Pulpstream. How to create and edit work streams

Pulpstream How to create and edit work streams

Objective: Create a work stream For practice, we ll use a Customer Incident Management Process as an example. We call business processes work streams. Table of contents: 1. Create the Shell Structure of a Stream 2. Understanding Different Components of a Stream 3. Managing Data Components 4. Forms Management 5. Roles 6. Document Templates 7. Email Templates 8. Process Flow 9. Setting up Summary and Reporting Fields 10.Publish and Test

Create a Stream in 10 steps 1. Create the Shell Structure of a Stream 2. Understanding Different Components of a Stream 3. Managing Data Components 4. Forms Management 5. Roles 6. Document Templates 7. Email Templates 8. Process Flow 9. Setting up Summary and Reporting Fields 10.Publish and Test

Go to Your Streams and click on Create a new stream.

Give the stream a name. Select the Create Using Wizard option.

Select the Data Fields tab. This is where you specify the info in the stream, such as what kind of info you ll collect. One of the most important pieces of info to store is where the incident occurred. To create this kind of field, you can use a Groups object that is supplied with your account. (If you re not sure what a Group is, visit this page about Groups.)

Groups can be found under Account Management. Here you can manage your organization hierarchy (Business Units). By default, users of each BU can see data that belongs to only their unit.

After entering basic info, click Save to create the stream. The first version of your stream has been created! Click on the version to see its definition and design. (This is your stream shell.)

10 Steps to Create a Stream 1. Create the Shell Structure of a Stream 2. Understanding Different Components of a Stream 3. Managing Data Components 4. Forms Management 5. Roles 6. Document Templates 7. Email Templates 8. Process Flow 9. Setting up Summary and Reporting Fields 10.Publish and Test

Every stream has the following components: 1. Stream Flow A collection of core workflow and sub processes that define a stream 2. Data Component This is like a database table. It has fields of various types. One Data Component can be placed inside another using the field type Child Data List. This is used for Master Detail Relationships. (Incidents often have many witnesses.) 3. Forms A Form is a data component. 4. Roles Roles are collections of users. They specify task ownership. Role participants can be dynamic or static. 5. Stages and Escalations Stages are milestones that are shown in a record s detail view. 6. Documents Documents are basically Word templates used to generate a pdf. ( Pro tip: The fastest way to generate a template is by opening a form and clicking on the gear icon to generate a print template.) 7. Email Templates These templates use mail merge variables to send emails. Use the Send Email smart step to leverage these. Design Help

When you create a stream with the Wizard, it automatically created a data component called Incident. Let s add more fields to the Incident s Data Component. Click on the fields tab to do that.

Add a submitter signature field to capture the signature of the person who will file the incident.

Every Incident can have zero or more witnesses. Let s add a New Data Component to specify how a single witness statement is captured. Add fields that are important to your process, such as the witness name, their address, and a description of what they saw. To capture a witness signature, add a Image Attachments field.

Next lets add an Enumeration field to specify how the statement was captured. Add that as a field in witness data component. You can use a scanned piece of paper or a digital document. Use the type of field called File Attachment to capture scanned statements. We ll use these fields later in a witness form.

An incident can have many witnesses. Lets add a witness data component within the incident to create a master detail relationship. Edit the Incident Data Component to add a new field. This type of field is a Child Data List. Click Save Changes when you re done.

An Incident can have multiple photos along with description. Let s create a Photos Data Component. Note: If a photo s description isn t needed, you don t need to create a separate data component. You can simply add a New Field to the Incident Data Component. That type of field is called Image Attachments. After saving a Photos data component, embed it inside Incident data component using Child Data List field type.

Now we need to make the digital forms that people will use to interact with your stream. When the stream was created, it generated a default incident form. Let s create two additional forms for witnesses and photos.

Drag and drop fields from the Available Fields section on the right side of the screen.

When dropping in a signature field, click on the drop down menu to change the display type to Signature.

We want to show the witness statement and signature fields in real time. So let s setup that show/hide condition. If the statement is on a scanned piece of paper, click the Paper Scan box. Select the Scanned Witness Statement field. Check the box under that to make it a required field on the form. If it s created digitally in real time, show the Statement and Signature fields. Check the box to make them required.

Now lets create another form for Photos. It s similar to the Witness form. When you re done, there will be three Data Components and three Forms.

It is time to enhance the main Incident form. Create New Pages to organize your data. Drag and drop fields from the Available Fields into those pages.

Drag a Store field onto the form. Set its default value to Logged In User Group.

Drag Witnesses and Photos fields into the form. This is part of a Master Detail Relationship, which will allow multiple witnesses to add evidence to the Incident report. Specify which form will support the creation of child data. Specify what fields are shown in the grid.

After you save it, the Witnesses field will appear like this in your designer:

Now lets create a role called Claim Officers.

The claims department is going to need a copy of the incident, right? Let s generate a basic report for the incident being submitted to send to your claims department. Open the Incident form and click the gear icon to generate a Template.

After downloading it as a Word.doc, modify the generated template. Save it as Incident_Report.docx

Let s add that report file as a Template.

Create a new email template. Use the document template you created in previous step. Attach the document template. Convert to PDF if needed. Use mail merge variables to populate subject lines and body text.

At this stage, we have all the information to manage the Incident stream. We want to send a.pdf copy of the incident to the person who submitted it. Let s start by modifying the Send Report email. Click the drop down menu to change the template to Incident Notification Email.

To get claims to review it, add a new User Task. Drag the User Task step into the stream.

Configure the task. Declare the task subject and the form that will be used to show details. Add a due date.

Now we configure the assignment. Assign the review task to the Claim Officers role. Give them actions buttons, so they can approve or reject a report. Allow anyone to complete this tasks

Do you need any custom steps, after a task is created, completed, or reassigned? Click the Event Actions tab to configure those. This is how you automatically email task owners when a task is created:

At this stage your work stream should look like this:

Now click on Gateways. Drag the decision box into the stream. Put it after the Review step. Tell the decision matrix to use the previous task outcome to make the decision. Choose Review Incident as the user task.

Now connect the Review Incident step to decision box. Connect the decision box to the end step by specifying that it should happen when the result of the task is Approve.

Now drag the User Task icon to create a new task for the incident submitter to Fix Incident Report. In this case, use the the Incident Form as the one required to complete the task.

Assign the task to the record s Submitter. Select Complete from the pull down to make that action button available.

At this point, your stream should look like this:

Now connect the decision box to the Fix Incident form. Make it appear when the result is reject.

Connect the Fix Incident step to the Review Incident step, so that we can send the incident to the claims team once again for review.

Click on Save Changes to save everything.

Go back to stream definition. Let s modify how a record will look in your user interface. Click on Settings. Look at the Summary Fields tab.

Setup Reporting Fields by choosing the kind of fields you need in the report.

At this stage, you can create a test record to see how your stream flows.

Time to checkin our stream. And then we publish a working version.

Here you can customize what users see. Choose the Incident Form. Give it a user-friendly title and description.

Now go back to your Home page. Click the Submit New Form button. You should now have a Customer Incident Reporting Form. The description you just wrote appears under it.

Click on that form to start the work stream.

Success! You ve created your first work stream. After publishing it, you may need to edit it. Changes to a stream can be made in real time. Note: Care must be taken while changing the flow in unlock mode. If nodes are removed that had active stream record instances, they would need to be fully restarted or aborted.

Unlock and Checkout New Version Pulpstream doesn t require you to create a new version every time changes need to be made. You can unlock a version and make changes. When changes are done, the production version is immediately updated.

Unlock and Checkout New Version An entirely version can be created by checking out the current production version

Congrats! You now have the power to create and edit work streams.

If you need more help or want more knowledge, visit our customer support website, which is located at: http://help.pulpstream.com/helpconsole6/pulpstream/ Static/default.htm?stream_locks_and_versions.htm