the example above. You can view a description of an attribute on the Attribute Selector by hovering the mouse pointer over the attribute name. Sub-Process Events If an event in Event Views has a character to the left of the event, it means it is a sub-process start event: Clicking on the character expands the list to include the events related to the sub-process that was started. The events related to the sub-process are shown indented below the sub-process start event:

97 96 Event Views Sub-processes can be many levels deep, that is, a task in one process can start another process, which can contain a task that starts another process, and so on. Each time another sub-process is started, the event hierarchy is shown with additional characters that can be expanded. For example: By default, a maximum of 100 events will be shown under a sub-process start event (although this number is configurable by a system administrator). This means that if there are more than 100 events related to the expanded sub-process, you will not be able to see them by expanding the list in this way. An alternative is to select the Started instance event, then select This instance from the Links menu to create a new event list containing all of the events related to the sub-process instance that was started. Filtering Event Lists Overview Filtering a list involves entering filter criteria so that only some of the items are shown in the list, rather than all of them. Filtering a list allows you to display only the items you are interested in. For example, you may only be interested in events that occurred between 10 am and 2 pm on Jan. 4, 2010, or you may only be interested in seeing certain types of events. You can filter the list so that only those events are shown. Filter criteria are specified using the filter dialog: Base Filters and Refined Filters

98 Event Views 97 Using Event Views you can specify a base filter and a refined filter. Base filter - This is a filter that has been permanently saved in the view definition. You can specify a base filter through the view wizard when creating a view, or later by editing the view. The base filter can also be modified by specifying a refined filter, then adding that filter to the base filter by saving the view after specifying the refined filter. Refined filter - This is a filter that is specified through the Filter function on the event list. It allows you to refine the base filter if there is one specified. Refined filters are persisted between log outs and application restarts. If you define a refined filter on a list, then either log out or restart the application, the refined filter will still appear when you view the list. Defining a Base Filter A base filter can be specified for an event view in several ways. By specifying a filter when the view is created. By editing an existing view, and specifying/modifying the filter. By specifying a refined filter, then saving the view. This causes the refined filter to be added to the base filter (if one exists), creating a new base filter. Currently, the only way to tell if there is a base filter defined for a view is to open the view wizard and look on the Filter dialog. Defining a Refined Filter A refined filter can be specified for an event view by using the Filter function on the event list. Once you specify a refined filter, the Filter button contains a green check to indicate that a refined filter is in effect. Also, the Save View button/menu selection becomes enabled. You can save a refined filter in one of two ways: Save View- This button/menu selection on the list adds the refined filter to the base filter, creating a new base filter (if there was no base filter defined previously, the refined filter becomes the base filter). Save View As- This allows you to save the view with a new name. The original view is not changed. The new view will have the original base filter (if defined) and the refined filter. When you specify a refined filter, then save the view (with either Save View or Save View As), the refined filter is added to the base filter, then removed from the event list. This results in the Save Viewbutton being disabled, and the check no longer appears next to the Filter button. So if you open the Filter dialog from the list after saving the view, it will not show a filter. However, if you open the Filter dialog using the view wizard, you will see that the refined filter has been added to the base filter. Refined filters are persisted between log outs and application restarts. If you define a refined filter on a list, then either log out or restart the application, the refined filter will still appear when you view the list. Accessing the Filter Function The filter function for event lists can be accessed either from the view definition, or from the list itself. From the view definition - When you are creating or editing an event view using the view wizard, a Filter dialog is displayed from which you can filter the contents of the view (for information about creating/editing views, see Event Views on page 84. Note that if you specify a filter in this way, it becomes the base filter for the view for more information, see Base Filters and Refined Filters.

99 98 Event Views From the event list itself - Click on the button, or select Filter from the View menu on the event list. Note that if you specify a filter in this way, it is considered a refined filter for the view for more information, see Base Filters and Refined Filters. Filter Expression Example Basic filter expressions are very easy to specify in Openspace. This example shows how to display all work item scheduling events that were created by tibco-admin. Note: Note that this same example can also be used if you need to filter on only a single criteria. In which case, just skip steps 4 and Display the event list filter dialog by clicking on the Filter button on the event list. 2. From the Grouping section on the filter dialog, double-click on the All Of entry: The All Of entry is added to the Filter section: All Of indicates that if all of the filter criteria that is specified below that icon is true for a work item, the work item is returned from the server and displayed in the work item list. Note - The filter expression defaults to an all of expression. Therefore, this step is technically not necessary for this type of expression. It is being added here for completeness. 3. From the Attributes section on the filter dialog, double-click the Principal Name attribute:

100 Event Views 99 Note that you can also "drag and drop" the PrincipalId attribute into the Filter section, or right click and select Insert Item. The PrincipalId data-entry dialog is displayed in the Filter section. This is the first criteria that must be true for the event to be displayed in the list. 4. In the PrincipalId data-entry dialog, select equal from the drop-down list and type tibco-admin in the field below, then click the Add button: Specifying a Filter Expression The filtering function allows you to build a filter expression that is applied to all items that could potentially be in the list. If an item satisfies the filter expression, it is shown in the list; if it does not satisfy the filter expression, it is not shown in the list. Specifying a filter expression is done using the filter dialog. This dialog is displayed by clicking on the Filter button, by selecting Filter from the event list pane or when creating a view with the view wizard. Specifying a filter expression is done from the filter dialog. 1. Choosing a Filter Grouping - This specifies All Of or Any Of. 2. Selecting Filter Attributes - The values in the attributes you choose determine whether or not each item is included in the list. 3. Applying the Filter Expression - This tells you how many items will be returned from the server and shown in the list.

101 100 Event Views Choosing a Filter Grouping Choosing a filter grouping specifies that you want the list to include items where either, all of the specified filter criteria are true, or any of the specified filter criteria are true. Choose All Of or Any Of in one of the following ways: Double-click on the required entry in the Grouping section, click on the required entry and drag it into the Filter section, or right-click on the required entry and select Insert Item from the context menu. This causes the selected entry to appear in the Filter section. For example: You can specify multiple All Of and Any Of entries in the Filter section. For more information, see Combining All Of and Any Of. Default Filter Grouping Note that the default filter grouping is All Of. If you don t explicitly add a filter grouping to the Filter section, then add an attribute, it is displayed without a filter grouping. For example: If you apply this filter expression, it will display all items that satisfy the single criteria. Then if you add another attribute to the Filter section, the system will automatically add the default All Of group. For example: Modifying the Filter Grouping Openspace allows you to change an All Of to an Any Of, or vice versa, in the Filter section. double-clicking on the entry in the Filter section,

102 Event Views 101 right-clicking on the entry, then selecting Modify Item, selecting the entry, then clicking on the Modify Expression button in the menu bar, or selecting the entry, then selecting the Modify selection on the Tools menu in the Filter section: Combining All Of and Any Of Most filter expressions will include a single All Of or Any Of filter grouping. However, you can also combine them in a single expression to create more complex expressions. When combining All Of and Any Of you are essentially combining logical ANDs and ORs in a single expression. When combining filter groupings, it is helpful to view the filter syntax as you build the filter expression, as parentheses are placed in the appropriate location in the syntax as you add groups. To view the filter syntax, select Show Expression from the Tools menu in the Filter section. A filter grouping that is added subordinate to another filter grouping is enclosed in parentheses when the system builds the filter syntax; this means that the subordinate grouping is evaluated separately, then its result is used to evaluate the parent grouping. See the following examples. To view events that have been scheduled by tibco-admin, and have a priority of 1 or 2, build the following filter expression: Selecting Filter Attributes Selecting filter attributes involves choosing the attributes upon which you want to filter the items, then entering a value for each attribute. When filtering event lists, the Attributes section on the filter dialog lists all of the filterable attributes, which is a subset of all available event attributes. They are displayed in a tree structure categorized by the component that writes values to each attribute. You can expand or collapse the list below each component name, as needed, by clicking on the + or - icon to the left of the component name. The Attributes section on the filter dialog lists all of the attributes on which you can filter. Double-click on the required attribute in the Attributes section, click on the required attribute and drag it into the Filter section, or right-click on the required attribute and select Insert Item from the context menu.

103 102 Event Views This causes the data-entry dialog for the selected attribute to appear in the Filter section. For example: The data-entry dialog for every attribute contains the following data-entry fields: Logical operator - This is a drop-down list that allows you to choose how the specified value is to be compared to the actual values in the attributes of the item. You can specify equal to, not equal to, less than, etc. The logical operator drop-down list also includes a Range selection for DateTime attributes, which allows you to specify a range of dates/times for which you would like events returned. For information about using the Range operator, see DataTime Ranges. Value field(s) - Each data-entry dialog contains one or more value fields in which you enter the value for the items you want returned. The way in which you enter a value depends on the data type for the attribute you are adding. The data type for each attribute is shown in the tables in Selecting Filter Attributes. For information about data types, see Value Data Types. After choosing a logical operator and entering a value, you can add the filter attribute to the filter expression by clicking on the Add button (or just press the Enter key): The filter attribute is added to the filter expression in the Filter section. For example:

104 Event Views 103 You can add additional filter attributes to the filter expression in the manner described above. The filter attribute data-entry dialog has a couple other buttons on it that allow you to either close the dialog without making changes, or remove the attribute from the filter expression: To close the data-entry dialog without making any changes, click on the Close button: To remove the filter attribute currently displayed in the filter expression, click on the Remove button: Value Data Types The value entered in the Value field must match the data type for the attribute selected. Data Type Numeric Description Consists of one or more of the numbers 0-9. Used for things like ID and priority. The data entry field for numeric values will not allow you to enter any characters other than numbers. Text Consists of any number of letters, numbers, or special characters (e.g., #, $). Filtering on text is case sensitive. Note that text attributes are the only attribute types with which you can use wildcard characters. For more information, see Using Wild Card Characters. DateTime If you are filtering on text that contains any of the four special characters (*,?,, or \), they must be escaped. For information, see Filtering on Special Characters. Dates can be entered manually or by using the date picker on the filter data-entry dialog. Times, if specified, must be entered manually. If you enter a date, but not a time, it assumes all times for the specified date. All times use the 24-hour clock. There is also a special "Today" entry that can be used when filtering on DateTime attributes. This entry always represents the current date. For more information about entering dates and times in the filter data entry dialog, see DateTime Attributes.

105 104 Event Views Data Type Enumeration Description Some attributes only allow you to select a valid entry. These are called enumerations. DateTime Attributes Filter data-entry dialogs that contain a DateTime attribute (for exampl, Start Date) are shown in the DateTime dialog. Dates and times can be entered for these attributes in the following ways: Dates can be entered in two ways: Using the date picker, which is the calendar icon to the right of the date field. Clicking on the date picker icon displays a calendar from which you can choose the required date the selected date is automatically entered in the date field. Manually enter the date. If entered manually, it must be in the following format: YYYY-MM-DD where YYYY = year, MM = month, and DD = day. For example: As you enter the numbers, the hyphens are automatically entered for you. If required, you can also manually enter just a portion of the date, starting from the left. For instance, you can manually enter just "2009" in the date field this means "all of 2009". Or you could enter just " " (the hyphen is automatically entered) this means "all of May 2009". Or you can manually enter the entire date. Times are optional. If entered, they must be entered manually, in the following format: hh:mm:ss.nnn where hh = hour (using the 24-hour clock), mm= minute, ss = second, and nnn = milliseconds. For example: 15:30: If the time is not specified, Openspace assumes all times for the specified date. For example, if you specified Start Date = , with no time, it will return all work items that were started on Oct. 4, 2008, regardless of the time they were started. If desired, you can enter just a portion of the time, starting from the left. For instance, you can enter just "10" in the first of the time fields this means "all times that begin with 10 o clock". Note that all times that are displayed in Openspace are based on your local time. So even if someone else in a different time zone than you starts a process instance, when you view the process instance, the start time is shown in your local time. It is your local time that you would enter in a filter dialog.

106 Event Views 105 Dynamic Time-Period Point-in-Time Entries When filtering on DateTime attributes, there are a number of entries you can select from that dynamically calculate a time period or point in time. The available dynamic time-period / point-in-time filter entries are displayed from the drop-down list to the left of the date attribute field. Dates and times can be entered for these attributes in the following ways: Each of these special entries calculates the time period or point in time when the filtered list is viewed, not when the filter was defined. The available dynamic time periods and points in time are described below: Today- The current day, from 12:00 A.M. to 12:00 P.M. This week- The current week, from 12:00 A.M. Sunday morning to 12:00 P.M. Saturday evening. This month- The current month, from the 1st through the last day of the month. This quarter- The current 3-month period used as a quarter by your company. The specific three months to which this refers depends on how your system is configured. As different companies use different months on which to begin a quarter, this may be referring to: This month, and the next two months, last month, this month, and next month, or the previous two months, and this month. This year- The current year, from January 1 through December 31. Also note that if you choose any of the Today, This week, This month, This quarter, or This year dynamic time periods, another field is displayed on the dialog that allows you to also include an additional number of like time periods, either in the past, or in the future:

107 106 Event Views In the field on the bottom of the dialog, select previous or future from the drop-down list to also filter on an additional number of periods in the past or the future, respectively. For example, if you chose to filter on Today, you could have it also return items from any number of previous days. Previous period- This allows you to filter based on a specified number of days, hours, and/or minutes in the past. Note that this period is calculated from the moment you invoke the filter, plus every time the list is refreshed. The "Equal" operator returns all items that fall within that time period, and "NotEqual" returns all items outside of the time period. The "LessThan" and "GreaterThan" operators return all items that fall previous to the time period, or after the time period, respectively. Note, however, that the LessOrEqualTo" and "GreaterOrEqualTo" operators return all items that either fall previous to or after the time period, as well as those that fall within the time period. Future period- This allows you to filter based on a specified number of days, hours, and/or minutes in the future. Note that this period is calculated from the moment you invoke the filter, plus every time the list is refreshed. The operators work the same as for "Previous period" see above. Previous time- This specifies a specific point in time in the past, relative to the time at which you invoke the filter, or refresh the list. This would normally be used with the "greater than" or "less than" operators, because it defines a point in time, not a time period. Note: If you used the "Equal" operator, the list will contain only those items that match the point in time exactly. Future time- This specifies a specific point in time in the future, relative to the time at which you invoke the filter, or refresh the list. This would normally be used with the "greater than" or "less than" operators, because it defines a point in time, not a time period. Note: If you used the "Equal" operator, the list will contain only those items that match the point in time exactly. Now- This represents the current time. This would normally be used with the "greater than" or "less than" operators, because it also defines a point in time, the current time. DataTime Ranges When filtering on DateTime attributes, you can select a logical operator of "Range". This allows you to request that all items that fall within a range of dates be displayed in the list. Selecting "Range" causes another set of fields to be added to the filter dialog. Enter the beginning date/time of the range in the first set of fields, and the ending date/time of the range in the second set of fields. The date/time comparison is inclusive. For example, if you are filtering on the start date, and the range is from May 1, 2009 to May 3, 2009 (with no times specified), all items with a start date on May 1, 2, and 3, are displayed in the list. Using Wild Card Characters The wild card characters * and? can be used when filtering on text attributes (work item name, description, etc.) wild card characters cannot be used with any other attribute type. The * and? characters are evaluated as follows: * matches zero or more of any character. For example:

108 Event Views 107 bo* matches anything beginning with bo. For example, bo, bobbl, boulton_anne, etc. s*s matches anything beginning with s and ending with s. For example, ss, sues, sid_lewis, etc. *s matches anything ending with s. For example, franks, ls, martha_lyons, etc.? matches any single character. For example: bill? matches anything beginning with bill, plus one more character. For example, bills, bill5, billh, etc. c?ndy matches cindy, candy, c3ndy, etc. Also note that all character matching is case sensitive. Applying the Filter Expression At any point after adding a filter attribute to the filter expression, you can apply it to determine how many items satisfy the expression. To apply the filter expression shown in the Filter section: Click the OK button (without clicking Apply first). This causes any filter expression you ve entered to be applied and the list displayed. But you will not know the number of items that will be returned in the list until after the list is displayed. Click the Apply button. The system will apply the filter expression and calculate how many items satisfy the expression. This number is shown on the top of the Filter section (11 in this example): If you clicked Apply, and the number of items that will be returned from the server is satisfactory, click the OK button to display the list. If the number of items is still too large, you can modify any of the previously entered values, or add/remove attributes from the expression, then click Apply again to get a new item count. Anytime you add, delete, or modify a filter expression in the Filter section, and have not yet clicked the Apply button to apply it, the following message is shown to notify you that the changed filter expression has not been applied: Whenever the message shown above is displayed, the Apply button will be active. Note that if you are applying the filter expression from the list itself (rather through the view definition), the Filter icon will now contain a check mark to indicate that a refined filter is currently applied on the list:

109 108 Event Views Modifying an Existing Filter Expression Task topics are at the heart of most documentation sets. Users want to know how to do something, what the prerequisites of the task are, and what to do next. After you ve specified your filter expression in the Filter section, it can be modified in a number of ways. For example: Change an All Of to an Any Of, or vice versa. This can be done in the following ways: double-click on the entry in the Filter section, right-click on the entry, then select Modify Item, select the entry, then click on the Modify button in the Filter section, or select the entry, then select the Modify selection on the Tools menu. Modify the value you ve specified in one of the filter attributes. Display the data-entry dialog for an existing attribute in one of the following ways: Double-click on the attribute name in the Filter section, right-click on the attribute name, then select Modify Item, select the attribute name, then press the Enter key, select the attribute name, then click on the Modify button in the Filter section, or select the attribute name, then select the Modify selection on the Tools menu. Delete a filter attribute from the filter expression. You can remove a filter attribute from the filter expression in one of the following ways: Right-click on the desired attribute name, then select Delete Line, select the attribute name, then select the Delete Line selection on the Tools menu, or select the attribute name, then click on the Delete Line button in the Filter section. Notice that this button is one of three delete buttons provided in the Filter section: The Delete Line button deletes only the currently selected line (filter attribute). The Delete Branch button is active only when an All Of or Any Of entry is currently selected; it deletes the entire All Of or Any Of branch, including all filter attributes in that branch. The Delete Branch function is more applicable when creating a filter expression that contains a mixture of All Of and Any Of entries; these are explained in Combining All Of and Any Of. The Delete All button deletes all entries in the Filter section. Viewing the Filter Syntax As you are adding attributes to the Filter section to build the graphical representation of the filter expression, Openspace is creating the syntax that the server needs to process the expression. If you have a need to view the syntax (perhaps for debugging purposes), you can do so by selecting Show Expression from the Tools menu. The filter syntax is displayed on the bottom of the Filter section.

110 Event Views 109 The filter expression cannot be modified using the syntax it is provided only for viewing purposes. Note that if you are filtering on a DateTime, a time zone offset is shown following the time. This is required by the server because it stores all times in Greenwich Mean Time (GMT). The offset is telling the server the number of hours you are, plus or minus, from GMT. In the example shown above, the application is running in a locale that is -7 hours from GMT. You don t need to be concerned with this offset, other than to know why it s shown in the filter syntax. Also, if you are filtering on a DateTime, and you specify "equal to" or "not equal to" a specific date, the syntax appears as a range because of the way the filter must be applied internally. For example: To close the window that displays the filter syntax, select Hide Expression from the Tools menu. Sorting Lists in Event Views You can sort event lists in Openspace. Openspace allows you to sort information displayed in event lists so that it is shown in the desired order. Note: If you had applied a sort order the last time you displayed a list, that same sort order will be applied when you open that particular list again in other words, the most recently applied sort order for each list/view will remain persistent until you either change it or remove it. Note that persisted settings are saved on the server, so if you log onto a different machine, those settings will be in effect on that machine also. If a sort order is still active, the Sort button will be shown with a check mark, and if the sort dialog is displayed, the previously entered sort specification will still be shown. You can choose the attributes/columns in the list to sort on. If you are sorting on multiple attributes, you can specify which attribute to sort on first, second, and so on. You can also choose to display the list in ascending or descending order or apply sort criteria so the display list in the desired order. Accessing the Sort Function The sort function can be accessed either from the list itself, or from the view that defines the list. From the list - Click on the button, or select Sort from the View menu. From the view definition - When you are creating or editing an event view using the view wizard, a sort dialog is displayed from which you can sort the contents of the view. (For information about creating views, see Event Views on page 84) You can either specify a sort order, or click Finish to forego sorting the list.

111 110 Event Views Selecting Sort Attributes By default, before you specify a sort for the first time, all attributes that are available to sort on are shown in the Available Attributes section on the sort dialog. It lists an attribute for each column in the list. To specify sort attributes, move the attributes on which you want to sort the list to the Sort Attributes section on the sort dialog. Attributes can be moved back and forth between the Available Attributes and Sort Attributes sections using the following methods. To select attributes: Individual attributes can be selected by clicking on the desired name. Multiple attributes can be selected by holding down the Ctrl key while clicking on the desired names. A group of attributes can be selected by clicking on one name, then holding down the Shift key and clicking on the last name in the desired group. To move the attributes to the desired list: Attributes can be moved back and forth between lists by selecting the desired attribute(s), then clicking the or < buttons. An individual attribute can be moved from one list to the other by double-clicking on the attribute name. Attributes can also be moved from one list to the other by using a drag and drop method click on the desired attribute name (or group of selected attribute names), and while holding the mouse button, drag them to the desired list and release the mouse button. All attributes in the Sort Attributes section can be moved to the Available Attributes section by clicking on the << button.

112 Event Views 111 Specifying Sort Order Sort order is applicable only if you have specified multiple sort attributes. It allows you to specify that the list be sorted first on one attribute, then on another attribute, and so on. To change the order, move the desired attributes up or down in the Sort Attributes list. You can do this in one of the following ways: select the desired sort attributes in the Sort Attributes list, then click on the Up or Down Order button on the sort dialog to move the attributes up or down in the list, or drag and drop the attributes to the desired location in the list select the desired attributes, and while holding the mouse button, drag the attributes up or down in the list, then release the mouse button. Specifying a Sort Direction You can specify that items in a list be sorted in either ascending or descending order: You can specify a sort direction for each of the attributes listed in the Sort Attributes list. They are set to ascending order by default when you add them to the list. To change the sort direction, select the desired sort attribute(s) (you can change multiple attributes at one time) in the Sort Attributes list, then click on the Ascending or Descending buttons on the sort dialog: The icon next to the attribute name will change to indicate the new sort direction: Applying the Sort Criteria After specifying the sort attributes, sort order, and sort direction, click on the OK button to apply the sort criteria you ve specified. When you click the OK button, a check mark appears in the lower right part of the Sort icon to indicate that the list is being sorted: Sorting a List Using Column Headers

113 112 Event Views You can quickly and easily sort any list on any one of the columns in the list. To sort on a column, click on the column header. If the column contains text, it is sorted in alphabetical order; if it is numeric, it is sorted in numerical order; if it is a date, time, or DateTime, it is sorted in chronological order. Once you click on a column header, a small arrow head appears in the column header, which indicates the order of the sort if the arrow head is pointing up, the sort is in ascending order; if it s pointing down, the sort is in descending order: Each successive click on the column header, toggles between ascending and descending order. Note, however, if the list consists of multiple pages, each page is individually sorted on the column you ve clicked on. To sort through all of the available pages, use the Sort function on the toolbar or View menu.

114 Calendars 113 Calendars The Calendar gadget enables you to create calendars for use with TIBCO ActiveMatrix BPM. The working and non-working times defined in these calendars are used when performing date calculations. For example, when TIBCO ActiveMatrix BPM schedules a user task, it uses the calendars to calculate the work item s duration and any deadline. Calendars are not deployed, they are created in TIBCO ActiveMatrix BPM at runtime. Note: To view and create calendars, you must be logged in as a user that has privileges with the correct system actions assigned. These are described in Required System Actions. The following information can be maintained in calendars: working days and times. These are the days and time of your working hours. exceptions. These are exceptions to your normal working days and times. For example, a one-off exclusion like a Company lunch, or exclusions that are repeated over a defined period of time, like a regular company meeting. available working hours. These are defined as your working hours minus exceptions. For example, if your normal working hours are seven hours a day, but you have a two hour company meeting scheduled on a particular day then, on that day, you have five available working hours. By default, when you first login to Openspace, one system calendar is defined and no working days or times have been specified. The system calendar applies to all of TIBCO ActiveMatrix BPM. You can use the system calendar to define the working days/times and/or any exclusions in your system calendar. However, if you want to express working times and calculate deadlines for locations in different time zones or organizational units with different working hours, for example, you can define base and overlay calendars and apply them to an organizational entity. By default, if no base or overlay calendars are defined, TIBCO ActiveMatrix BPM uses the system calendar to calculate working hours. See Calendar Example for more information on how to configure your calendars depending on your organization. Base Calendars Base calendars maintain basic information regarding working times (for example, hours in the standard working week). You can use base calendars to express different working times for particular organization units or for locations in different time zones. Note that: You must map a base calendar to an organizational entity before you can use it. Note: Base calendars cannot be mapped to resources. Base calendars are mapped to organizational entities using their alias. You can either: define an alias before you map a base calendar to an organizational entity, or define an alias when mapping a base calendar to an organizational entity. See Calendar Aliases (References). A base calendar can be mapped to multiple organizational entities. An organizational entity can only have one base calendar mapped to it at any time. You can remap a base calendar to a different organizational entity at any time. Note: TIBCO ActiveMatrix BPM uses the latest calendar mapping so you should make sure that if you do remap a calendar while a process is deployed that it does not adversely affect the process. A base calendar is associated with a particular time zone, however working hours are time zone neutral. In other words, when specifying working hours, you should specify your working hours according to your own time zone. TIBCO ActiveMatrix BPM then interprets those hours according to the time zone you have specified. If the base calendar s time-zone value changes, future entries are displayed adjusted to the new timezone, but existing entries are not adjusted. So if you define the start of the working week as 08:00 on Monday, it is still 08:00 on Monday even if the time zone of the calendar changes.

115 114 Calendars Overlay Calendars Overlay calendars define non-working time exclusions (for example, public holidays) which can be applied to one or more base calendars at runtime. You should use overlay calendars for exclusions that are repeated over a defined period of time, like a regular company meeting. An overlay calendar is timezone-neutral, and so inherits the time zone from the base calendar it is applied to. Note that: You must map an overlay calendar to an organizational entity. Note: Overlay calendars cannot be mapped to resources. Overlay calendars are mapped to organizational units using their alias. You can either, define an alias before you map an overlay calendar to an organizational entity, or define an alias when mapping an overlay calendar to an organizational entity. See Calendar Aliases (References). An overlay calendar can be mapped to multiple organizational entities. An organizational entity can only have one overlay calendar applied to it at any time. You can remap an overlay calendar to a different organizational entity at any time. Note: TIBCO ActiveMatrix BPM uses the latest calendar mapping so you should make sure that if you do remap a calendar while a process is deployed, that it does not adversely affect the process. Calendar Aliases (References) TIBCO ActiveMatrix BPM uses calendar aliases at runtime to identify the calendars that should be used. This enables you to reflect situations where different parts of the organization have different working patterns. By default, if no calendar alias is mapped, TIBCO ActiveMatrix BPM uses the system calendar. Note: Calendar aliases are called references in TIBCO Business Studio and TIBCO ActiveMatrix BPM. Assigning a calendar reference is done in TIBCO Business Studio. If you want to use different calendars from the system calendar then you must do the following: Specify the calendar reference to be used when defining your processes in TIBCO Business Studio. See the "Intermediate Events" section in the TIBCO Business Studio Process Modeling User s Guide for more information on calendar references in Business Studio. Create the calendar alias. You can either: Create the calendar alias using the Calendar Aliases option from the Manage menu in the Calendar gadget. See Calendar Aliases on page 129. Create the alias when you map the calendar to an organizational entity. See Assigning Calendars to Organizational Entities on page 127. Map the calendar to an organization entity, making sure you specify the calendar alias when defining the mapping. Note that: An alias does not have to exist in Openspace when you create a calendar reference in your process. You can specify an alias in TIBCO Business Studio and then create it later in Openspace. See Calendar Aliases on page 129. A calendar can have more than one alias. You can map a calendar to multiple organizational entities using the same alias. You can remap aliases to organizational entities at any time.

116 Calendars 115 Note: TIBCO ActiveMatrix BPM uses the latest calendar mapping so you should make sure that if you do remap a calendar while a process is deployed, that it does not adversely affect the process. Calendar Time Zones In TIBCO ActiveMatrix BPM, base calendars each have a timezone specified (see the time-zone parameter to savecalendar). This enables you to use different base calendars in different locations around the world. Overlay calendars do not specify a timezone, so that an overlay can be applied on to any base calendar without any conversion. TIBCO ActiveMatrix BPM stores all date-time entries, whether on a base or an overlay calendar, with a timezone of UTC attached. This does not mean that they are necessarily intended to represent UTC times; in effect times are treated as timezone-neutral. For example, working hours entered as 08:00 to 17:00 on a base calendar with its timezone set to PST (UTC minus 8 hours) are actually stored as 08:00 to 17:00 UTC, not as 16:00 to 01:00 UTC. In most cases this is completely transparent to the user, but you need to be aware of how TIBCO ActiveMatrix BPM handles timezones and date-time values if you are making calls directly to the API. Changing a base calendar s time-zone value does not cause any adjustments to existing or future calendar entries. So if you define the start of the working week as 08:00 on Monday, it is still 08:00 on Monday even if the time zone of the calendar changes. Although the date-time values are timezone-neutral, it is best practice to specify a timezone of Z (UTC) for values such as the time-slot start and end times that define working hours entries in a base calendar. If no timezone is specified, some APIs used by TIBCO ActiveMatrix BPM will automatically convert the value to the timezone used by the server, regardless of the calendar s time-zone specification. This may not always be the timezone required. For example, if a user in Paris accesses a server in California and enters a calendar time of 11:00, expecting it to be 11:00 CET (10:00 UTC), the time would be interpreted as 11:00 PST and stored as the UTC equivalent of that time, 19:00 UTC. Entering 11:00Z, however, will be stored as 11:00 UTC. Times should be treated in this way whether they are for base or for overlay calendars. This enables the entries to be applied as if they were timezone-neutral, so that any overlay calendar can be applied on top of any base calendar. Exclusions in Calendars Calendar exclusions are exclusions from a standard working day. You can define exclusions in both your base calendars and your overlay calendars, depending on your requirements. You can create exclusions directly in your system or base calendars. These can be both one-off events that do not occur all the time, for example, an unexpected company meeting or exclusions that repeat over a defined period of time. Create overlay calendars for exclusions that repeat over a defined period of time. For example, you can define such exclusions as: Every Friday from 14:00 to 18:00 The first Monday of the month, for the next six months These exclusions are defined using a recurrence rule, that sets out how the start date/time of each occurrence of the exclusion is calculated. The rule is given in the standard notation set out in rfc5545. How Calendars are Resolved When determining how to calculate deadlines, TIBCO ActiveMatrix BPM traverses the organization model, from the given organization entity, for example a group and then works up the hierarchy of groups, organization units, locations, organizations, and so on, until the first overlay calendar is identified. The first overlay calendar identified is applied to the first base calendar identified, and the working hours identified.

117 116 Calendars Note: If no calendars are identified, then the default system calendar is used. Required System Actions To use calendars in Openspace you must login as a user that has certain system actions assigned. For each of the functions you can perform, a system action is required to perform them. Function readcalendar writecalendar deletecalendar New Base Calendar Yes Yes No New Overlay Calendar Yes Yes No Open Calendar Yes No No Copy Calendar Yes Yes No Calendar Aliases Yes Yes No Map to Organization Model Yes Yes No Specify Working Hours Yes Yes No Specify Exclusions Yes Yes No Delete Calendar Yes Yes Yes Calendar Example By default, when you first login to Openspace, one system calendar is defined and no working days or times have been specified. You can use the system calendar to define your working hours and exceptions. However, you can also define base and overlay calendars which you can use to express working times and calculate deadlines for locations in different time zones, organizational units with different working hours, and so on. The rest of this section describes a scenario and how you might configure your calendars in each scenario. If your company is based in several time zones, for example, then you may wish to configure your calendars as follows: 1. Amend the System calendar to specify the working days and times for your organization. See Displaying the Calendar. 2. Specify the calendar alias to be used when defining your processes in TIBCO Business Studio. See TIBCO Business Studio Process Modeling Guide for more information. 3. Create a base calendar for each organizational entity whose hours differ from the standard working hours and times. See Creating Base Calendars. 4. Map the base calendars to the organizational entity, ensuring you specify an alias for the mapping. See Assigning Calendars to Organizational Entities. 5. Create an overlay calendar for any exclusions, if required. You may want more than one overlay calendar, depending on how many exclusions you have. See Creating Overlay Calendars. 6. Map the overlay calendars to the organizational entity, ensuring you specify an alias for the mapping. See Assigning Calendars to Organizational Entities. Displaying the Calendar

118 Calendars 117 When you first login to Openspace, the default system calendar is displayed. The Calendar gadget is organized as follows: The system calendar displays your current working hours. Note that: The very first time you log in the system calendar is displayed. No working days or times are specified. See Specifying Working Days Times. When the system calendar is initially displayed: your current time zone is displayed. the calendar displays the current month. the current date is also selected. It is displayed in yellow. When you specify working days or times, or exclusions, the calendar displays both. The system calendar uses a 12-hour clock. Calendars can be displayed by day, week, or month, depending on your requirements. You can view previous or future periods (day, week or month) by clicking on the left and right arrow icons in the upperleft part of the calendar gadget. When you create base and overlay calendars, the latest base or overlay calendar you have created is displayed. To display an existing calendar, see Opening Calendars. The date picker allows you to view the working or non-working hours of selected dates. Depending on whether you are viewing the system calendar by day, week, or month, the date picker allows you to select a specific day, week, or month. The legends are: Today Work Day. If today s date is also a working day, it is displayed in green. Work Day. Work days are displayed in blue. Specifying Working Days Times

119 118 Calendars You can specify working times in the system calendar, for example, hours in the standard working week. 1. From the system calendar, click edit. The following page is displayed. The page is composed of a grid that shows the days of the week. The days are split into hourly segments. Note that: You can specify up to five different working time spans for each day of the week. You can either select individual segments of 15 minutes, 30 minutes or an hour or more, from the dropdown list or you can enter a specific time in the Add Working Hours dialog. For example, entering work times for a Monday, means that those are the work times for every Monday. Click EXCLUSIONS to display exclusions and WORKING HOURS to display working hours. Note: You can also add working hours by clicking in the area that corresponds to the day and time when you want the working hours to start from and drag the working hours segment to the hour where you want the working hours to end. Repeat this for each working day you want to define. 2. Click Add Working Hours. The Add Working Hours dialog displays. 3. Click Start time and select a start time from the drop-down list.

120 Calendars Click End time and select an end time from the drop-down list. 5. From Recurring, select the days you want the working hours to apply to. 6. Click Add to add the working hours. 7. Click Save Updates to save your changes to the system calendar. 8. Repeat the steps above to specify additional time spans for all desired working days. Working hours display in blue, as shown below: 9. Click Back to go back to the Calendar gadget. Editing/Deleting Working Hours You can edit or delete your working hours at any time. However, TIBCO ActiveMatrix BPM uses the latest calendar mapping so you should make sure that if you do edit or delete your working hours while a process is deployed that it does not adversely affect the process. 1. To edit or delete your working hours in the system calendar, click Edit. The system calendar is displayed with the work hours and exclusions displayed, similiar to the one below:

121 120 Calendars 2. Click the time span you want to edit. The Edit Working Hours dialog displays. 3. Either, make the changes you require and click Edit, or click Delete to delete the time span. Creating System Calendar Exclusions You can create exclusions directly in your system calendars. Exclusions can be both one-off events that do not occur all the time, for example, an unexpected company meeting or exclusions that repeat over a defined period of time. 1. To add an exclusion to the system calendar, click Edit. The following page is displayed:

122 Calendars Click EXCLUSIONS. The system calendar displays in month view. 3. Use either the date picker or the forward and back buttons to select the month you require. 4. Click on the date you require. The Add Exclusion dialog displays. In terms of calculating deadlines, it only makes sense to create exclusions on working days. In other words, those that are currently displayed in blue. 5. Enter a description for the exclusion in the What: field. 6. Either click the All Day box if the exclusion spans the entire day (for example, a holiday), or enter the time span for the exclusion (for example, a company lunch) in the Start time and End > time fields. 7. Select Repeat if this exclusion is going to happen every day, week, month or year or leave this unselected if it is a one-off event. If you select Repeat, the Add Exclusion dialog displays as follows:

123 122 Calendars a) From the Repeats: drop-down list, select whether the exclusion is repeated, daily, weekly, monthly or yearly. b) From the Repeats every: drop-down list, select how often the exclusions is repeated. For example, daily, weekly, monthly or yearly, depending on what you selected in step a. If you selected: Daily, you must specify how often the exclusion should repeat; for example, Repeats every 3 days means that the exclusion repeats once every 3 days. Weekly, you must specify the day of the week the exclusions occurs on. Monthly, you must specify either the day of the month or the day of the week when the exclusions occurs. a) Click in the Starts on: box to display a date picker that you can use to select the start date of the exclusion. b) When defining when the exclusion ends, you can do one of the following: Select Never if the exclusion never ends. Select After and enter a numeric value in the Occurrences box if the exclusion ends after it has occurred a certain number of times. Select On and click in the On box to display a date picker that you can use to define a specific end date for the exclusion. 8. Click Add. The exclusion is added to your system Calendar. 9. Click Save Updates to save your changes. 10. Repeat the steps above to specify additional time spans for all desired working days. 11. Click Back to go back to the Calendar gadget. Editing/Deleting Exclusions

124 Calendars 123 You can edit or delete your exclusions at any time. However, TIBCO ActiveMatrix BPM uses the latest calendar mapping so you should make sure that if you do edit or delete your exclusions while a process is deployed that it does not adversely affect the process. The system calendar is displayed with the work hours displayed. 1. From the system calendar, click Edit. 2. Click Exclusions. The exclusions are displayed, similiar to the screen shot below: 3. Click the exclusion you want to edit or delete. The Edit Exclusion dialog displays. 4. Either, make the changes you require and click Edit, or click Delete to delete the exclusion. Viewing Your Working Hours

125 124 Calendars When you have finished specifying your working days, your system calendar is updated to show the hours you have specified. By clicking Day, Week or Month you can choose whether to display the working hours daily, weekly or monthly, depending on your requirements. The example below shows the working hours and exclusions in month view. Note that: The default view is monthly. The total working hours for each day are shown in blue. Todays date is shown in green. To display a graphical view the available hours, select either Day or Week.

126 Calendars 125 Available hours are the working hours that are currently available. In the example above, working days start at 9.00 GMT and finish at GMT, but each Monday there is a one hour team meeting, then the available hours for that day display from GMT. Note that: Working hours are shown in blue. Exclusions are shown in red. Available hours are shown in green. Creating Base Calendars 1. From the Calendar gadget, click Manage. 2. Click New Base. The New Base dialog displays.

127 126 Calendars 3. Complete the dialog as follows: Note: You must complete all the fields in the dialog to create a new base calendar. Name: The name of the new base calendar. Category: A category for the new base calendar. Calendars are grouped by category when opening and copying calendars. See Opening Calendars and Copying Calendars. Minimum hours: This should be set to the minimum hours that constitute a working day in your organization. This is because, when calculating a deadline, a start date-time and duration must be given. If the duration does not include hours, minutes or seconds, then the duration is assumed to be 'working days'. For example; the duration "P3D" is assumed to be 3 Working Days and not 72 hours. If the duration is "PT72H" then it is taken to be 72 hours, and not 3 Working Days. When calculating a deadline using units of 'Working Days', if the number of available hours in the day being considered is less than this defined minimum value, that day is not included. The calculation moves on to the next available day, where again the number of available hours is compared. If the duration specified months, then the start date is used to determine how many days are in the months. Timezone: the timezone for this calendar, for example, GMT. 4. Click OK to create the new base calendar or Cancel to cancel your changes. 5. Once you have created your base calendar, you can specify the working days/times and/or any one-off exclusions in the same way you did for the system calendar. See Using the System Calendar on page Once you have created your base calendar you must map it to an organizational entity before you can use it. See Assigning Calendars to Organizational Entities. Creating Overlay Calendars 1. From the Calendar gadget, click Manage. 2. Click New Overlay. The New Overlay dialog displays. 3. Complete the dialog as follows: Note: You must complete all the fields in the dialog to create a new base calendar. Name: The name of the new overlay calendar.

128 Calendars 127 Category: A category for the new overlay calendar. Calendars are grouped by category when opening and copying calendars. See Opening Calendars and Copying Calendars. 4. Click OK to create the new overlay calendar or Cancel to cancel your changes. 5. Once you have created your overlay calendar, you can specify the exclusions in the same way you did for the system calendar. See Creating System Calendar Exclusions. 6. Once you have created your overlay calendar you must map it to an organizational entity before you can use it. See Assigning Calendars to Organizational Entities. Assigning Calendars to Organizational Entities If you want to define different calendars for organizational units, then you must create a base calendar and/or an overlay calendar to express those working hours and exclusions. See Creating Base Calendars and Creating Overlay Calendars. Once you have created your base and overlay calendars, you must map them to the organizational entities they apply to. Note that: Base and overlay calendars cannot be mapped to resources. Base and overlay calendars are mapped to organizational entities using their alias. This means you must specify an alias for base and overlay calendars when mapping them to an organizational entity. You can either: Create the calendar alias using the Calendar Aliases option from the Manage menu in the Calendar gadget. See Calendar Aliases. Create the alias when you map the calendar to an organizational entity. See Assigning Calendars to Organizational Entities. You can change an existing alias when you define the mapping. An organizational entity can either have one base calendar or overlay calendar mapped to it, at any time. It cannot have both. Calendars can be mapped to multiple organizational entities. You can remap calendars to different organizational entities at any time. Note: TIBCO ActiveMatrix BPM uses the latest calendar mapping so you should make sure that if you do remap a calendar while a process is deployed that it does not adversely effect the process. 1. From the Calendar gadget, make sure you have opened the calendar that you want to map to an organizational entity. See Opening Calendars. 2. Click Manage. 3. Click Map to Org Model. The Map to Organization Model dialog displays.

129 128 Calendars 4. Select the version number of the organization model where the organizational entity resides. 5. To locate the organizational entity you require, use the graphical display of the organization model in the left hand pane to drill down to the organizational entity you want to select. Clicking an organizational entity or an LDAP container in the left pane causes the resource list to be displayed in the right pane. If you assign permission to an organizational entity like a group or location, all the child organizational entities in the parent entity inherit that permission, unless an individual user does not have the correct system actions assigned, as described in Required System Actions. 6. Click Show entity names if you want Openspace to display the internal name of the organizational entity, rather than its label. By default, Openspace displays the organizational entity s label. 7. If no aliases have been defined for this calendar then, in the Alias box, type in the name of the alias and click to add the alias. You can modify an alias by selecting it. The alias is populated in the Alias box. Amend the alias and click to modify it. 8. Click once you have completed the dialog or at any time to return to the main window. Opening Calendars When you define a new base and/or overlay calendar, the latest calendar you defined is displayed in the Calendar gadget. 1. From the Calendar gadget, click Manage. 2. Click Open. The Select a Calendar dialog displays.

130 Calendars Select the calendar you want to open and either double-click it or click Open. The calendar is displayed in the Calendar gadget. Copying Calendars If you are creating multiple calendars that share particular properties, you can copy your calendar. Note: When copying a calendar, only exclusions from current date and beyond are copied. Exclusions that have expired are not copied. 1. From the Calendar gadget, click Manage. 2. Click Copy. The Select a Calendar dialog displays. 3. Select the calendar you want to copy from your list of calendars. 4. In the Name: box, enter a name for your new calendar. 5. In the Category: box, enter a category name for your new calendar. The new calendar is created. 6. Specify working days/times and/or exclusions in the same way as you do for the system calendar. See Specifying Working Days Times on page 117. Calendar Aliases You must define aliases for your calendars. TIBCO Active Matrix BPM uses aliases when identifying which calendar should be used for an organizational entity. If no aliases are defined then TIBCO Active Matrix BPM uses the system calendar. This means that if you want an organizational entity to use a specific base or overlay calendar then you must map them to the organizational entity and specify the calendar alias as part of the mapping.

131 130 Calendars Note that: Note: You can also create a new calendar alias or modify an existing alias when you map a calendar to an organizational entity. The alias does not have to exist before you define the mapping. See Assigning Calendars to Organizational Entities on page 127. You can define as many aliases as you like. The calendar s name can be used as an alias. The system calendar can have an alias. A calendar can have more than one alias. You cannot map a calendar alias to more than one calendar. For example assume you have an alias called UK mapped to a calendar called Call Centre UK and you remap the UK alias to a calendar called Returns UK, TIBCO ActiveMatrix BPM removes the mapping between the UK alias and Call Centre UK and instead maps the UK alias to the calendar called Returns UK. You can add, modify or delete an alias. Adding a Calendar Alias 1. From the Calendar gadget, click Manage. 2. Click Calendar Aliases. The Calendar Aliases dialog displays. 3. Select the calendar that you want to create an alias for. If there are any aliases already defined for this calendar, they are shown in right hand pane. In the Alias box in the bottom right hand corner of the pane, type an alias for the calendar and click The alias is added. 4. Repeat these steps to create as many aliases as you require.. Click to close the Calender Aliases dialog.

132 Calendars 131 Mapping a Calendar Alias to a new Calendar 1. From the Calendar gadget, click Manage. 2. Click Calendar Aliases. The Calendar Aliases dialog displays. 3. Select the calendar whose alias you want to remap. The aliases currently defined for this calendar are shown in right hand pane. 4. If you want to add a new alias, see Adding a Calendar Alias. 5. Select the alias you want to map. 6. A list of available calendars that the calendar alias can be mapped to is displayed under Change Mapping. Select the calendar you want the calendar alias to be mapped to and click Submit. The calendar alias is remapped. Click to close the Calender Aliases dialog. Deleting a Calendar Alias 1. From the Calendar gadget, click Manage. 2. Click Calendar Aliases. The Calendar Aliases dialog displays. 3. Select the calendar whose alias you want to delete. The aliases currently defined for this calendar are shown in right hand pane. 4. Select the alias you want to delete and click. The alias is deleted. 5. Click to close the Calender Aliases dialog. Deleting Calendars You can delete a specific calendar. Once you have deleted a calendar, it is permanently removed from TIBCO ActiveMatrix BPM. Note: You cannot delete the system calendar. You cannot delete a calendar if it has aliases specified. You must remap or remove the aliases before you can delete the calendar. 1. From the Calendar gadget, click Manage. 2. Click Delete... The Select a Calendar to Delete dialog displays. 3. Select the calendar you want to delete and click Delete. The Deleting a Calendar is permanent. Are you sure? message displays. 4. Click OK to delete the calendar or Cancel to cancel the operation.

133 132 Calendars 5. Repeat these steps for all the calendars you want to delete.

134 Openspace and TIBCO Spotfire 133 Openspace and TIBCO Spotfire You can view TIBCO Spotfire BPM visualizations in Openspace. The Spotfire gadget allows you to view TIBCO Spotfire BPM Visualizations in Openspace. Using the Spotfire gadget, you can: open the Spotfire BPM visualizations. adapt the Spotfire BPM Visualizations to show the information you require, see the TIBCO Spotfire BPM Visualizations Guide for information. view the Spotfire BPM visualizations that have been provided, see the TIBCO Spotfire BPM Visualizations Guide for information. The Spotfire Gadget To view Spotfire BPM visualizations in Openspace, you must first add the Spotfire gadget to your desktop. To use the Spotfire gadget, you must be able to: Connect to the TIBCO Spotfire Server. See the TIBCO Spotfire BPM Visualizations Guide for information on configuring Spotfire to connect to your BPM database. Connect to the TIBCO Spotfire Web Player. Please see the TIBCO Spotfire Web Player Installation guide for information on how to install and configure Spotfire Web Player. Access the template visualizations provided in the Spotfire BPM analysis file (tibcoamxbpmembedded.dxp). The file contains template visualizations that have been created based on data from your BPM implementation. Accessing the TIBCO Spotfire BPM Visualizations You can access the Spotfire BPM Visualizations from the Spotfire gadget. You need the URL for the Spotfire BPM Visualizations and a username and password. Contact your system administrator to determine the URL for TIBCO Spotfire BPM Visualizations. 1. From the Spotfire gadget, click. A default URL for a TIBCO Spotfire Web Player is displayed: 2. Click the URL to select it and type in the URL for your TIBCO Spotfire Web Player. 3. Click to refresh. The Login page for TIBCO Spotfire Web Player is displayed:

135 134 Openspace and TIBCO Spotfire 4. In the User Name: field, type your username. 5. Press the Tab key. 6. In the Password: field, type your password. Select Save my login information if you do not want to type in your user name every time you log in to the TIBCO Spotfire Web Player. 7. Click Login. The TIBCO Spotfire Web Player is displayed. 8. Select the TIBCO Spotfire BPM Visualizations Library. Note: Contact your system administrator to determine the location of your TIBCO BPM Spotfire Visualizations Library. 9. To view a visualization, click the tab that corresponds to the visualization you want to view. Refer to the TIBCO Spotfire BPM Visualizations Guide for an explanation of how to use the BPM Visualizations. Setting Preferences You can specify your preferences for the Spotfire gadget. 1. Click. The following table describes the preferences you can set: Preference home url: Description Type the URL of your Spotfire BPM Visualizations so that it is automatically loaded when Openspace is started. Height: Type in the minimum height required for the gadget. By default this is 483. Refresh upon resize Select this only if the contents of the gadget should be refreshed whenever the gadget resizes (due to a layout change or a browser window size change, for example). 2. Once you have selected your preferences, click to save your changes. 3. Click for the changes to take effect.

136 Reporting Gadget Overview 135 Reporting Gadget Overview You can use the Reporting gadget to view measures like the total number of process instances and work items by their current status. You can also view the average duration of a process instance or work item. You can view the measures of the process instances for a selected process template or group of process templates, depending on your requirements. The measures can be further categorized by hours, days, weeks, months or years over a period of time of that you can specify. The Reporting gadget displays the total number of process instances by their current status for the first process template in your process template list as shown below: The Reporting gadget is divided into 3 tabs: Process Instances - allows you to view the total number of process instances by their current status, see Displaying the Current Status of Process Instances for Selected Process Template. Work Items - allows you to view the total number of work items for a process instance by work item status, see Displaying the Current Status of Work Items for selected Process Template(s). Averages - allows you to view the average duration of a process instance or work item, see Displaying the Average Duration of Work Items and Process Instances for Selected Process Template(s). Selecting Process Templates Once you have decided the type of measures you want to view, you need to select the process template whose measures you want to view. 1. Drag the divider to reveal the list of process templates that are currently available. Note: You can choose to permanently display the Process Template panel, by setting the Open Templates option in the Preferences for the gadget, see Setting Preferences. 2. Select the process templates whose measures you want to view.

137 136 Reporting Gadget Overview Viewing Process Templates You can use the Reporting gadget to view performance information about your process templates. You can: Display all your process templates. Display a list of your most recently viewed process templates. Store process templates as favorites. 1. To display all the process templates, click. 2. To display a list of your most recently viewed process templates, click. This displays the last 3 process templates you viewed. (You can specify how many recent processes should be displayed by amending the Recent Processes option in the preferences for the gadget, see Setting Preferences). 3. To display your favorite process templates, click. Adding Process Templates as Favorites You can add a process template as a favorite. This is useful if there are process templates that you use frequently. You can remove a process template as a favorite at any time. 1. To add a process template as a favorite, select the process template and click. The process template is listed under Favorite Processes. 2. To remove a process template from Favorite Processes, click. 3. Hover your cursor over the process template and click. The process template is removed. Specifying a Date Range By default, the measures are displayed hourly for the current day. However, you can specify the dates for the measures that you want to view. 1. Click Start Date. A date picker is displayed. 2. You can specify the time that you want to start from or accept the default, which is the first minute of the day. Click AM or PM, if you want to enter the time in a 12 hour format. Click 24 if you want to use a 24 hour clock format. Note: For the 12 hour clock format AM is the first second of the day and PM is the second after (midday). For the 24 hour clock format, hour 00 is equivalent to 12 AM and hour 23 to PM. 3. Select the start month and start date of the time period that you want to view. 4. Click Target Date. A date picker is displayed. 5. Using the date picker, select the end month and target date of the time period that you want to view.

138 Reporting Gadget Overview You can specify the time that you want the date period to end or accept the default, which is the last minute of the day. Specifying the Time Period By default, the measures are displayed hourly for the current day. However, you can select the period of time for the measures you want to view by selecting one from the drop-down list (hours is selected by default). Note: If you select a measurement of time that spans too long a period of time, Openspace asks you to reduce the period of time you specified. Otherwise, there is too much information to display in the column chart. hours days weeks months years Displaying the Current Status of Process Instances for Selected Process Template 1. Click Process Instances. The gadget displays a column chart of the current status of the process instances for the first process template in your list for the current day. 2. Select the process template(s) whose process instance status you want to view, see Searching for Process Templates on page 58.The column chart displays the current status of the process instance(s) for the selected process template(s). For an explanation of process instance states, see Process Instance State on page Select the date range of the period whose status you want to review, see Specifying a Date Range on page Select the time period of the status you want to view, see Specifying the Time Period on page If you want to show the current status of the work items associated with the selected process instance(s), click the Work Item tab. The work item status for all the process instances started from the selected process template(s) is displayed as a pie chart in the Work Item tab.

139 138 Reporting Gadget Overview 6. By clicking on a particular section, more details are displayed, for example, the total time the work items in that section have been active. Displaying the Current Status of Work Items for selected Process Templates 1. Click Work Items. The gadget displays a column chart of the current status of the work items for the first process template in your list for the current day.

140 Reporting Gadget Overview Select the process templates whose work item status you want to view, see Selecting Process Templates. The column chart displays the current status of the work items for the selected process templates. For an explanation of work item states, see Work Item State. 3. To display the work item status as a column chart, click. To redisplay them as a pie chart, click. 4. Select the date range of the period whose status you want to review, see Specifying a Date Range. 5. Select the time period of the status you want to view, see Specifying the Time Period. 6. By clicking on a particular section, more details are displayed, for example, the total number of work items in that section.

141 140 Reporting Gadget Overview Displaying the Average Duration of Work Items and Process Instances for Selected Process Templates 1. Click Averages. The gadget displays a column chart of the current averages of the process instances for the first process template in your list for the current day. 2. Select the process templates whose average duration you want to view, see Selecting Process Templates. 3. From the top right-hand corner of the gadget, select one of the following from the drop-down list: Process Duration - allows you to see average duration of the process instances started from the selected process templates. The column chart displays the current average duration for the selected process templates. There are two measurements shown: Average Time Taken - displays the average time taken for each process instance of a process template. Process Total - displays the total time taken for each process instance of a process template. Work Item Duration - allows you to see average duration of the work items started from the selected process templates. The column cart displays the current average duration of the work items by status. See Work Item State. 4. Click Show Calender to specify the date range of the period whose average duration you want to view. See Specifying a Date Range. 5. Select the time period that you want the average duration to span for the selected process templates (x-axis), by clicking one of the following (hours is selected by default): hours days weeks months Note: If you select a measurement of time that spans too long a period of time, Openspace asks you to reduce the period of time you specified. Otherwise, there is too much information to display in the bar chart. 6. Select the time period that you want the average duration to be measured in (y-axis) by clicking one of the following (seconds is selected by default): seconds

142 Reporting Gadget Overview 141 minutes hours days Note: Seconds is selected by default which means that you see all the data but the values are high. If you know your process instances usually take longer to complete, 30 minutes for example, you might want to select a larger time period, like minutes. 7. By clicking on a particular section, more details are displayed, for example, the total time duration of work items in that section. Setting Preferences You can specify your preferences for the Reporting gadget. 1. Click. The following table describes the preferences you can set: Preference Default Tab Description Click on the name of the tab that you want displayed automatically when the Process Instance gadget is added. 3D Preferred (This option is currently not supported). Select this if you want to use 3D. Open Templates: Stack Averages: Logarithmic Scale Show Version: This option is not selected by default but you can select this if you want the Process Template panel to be displayed automatically. This option is not selected by default but you can select this if you want the averages in the column chart for work item duration displayed as stacked automatically. This option is selected by default. This allows you to account for differences in scales, for example, between minutes and hours. It allows small values and large values to be shown on the same chart. Deselect this option if you require a linear scale. This option is not selected by default but you can select this if you want the version numbers of the process templates displayed in the Process Template panel automatically. Min Width Type in the minimum width required for Process Template panel. By default this is Templates: 203. Height: Type in the minimum height required for the gadget. By default this is 483. Recent Processes: Type in the number of processes you require to be listed in the Recent Processes tab. By default, the last 3 processes you have accessed are listed. 2. Once you have selected your preferences, click to save your changes. 3. Click for the changes to take effect.

143 142 Logger Gadget Overview Logger Gadget Overview The Logger gadget is a diagnostic tool that allows you to investigate any problems you may have with Openspace. It records the messages that are returned from your browser. The messages are unique to your current browser session. You can save the messages by saving them to a file. Using the Logger gadget, you can: display the messages for the current session, diagnose problems by configuring the Logger gadget to record different levels of messages. Displaying Messages in the Logger Gadget To view the messages that have been returned from your browser, you must first add the Logger gadget to a tab. When the Logger gadget is added to a tab, it is displayed as shown below: The messages that are displayed in the Logger gadget have the following format: Timestamp messagetext where: timestamp is in the form DD/MM/YY HH:MM:SS and is the date and time the message was created. messagetext is the text of the message. There are 6 different levels of messages that you can record, as described in the following table:

144 Logger Gadget Overview 143 Action TRACE DEBUG INFO WARN ERROR FATAL Description TRACE is the lowest level of message that you can record. This is the most verbose level and should only be turned on when diagnosing problems. Types of messages recorded at this level can be tibcopanel. getoffsetheight ()=696), for example recording how Openspace is setting the height of the gadget. Messages recorded at this level mean the system is running normally and no remedial action is required. DEBUG records low-level diagnostic information. Types of messages recorded at this level are BusinessServicesGadget: refresh(). In other words, a user has refreshed the Business Services gadget. Messages recorded at this level mean the system is running normally and no remedial action is required. INFO displays audit level information messages. Messages recorded at this level mean the system is running normally and no remedial action is required. For example, Invoking BusinessServiceGadgetService service located at [ BusinessServiceGadgetService]. In other words, Openspace has started a business service and the location where it was started from. Messages recorded at this level mean minor potential problems or reduction in system performance. Investigation and rectification of the error is recommended at the first suitable opportunity. Messages recorded at this level mean there could be potential data integrity problems, reduction in system performance, or a system component is experiencing a serious problem. Urgent investigation and rectification of the error is required. Messages recorded at this level means that the system is down and the problem must be resolved before going on. Note: If you do receive messages at the ERROR or FATAL level, then you should contact TIBCO Support. Setting the Message Level To set the level of action that you want to record, click the corresponding level in the Logger gadget. The levels of message logging are cumulative. For example, if you select TRACE, all levels of message logging are selected and if you select INFO then WARN, ERROR and FATAL are selected also. If you only want to record errors, click ERROR and FATAL. If you have a particular problem to diagnose, you might want to select all the message levels so as to capture as much information as possible from your browser. Select the message level you require by clicking on the corresponding level in Openspace. For example, to select INFO, click. Once the levels are selected, the buttons turn green. The following screenshot shows that all levels of message logging have been selected:

145 144 Logger Gadget Overview Turning Off Logging You can turn off logging in the Logger gadget at any time. From the Logger gadget, click. Clearing the Logs You can clear the logs in the Logger gadget at any time. From the Logger gadget, click. Copying the Logs You can copy the messages from the Logger gadget to a text editor. This is useful because you may want to copy all or a selection of the logs so that you can send them to TIBCO Support for diagnostic purposes, for example. 1. Select the logs you want to copy by either: clicking and dragging the mouse over the specific logs you want to copy, or by selecting All Selected if you want to copy all the logs in the Logger gadget. 2. Once you have selected the logs you want to copy, click. The Copy/Paste window is displayed. 3. Use the copy and paste functions provided by the browser you are using to copy and paste the logs to the location you require. 4. Click Note: The copy and paste functions differ depending on the browser you are using. Refer to the documentation provided by your browser for more information. to close the Copy/Paste window and return to the Logger gadget.

146 Logger Gadget Overview 145 Saving the Logs to the Openspace Log File By default, the messages captured in the Logger gadget are saved to the BPM runtime appender. However, you can save the messages to a persistent log file that is generated by Openspace. By default, the log files are generated by Openspace automatically: every time you restart your system every day at midnight Note: Your system administrator determines how the Openspace log file is generated so you should consult your system administrator to confirm exactly how the Openspace log file is generated. This is achieved by configuring the logging properties in the OSProperties.properties file. See TIBCO ActiveMatrix BPM Administration Guide for more information. From the Logger gadget, click. When you click, the messages are appended to the end of the log file. TIBCO Administrator provides you with different types and levels of logging information depending on your requirements. See TIBCO ActiveMatrix BPM Administration Guide for more information. Setting Preferences You can specify your preferences for the Logger gadget. The following table describes the preferences you can set: Preference Default Log Level Auto Scroll Description Click on the Log Level that you want displayed automatically when the Logger gadget is added. See Setting the Message Level for more information. Select this option if you want the Logger gadget to scroll down to the last entry automatically. This option is selected by default. 1. From the Logger gadget, Click. The Prefer 2. From the dialog, select your preferences. 3. Click to save your changes. 4. Click for the changes to take effect.

147 146 Working with the Webview Gadget Working with the Webview Gadget The Webview gadget enables you to render a third-party website by typing in a specific URL. Secondly, using TIBCO PageBus, the Webview gadget can subscribe to messages sent from the Work Views and Business Services gadgets within Openspace. The messages can specify a new URL or a token that can be appended to the existing URL. The Webview gadget responds by modifying the URL, and rendering the new website. The advantage of this is that if there have been any changes to the status of your work items or business services, for example, the Webview gadget can be updated to display the newly updated information dynamically. Note: You cannot customize the Webview gadget. For example, you cannot change the gadget name, category or height and/or associate a custom thumbnail for a web page. If you want to do this, you must create an Openspace Compatible gadget either by the URL is not a Gadget Spec - it is a web site option from the Contribute Gadget dialog or using the GWT toolkit. There are a number of functions on the Webview gadget that are common to all Openspace gadgets. See Common Openspace Gadget Functions for information about these functions. Rendering a Specific URL The Webview gadget enables you to render a third-party website using a specific URL. 1. Add the Webview gadget to a tab, see Adding Gadgets to a Tab. 2. Click. The Webview URL box displays. 3. Type in the URL of the website you want to display. 4. Click. The Webview gadget now displays the website whose URL you specified. Dynamically Rendering a URL Using TIBCO PageBus, the Webview gadget can subscribe to messages sent from the Work Views and Business Services gadgets within Openspace. The messages are published using the forms defined in your BPM application using TIBCO Business Studio. This is achieved by adding JavaScript that uses the TIBCO PageBus Publish and Subscribe functions and adding it as a presentation resource. It also should be available to the forms that you define in TIBCO Business Studio. For more information about TIBCO PageBus, see TIBCO PageBus Developer s Guide. Note: As the Work Views and Business Services gadgets are the only gadgets that can display forms, these are the only gadgets within Openspace that the Webview gadget can subscribe to. When an action is performed on a form, a submit for example, a message can be sent to the Webview gadget that specifies a new URL or a token that can be appended to the existing URL. The Webview gadget responds by modifying the URL, and rendering the new website. Note: The WebView gadget always appends the URL to the base URL specified in the gadget. For a full URL to be rendered, you must set the base URL to be blank in the Webview URL box. See Rendering a Specific URL.

148 Working with the Webview Gadget 147 If you have specified a token to be appended to an existing URL and you use the Refresh button on the gadget, then the Webview gadget always refreshes the original base URL rather than the appended URL. This means that the Webview gadget will then display the original URL, not the appended URL. If you want to refresh the gadget, you must use the refresh option in your browser. The method for doing this depends on the browser you are using. Refer to your browser for information on how to do this. The advantage of this is that, if there have been any changes to your work items or business services, for example, the Webview gadget can be updated to display the newly updated information dynamically. 1. In TIBCO Business Studio, expand your project in the Project Explorer. You now need to add the JavaScript that uses the TIBCO PageBus Publish and Subscribe functions as a presentation resource. 2. If no Presentation Resources folder exists in the project, you must create one. a) Right-click the project and select New > Folder. The Folder dialog displays. b) In the Folder name: box, type Presentation Resources. c) Click Finish to close the dialog. 3. Create a folder in your Presentation Folders to contain your JavaScript. a) Right-click Presentation Folders and select New > Folder. The Folder dialog displays. b) In the Folder name: box, type a name for your folder. c) Click Finish to close the dialog. 4. Create the JavaScript. a) Right-click your folder and select New > Other. The New wizard dialog displays. b) From the Wizards box, expand JavaScript. c) Select JavaScript Source File. d) Click Next. The JavaScript dialog displays. e) In the File name: box, type a name for your JavaScript. f) Click Finish to close the dialog. g) Open the JavaScript source file you just created and add the following: function subscribelistenercontrol(subject, control) { var callback = function(subject, message, control) { var value = control.getvalue(); if (message!= null && message.length > 0) { value += "message: " + message + "\r\n"; } control.setvalue(value); }; PageBus.subscribe(subject, null, callback, control); } function publishmessage(subject, message) { PageBus.publish(subject, message); } You should now have something similar to that shown below. 5. All the forms you define in your project must reference the JavaScript you created above, as shown below:

149 148 Working with the Webview Gadget 6. Create an action on your form, for example, a button that is activated when Enter is pressed (a Submit button, for example) which runs JavaScript similar to that shown below: publishmessage("com.tibco.openspace.webview.subjectchange", control.field.getvalue()); where: control.field is the name of the field that is passing the URL to the Webview gadget. getvalue is the URL specified. This can be either, a complete URL, for example, or a PageBus topic that will be appended to an existing URL, for example /industries/default.jsp. For example, publishmessage("com.tibco.openspace.webview.subjectchange",control.field.getvalue(/ industries/default.jsp));

150 Administering Managed Events Overview 149 Administering Managed Events Overview To administer Managed Events, you must first contribute a gadget, and then use the Hub Policy Administrator. Communicating from Gadget to Gadget Openspace allows contributed gadgets to communicate with Openspace and with other gadgets. Contributed gadgets run in Iframes that are code isolated for security reasons. Managed Events provide communication between gadgets and Openspace securely using the TIBCO PageBus Managed Hub. Note: A ManagedEvent is an extension of a normal Google Web Toolkit (GWT) GwtEvent. A PageBus message is any JavaScript type that can be published directly to the TIBCO PageBus. A Hub Policy is used to control which gadgets have the ability to either fire or receive specific Managed Events or PageBus messages. Managed Events extend the normal Google Web Toolkit (GWT) Event/Handler model and transparently handle the PageBus message details. Gadgets that are developed in GWT can use Managed Events. Non-GWT JavaScript applications can also subscribe to and publish PageBus messages directly using the TIBCO PageBus Managed Hub API. For API details see: TIBCO PageBus Developer s Guide Software Release 2.0 October 2009 Note: All contributed gadgets run in secure iframes that are code isolated from Openspace and other gadgets. To administer Managed Events, you must first contribute a gadget, and then use the Hub Policy Administrator. Contributing a Gadget You must contribute a gadget to the Hub Policy Administrator to administer managed events. 1. Deploy an application (GWT or JavaScript) to the webserver. 2. Contribute a deployed gadget to Openspace. a) Click on a tab to display the Gadgets panel. b) Select More Gadgets > Contribute Gadget. c) For the Gadget Spec URL, enter the URL of the application created in step 1. d) For the Hub Policy URL, enter the Hub Policy URL. When a gadget is contributed a URI is specified to a HubPolicy file. The HubPolicy is required for Openspace to publish Managed Events. The HubPolicy file defines the URL the gadget is loaded from and the topics associated with either Managed Events or PageBusMessages the gadget is allowed to publish and subscribe to. e) Enter a Name and Description for the gadget you are creating. f) Select Import Gadget. When you have contributed a policy, the HubPolicy Administrator page appears showing the HubPolicy you have contributed. All access will initially be set to not granted and this view of the HubPolicy Administrator is read only. 3. Select Close. This loads the gadget onto the palette. 4. Select the gadget on the palette and select Add Gadget. 5. Select Manage Gadgets > Communication. The Hub Policy Administrator is displayed as a tree of checkbox elements (it adds the new hub policy to the list). Each item that is checked is granted permission and each that is not checked is denied permission.

151 150 Administering Managed Events Overview Using the Hub Policy Administrator The Hub Policy Administrator is used to configure what URI's have access to publish or subscribe to topics for messages or events on the PageBus Managed Hub. Note: Permissions are granted based on the Origin value of a given URI. The Origin value includes only the URI scheme and the host value. For example, for the Origin is All URI values that have the same Origin have the same permissions. Sample HubPolicy File on page 151. Note: Only a user who has the viewhubpolicy (to read only) or edithubpolicy (to read and edit) system actions configured can use the Hub Policy Administrator. See System Actions in TIBCO ActiveMatrix BPM Concepts for more information. The Hub Policy Administrator displays the items as a tree. The tree can be ordered in one of three orders: Domain, Topic Name, Topic Category. The order is selected from one of the radio buttons at the top of the display. The checkbox against each item in the tree is a three state checkbox which can be checked, unchecked, or multichecked which is indicated by a checkbox with blue shading. The multi-checked state indicates that some child elements are checked and some child elements are unchecked. If all child elements are checked then the parent checkbox will be checked. If all child elements are unchecked then the parent checkbox will be unchecked. In the example above, the tree is ordered by Domain, and the multi-checked state at the top level and the level below that shows that a child element of each level is unchecked. An exclamation point icon next to the checkbox indicates that an item is required. This means that if permission is not granted for this item the gadget cannot operate normally and may not be loaded as a result. This icon can have three colors:

152 Administering Managed Events Overview 151 Yellow: Item is required and has been selected. For a parent node this means all child items are required and all of them have been checked. Red: Item is required and has not been selected. For a parent node this means that at least one child that is required has not been checked. Green: This applies only for a parent node and indicates that some child elements are required and some are not but all those that are required have been checked. Note: When the URI refers to the Manager Application (the application running in the main page loaded in the browser, not in an iframe) then this URI has a special designation as Window.Location: URI: Window.Location When Window.Location is encountered for the URI value the actual URI of the main loaded page is substituted for this value. 1. From a tab, expand the User Preferences area. 2. Click More Gadgets to display the Gadget Store. 3. From the Gadget Store, click Manage Gadgets > Communication. The Hub Policy Administrator displays. Developing Managed Events To enable development of managed events, you can use HubPolicy Files, Openspace Managed Events and two sample applications. HubPolicy File which defines the URL the gadget is loaded from and the topics associated with either Managed Events or PageBusMessages the gadget is allowed to publish and subscribe to. See Sample HubPolicy File. Openspace Managed Events, which are a number of Managed Events published by Openspace. See Openspace Managed Events. Two demo applications (Google Web Toolkit (GWT) and JavaScript) are supplied for you to edit to your own requirements. See Demo Applications. Sample HubPolicy File The HubPolicy file defines the URL the gadget is loaded from and the topics associated with either Managed Events or PageBusMessages the gadget is allowed to publish and subscribe to. The HubPolicy Administrator does not allow you to add a HubPolicy if the domain URI value is a duplicate of one that already exists. However, a new domain URI value may have the same Origin value even though the domain URI is different. If you contribute a Gadget with a HubPolicy (or a HubPolicy is added) that contains an Origin value that is a duplicate of one that exists in the current global HubPolicy, then: Any permissions granted to this Gadget's domain URI is granted to all Gadgets with the same Origin. Any permissions granted to the other Gadgets with the same Origin are also granted to this Gadget. For example, the following domain URIs have the same Origin value ( The HubPolicy allows publish a, subscribe A. The HubPolicy allows publish b, subscribe B. The HubPolicy allows publish c, subscribe C. Each of these can be added with its own domain element in the HubPolicy. Whatever permissions are given are accumulated for the same Origin. In other words, each one of the three has all of the combined permissions. For example, for all the domain URIs beginning the HubPolicy allows publish a,b,c, subscribe A,B,C. The URI value must be URI encoded. See HubPolicy schema notes.

153 152 Administering Managed Events Overview This example shows subscribe elements for each of the Openspace ManagedEvents that are currently fired to the ManagedHub. <hubpolicy orderby="domain"> <domain id="com.tibco.openspace.demo.iframe1" uri="http%3a%2f%2faliasappone %3A9090%2FManagedHubDemo%2FManagedHubDemo.html%3Fapp%3D1%26iframeTemplate %3Dhorizontal" > <publish> <topic grant="1" required="1" category="openspaceapp" name="com.tibco.bpm.web.client.model.managedevents.webviewchangedevent_ext_managedevent" /> <topic grant="1" required="1" category="iframe1" name="com.tibco.openspace.managedhubdemo.msg.iframe1" /> <topic grant="1" required="1" category="iframe1" name="com.tibco.bpm.web.client.model.managedevents.templatemanagedevent_ext_managedevent.iframe1" /> </publish> <subscribe> <topic grant="1" required="1" category="openspaceapp" name="com.tibco.bpm.web.client.model.managedevents.businessserviceevent_ext_managedevent" /> <topic grant="1" required="1" category="openspaceapp" name="com.tibco.bpm.web.client.model.managedevents.localechangedevent_ext_managedevent" /> <topic grant="1" required="1" category="openspaceapp" name="com.tibco.bpm.web.client.model.managedevents.loginevent_ext_managedevent" /> <topic grant="1" required="1" category="openspaceapp" name="com.tibco.bpm.web.client.model.managedevents.logoutevent_ext_managedevent" /> <topic grant="1" required="1" category="openspaceapp" name="com.tibco.bpm.web.client.model.managedevents.persistenceevent_ext_managedevent" /> <topic grant="1" required="1" category="openspaceapp" name="com.tibco.bpm.web.client.model.managedevents.processinstanceevent_ext_managedevent" /> <topic grant="1" required="1" category="openspaceapp" name="com.tibco.bpm.web.client.model.managedevents.workitemdataevent_ext_managedevent" /> <topic grant="1" required="1" category="openspaceapp" name="com.tibco.bpm.web.client.model.managedevents.workitemevent_ext_managedevent" /> <topic grant="1" required="1" category="managerapp" name="com.tibco.openspace.managedhubdemo.msg.managerapp" /> <topic grant="1" required="1" category="" name="com.tibco.openspace.managedhubdemo.msg.scheduled" /> <topic grant="1" required="1" category="iframe2" name="com.tibco.openspace.managedhubdemo.msg.iframe2" /> <topic grant="1" required="1" category="managerapp" name="com.tibco.bpm.web.client.model.managedevents.templatemanagedevent_ext_managedevent.manager App" /> <topic grant="1" required="1" category="iframe2" name="com.tibco.bpm.web.client.model.managedevents.templatemanagedevent_ext_managedevent.iframe2" /> </subscribe> </domain> </hubpolicy> Openspace Managed Events Several Managed Events are currently published by Openspace to the Managed Hub. BusinessServiceEvent LocaleChangedEvent LoginEvent LogoutEvent PersistenceEvent ProcessInstanceEvent ProcessTemplateEvent SystemActionsEvent WorkItemDataEvent WorkItemEvent

154 Administering Managed Events Overview 153 WebviewChangedEvent is a ManagedEvent that Openspace subscribes to and can receive from a contributed gadget. Managed Events Topic Names There are several available topic names for Openspace Managed Events. The topic name is the fully qualified class name suffixed with _Ext_ManagedEvent. Publish Events com.tibco.bpm.web.client.model.managedevents.businessserviceevent_ext_managedevent com.tibco.bpm.web.client.model.managedevents.localechangedevent_ext_managedevent com.tibco.bpm.web.client.model.managedevents.loginevent_ext_managedevent com.tibco.bpm.web.client.model.managedevents.logoutevent_ext_managedevent com.tibco.bpm.web.client.model.managedevents.persistenceevent_ext_managedevent com.tibco.bpm.web.client.model.managedevents.processinstanceevent_ext_managedevent com.tibco.bpm.web.client.model.managedevents.processtemplateevent_ext_managedevent com.tibco.bpm.web.client.model.managedevents.systemactionsevent_ext_managedevent com.tibco.bpm.web.client.model.managedevents.workitemdataevent_ext_managedevent com.tibco.bpm.web.client.model.managedevents.workitemevent_ext_managedevent Subscribe Event com.tibco.bpm.web.client.model.managedevents.webviewchangedeven_ext_managedevent Demo Applications Two demo applications (Google Web Toolkit (GWT) and JavaScript) are supplied with the Openspace documentation for you to edit to your own requirements. Accessing Crossframe Gadget Demo Applications 1. Go to the following location:tibco_home\bpm\n.n\doc\html\openspace User's Guide\web_client_APIs \cross_frame_comms where n.n is the version of TIBCO ActiveMatrix BPM that you are using. 2. Unzip the file amxbpm-crossframe-communication-sample.zip. This contains the folder com.tibco.openspace.sample.managedhub. 3. For details on setting up, compiling, running, and deploying the demo applications contained in this folder, see: \com.tibco.openspace.sample.managedhub\war\readme.txt When a gadget running under Openspace is developed as a GWT application then Managed Events can be used to receive events from Openspace and to fire/receive events to/from other gadgets running under Openspace. The normal GWT Event/Handler model is extended to transparently fire Managed Events to locally registered handlers and also publish these on the PageBus ManagedHub to any subscribed gadgets. When a ManagedEvent is fired it is JSON (JavaScript Object Notation) serialized and passed as a PageBus message. When this message is received a ManagedEvent class of the original type is created and this ManagedEvent is fired just as if it were locally fired by the gadget application. A non-gwt gadget can also publish and subscribe to the JSON serialized message format using the JavaScript PageBus interface directly. In this case a published message must be created to match the JSON serialized message and the received message is processed directly as a PageBus message. The JavaScriptDemo application provides an example of how this is done. See the JavaScriptDemo.js file. GWT Application - Summary Steps This uses the example client class in the ManagedHubDemo example GWT application. com.tibco.openspace.demo.client.iframeappexampleview 1. Create ManagedEvent and ManagedEventHandler classes. See example classes:

155 154 Administering Managed Events Overview com.tibco.bpm.web.client.model.managedevents.templatemanagedevent com.tibco.bpm.web.client.model.managedevents.templatemanagedeventhandler 2. Create a new class that extends the com.tibco.bpm.web.client.model.pagebus.hub.managedeventclient abstract class and implement the three abstract methods: public abstract void addevents(); public abstract void addhandlers(); public abstract void addsubscribers(); Optionally override other ManagedEventClient methods as required. See the IframeAppExampleView inner class: IframeAppExampleManagedEventClient JavaScript Application - Summary Steps This uses the JavaScriptDemo example application which is included with the ManagedHubDemo files. This example consists of three files: The main html file:./javascriptdemo.html Two JavaScript files which are loaded from the main page like this: <head> <title></title> <!-- Load the PageBus JavaScript file. --> <script type="text/javascript" language="javascript" src="./managedhubdemo/pagebus.js"></script> <!-- Load the JavaScriptDemo JavaScript file. --> <script type="text/javascript" language="javascript" src="./managedhubdemo/javascriptdemo.js"></ script> </head> The steps for creating a JavaScript client that receives ManagedEvents from Openspace are similar to those of the ManagedHubDemo example GWT application with several key differences: The TIBCO PageBus ManagedHub JavaScript interface must be used directly. For details on this interface see: TIBCO PageBus Developer s Guide Software Release 2.0 October 2009 In JavaScript there is no ManagedEvent or ManagedEventHandler classes so the JavaScript message object is handled directly. In JavaScript there is no ManagedEventClient class which handles the details of creating and connecting the IframeHubClient. This needs to be done directly in JavaScript. Note: The same basic steps are performed as in the createiframehubclient() method of the ManagedEventClient class in GWT. 1. Check the format of the messages that correspond to the Openspace ManagedEvent the client will be receiving: See JSON Message Format. 2. Create an ondatacallback function to handle the message resulting from an Openspace ManagedEvent: function ondatacallback(topic, message, subscriberdata) { // Process topic and message here. } 3. Create the IframeHubClient: See the JavaScriptDemo.js createiframehubclient function. 4. Connect the IframeHubClient: The call to IframeHubClient connect is asynchronous and the post connect actions must be done in a callback that is passed to the connect method:

156 Administering Managed Events Overview 155 iframehubclient.connect(onconnectcompletecallback); 5. After connecting the IframeHubClient: These actions are performed in the onconnectcompletecallback. Subscribe to each of the message types using the topic and ondatacallback that will process incoming messages. The JavaScriptDemo.js provides two examples functions that subscribe to messages: dopagebusmessagesubscribe(); domanagedeventmessagesubscribe(); These both subscribe to messages in the same way. The only difference is in distinguishing between messages that result from an Openspace ManagedEvent being fired and any other message that can be published on the PageBus. JSON Message Format The following examples show the JSON serialized format of the Openspace published ManagedEvent messages. These values are returned in the ondatacallback which looks like this: function ondatacallback(topic, message, subscriberdata) { // Process topic and message here. } where: topic = A JavaScript String. message = A JavaScript Object. subscriberdata = The value passed on the subscribe method. The ondatacallback function is passed as a parameter to the JavaScript iframehubclient.subscribe method. Note: The format of the message parameter of the OnData callback is a JavaScript Object that looks like this: { message : "A JSON serialized string for the data that the ManagedEvent class defines", messagetype : "com.tibco.bpm.web.client.model.pagebus.message.pagebusmessage", schemaid : "com.tibco.bpm.web.client.model.managedevents.managedeventclassname_ext_managedevent_1.0.0", topic : "com.tibco.bpm.web.client.model.managedevents.managedeventclassname_ext_managedevent" } BusinessService Event topic :"com.tibco.bpm.web.client.model.managedevents.businessserviceevent_ext_managedevent" message : { message : "{\"action\":\"start\",\"processinstanceid\":\"processinstanceid\",\"modulename\":\"modulename \",\"processname\":\"processname\",\"version\":\"version\",\"category\":\"category\",\"managedeventversion \":\"1.0.0\"}", messagetype : "com.tibco.bpm.web.client.model.pagebus.message.pagebusmessage", schemaid : "com.tibco.bpm.web.client.model.managedevents.businessserviceevent_ext_managedevent_1.0.0", topic : "com.tibco.bpm.web.client.model.managedevents.businessserviceevent_ext_managedevent" } or { message : "{\"action\":\"one of: CANCEL, COMPLETE, UPDATE\",\"processInstanceId\": \"processinstanceid\",\"managedeventversion\":\"1.0.0\"}", messagetype : "com.tibco.bpm.web.client.model.pagebus.message.pagebusmessage",

157 156 Administering Managed Events Overview BusinessService Event schemaid : "com.tibco.bpm.web.client.model.managedevents.businessserviceevent_ext_managedevent_1.0.0", topic : "com.tibco.bpm.web.client.model.managedevents.businessserviceevent_ext_managedevent" } LocaleChangedEvent topic :"com.tibco.bpm.web.client.model.managedevents.localechangedevent_ext_managedevent" message : { message : "{\"locale\":\"en_us\",\"names\":[\"gadgetclassname1\",\"gadgetclassname2\"], \"managedeventversion\":\"1.0.0\"}", messagetype : "com.tibco.bpm.web.client.model.pagebus.message.pagebusmessage", schemaid : "com.tibco.bpm.web.client.model.managedevents.localechangedevent_ext_managedevent_1.0.0", topic : "com.tibco.bpm.web.client.model.managedevents.localechangedevent_ext_managedevent" } or { message : "{\"locale\":\"en_us\",\"names\":[],\"managedeventversion\":\"1.0.0\"}", messagetype : "com.tibco.bpm.web.client.model.pagebus.message.pagebusmessage", schemaid : "com.tibco.bpm.web.client.model.managedevents.localechangedevent_ext_managedevent_1.0.0", topic : "com.tibco.bpm.web.client.model.managedevents.localechangedevent_ext_managedevent" } LoginEvent topic :"com.tibco.bpm.web.client.model.managedevents.loginevent_ext_managedevent" message : { message : "{\"username\":\"username\",\"guid\":\"guid\",\"managedeventversion\":\"1.0.0\"}" messagetype : "com.tibco.bpm.web.client.model.pagebus.message.pagebusmessage", schemaid : "com.tibco.bpm.web.client.model.managedevents.loginevent_ext_managedevent_1.0.0", topic : "com.tibco.bpm.web.client.model.managedevents.loginevent_ext_managedevent" } LogoutEvent topic :"com.tibco.bpm.web.client.model.managedevents.logoutevent_ext_managedevent" message : { message : "{\"username\":\"username\",\"managedeventversion\":\"1.0.0\"}", messagetype : "com.tibco.bpm.web.client.model.pagebus.message.pagebusmessage", schemaid : "com.tibco.bpm.web.client.model.managedevents.logoutevent_ext_managedevent_1.0.0", topic : "com.tibco.bpm.web.client.model.managedevents.logoutevent_ext_managedevent" } PersistenceEvent topic : "com.tibco.bpm.web.client.model.managedevents.persistenceevent_ext_managedevent" message : { message : "{\"action\":\"one of: SAVE_DEFAULTS, DROP_USER, RESET_PERSONAS\",\"persona\": \"persona\",\"managedeventversion\":\"1.0.0\"}",

158 Administering Managed Events Overview 157 PersistenceEvent messagetype : "com.tibco.bpm.web.client.model.pagebus.message.pagebusmessage", schemaid : "com.tibco.bpm.web.client.model.managedevents.persistenceevent_ext_managedevent_1.0.0", topic : "com.tibco.bpm.web.client.model.managedevents.persistenceevent_ext_managedevent" } or { message : "{\"action\":\"reset_persona\",\"managedeventversion\":\"1.0.0\"}", messagetype : "com.tibco.bpm.web.client.model.pagebus.message.pagebusmessage", schemaid : "com.tibco.bpm.web.client.model.managedevents.persistenceevent_ext_managedevent_1.0.0", topic : "com.tibco.bpm.web.client.model.managedevents.persistenceevent_ext_managedevent" } ProcessInstanceEvent topic :"com.tibco.bpm.web.client.model.managedevents.processinstanceevent_ext_managedevent" message : { message : "{\"action\":\"start\",\"processinstanceid\":\"processid\",\"modulename\":\"modulename\", \"processname\":\"processname\",\"version\":\"version\",\"managedeventversion\":\"1.0.0\"}", messagetype : "com.tibco.bpm.web.client.model.pagebus.message.pagebusmessage", schemaid : "com.tibco.bpm.web.client.model.managedevents.processinstanceevent_ext_managedevent_1.0.0", topic : "com.tibco.bpm.web.client.model.managedevents.processinstanceevent_ext_managedevent" } or { message : "{\"action\":\"one of: CANCEL, RESUME, SUSPEND\",\"processInstanceId\":\"processId\", \"managedeventversion\":\"1.0.0\"}", messagetype : "com.tibco.bpm.web.client.model.pagebus.message.pagebusmessage", schemaid : "com.tibco.bpm.web.client.model.managedevents.processinstanceevent_ext_managedevent_1.0.0", topic : "com.tibco.bpm.web.client.model.managedevents.processinstanceevent_ext_managedevent" } or { message : "{\"action\":\" SELECT\",\"processInstanceId\":\"managedEventVersion\":\"1.0.0\"}", messagetype : "com.tibco.bpm.web.client.model.pagebus.message.pagebusmessage", schemaid : "com.tibco.bpm.web.client.model.managedevents.processinstanceevent_ext_managedevent_1.0.0", topic : "com.tibco.bpm.web.client.model.managedevents.processinstanceevent_ext_managedevent" } Process Template Event topic : "com.tibco.bpm.web.client.model.managedevents.processtemplateevent_ext_managedevent" message : { message : "{\"action\":\"select\",\"modulename\",\"processname\":\"version\":\"description\", \"managedeventversion\":\"1.0.0\"}", messagetype : "com.tibco.bpm.web.client.model.pagebus.message.pagebusmessage", schemaid : "com.tibco.bpm.web.client.model.managedevents.processtemplateevent_ext_managedevent_1.0.0",

159 158 Administering Managed Events Overview Process Template Event topic : "com.tibco.bpm.web.client.model.managedevents.processtemplateevent_ext_managedevent" } SystemActionsEvent topic :"com.tibco.bpm.web.client.model.managedevents.systemactionsevent_ext_managedevent" message : { message : "{\"systemactions\":[{key:{\"entitytype\":\ entityguid\":\"actioncomponent\": \"actioncomponent1\",\"actionname\":\"actionname1\"},value:true},{key:{\"entitytype\":\"entityguid\": \"actioncomponent\":\"actioncomponent2\",\"actionname\":\"actionname2\"},value:true}], \"managedeventversion\":\"1.0.0\"}", messagetype : "com.tibco.bpm.web.client.model.pagebus.message.pagebusmessage", schemaid : "com.tibco.bpm.web.client.model.managedevents.systemactionsevent_ext_managedevent_1.0.0", topic : "com.tibco.bpm.web.client.model.managedevents.systemactionsevent_ext_managedevent" } WebviewChangedEvent Note: This is not published by Openspace but is received and handled by Openspace from external gadgets. topic : "com.tibco.bpm.web.client.model.managedevents.webviewchangedevent_ext_managedevent" message : { message : "{\"subject\":\"subject\",\"managedeventversion\":\"1.0.0\"}", messagetype : "com.tibco.bpm.web.client.model.pagebus.message.pagebusmessage", schemaid : "com.tibco.bpm.web.client.model.managedevents.webviewchangedevent_ext_managedevent_1.0.0", topic : "com.tibco.bpm.web.client.model.managedevents.webviewchangedevent_ext_managedevent" } WorkItemDataEvent topic :"com.tibco.bpm.web.client.model.managedevents.workitemdataevent_ext_managedevent" message : { message : "{\"action\":\"open\",\"workitemid\":1234,\"version\":12,\"processid\":\"processid\",\"datafeed\": \"datafeed\",\"managedeventversion\":\"1.0.0\"}", messagetype : "com.tibco.bpm.web.client.model.pagebus.message.pagebusmessage", schemaid : "com.tibco.bpm.web.client.model.managedevents.workitemdataevent_ext_managedevent_1.0.0", topic : "com.tibco.bpm.web.client.model.managedevents.workitemdataevent_ext_managedevent" } WorkItemEvent topic : "com.tibco.bpm.web.client.model.managedevents.workitemevent_ext_managedevent" message : { message : "{\"action\":\"one of: OPEN, CLOSE, COMPLETE, CANCEL, SELECT\",\"workItemId\": 1234,\"version\":12,\"processId\":\"processId\",\"managedEventVersion\":\"1.0.0\"}", messagetype : "com.tibco.bpm.web.client.model.pagebus.message.pagebusmessage", schemaid : "com.tibco.bpm.web.client.model.managedevents.workitemevent_ext_managedevent_1.0.0",

160 Administering Managed Events Overview 159 WorkItemEvent topic : "com.tibco.bpm.web.client.model.managedevents.workitemevent_ext_managedevent" } or { message : "{\"action\":\"close_list\",\"workitemid\":0,\"version\":0,\"closelistitems\":[{\"workitemid\": 123,\"version\":12},{\"workItemId\":124,\"version\":13},{\"workItemId\":125,\"version\":14}], \"managedeventversion\":\"1.0.0\"}", messagetype : "com.tibco.bpm.web.client.model.pagebus.message.pagebusmessage", schemaid : "com.tibco.bpm.web.client.model.managedevents.workitemevent_ext_managedevent_1.0.0", topic : "com.tibco.bpm.web.client.model.managedevents.workitemevent_ext_managedevent" }

161 160 Openspace - Mobile Overview Openspace - Mobile Overview Openspace - Mobile allows you to access Openspace from your mobile. Note: Openspace - Mobile is only supported on iphone. It is not supported on any other mobile device. Using Openspace - Mobile, you can access some of your gadgets from your mobile. You can: access your To Do List open work items and complete them allocate work items to yourself or other users display the current status of an individual process instance or group of process instances, by hours, days, months or years. You can also display the current status of all the work items associated with the individual process instance or group of process instances you have selected. configure the settings for Openspace - Mobile. Accessing Openspace - Mobile To start Openspace - Mobile you must enter a URL. Your system administrator determines how you start Openspace - Mobile but the URL will be in the form of where machinename should be a fully qualified domain name or IP address. To start Openspace - Mobile, enter the URL. Note: You must log in to Openspace - Mobile with a valid BPM username and password. After the browser connects, the following screen is displayed: Logging into Openspace - Mobile 1. In the User Name: field, type your username. 2. Press Tab. 3. In the Password: field, type your password. 4. Click Login.

162 Openspace - Mobile Overview 161 The first time you log in to Openspace - Mobile, the following screen layout is displayed: Click on the gadget you want to view. You can select either: To Do List, see Using To Do List. Performance, see Using Performance. Settings, see Using Settings. Using Gadgets in Openspace - Mobile There are some functions that are common to all gadgets in Openspace - Mobile. Function Description Click to refresh the screen at anytime. Click to return to the Main screen from whereever you are in Openspace - Mobile. Click to cancel the current action. Note: The Search functionality is not available in this release. Using To Do List You can use the To Do List to display the work items in your list. From here, you can process work items. Click To Do List to display your work items.

163 162 Openspace - Mobile Overview From the To Do List you can: View your work item list, see Work Item Status. Open, complete and submit work items, see Processing Work Items. Allocate a work item to yourself or others, see Allocating Work Items. Search for work items. Note: Search functionality is not available for this release. Work Item Status The status of a work item determines what stage it has reached in the process. A work item can have various states. The following table shows how the work item states are displayed in Openspace - Mobile: State Description OFFERED. The work item is being offered to you to work on. When a work item is in an OFFERED state, you can: open and work on the work item (while it is open, its state changes to OPENED), allocate the work item to yourself, causing it to be removed from all other user s work lists, allocate the work item to another user, causing it to be removed from all work lists other than the user s to which it was allocated, or skip the work item, causing it to be submitted and the process to advance to the next task (all required fields must be filled in). ALLOCATED. A work item with an allocated state appears only in your work list. Work items can be allocated to a specific user in the following ways: by the system when it is initially distributed, you can allocate a work item to yourself, or you can allocate a work item to another user. OPENED. The work item is currently opened and locked by a user.

164 Openspace - Mobile Overview 163 State Description PENDED. This occurs when you open a work item, perform some work on it, then close it without submitting it. Once it is in this state, the work item appears only in your list. Processing Work Items Open a work item to process it. You can fill in the form and complete the work item or save your changes, depending on your requirements. 1. Click a work item to select it. The work item is displayed. 2. Click to open the work item. An example of an opened work item is shown below: Enter the information you require in the form and then you can either:

165 164 Openspace - Mobile Overview click click to save the information but not submit the work item. to save and submit the work item. Allocating Work Items A work item can be allocated to a specific user. This means that the work item is supposed to be worked on by that specific user - the work item only appears in your list with a state of ALLOCATED. To allocate a work item, select the work item and click. Using Performance Performance allows you to display the current status of the process instances for a selected process template or group of process templates, by days, weeks, months or years. You can also display the current status of all the work items associated with the process instances for the individual or group of process templates you have selected. The results are displayed in either a column chart or a pie chart, depending on what you are viewing. Once you have selected Performance, the following screen is displayed: Viewing the Status of Selected Process Templates The procedure for viewing the current status of the process instances and the work items associated with the process instances for the selected process templates are the same. 1. Depending on your requirements, click: ToDo Items Measures, to view the current status of the work items associated with the process instances for the selected process templates. Process Instances Measures, to view the current status of the process instances for the selected process templates. The following screen is displayed:

166 Openspace - Mobile Overview Select the process templates whose status you want to view. The screen displays a column chart of the current status of the work items or process instances, depending on whether you selected ToDo Items Measures or Process Instances Measures. The screen below is an example of a screen showing the work item status. 3. From Scope, select one of the following from the drop list (daily is selected by default): daily weekly monthly yearly 4. Click Start Date. Type the date in the format DD/MM/YY. Note: The start date you select starts from the first second of the day. 5. Click Target Date. Type the date in the format DD/MM/YY. Note: Note that: The target date you select ends at the last second of the day.

167 166 Openspace - Mobile Overview If you select a measurement of time that spans too long a period of time, Openspace asks you to reduce the period of time you specified. Otherwise, there is too much information to display in the bar chart. The date is in the format DD/MM/YY and is not configurable. To display the status as a bar chart, click. To redisplay them as a pie chart, click. 6. By clicking on a particular section, more details are displayed, for example, the total number of work items in that section and the percentage of total work items that this section makes up. Using Settings You can configure Openspace - Mobile using Settings. When you click Settings, the following screen is displayed: You can click Help and About... to view the help information.

168 Note: Help information is not available for this release. Openspace - Mobile Overview 167

169 168 About User Access About User Access Openspace displays all functions, and shows all buttons and menu selections that are available, even though you may not be able to use those functions because of your access privileges. Access to functions in Openspace is controlled by system actions. System actions are actions that need to be authorized, or need to be restricted to users with a certain level of authority. These actions might include, for example, re-allocating workitems, skipping workitems, viewing another user s work list, or administering resources. This authorization is implemented by associating system actions with privileges within the organization model that is built in TIBCO Business Studio. See TIBCO Business Studio Process Modeler User s Guide for more information. Some Openspace functions are controlled by a single system action, some are controlled by multiple system actions, whereas some are not controlled by system actions at all. At runtime, BPM maintains a list of system actions and of privileges, as defined in the organization model, and thus determines whether a user is authorized to carry out a particular action. You must be logged in as a user that has privileges with the correct system actions assigned to them. If you do not have the correct privileges to use a particular function, an exception is displayed that includes an Authorization Failed message. System Actions Mapping to Openspace Features Each Openspace features requires a system action that allows you to have access to that feature. Openspace Feature Provides access to the Manage Settings button and menu selection in the main banner. Business Services gadget Provides access to the Start a new instance of business service button. Provides access to the Add current category to favorites button. Work Views Gadget Provides access on a personal work item list or work view. Provides access to the Open Selected Work Items button and menu selection on a personal work item list or work view. Provides access to the Open Next Work Item button and menu selection on a personal work item list or work view. Provides access to the Auto-Repeat Open Work Item button and menu selection on a personal work item list or work view. Provides access to the Cancel Work Items button and menu selection on a personal work item list or work view. Provides access to the Skip Work Item(s) button and menu selection on a personal work item list or work view. Provides access to the Pend Work Items button and menu selection on a personal work item list or work view. System Actions Required WSB. applicationconfiguration WSB.startBusinessService WSB.startBusinessService WSB.startBusinessService DE.resolveResource DE.resolveResource DE.resolveResource BRM.autoOpenNextWorkItem DE.resolveResource BRM.autoOpenNextWorkItem DE.resolveResource BRM.cancelWorkItem DE.resolveResource BRM.skipWorkItem DE.resolveResource BRM.pendWorkItem

170 About User Access 169 Openspace Feature Provides access to the Change Priority of Selected Work Item button and menu selection on a personal work item list or work view. Provides access to the Allocate Work Items to Self button and menu selection on a personal work item list. System Actions Required DE.resoolveResource BRM.setWorkItemPriority DE.resolveResource BRM.workItemAllocation Provides access to the Re-Offer Work Items button and menu selection DE.resolveResource on a personal work item list. BRM.workItemAllocation Provides access to both Allocate Work Items to Offer Set function on a DE.browseModel personal work item list. DE.resolveResource BRM.workItemAllocation Provides access to Allocate Work Items To World function on a DE.browseModel personal work item list. DE.resolveResource BRM.workItemAllocation Provides access to the Filter button and menu selection on a personal DE.resolveResource work item list. Provides access to the Sort button and menu selection on a personal DE.resolveResource work item list. Provides access to the Auto-Refresh button and menu selection on a DE.resolveResource personal work item list. Provides access to the Select Columns button and menu selection on a DE.resolveResource personal work item list. Provides access to the Set as Default Columns button and menu DE.resolveResource selection on a personal work item list. Allows rescheduling of work items if a work item s data has been DE.resolveResource modified in some way, either by the system or another application. BRM.scheduleWorkItem Process Views Gadget DE.resolveResource Provides access to the list of process instances. PE.queryProcessTemplate PE.queryProcessInstance Provides access to the Cancel button and menu selection PE.queryProcessTemplate PE.queryProcessInstance PE.cancelProcessInstance Provides access to the Resume button and menu selection PE.queryProcessTemplate PE.queryProcessInstance PE.resumeProcessInstance Provides access to the Suspend button and menu selection PE.queryProcessTemplate PE.queryProcessInstance PE.suspendProcessInstance Provides access to the Filter button and menu selection PE.queryProcessTemplate PE.queryProcessInstance

171 170 About User Access Openspace Feature Provides access to the Sort button and menu selection System Actions Required PE.queryProcessTemplate PE.queryProcessInstance Provides access to the Process Migration button and menu selection Provides access to the Force Special Action on Halted Process Instances button and menu selection. Event Views gadget Organization Browser gadget Allows you to browse an organization model tree, for example, groups, capabilities, privileges. You can: PE. handleprocessmigration PE.haltedProcessAdministration No system action required. DE.browseModel DE.browseModel View and open Organization model versions Display the details (lower-right pane) to view information (privileges, capabilities and push destinations) for the selected organizational entity. Allows you to view LDAP containers in the left hand pane of the Organization Browser. You can view potential resources (shown in the resource list). Potential resources are those that are in the resource list, but have not been created nor mapped to a group or position; they are greyed out in the resource list. This provides access to the New LDAP Container button and menu selection in the Organization Browser. This provides access to the Edit LDAP Container button and menu selection in the Organization Browser. Provides access to the Delete LDAP Container button and menu selection in the Organization Browser. DE.browseModel DE.LDAPAdmin DE.browseModel DE.LDAPAdmin DE.deleteLDAPAdmin Determines whether or not resource attribute columns are displayed in the resource list. DE.browseModel DE.readParameters Also, one of the following is required to see a resource: DE.LDAPAdmin (indirectly needed to list resources from an LDAP Container) DE.resourceAdmin (indirectly needed to list resources in a group or position) Provides access to the details (lower-right hand pane) to view information. This enables you to view: group membership positions held privileges capabilities DE.browseModel DE.resolveResource Also, one of the following is required to see a resource: DE.LDAPAdmin (indirectly needed to list resources from an LDAP Container)

172 About User Access 171 Openspace Feature for the selected resource Provides access to view resource attributes in the details pane for the selected resource. Provides access to view push destinations in the details pane for the selected resource. Provides access to View Events button and menu selection in the organizational model pane in the Organization Browser. Provides access to all of the Edit Organizational Entity Push Destinations button and menu selection. Provides access to all of the Import LDAP Containers button and menu selection. Provides access to all of the Export LDAP Containers button and menu selection. Provides access to group membership editing for the selected resources. System Actions Required DE.resourceAdmin (indirectly needed to list resources in a group or position) DE.browseModel DE.resolveResource DE.readParameters Also, one of the following is required to see a resource: DE.LDAPAdmin (indirectly needed to list resources from an LDAP Container) DE.resourceAdmin (indirectly needed to list resources in a group or position) DE.browseModel DE.resolveResource DE.readPushDestinations Also, one of the following is required to see a resource: DE.LDAPAdmin (indirectly needed to list resources from an LDAP Container) DE.resourceAdmin (indirectly needed to list resources in a group or position) DE.browseModel DE.browseModel DE.readPushDestinations DE.writePushDestinations DE.browseModel DE.importLDAPAdmin DE.browseModel DE.exportLDAPAdmin DE.browseModel DE.resolveResource DE.createResourceAdmin Also, one of the following is required to see a resource:

173 172 About User Access Openspace Feature System Actions Required DE.LDAPAdmin (indirectly needed to list resources from an LDAP Container) DE.resourceAdmin (indirectly needed to list resources in a group or position) Provides access to positions-held information editing for the selected resources Provides access to the Edit Resource Attributes button and menu selection Provides access to the Edit Resource Attributes button and menu selection Provides access to the Edit Resource Push destination button and menu selection DE.browseModel DE.resolveResource DE.createResourceAdmin Also, one of the following is required to see a resource: DE.LDAPAdmin (indirectly needed to list resources from an LDAP Container) DE.resourceAdmin (indirectly needed to list resources in a group or position) DE.browseModel DE.readParameters DE.writeParameters Also, one of the following is required to see a resource: DE.LDAPAdmin (indirectly needed to list resources from an LDAP Container) DE.resourceAdmin (indirectly needed to list resources in a group or position) DE.browseModel DE.createResourceAdmin Also, one of the following is required to see a resource: DE.LDAPAdmin (indirectly needed to list resources from an LDAP Container) DE.resourceAdmin (indirectly needed to list resources in a group or position) DE.browseModel DE.readPushDestinations DE.writePushDestinations Also, one of the following is required to see a resource:

174 About User Access 173 Openspace Feature System Actions Required DE.LDAPAdmin (indirectly needed to list resources from an LDAP Container) DE.resourceAdmin (indirectly needed to list resources in a group or position) Provides access to the Create Resources button and menu selection Provides access to the Delete Resources button and menu selection Calendar Gadget Provides access to the New Base Calendar menu selection Provides access to the New Overlay Calendar menu selection Provides access to the Open Calendar menu selection Provides access to the Copy Calendar menu selection Provides access to the Calendar Aliases menu selection Provides access to the Map to Organization Model menu selection Provides access to the Specify Working Hours menu selection Provides access to the Specify Exclusions menu selection Provides access to the Delete Calendar menu selection Provides access to the Lockdown properties in the CONFIG_HOME \tibcohost\adminenvironment-bpmenvironment-adminservername\data \host\plugins\com.tibco.openspace.login_n\resources\config.properties file. DE.browseModel DE.createResourceAdmin DE.LDAPAdmin (indirectly needed to list resources from an LDAP Container) DE.browseModel DE.deleteResourceAdmin DE.LDAPAdmin (indirectly needed to list resources from an LDAP Container) DE.readCalendar DAC.readCalendar DAC.writeCalendar DAC.readCalendar DAC.writeCalendar DAC.readCalendar DAC.readCalendar DAC.writeCalendar DAC.readCalendar DAC.writeCalendar DAC.readCalendar DAC.writeCalendar DAC.readCalendar DAC.writeCalendar DAC.readCalendar DAC.writeCalendar DAC.readCalendar DAC.writeCalendar DAC.deleteCalendar OS.openspaceFeatureSetA OS.openspaceFeatureSetB OS.openspaceFeatureSetC

175 174 Accessibility Accessibility Openspace can be used by users with disabilities such as those with visual impairments or problems with fine motor control. This means it can be used with assistive technology such as screen readers and magnifiers and that all functionality can be accessed and used using a keyboard only. Openspace addresses the requirements of: Section 508 Subpart B Technical Standards Web-based Intranet and Internet Information and Applications Section 508 Subpart C Functional Performance Criteria Functional Performance Criteria Web Content Accessibility Guidelines 2.0 Level A Level AA The following functionality is available in Openspace (accessible): Business Services. This displays all the business services that you can start in Openspace. Work Views. This displays your available work views and the work items listed in that work view. Process Views. This displays columns that show you information about the process templates and process template instances in your list. About User Access Access to functions in Openspace is controlled by system actions. System actions are actions that need to be authorized, or need to be restricted to users with a certain level of authority. These actions might include, for example, re-allocating work items, skipping work items, viewing another user s work list, or administering resources. This authorization is implemented by associating system actions with privileges within the organization model that is built in TIBCO Business Studio. See TIBCO Business Studio Process Modeling User s Guide for more information. Some Openspace functions are controlled by a single system action, some are controlled by multiple system actions, whereas some are uncontrolled. At runtime, BPM maintains a list of system actions and of privileges, as defined in the organization model, and thus determines whether a user is authorized to carry out a particular action. You must be logged in as a user that has privileges with the correct system actions assigned to them. If you do not have the correct privileges to use a particular function, an exception is displayed that includes an Authorization Failed message. Navigating Openspace You can navigate Openspace using Tab to move forward and Shift, then Tab to move back. You can also use shortcut keys. Listed below are some general points about navigating around Openspace. To move through the controls: press Tab to move forwards press Shift + Tab to move backwards.

176 Accessibility 175 Note: When a control has focus, this is represented by a focus rectangle, for example,. To apply the action of a control, you can press Spacebar or Enter. You can move back to the first control of the page you are on at any time by navigating to. For example, if you are in Work Views, pressing Enter on Skip to Main Content will take the focus to the Work List box. Openspace has the following paging options: Icon Description Move to the first page of the list. Move to the previous page in the list. Move to the next page in the list. Move to the last page of the list. Select/Unselect all the items on the current page. Login Keyboard Shortcuts Openspace has provided keyboard shortcut keys for Login. Click Keyboard Shortcuts in the bottom right-hand corner of the screen to display the keyboard shortcuts. Press To.. Tab Spacebar Enter Up or Down arrow keys Moves focus through the login input fields Hit the spacebar to select or unselect that active option for Remember me. Hit enter on the Change Language link to display the list. Use down and up arrow keys to navigate through language list Business Services Keyboard Shortcuts Openspace has provided keyboard shortcut keys for Business Services. Click Keyboard Shortcuts in the bottom right-hand corner of the screen to display the keyboard shortcuts. Press To.. To move to Business Services Alt + Q Toggling Menu Down Arrow key Shift + Up arrow key Traversing the tree Up and Down arrow keys Left and Right arrow keys Navigating to Recent and Favorite Tabs Load Business Services Open a menu Close a menu Traverse the tree from top to bottom Traverse the tree from left to right

177 176 Accessibility Press To.. Left arrow key Right arrow key Alt + 1 Alt + 2 Alt + 3 Alt + 1 Navigating the Business Services list Up and Down arrow keys Adding a business service to Favorites A Working on Business Services Enter Navigating the form Enter Escape Moving between grid and table Alt + L Alt + G Move left to Categories, Recent Categories and Favorite tabs Move right to Categories, Recent Categories and Favorites Move to Categories tab from business services list Move to Favorites tab from business services list Move to Favorites tab from business services list Move to business services list from any of the Categories, Recent Categories or Favorites tabs. Navigate the business services list Toggle the Add to Favorites action Display the business service in the data grid. Open a form Close a form Move to data grid from the Business Services List Move to Business Services List from the data grid Work Views Keyboard Shortcuts Openspace has provided keyboard shortcuts for Work Views. Click Keyboard Shortcuts in the bottom right-hand corner of the screen to display the keyboard shortcuts. Press To.. To move to Work Views Alt + W Displaying work list. See the Data Grid keyboard description. Alt + Left Arrow key or Tab Load Work Views Move left Process Views Keyboard Shortcuts Openspace has provided keyboard shortcuts for Process Views. Click Keyboard Shortcuts in the bottom right-hand corner of the screen to display the keyboard shortcuts. Press To.. To move to Process Views Alt + P Load Process Views

178 Accessibility 177 Press Moving Between Audit And Process Views Alt + 1 Alt + 2 Moving Between Grid and List Alt + L Alt + G To.. Move to Templates view From anywhere inside Process Views Move to Audit View from anywhere inside Process Views Move to grid from the Business Services Templates List Move to Business Services Templates List from the data grid Datagrid Keyboard Shortcuts Openspace has provided Datagrid keyboard shortcuts. Click Keyboard Shortcuts in the bottom right-hand corner of the screen to display the keyboard shortcuts. Press To.. Data Grid keyboard usage Right arrow key Left arrow key Home End Up arrow key Down arrow key Ctrl + Shift + Page Up Ctrl + Shift + Page Down Page Up Page Down Spacebar Shift + Up arrow key Shift + Down arrow key Ctrl + Spacebar Ctrl + Shift + Up arrow key Ctrl + Shift + Down arrow key Ctrl + Enter Ctrl + Shift + Enter Sort Column Ctrl + Shift + Up arrow key Ctrl + Shift + Down arrow key Status Information Ctrl + Enter Move focus to the column left of current column Move focus to the column right of current column Move focus to the first column of the current row Move focus to the last column of the current row Move focus to the row above the current row Move focus to the row below the current row Move focus to the first row of the current page Move focus to the last row of the current page Move focus to the last row or first row on the current page if the previous page is not available Move focus to the first row on the next page or focus on last row on the current page if the next page is not available. Select the current row Toggle selection on the current row and the previous row. Toggle selection on the current row and the next row. Toggle selection of all rows on the current page. Sort ascending order Sort descending order Show current page number, row number and column name Shows rows selected Sort ascending order Sort descending order Shows page # of page #, Row H, Column Name

179 178 Accessibility Press Ctrl + Shift + Enter To.. Shows row or rows # selected Datagrid Toolbar Keyboard Shortcuts Openspace has provided Datagrid toolbar shortcuts. Click Keyboard Shortcuts in the bottom right-hand corner of the screen to display the keyboard shortcuts. Press To.. Toolbar Navigation Enter Tab Shift + Tab Move focus to the Action toolbar above the data grid Move focus to the Grid Navigation toolbar below the data grid Moves focus to the Action toolbar above the data grid Search Mode Tab Shift + Tab Escape Moves focus to the next cell matching the search criteria Moves focus to the next cell matching the search criteria Cancels the search mode and returns to the normal view of the Data Grid Toolbar Button Navigation Left Arrow key Right Arrow key Escape Move focus to the button left of the current button Move focus to the button right of the current button Return focus back to the data grid Toolbar Button Selection Enter Spacebar Apply the button action based on the currently selected rows Apply the button action based on the currently selected rows Click Keyboard Shortcuts in the bottom right-hand corner of the screen to display the keyboard shortcuts. Configuring Text Size You can increase or decrease the size of the text in Openspace. 1. Navigate to the text size icons in the top right-hand corner of Openspace. This enables you to increase or decrease the text size in Openspace by one pixel. You can also increase or decrease the text size by zooming in or out from your browser. Note: The middle icon returns the text to its default size. 2. Press Tab to move to the icon that represents the text size you require. 3. Press Enter or Space bar. The text in Openspace is resized. You can resize the text at any time.

180 Accessibility 179 The Openspace Login URL To access Openspace, type the Openspace login URL into your browser. The URL is: protocol://host:port/openspace/lite.html where: protocol is the communications protocol being used by Openspace, either http or https. This was determined at installation. host is the DNS name or IP address of the server hosting the BPM runtime. port is the port being used by Openspace. The default value is After the browser connects, the Openspace Login screen is displayed. You must log in to Openspace with a valid BPM username and password. See About User Access. Adding a Locale Code to the Openspace URL You can enter a locale code as part of an extended URL in Openspace. For example: If no locale is specified, Openspace defaults to American English. See TIBCO Openspace User's Guide for more information about localizing Openspace.

181 180 Accessibility Logging into Openspace Login to Openspace using your username and password. Note: Out-of-the-box, Openspace recognizes the user name tibco-admin with a password of secret. This is the only user authorized to log in until another user is configured using the Organization Browser. By default, the tibco-admin resource is located in the System Resources container. Note that: you can configure this name using the AdminLdapName property in the de.properties file. See TIBCO ActiveMatrix BPM Administration Guide for more information. you can configure the password in the LDAP directory, whether you are using either the internal BPM LDAP directory or an external LDAP directory. 1. Initially, the focus is in the Username field. Type your username. 2. Press Tab to move to the Password field and type your password. 3. Press Tab to move to the Remember Me checkbox. Press Spacebar to select it. This is useful if you do not want to type in your username every time you log in to Openspace. 4. If you want Openspace to use a different language from the default (American English or British English, depending on the default language of your browser), press Tab to Change Language and press Enter. A dialog displays the languages that are available. 5. Press the down arrow to select the language you require. Upon selection, the language changes automatically. 6. Press Tab to move to Submit and press Enter. Login Session Timeout If there is no activity in Openspace for 30 minutes, a Inactivity Warning message is displayed warning you that you are about to be logged out of Openspace. Press Tab, then Enter on either Logout to log out or Postpone to return to Openspace. If there is no activity, you are automatically logged out of Openspace after 60 seconds. Note: Your system administrator can increase or decrease the session timeout using the sessiontimeout property in the OSProperties.properties file. See TIBCO ActiveMatrix BPM Administration Guide for more information. Logging out of Openspace You can log out of Openspace at any time. Note: It is good security practice to close a browser when you have finished as this closes the session to the server. 1. Make sure any currently open work items are closed. 2. Navigate to Logout in the upper right-hand corner of Openspace. 3. Press Enter. When you are successfully logged out, the Login window is displayed. You can choose to log in again, go to another web site, or close the browser.

182 Accessibility 181 Business Services A business service is a set of actions that accomplishes some sort of business function. For example, a business service could be designed to handle an incoming insurance claim. This business service may consist of the following actions: 1. When the business service is started, a form is displayed that allows you to enter the claimant s policy number. 2. When the form with the policy number is submitted, a database is accessed to retrieve the claimant s policy information. 3. Another form is displayed that contains the policy information. 4. After reviewing the policy information, and deciding it is a valid claim, submitting the form may start an instance of a process that is used to process the claim. 5. The process instance that is started causes a work item to be sent to the appropriate user, who must open it and work on it. Note that business services are stateless, meaning that if it consists of a number of forms, and you enter data into some forms, then cancel the business service (by clicking on the Cancel button on a form) before completing the business service, none of the data you entered on the previous forms is saved. If a business performs a stateful action, that is, something that cannot be reversed (e.g., writing to a database, starting a process instance, etc.), typically it will be the last action performed by the business service. The example business service described above is just one simple example. Depending on how it is designed, a business service may consist of the following types of actions: Display forms - Multiple forms may be displayed in sequence. When a business service includes multiple forms, the user that starts the business service will be the one to work through all of the forms as soon as the user submits one form, the next one in the sequence is displayed. Note, however, that if there is an action of some sort in-between forms (database access, script execution, etc.), there may be a delay in displaying the next form. If this occurs, a shaded mask is shown over the previous form, and a "Waiting for response" message is displayed. Start process instances - One or more instances of processes may be started by a business service resulting in one or more work items being sent to the appropriate users to process them. If the business service starts process instances, and results in work items, you can see those in the process instance and work item lists, respectively. This stateful type of action would typically be done as the last action in the business service. Access databases - The business service may access a database to read or write information. Scripts - Scripts can perform various functions, such as calculations, validation, etc. Web services - External web service may also be called to perform some custom function. Logical branching - The flow of the business service may branch in various ways, depending on its design. The Business Services gadget displays all the business services that you can start in Openspace. Using the Business Services gadget, you can: see the list of business services that are available, see Viewing Business Services. view the categories used to store your business services, see Viewing Business Services. start an instance of a business service, see Starting a Business Service. Business Services Overview Business Services displays all the business services that you can start in Openspace. You can categorize your business services, depending on your requirements. Categories are specified in TIBCO Business Studio at design-time. As the number of business services grows, you can increase the number of categories you have so you can organize your business services as effectively as possible. To display your business services, press Tab to one of the following:

183 182 Accessibility Categories to display a complete list of all your categories. Recent Categories to display a list of your recently viewed categories. Recent Categories displays the last 10 categories you viewed. Favorites to display your favorite categories. The business services list that is initially displayed is a snap shot of the business services available at that point in time. You can refresh the list to get the most recent list of business services from BPM, see Refreshing the Business Service List on page 185. To view or start a business service, you must locate the business service you require. See Viewing Business Services on page 183. You can click on a column header to sort your business services. This allows you to list the business services in a desired order. For example, you may want to list all business services by name or version. See Configuring Sort Criteria. If you have a large number of business services, you can use the search feature to search for a specific business service. See Searching for Business Services. Business Service Columns Business service columns show you information about your business services. By default the following columns are displayed. Column Name Name Version Module Category Description The name of the business service. This is specified in TIBCO Business Studio at design-time. Identifies the version of the business service from which the instance was started. Identifies the module name. Identifies the category that the business service belongs to. Customizing Business Service Columns You may want to customize the columns that are displayed in the business service list so that only certain columns are displayed, or to change the order in which the columns are displayed. 1. From Business Services, navigate to Grid Setting ( ) located at the far right of the Search box. 2. Press Enter. The columns are displayed. SeeBusiness Service Columns for a description of the columns. The columns that are currently displayed in Business Services have a numeric value assigned to them. The numeric values indicate the columns that are displayed and their order, with 1 being the first column and 4 being the last column. You can display a maximum of 4 columns at any one time. 3. To change the columns that are displayed, you can: Change the existing order of the columns by renumbering them. Change the columns that are displayed by deleting a number from a column you do not want to display and typing a number against a new column. Enter any value between 0 and 99 and the columns are ordered relative to the values you have entered. A blank or negative value removes the column. 4. Press Tab, then Enter on Grid Setting ( ) to save your changes and exit Business Service Summary. Sorting Business Services Openspace allows you to sort your business services. This allows you to list the business services in a desired order. For example, you may want to list all business services by name or version. You can select one of the following to sort on:

184 Accessibility 183 Name - the name of the business service. Module Name - the name of the module to which the process template belongs. Version - the version number of the business service. Category - the categories the business services are in. 1. Navigate to the column you want to sort on. 2. Press Enter on the option you selected. By default, the column is sorted in ascending order. Press Enter again to sort the column in descending order. Viewing Business Services Categories are displayed in a tree structure. 1. Navigate to Categories, Recent Categories or Favorites. 2. To display the list, press Enter. A dialog displays your categories and business services. If no categories are defined, all the business services are listed alphabetically. If categories are defined, then initially, the focus is on the top category in the tree. 3. To navigate through the tree structure: To expand the currently selected category, press the Left arrow key. To collapse the categories, press the Right arrow key. To move up and down the tree, press the Up and Down arrow keys. Press Alt, then 1 to move to Categories from Recent Categories or Favorites. Press Alt, then 2 to move to Recent Categories from Categories or Favorites. Press Alt, then 3 to move to Favorites from Categories or Recent Categories. 4. Navigate through the tree until you find the business service you want to start. 5. Press Enter. The business service displays. Depending on your requirements, press Shift, then Tab to Start to start the business service. Adding Categories as Favorites If you have some business services that are in a category that you use frequently, you may want to add it to Favorites. This is useful as it allows you to quickly and easily find your most frequently used business services. 1. Navigate to Categories or Recent Categories. 2. Press Enter to display the categories/business services. 3. Use the Up and Down arrows to navigate to the business service you require. 4. When the business service has focus, press A to navigate to the Add to Favorites icon ( ). The category is added to Favorites. Removing Categories as Favorites You can remove a category from Favorites. 1. Navigate to Favorites. 2. Press Enter to display a dialog containing your favorite business services. 3. Press Tab to navigate to the business service you want to remove. 4. Press Enter to select the business service you want to remove from Favorites. 5. When the business service has focus, press A to navigate to. 6. Press Enter. The category is removed from Favorites.

185 184 Accessibility Searching for Business Service Categories If you have a large number of business services in your list, you can use the search feature to search for a specific category. This allows you to display only the business services from that particular category. This search only displays categories, not business services. To find a specific business service in category, see Searching for Business Services. 1. Navigate to the Search box. 2. In the Search box, type the search criteria you want to search for. You can either type in the category you are looking for exactly as at appears in the tree or you can use the * as a wild card character. A single * represents one level of the tree and two asterisks (**) represent all levels of the tree. Therefore if you had the following tree structure CatA > CatB > CatC and you are searching for CatC, you could type either: CatA/CatB/CatC, or */*/CatC You must not end a search with an * however, as this would not return any categories. 3. Press Enter. Business Services displays the business services that are listed in the category you specified. Note: The results of the search only display the category you are looking for. It does not display the hierarchical tree structure of the categories. This means that you cannot navigate through the tree from Search. You must go back to either Categories, Recent Categories or Favorites to do this. Searching for Business Services If you have a large number of business services in a category, you can use the search feature to search for a specific business service. This allows you to display specific business services from that particular category. 1. Ensure the business service list has focus. 2. Press Enter to move to the action toolbar. 3. Press Tab to move the first Search box. 4. Use the Up and Down arrows to select a column indicator to search on from the drop-down list. You can search on All Columns, Name, Version or Module. See Customizing Business Service Columns for more information. 5. Press Tab to move to the next box. Use the Up and down arrows to select an operator that is appropriate for your search. You can choose: Option Description Contains Contains (case sensitive) Exact match Exact match (case sensitive) Matches if a specified column contains the search text value (case is ignored) Case is ignored. Matches if a specified column contains the search text value (case sensitive). Matches if a specified column exactly matches the search text value (case is ignored) Matches if a specified column exactly matches the search text value (case sensitive). 6. Press Tab to move to the next box. Type the search criteria you want to search for. 7. Press Enter. Fields that match the search criteria are highlighted. Use the Tab key to move between highlighted fields. 8. Pressing Escape or the Clear Search icon ( )returns you to your normal view.

186 Accessibility 185 Refreshing the Business Service List The business service list that is initially displayed is a snap shot of the business services available at that point in time. You can refresh the list to get the most recent list of business services from BPM, wherever you are in Business Services. Navigate to the Refresh icon ( ) in Business Services. Press Enter and Openspace refreshes. Starting a Business Service The business service does not generate work items. The user who starts the business service completes the user interface pages for the business service and then the business service starts an instance of a process. A couple of things happen when you start a business service. a message is displayed in the form instanceid invoked where instanceid is a unique alphanumeric value that identifies this particular business service and the first user interface page in the business service is displayed. The business service is considered complete when the final user interface page has been completed. 1. Navigate to the category where the business service is located (for example, Categories, Recent Categories, Favorites). 2. Navigate to the business service you want to start. 3. Press Enter on the business service you want to start. The business service displays and the focus moves to Start. 4. Press Enter on Start to start the business service. The user interface pages are displayed. 5. Tab through the fields and type the information required in the fields on the user interface pages. You can press Alt then the left arrow key to close the form and return the item to its previous state. 6. Press Tab then Enter on Submit to save your changes or press Tab then Enter on Cancel to exit without saving your changes. Work Views Work Views displays your available work views and the work items listed in that work view. Work views allow you to apply filter and/or sort criteria so that only the desired work items are listed in the work view. A work item represents an action item. It relates to a task in an active process instance. A user manages the work items in their work list by performing some sort of action upon them, such as entering data on a form, forwarding the item to another user or group, saving it and placing it back in the work list for further action at a later time, or by submitting it (completing the required action and sending it on to the next task in the process).you can also sort work items so that they are displayed in the order you want them displayed. Note: You cannot create work views in Openspace (Accessible) but, work views created in Openspace are displayed in the Work View drop-down list. Public work views are only displayed if you have loaded them in Work Views. See TIBCO Openspace User's Guide for more information. From the Work View drop-down list, you can select the work view you want. Selecting a work view displays the list of work items in that view. The first work item in the list is automatically selected. You can specify whether you want your work items in ascending or descending order. By default, work items are sorted in ascending order. Press Enter on Sort Ascending ( ) or Sort Descending ( ), depending on your requirements. You can use the following actions to process your work items.

187 186 Accessibility Action Description Displays a summary of the work item details. Opens work items. Open next available work item. Automatically open next work item. Cancel work items. Skip work items. Pend work items. Change work priority. Allocate work item to yourself. Re-offer work items. Allocate work items to users in an offer set. Displays hidden work items. The work item list that is initially displayed is a snap shot of the work items available at that point in time. You can refresh the list to get the most recent list of work items from BPM, see Refreshing Work Items on page 189. If you have a large number of work items in your list, you can use the search feature to search for a specific work item, see Searching for Work Items on page 188. Work Item Columns Work item columns show you information about the work items in your list. By default, the following columns are displayed: Name Description State Id Version Priority Start Date To display the data in all the columns for a work item, navigate to Work Item Summary ( ) in the action toolbar. See Displaying Work Item Summary. Press Enter to display the Work Item Summary. The following table describes all the work item columns you can view. Column Name Name Description ID Description The name of the user task associated with the work item. This is specified in TIBCO Business Studio at design-time. The label of the user task associated with the work item. This is specified in TIBCO Business Studio at design-time. A unique number identifying the work item.

188 Accessibility 187 Column Name Priority Version Description A numeric value indicating the relative importance of the work item. For more information, see Changing Work Item Priority. Indicates how many times the work item has changed state. The version number starts at 0 when the work item is created, and is incremented by 1 each time it changes state. State The work item s current state. See Work Item State on page 187. Distribution Strategy Describes the method used to distribute the work item when it was originally created, either offered or allocated. Start Date The scheduled date and time specified for the work item. Example: :00:00. If no scheduled date and time has been specified for the work item, the column is empty. Target Date The date and time the work item is scheduled to be completed. Example: :00:00 Process Name Process Description Process Instance ID Attr1 - Attr14 The name of the process from which the work item was created. A description of the business service from which the work item was created. This is specified in TIBCO Business Studio by defining a data field called AMX_PROCESSDESC and adding it to the process at design-time. A unique alphanumeric value identifying the process instance from which the work item was created. These fields are used to contain data that is associated with a work item. They are specified in TIBCO Business Studio. Once these fields are specified they can be used to filter the work items in your work item list. See the TIBCO Business Studio BPM Implementation Guide for more information about specifying work item attributes. Work Item State The status of a work item determines what stage it has reached in the process. A work item can have various states. The State column in Work Views indicates the work item s current state. The following table describes the possible states and their meanings: State OFFERED ALLOCATED Description The work item is being offered to you to work on. When a work item is in an OFFERED state, you can: open and work on the work item (while it is open, its state changes to OPENED), allocate the work item to yourself, causing it to be removed from all other user s work lists, allocate the work item to another user, causing it to be removed from all work lists other than the user s to which it was allocated, or skip the work item, causing it to be submitted and the process to advance to the next task (all required fields must be filled in). A work item with an allocated state appears only in your work list. Work items can be allocated to a specific user in the following ways: by the system when it is initially distributed, you can allocate a work item to yourself, you can allocate a work item to another user.

189 188 Accessibility State CREATED OPENED PENDED PEND HIDDEN SUSPENDED Description The work item has been created, but not yet enabled. The functionality needed to get a work item to this state has not been implemented. The work item is currently opened and allocated to the user who opened it. The work item is removed from the work item lists of other users to whom the work item had been offered This occurs when you open a work item, perform some work on it, then close it without submitting it. Once it is in this state, the work item appears only in your list. Note that a work item does not go into a PENDED state if Re-offer work item strategy is set in the process template. If this is set then, if you close a work item without submitting it, the work item is reoffered to the offer set. See TIBCO Business Studio Modelling Guide for more information. These are work items that have been pended, that is, a timer has been set to make them hidden until a specified date/time, or for a specified period of time. The process template that these work items are associated with has been suspended. The work items will only be processed with the process template is resumed. Customizing Work Item Columns You may want to customize the columns that are displayed in the work item list so that only certain columns are displayed, or to change the order in which the columns are displayed. 1. From Work Views, navigate to Grid Setting ( ) located at the far right of the Search box. 2. Press Enter. The Work Item Summary is displayed. See Work Item Columns for a description of the columns. The columns that are currently displayed in Work Views have a numeric value assigned to them. The numeric values indicate the columns that are displayed and their order, with 1 being the first column and 7 being the last column. 3. You can use the Tab or Up and Down arrow keys to move between the boxes. To change the columns that are displayed, you can: Change the existing order of the columns by renumbering them. Change the columns that are displayed by deleting a number from a column you do not want to display and typing a number against a new column. Enter any value between 0 and 99 and the columns are ordered relatively to the values you enter. A blank or negative value removes the column. 4. Press Tab, Enter on Grid Setting ( ) to save your changes and exit Work Item Summary. Searching for Work Items If you have a large number of work items in your work item list, you can use the search feature to search for a specific work item. For example, you could select a column indicator of State and enter OPENED to search for all work items in your list with a status of OPENED. You must select the Use page (Search) filter property in the Grid Setting ( ) to enable this search. 1. Navigate to the Search box. 2. Use the Up and Down arrows to select a column indicator to search on from the drop-down list. You can search on all the work item columns. See Work Item Columns for more information. 3. Press Tab to move to the next box. Use the Up and down arrows to select an operator that is appropriate for your search. You can select one of the following:

190 Accessibility 189 Option Contains Description Matches if a specified column contains the search text value (case is ignored). Contains (case sensitive) Matches if a specified column contains the search text value (case sensitive). Exact match Exact match (case sensitive) Matches if a specified column exactly matches the search text value (case is ignored) Matches if a specified column exactly matches the search text value (case sensitive) 4. Press Tab to move to the next box. Type the search criteria you want to search for. You can use wild card characters and you can use multiple wild card characters. 5. Press Tab to and press Enter. Fields that match the search criteria are highlighted. Use the Tab key to move between highlighted fields. 6. Pressing Escape or Enter on the Clear Search icon ( )returns you to your normal view. Refreshing Work Items Your work views that are initially displayed are a snap shot of the work items at that point in time. You can refresh the work view to get the most recent list of work items. Navigate to the Refresh icon ( ) in Work Views. Press Enter and Openspace refreshes. Displaying Work Item Summary You can display a summary of the details of a selected work item. You can view information such as, its priority or state, information about the process instance it was started from and any work item attributes that are set. This is useful because it allows you to quickly and easily access all the work item details, in a single place. 1. From Work Views, navigate to Summary ( ). 2. Press Enter. The Work Item Summary is displayed. See Work Item Columns on page 186 for a description of the columns. 3. You can use: the Up, Down, Left and Right arrow keys to move between the boxes on the Work Item Summary page. the Previous and Next arrows to move from one work item to the next. 4. Press Enter or Shift, then Tab to Summary ( ) and press Enter to exit Work Item Summary. Displaying Visible Hidden Work Items There are two reasons why work items in your work item list may be hidden. They are work items that are associated with a process instance that has been suspended. Note: Although, you cannot suspend process instances in Openspace (accessible), process instances suspended in Openspace are also hidden in Openspace (accessible). See TIBCO Openspace User's Guidefor more information about suspending process instances. They are work items that have been pended, that is, a timer has been set to make them hidden until a specified date/time, or for a specified period of time (see Pending Work Items). You can display hidden work items by navigating to Show hidden ( ) and pressing Enter. Press Enter again to turn the display off. When the icon is greyed out, work items that are not hidden display. When the icon is black, only hidden work items display.

191 190 Accessibility Changing Work Item Priority All work items have a priority. Setting the work item priority enables you to sort your work list by priority. Also, scripts and processes can check the priority value and perform actions based on a work item s priority. The priority is a numeric value indicating the relative importance of the work item. By default, the work item priority is 50. You can change the priority of an individual work item or multiple work items, depending on your requirements. The valid range for work item priority is You must enter a value in this range or an error is displayed. Note: To change the priority of a work item, you must log in as a user that has a privilege with one or all of the following system actions assigned to it. changeallocatedworkitempriority-this system action enables a user to change priority on work items with a status of Allocated and that are allocated to you. changeanyworkitempriority-this system action enables a user to change the priority on all work items. This means if you want to change the priority of a work item in your work list whose status is Allocated, but it is not allocated to you, then you must also have authorization for the changeanyworkitempriority system action. Note: System actions are configured in the Organization Modeler in TIBCO Business Studio, see TIBCO Business Studio Process Modelling Guide for information. 1. Navigate to work item list. Initially, the focus is on the first work item in the list. You can use Shift with the Up and Down arrows to select multiple work items. 2. Press Enter or Shift, then Tab. The focus changes to the Action toolbar. 3. Press the right arrow key to move to Priority ( ) and press Enter. The Set Priority for Work Item ID: n (where n is the ID of your work item) dialog displays. 4. Type a specific numeric value in the box. You can also use - or + to offset a work item by a specific numeric value. For example, an employee is away on holiday and you want to offset the priority on all their work items by 20, then enter +20. Note: You must set the priority to a numeric value within the valid range for work item priority. The valid range is Either press Tab, then Enter on Set Priority to accept the value or press Tab, then Enter on Cancel to exit the dialog without saving your changes. Allocating Work Items To Yourself This function allows you to allocate one or more work items to yourself. It changes the work item s state to ALLOCATED so that only you can work on them. The work items are removed from the lists of all other users. This function can only be used if the work items are currently being offered to you; that is, their state is OFFERED. 1. Navigate to the work item list. 2. Press Tab to the work item in the work item list that you want to allocate. You can press Shift with the Up and Down arrows to select more than one work item.

192 Accessibility 191 Note: Press Tab, then Enter on Select Page( ) to select all the work items on the current page. 3. Press Enter to move the focus to the Action tool bar. 4. Press the right arrow key to move to Allocate Self ( ) and press Enter. The work items are now allocated only to you, and are removed from all other user s work item lists. Allocate Work Items to Offer Set This function allows you to allocate one or more work items to a user from the original offer set, that is, the group of users to which the work items were originally offered. Work items allocated to the original offer set can have a state of OFFERED, ALLOCATED, or PENDED. 1. Navigate to the work item list. 2. Press Tab to the work item in the work item list that you want to allocate. You can press Shift and use the Up and Down arrows to select more than one work item. 3. Press Shift, then Tab. The focus moves to the Action tool bar. 4. Use Shift, then Tab to move to Allocate OfferSet ( ) and press Enter. The Allocate OfferSet for WorkItem ID dialog displays. The focus is automatically in the Select resource to allocate to: box. 5. Press Shift with the Up and Down arrows to select the user. You can select more than one user. Note: If you have selected multiple work items to allocate, the list of users displayed only includes the users that are in the offer sets of all of the work items you selected. This could possibly include zero users. 6. Either press Tab, then Enter on Allocate to accept the users you selected or press Tab and Enter on Cancel to exit the dialog without saving your changes. The work items will appear in the work item list of the user that you selected, with a state of ALLOCATED. Re-Offering Work Items This function allows you to change work items that are currently allocated to you (state = ALLOCATED) or that you have modified (state = PENDED), back to an OFFERED state. They are offered to the users to whom they were originally offered. 1. Navigate to the work item list. 2. Press Tab to the work item in the work item list that you want to allocate. You can press Shift and use the Up and Down arrows to select more than one work item. 3. Press Shift, then Tab. The focus moves to the Action tool bar. 4. Press right arrow key to move to Re Offer ( ) and press Enter. The work item s state changes to OFFER, and it reappears in the work item list of the users to whom it was originally offered. Note: If the work item s state is PENDED, and data had been added/changed on the form when it was open, that data is retained in the work item when it is re-offered. Opening Work Items A work item represents a task in a business service. Typically, a work item has an electronic form associated with it that must be opened and filled out (some forms may only display information and will not have fields to fill out). You can then save the work item in your work item list so that it can be opened again and completed at a later time. When the form is completed, the work item is submitted so that the business service can progress, possibly resulting in another work item that represents the next task in the process. Opening a work item causes the form associated with that work item to be displayed. You can open work items by selecting one or more work items from a work item list.

193 192 Accessibility 1. Press Tab to the work item in the work item list that you want to open. You can press Shift and use the Up and Down arrows to select more than one work item. 2. Press Enter or Shift, then Tab to move the focus to the action toolbar. 3. Move to Open ( ) and press Enter. The forms associated with the work items are displayed. See Filling in a Work Item Form on page Once you have finished working on the forms, press Enter to move to the action tool bar. Use the arrow keys to move to the Open Next Available icon ( ) in Work Views. This causes the next available work item to be opened in the work item list, where available means a work item that is not locked or suspended. If there is no work item currently selected, the first available work item in the list is opened. If you select, and there are no available work items, a There are currently no available work items to open for resource message is displayed. Opening a work item causes OPENED to be shown in the State column. The work item is allocated to the user who opened it and is removed from the work item lists of other users to whom the work item had been offered. Note: If you open a work item and receive a The selected work item contains a custom form that cannot be displayed in Openspace, it means that the work item has been configured to use a user-defined form. User-defined forms cannot be displayed in Openspace. If you want to use user-defined forms, you must provide your own form identifier and render your own forms. Auto-Repeat Work Views provides an auto-repeat feature that causes the next available work item to be automatically opened after you ve submitted a work item, where available means a work item that is not locked or suspended. This allows you to process work items in succession without manually opening each one. Note: Auto repeat is automatically disabled if you are viewing a work list view. It is only available on your default work list. The auto-repeat feature works as a toggle successive clicks of the Auto-Repeat-Open icon turns it on and off. When the feature is turned on, the Auto-Repeat-Open icon is highlighted. The auto-repeat toggle is persisted. If you log out and log in again, you do not need to reset auto-repeat. To turn the auto-repeat feature on: 1. Navigate to move to the work item functions. 2. Press Tab to move to Auto-Repeat-Open ( ) and press Enter. Piling When a user task is defined in a process template, the designer specifies whether or not work items generated from that user task should be piled. If they are piled, when you cancel, close, or submit a work item generated by that user task, Openspace searches through your work list to see if there are any other work items from that user task. If it finds one, it automatically opens it. If there are no more work items, you are returned to Work Views. This feature allows the system to be designed so that if your job entails processing a certain type of work item, Openspace automatically opens work items of that type, without requiring you to continually select work items from your work item list as if you are working on a pile of work items. Filling in a Work Item Form The form that appears when you open a work item is specific to your Openspace. Each company that uses Openspace creates their own forms that relate to their specific business. Your company will instruct you in properly filling out the forms that they have designed for Openspace. The following is an example of what a form may look like:

194 Accessibility 193 Use the Tab key to move from field to field on the form. All the elements and components in accessible forms work just the same as they do in ordinary forms. However, there are changes for two of the components. Note: You can enable accessible forms runtime during the preview by simply copying the form URL in a browser and appending it with &tibco_a11y=true. The browser then displays the form in accessible mode. A custom client application loading the forms can enable accessible mode by using the following meta definition in the host HTML page: <meta name='gwt:property' content='tibco_a11y=true'/>. Grid panes in Openspace have an additional column at the left of the grid pane. The column shows radio buttons for single-select grid panes, and checkboxes for multi-select grid panes. When the radio button or the checkbox gains the focus, the screen reader reads out the description or the label you have provided in the form designer for the current row. When a cell in a row gains the focus, the screen reader reads out the row label along with the column heading. When a Date, Time, or DateTime control gains the focus, the screen reader reads out the control label along with the format for entering the date or time as applicable. If needed, you can override the default formats in the common resource bundle. For further information on how to override formats, see "Advanced Tasks" in TIBCO Forms User's Guide. For a list of common resource keys and keyboard navigation for regular and accessible forms, see "Reference" in TIBCO Forms User's Guide. Submitting Work Items Submitting a work item means that you have finished with it. If there are any fields on the form designated as required when the form was created, they must be filled in before Openspace allows you to submit the work item. Submitting the work item causes any information you ve entered to be saved, then the work item is closed (and unlocked) and removed from the work item list. The process instance advances to the next task in the process, possibly resulting in another work item appearing in someone s work item list. To submit a work item from the work item form, press Tab to Submit. Saving Work Items Saving a work item causes any information you have entered in the form to be saved, then the work item is closed (and unlocked) and placed back in the work item list with a state of PENDED. The work item is then available to be opened and completed at a later time. To save and close a work item form, press Tab to Close. Pending Work Items Work items can be pended, which causes them to be hidden in the work item list until a specified date/time, or period of time has expired. The work item becomes visible again when the date/time occurs, or period of time expires. Work items can be pended only if they have a state of ALLOCATED. 1. From a work item list, press Tab to a work item that has a state of ALLOCATED. You can press Shift with the Up and Down arrows to select more than one work item.

195 194 Accessibility 2. Press Shift, then Enter to move focus to the action tool bar. 3. Move to Pend ( ). 4. Press Enter. The Pend Work Item ID: n (where n is the ID of your work item) dialog displays. 5. Do the following: By default, Pend work item until a specific date and time is selected. If this is the option you require, press Tab to the boxes and type a specific date and time. Press Tab to move between the boxes. Use the down arrow to select Pend work item for a period of time. Press Tab to the boxes and type a period of time. Press Tab to move between the boxes. 6. Either: press Tab to Pend then press enter to pend the work items. The pended work items become hidden. There is an option to view the work items in pendhidden state, see Displaying Visible Hidden Work Items, press Tab, then Enter on Cancel to exist the dialog without saving your changes. Skipping Work Items You can select one or more work items in your work item list and "skip" them. This marks the work items as complete, removes them from the work item list, and causes the process to advance. It has the same affect as opening the work items and submitting them. To be able to skip a work item, the following must all be true: the work item cannot have any required data fields that are not filled in the work item s state must currently be ALLOCATED. 1. Press Tab to select one or more work items that are skippable. You can press Shift with the Up and Down arrows to select more than one work item. 2. Press Shift, then Tab to move to the action tool bar. 3. Press Shift, then Tab to move to the Skip icon ( ). If the task in the process definition is not skippable, or if the work item does not exist any more (for example, your work item list has not been refreshed since the work item was submitted by someone else), an error message is displayed: Unable to skip all of the selected work items(s). Items may no longer exist or some may not allow skip. Refresh the list to view any changes. When the work item is successfully skipped, it is submitted and removed from your work item list.