Chapter 2: Creating Simple App

Let ‘s learn the basics of making Workflow App by creating a simple App in which an “Applicant” applies for something to the “Management department” and staff in “Management department” confirms it. This is a simpler App than the “Work Request flow” App of Chapter 1.

Please log in to Questetra BPM Suite using “your own account”, click on Username to open the pulldown menu and select “App Settings”. You can see App List in App settings page. You should create new App, so please click on “New App” under the title.

As the New App page is opened, let’s enter a descriptive name only into App name. You can leave Priority at 0. Please click on [Add new app] button. The modeler of the Workflow App starts up.

The modeler also runs on Adobe Flash Player. If it doesn’t start, please confirm whether Adobe Flash Player is valid and when you are asked permission to execute Flash, allow it.

An App is consists of three factors.

Workfolw diagram
It shows how the Process progresses.
Data item
It shows the handled data.
Processing personnel
It shows the person who must deal with the task.

Let’s set three factors step-by-step. First, we make Workflow diagram.

Making Workflow Diagram

We make Workflow diagram like this. So, you should place the Start/End Event and each Task. There are four objects in the basic palette on the left.

Swimlane
Human Task
Start Event
End Event

Please place them like the following diagram by drag and drop.

You can’t hold objects by click!

Next, you should give the name of each object. Name the upper Swimlane to “Applicant”, the one beneath to “Management department”, and the Task in the top to “Apply”, one in the bottom to “Confirmation”. You can open setting dialog by double click each object.

After changing the name, click on to close the window. In the case of Human Task, the slightly different window will open, but you can change the name in the same way.

You will see the diagram like this. Next, you should only draw flow(arrow). If you put the cursor on the frame of the object, it is highlighted orange. Keep it, then drag and drop.

You can draw flows like this. When you draw flow, please pay attention to the direction of the arrow.

The Workflow diagram is completed!

If you do not understand the details, I recommend you to check this tutorial video. You can see the actual operation of the modeler.

If you put unnecessary Object…

In case if you misplaced an Object or drawn a Flow to a wrong place, delete the Object/Flow and replace it.

By pressing the Backspace key/Delete key while selecting an Object or a Flow, it will be removed from the Workflow diagram
You can also delete the Object and Flow by drag and drop them to the trash can icon at the bottom left. Please release the Object on the trash can icon.

To damp a Flow into the trash can, you can grab either of the tip or the root of the Flow and bring there.

Settings of the Data Item

Next, you should set the Data Item. Please change the tab of the modeler to Data Item. On this tab, you can configure the types of Data Items to be handled in the App, and the form of Task Operating screen.

“Title” has been set from the beginning. For this example, you should add “Numeric” and “Date” type Data Item. To add Data Items, pull down the “Add” button and select “Numeric” and “Date” respectively. By doing this, it is now possible to handle one Numeric type data and one Date type data in a Process in addition to the original “Title (String type data)”.

If you accidentally added a wrong type Data Item, just delete it. Click on the Delete button (trash can icon) which is at the next right to the item name that is displayed on the right side of the Data Item tab. Select unnecessary Data Item from the Item list on the left, and click on the Delete button on the right.

Let’s set whether each data item can be edited/displayed on the Task Operating screen of each task.

Apply Confirmation
Title Editable Only display
Numerous 0 Editable Only display
Date 1 Editable Only display

You should set Data editing permission like this table. Data Items which has been set as “Only display” are displayed on the Task Operating form, but it cannot be modified. Since the Management department need only to confirm the application content, not necessary to edit the Data Item.
You can set Data editing permission of each Task in Human Task Property. Let’s go back to Workflow Diagram tab that there is the Workflow diagram.

You may realize that you can set the data editing permission in Data Item tab. Yes, you can set it by [Data editing permission] > [move to Data editing permission]. However. if you go this way, you will see the very different layout of the page from my method. So, I will omit the method this time.

Please double click on “Human Task” of “Apply” and “Confirmation” then edit the radio button of “Data editing permission” correctly. For example “Apply”, you should set like the screenshot above. Once this work is done, the settings of the Data Item is completed!

Settings of the Operator

Finally, make the Operator setting on each Swimlane, such as
・who is in charge of Operator
・in which department the Operator belongs
・to whom the Operator is in the superior position
Please move to the tab of the Operator. In the current state, your account which you are using in order to create this App has been set to “Tasks in this Swimlane are handled by” in both of the “Applicant” and “Management department”. With that setting, it will end up that you will apply for on your own and check it by yourself. Let’s change the Operator of “Management department”.

In this situation, “you” are set as the Operator of “Management department” Swimlane.
Please select the User who handles the Tasks in the swimlane of “Management department” and click on [Edit] button…

and click on the pulldown menu of the “User”, open the window of selecting User. Now, you should set “Canarias” as the Operator of the “Management department”. Please select “Canarias”, click on [Select] button and then, Select User window closes. If you confirmed this, please click on [Submit] button.

This completes all the settings. Please save with “Save” button on the top right and close the modeler with “Close” button next to it.

The detail page of the App is opened. There is “To make this app usable, you have to release version 1.”, as it stands, the App you created is a “draft” state. You have to “Release” it in order to be able to actually use. Please click on Release developing Version 1. You will ask for the version memo, but you can leave it blank. Now, Version 1 of the App created is released and it is ready to use! Let’s try it now.

Let’s try to use your App by [Workflow] at the top of the page > [Start] in the left menu. You can start your Process by [Start and Operate First Step] button.

Are you being asked for input Data Item (i.e. “Title”, “Numeric value 0”, “Date 1”)? These three data items are set “Editable” in the “Apply” Task, so you can edit in this page. Like this, settings of Data editing permission manage which Task handling screen to input data. Also, as you have added “Date 1” as Date type data, you can input the date by selecting from the calendar or by one click on Today’s button. Data handling is much easier with the correct data type. So, please input “Title”, “Numeric value 0”, “Date 1” suitably and click on “Finish “Apply”.

Now, you should remember the Workflow diagram and the Operator that you set before. When the Task “Apply” is over, the Token move on to the Task “Confirmation” of the “Management department” Swimlane. “Management development” Swimlane Operator is “Canarias”. So, log in to “Canarias” account and handle the Task “Confirmation”.

If you forget the Operator of “Management development”… Open the App detail page and look at the Workflow diagram. Like the modeler, you can open the property window of each part by double-click.

Switching the account and checking “My Tasks”, you will find the Task has arrived. The Task was assigned to the Operator according to your settings. And when you open the Task Operating screen, there are no items that you can edit. That’s because the Data editing permission setting for all items is set to “Display only” in the “Confirmation” Task. As all you have to do is only clicking on a button, so let’s Operate it. You see, the App you created works properly. In this way, the “Workflow diagram” shows the flow of Operations, the “Data item” shows items displayed on the task Operating page and the “Operator” controls whom the Task reaches.

What if there are some Operators?

So what if we have more than one Operators? Let’s make a little remodeling of the App you created. Please go back to the account that created the App and open the detail page of it from “App Settings”.

Since Version 1 has already been released, you will edit Version 2 from now. Please click on the edit button and open the modeler. You increase one Operator of the Swimlane “Management department”. Let’s set the organization “10 Management Department” to which the persons “Sumatera” and “Canarias” belong as the Operators. In the “Management department” Swimlane of the Operator tab, select and edit “Canarias” who is already set as the Operator.

Select the “Organization” radio button and click on the right pulldown menu to open the select organization window. Please [Select] “10 Management Department” one level below the top organization, and [Submit]. You can leave [Leaders and staff members who belong to this].

The organization “10 Management Department” is set as the Operator of “Management department” Swimlane. Save this and close the modeler. In order to check the operation, you must release the App. Please Release developing Version 2 in App detail page.

Let’s run it when released. You should handle the first Task by [Workflow] at the upper left > [Start] in the left menu > [Start and Operate First Step] button .
After doing so, confirm the status by logging in as respectively two people belonging to the organization “10 management department”, i.e. “Sumatera” and “Canarias”.

You see the Task not “My Tasks” but “Offered”. At another account is also. In “Current Step” of the Task detail, the Candidates are displayed. “Offered” means a state of waiting for that one of the candidates accepts the Task. If someone select “Accept” or “Accept and Operate”, the Task comes to his/her “My Task” and be deleted from “Offered” of others. It means that first come, first served. Please handle the Task in either account and then, confirm the “Started Processes” of the account that started this Process.

Certainly, this Process has finished. Like this, you can set some Operators in one Swimlane.

Operator settings of “Applicant” Swimlane

Next, let’s check the modeler to confirm Operator settings of “Applicant” Swimlane. Open the detail page of travel request app by “App Settings” and start modeler by “Edit” button. Then, you need to see Operator tab.

Now, “you” are only set as Applicant in this version.

Actually, the meaning of the Operator is slightly different between the Swimlane with “Start Event” and the Swimlane except it. In the Swimlane without the “Start Event”, the Operator means “who can deal with the task that occurred in the Swimlane”. However, in the Swimlane with the “Start Event”, it means “who can start the process of the App”.

In other words, in this state, it is only “you” that can start the Process and make a business trip application. However, if you use the organization for Operator setting, as mentioned earlier, you can designate all the employees as the Operator of “Applicant” Swimlane. By doing so, all employees will be able to start the Process and they will be able to submit business trip applications.

Please select “you”, “Edit” and select “organization ” “00 Whole Company ” “Leaders or staff members who belong to this”. It seems that anyone in the company can be the Operator of “Applicant” Swimlane.

However, if you click “display candidates”, only “your” account will be displayed. The setting that “00 Whole Company” “Leaders or staff members who belong directly to this” enumerates only employees who directly belong to the organization “00 Whole Company”.

As you can see from the organization chart, “you” directly belong to the organization “00 Whole Company”. Other employees are supposed to belong to sub-organizations of “00 Whole Company”. In order for them to be candidates, please Add “Organization” “00 Whole Company” “Leaders or staff members who belong only sub-organizations of this” to the Operator. All employees can apply for business trips now.

If you use “Leaders or staff members who belong only sub-organizations of XX”, you can’t include employees who belong to XX. By combining these two elements, all employees will be included.

Let’s save the App and release after you set it. Can you start the process from any account? If you can, the setting is successful.

This concludes the contents of Chapter 2. You have created a simple App in which “the management department confirms the application for a business trip that an employee requests.” But when you think of actual work, it is still not enough.
There is still more room for making App correspond cases such as;
・Is the Management department always responsible for the confirmation, regardless of who made the business trip request?
・There might be cases where to want to “reject” the request.
・Maybe you have to talk to the president depending on the cases…
In Chapter 3, we deal with such somewhat advanced content. Both Workflow diagrams, Data Item, and Operator have setting methods that have not yet been introduced. Let’s learn while making App that is closer to practical use in the next step.

Next is “Chpt.3: Creating Travel Request App”.