Intro to Workflow Part One (Configuration Lab)

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1 Intro to Workflow Part One (Configuration Lab) Hyland Software, Inc Clemens Road Westlake, Ohio Training.OnBase.com 1

2 Table of Contents OnBase Studio & Workflow... 2 Log into OnBase Studio... 3 Life Cycle Creation... 4 Using the Graphical Layout... 6 Configuring Workflow Logic...10 Ad Hoc Tasks End of Part One Want to Know More? Finished? Additional Resources for this Lab Should you need additional information regarding this lab, please refer to the following Module Reference Guides within the Resources folder on the desktop: Workflow OnBase Studio System Administration Unity Client If you have specific licensing questions, please contact your organization s Account Manager. OnBase Studio & Workflow OnBase Studio is more than just an enhancement to OnBase Workflow; it is an administrator s assistant in creating a Life Cycle. Its graphical layout, visual notifications, and ability to generate documentation regarding the Life Cycle have made this easy-to-configure software, even easier to use and it s free if you own Workflow! During this lab (in which you ll begin creating a Life Cycle used to automate an organization s invoice approval process) you ll have a chance to try out some of the features mentioned above on your own. 2

3 Log into OnBase Studio 1. From your lab machine, double-click on the OnBase Studio icon on your desktop to launch OnBase Studio. Connect with the default information MANAGER password. 2. After connecting to the 9SecondFoods Repository, OnBase Studio offers the ability to display information about the Life Cycles in the Repository in the Doctor Results pane (bottom of the screen). The Doctor Results pane reports errors, warnings, and messages for the Life Cycles. (optional) To give yourself more room while working with OnBase Studio today, you can hide the Doctor Results pane by clicking the Auto Hide pin in the upper-right corner of the pane. This pane, like all other panes, can also be moved using the drop-down arrow to the left of the Auto Hide pin. 3

4 Life Cycle Creation 1. Select Create Life Cycle on the Start Page. 2. Name the Life Cycle Vendor Invoice Review. This Life Cycle will route invoices for payment so we only need to select the Documents option, though, as you can see in the drop-down, Unity Life Cycles can also be used to route Managed Folders, WorkView Objects, and more. 3. Select the Create a Unity Life Cycle option which will allow us to try out some cool features later in the lab. 4. Click Next. 4

5 NOTES: Unity Life Cycles are available only in OnBase 12 and later, and as of OnBase 14, Unity Life Cycles can be accessed from the Unity Client s Workflow interface, the Web Client s Workflow Interface, or the Core-based OnBase Client. If you would like the Life Cycle to be compatible with versions of OnBase prior to OnBase 12, then do not select the Create a Unity Life Cycle option. When a legacy Workflow Life Cycle is created (when the Create a Unity Life Cycle option is not selected), you must select Documents as the type of item to be routed by the Life Cycle. For legacy Life Cycles, only Actions and Rules that can be executed on a document will be available during configuration. When using the Unity Life Cycles in the Core-based OnBase Client and the Mobile Clients, only document-based Unity Life Cycles are supported. 5. Let s create the Queues for our Life Cycle. In addition to the default Initial Queue, add an AP Review Queue and AP Manager Review Queue by entering their names in the Name field and clicking Add. 6. Click Next. 7. Using the Document Types drop-down, locate the the AP Vendor Invoice Document Type and assign it to the Life Cycle by clicking Add. 8. Click Next. 5

6 9. Finally, assign the MANAGER and AP Associates User Groups to the Life Cycle. Locate each User Group via the User Group drop-down and then click Add. 10. Click Next. 11. The Summary screen is displayed. Verify your selections and then click Finish. Using the Graphical Layout Once the Life Cycle is created, you are presented with the Graphical Layout. A Graphic Layout can help others to visually understand the business process surrounding a life cycle (and can also be used to support documentation). 1. The three Queues you created are stacked on top of each other. Arrange the Queues as illustrated below, by clicking and dragging them into the configuration shown. 6

7 2. Select the Initial Queue by double-clicking on it. The Properties pane (right side of the window) is updated to reflect the properties for the Initial Queue. Add a Description and Help Text for the Queue as illustrated. 3. Select the Icon tab in the Properties pane and assign the Analyze icon to the Queue (both the small and large icon). 4. Save your changes to the Repository by clicking Save (top left of the screen). 7

8 5. Select the AP Review Queue by double-clicking on it. This Queue will be used by AP Clerks to review invoices under $1000. Using the Properties pane, add a Description and Help Text to the Queue as illustrated. 6. Next, select the Icon tab in the Properties pane and assign the Person Symbol Blue New icon to the Queue (both the small and large icon). 7. Save your changes to the Repository. 8

9 8. Select the AP Manager Review Queue by double-clicking on it. This Queue will be used by AP Managers to review invoices at or over $1000. Using the Properties pane, add a Description and Help Text to the Queue as illustrated. 1. Assign the Person Symbol Yellow New icon to the Queue (both the small and large icon). 2. Save your changes to the Repository. 3. Next, re-select the Initial Queue and click the Design tab in the ribbon. 4. In order to demonstrate the flow of work to end users, we are going to draw Transitions. Transitions also allow you as an administrator to route documents manually. However, we will still configure logic to move invoices based on Rules. Click Transition. 9

10 5. Using your mouse, position the pointer inside the Initial Queue. Click and drag the pointer to the AP Review Queue and then release. 6. Again, select Transition, and use your mouse to position the pointer inside the Initial Queue. This time, click and drag the pointer to the AP Manager Review Queue and then release 7. Once your configuration looks like the illustration, save your changes to the Repository. Configuring Workflow Logic 1. To configure the logic for this Life Cycle, select the Vendor Invoice Review Life Cycle from the tree view (displayed on the left side of the window in the Repositories pane). Expand the Initial Queue (if necessary) and select System Work. Note: System Work is logic that executes automatically as soon as the item enters the Queue. 10

11 2. Next, select the Life Cycle tab from the ribbon. 3. Click Rule. Note: A Rule is used to determine if the requirements to process a document have been met. A Rule is presented as a question that returns a true or false answer. OnBase then performs a set of Actions based upon the response to the question. 4. The new Rule will appear in the tree view under System Work and is awaiting a name. Name the Rule Is the Invoice at or over $1000? 5. Hit Enter. 6. The Properties pane (the rightmost pane) will assist you in configuring the new Rule. In the Rule Type drop-down field, type the word Check. A narrowed list of Rules will display (all containing the word check ). 7. Navigate to the Keyword section and select the Check Keyword Value Rule type. 11

12 The Rule Type field will display the selected rule Check Keyword Value and the Properties pane will offer configuration settings specific to the Check Keyword Value Rule Type. 8. Using the Keyword Type drop-down, select Invoice Amount. 9. Change the Operator to >= (greater than or equal to) 10. Beneath the Operator field is the Compare To section. In the Textbox, type 1000 and then click Add. 8. Verify that your configuration is as illustrated and then save your changes to the Repository. 11. From the tree view, expand the new Rule so that you can see On True and On False. 12. Select On True. 13. Click the Action button in the Life Cycle ribbon. This will allow you to configure what happens when the Invoice Amount Keyword Value is greater or equal to $

13 Note: An Action is a task or process performed within the Life Cycle or business process. In other words, an Action makes something happen. 14. Name the Action Send to Manager. 15. Hit Enter. Once the new Action is added, the Properties pane is updated. 1. In the Action Type drop-down field, type the word Transition. Under System, select Transition Item. The Action Type field will display Transition Item and the Properties pane will display configuration settings specific to the Transition Item Action Type. 2. Under Destination Queue click the Specific Queue drop-down and select AP Manager Review. 3. Verify your configuration with the illustration and then save your changes to the Repository. 4. Next, select On False from the tree view. Create another Action by selecting the Action button in the Life Cycle ribbon. Name it Send to AP Review (to be used if the Invoice Amount Keyword Value is less than $1000). 5. Hit Enter. 13

14 6. In the Action Type drop-down field, type the word Transition. Under System, select Transition Item. The Action Type field will display Transition Item and the Properties pane will display configuration settings specific to the Transition Item Action Type. 7. Under Destination Queue click the Specific Queue drop-down and select AP Review. 8. Verify your configuration with the illustration and then save your changes to the Repository. Ad Hoc Tasks Note: An Ad Hoc UserTask is a task list containing Actions and Rules that a user can perform on an item in a Client. In other words, an Ad Hoc task will allow a user to make a decision on an item by simply clicking a button. Ad Hoc User Tasks are assigned User Group security to control whether or not they appear for a particular user. 1. From the tree view, expand the AP Review Queue and select Ad Hoc User Tasks. 2. From the Life Cycle tab, click the Ad Hoc Task button in the ribbon. 14

15 3. The Ad Hoc Task wizard is displayed. Select New Ad Hoc Task. 4. Note: You should not have to click Next to advance to the next screen. 5. Name the Ad Hoc Task Approve, and enter Help text for the Task as illustrated. 6. Click Next. 7. We must assign permission to perform this Task to one or more User Groups. Click Add All Assigned to Queue to assign rights to this task to all User Groups with rights to this Queue. 15

16 8. Click Next. 9. Review the Summary information for this Task. Once everything is correct, click Finish. 10. Next, assign an Icon to the Ad Hoc Task. With the Approve task selected in the tree view, select the Icon tab in the Properties pane. Assign the Check Mark Icons to the Task (small and large). 11. Save your changes to the Repository. 12. Next, we need to configure the behavior that is to occur when the Approve Ad Hoc Task is selected. Select the Approve Ad Hoc Task in the tree view. Add a new Action by clicking Action in the Life Cycle ribbon. 13. Name the new action Approved. 14. Hit Enter. 16

17 15. In the Properties pane within the Action Type drop-down field, type the word Replace. Under the Keyword Section, select the Replace Keyword Action Type. 16. Using the Keyword Type drop-down, select the Status Keyword Type. 17. In the Specific Value field under the New Keyword options, enter APPROVED. 18. Select the Delete All Existing Values check box. 19. Save your changes to the Repository. NOTE: You can change the Target to a related document instead of the current document if your business needs call for the Action to be performed on documents related to the primary document. This feature dramatically reduces the size of the Actions list. 20. With the Approve Ad Hoc Task re-selected in the tree view, click Action in the Life Cycle ribbon to create another Action that will also occur when this Ad Hoc Task is performed. 21. Name the action Exit Workflow. 22. Hit Enter. 17

18 23. In the Properties pane within the Action Type dropdown field, type the word Remove. Under the System Section, select the Remove Item from Life Cycle Action Type. 24. Using the Life Cycle drop-down, select Vendor Invoice Review Life Cycle. 25. Save your changes to the Repository. 26. Next, let s create another Ad Hoc Task for this Life Cycle. From the tree view, expand the AP Review Queue and select Ad Hoc User Tasks. 27. From the Life Cycle tab, click the Ad Hoc Task button in the ribbon. 28. The AD Hoc Task wizard is displayed. Select New Ad Hoc Task. 29. Name the Ad Hoc Task Deny, and enter Help text for the Task as illustrated. 30. Click Next. 31. Next, we have to assign permission to perform this Task to one or more User Groups. Click Add All Assigned to Queue to assign rights to this task to all User Groups with rights to this Queue. 18

19 32. Click Next. 33. Review the Summary information for this Task. If everything is correct, click Finish. 34. Let s assign an Icon to the Ad Hoc Task. With the Deny task selected in the tree view, select the Icon tab in the Properties pane. Assign the X Mark Icons to the Task (small and large). 35. Save your changes to the Repository. 36. At this point, we need to configure the behavior that is to occur when the Deny Ad Hoc Task is selected. With the Deny Ad Hoc Task selected in the tree view, add a new Action by clicking Action in the Life Cycle ribbon. 37. Name the new action Denied. 38. Hit Enter. 19

20 39. I n the Properties pane within the Action Type drop-down field, type the word Replace. Under the Keyword Section, select the Replace Keyword Action Type. 40. Using the Keyword Type drop-down, select the Status Keyword Type. 41. In the Specific Value field under the New Keyword options, enter Denied. 42. Select the Delete All Existing Values check box. 43. Save your changes to the Repository. 44. With the Deny Ad Hoc Task re-selected in the tree view, click Action in the Life Cycle ribbon to create another Action that will also occur when this Ad Hoc Task is performed. 45. This time, we will reuse an existing Action. Instead of entering the name of a new Action, use the drop-down to select the Exit Workflow Action that you already created. 46. Hit Enter. 47. Save your changes to the Repository. NOTES: If an Action is used more than once, OnBase Studio will display buttons to the right of the Action in the tree view. If you need to make changes to the Action, you can modify the Action (but the change is made to every instance of the Action). The Break Link button will allow you to make change to jut that instance. When the link is broken, the new Action is automatically renamed and any changes made to it will not affect the Action to which it was previously linked. The Show References button allows you to view every instance of the Action in the Life Cycle. 20

21 48. Next, we need to configure Ad Hoc Tasks for the AP Manager Review Queue. Because this Queue will use the same Ad Hoc Tasks as we created for the AP Review Queue, we can simply reuse the Tasks already created. 49. From the tree view, ensure that you are in the Vendor Invoice Review Life Cycle. Expand and select the AP Manager Review Queue and select Ad Hoc User Tasks. 50. Click the Ad Hoc Task button in the Life Cycle ribbon. 51. Click Use an existing Ad Hoc Task. Note: You should not have to click Next to advance to the next screen. 52. Select the Approve Ad Hoc Task that you previously created, then click Next 53. On the Summary screen click Finish. 21

22 54. Add a second Ad Hoc Task to the AP Manager Review Queue using Steps above. This time, select the existing Deny Ad Hoc Task. 55. Save your changes to the Repository. End of Part One We re listening. In past years, our very busy customers and partners have asked us to split this lab into two labs so they could come back to the rest of the lab when they had more time. If you d like to continue, please follow the instructions below to exit this lab and start the second part of the OnBase Studio lab which is available right at the Test Drive station at which you are sitting. Want to finish it later when you have more time? Take the second section at a later time another lab machine will have a copy of the Life Cycle where we left it. You will not have to re-configure the first part again. Either way, we hope you agree that OnBase Studio is a visually stunning Workflow configuration tool that offers many real-time benefits, options, and tools not previously available in other configuration tools. The availability of Unity Life Cycles means that Workflow solutions are no longer tethered to documentcentered business processes; now an OnBase Workflow solution is the right solution for ANY data-centric business process because of the ability to route documents, WorkView objects, managed folders, and more. 22

23 Want to Know More? Check out one of the OnBase Workflow on-demand training courses available through Premium Subscription on Training.OnBase.Com. Premium Subscription is a service that will keep you at the cutting edge of OnBase Professional Development by providing you and your organization with hours of on-demand training for one price. Watch alone, as a group, or right before your project begins. OnBase Professional Development has never been so easy to find. 23

24 Finished? Thank you so much for taking the time to complete this self-paced lab. Even if you are planning to complete another lab right now, please perform the following actions before leaving this workstation or continuing on to another self-paced lab. 1. Close out of the Remote Desktop Session by clicking on the Start button in the left hand corner of the Taskbar. 2. Next, click on the Admin icon on the Start menu and then select Sign Out. 3. Click on the button in the lower-right hand corner of the window displaying the PDF. Once again, thank you so much for your time. Enjoy the remainder of your day! 24

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