Creating new processes

Being the owner or administrator of a given Organization, you can:
  • create new processes
  • edit existing processes
To do this, from the main menu on the left side, click the + Build Process button Procesy workflow. Obieg dokumentów i spraw Dew-X Note: If you are not the administrator or owner of any Organization, this button will not be available to you. It will also disappear when you switch to an Organization where you do not have these permissions. More about the roles and permissions in the System: click Creating a process is divided into several steps I. Choose the method of creating the process
  1. Create a new processBy choosing this path, you will build a completely new process yourself, using the creator/builder. Remember that you can alternatively modify one of the ready-made templates – in this case, select „Use template”.
  2. Use a templateTo create a new process, you can use one of the ready-made templates – prepared by the Dew-X team or your own. The uploaded template can be freely modified.
  3. I have a file with a processIf you have your own file or a file received from someone with a previously prepared process, upload it here and start editing it. It does not matter if it is a flow/processing of a document or a case.
You make your choice on the screen Procesy workflow. Obieg dokumentów i spraw Dew-X If you chose method 3. I have a file with a process – upload it and then proceed as for editing the process, you can read about it here: click If you chose method 2. Use a template go to the Process templates section If you chose method 1. Create a new process, continue reading II. Decide which of the two types of processes you want to build
  1. The process will start with adding the fileThe first step in these processes is adding a file, e.g. invoices, letters or contracts. A preview of the document (PDF, graphic) will be displayed next to the form. Popular processes of this type include the flow of invoices, office of incoming letters, agreement acceptance. Other documents can be added as attachments.
  2. The process will begin running the formThis is a process that does not require a document to begin. The user will fill in a form without previewing a document. Popular processes of this type include a purchase application, support application, and vacation application. Documents can of course be added as attachments.
You make your choice on the screen Procesy workflow. Obieg dokumentów i spraw Dew-X III. Specify the basic parameters
  1. Choose a symbol that will help you identify the process
    Note: do not attach too much importance to this – the icon has no substantive connection with the process. You will be able to change it late
  2. Name the process a unique name (in a given Organization)
  3. Determine what its first step will be
Procesy workflow. Obieg dokumentów i spraw Dew-X IV. Build the first and following forms Each form should have some fields. In the Dew-X creator/builder, we implemented fields and ready-made components that we called plugins. Procesy workflow. Obieg dokumentów i spraw Dew-X Fields come in several forms: – text – text area – number – price – choice: yes/no – date – date range – attachment – link – e-mail Hint: if you want the user to be able to add multiple attachments, links or e-mails, then the fields: attachment, link, e-mail, add only once – by completing the form, you will be able to add any number of them. For each field, specify whether it is required or not. In the first case, if the user does not fill it in, he will not be able to proceed further. If it is worth adding a header, information or instruction before the field – insert the plugin „Section description” there. You can read more about plugins here: click You can change the order of added fields and plugins on a given form using the drag and drop method. Procesy workflow. Obieg dokumentów i spraw Dew-X Fields and plugins can also move between steps Select the pencil icon on the toolbar of a given plugin or field and indicate to which step it should be moved Procesy workflow. Obieg dokumentów i spraw Dew-X The moved field will disappear from the given step and will appear at the end of the list on the selected one. When you finish a given step / form, go to create the next step / form:
  • by defining its name
  • specifying the deadline
  • deciding what will happen when this step is not performed (e.g. due to the expiration of the deadline)Two options are available: Undo or End process
Ending the process at a given step You can allow a certain process to be completed before all the steps provided have been completed. This will be the action that the user who performs the step can select as an alternative to forwarding the task. To allow such a possibility, at a given step select Yes in the section „The process can be ended at this step” Zakończenie procesu w obiegu dokumentów i spraw systemu workflow Dew-X You can do this at one or more different steps in the process. Default performer in the process If a given step is to be performed by a specific user by default, you can select them from the li Domyślny wykonawca zadania w obiegu dokumentów i spraw systemu workflow Dew-X Notes: Only users from inside a given Organization will be on the list, but if they have not accepted joining it yet, selecting them will not be possible. In the course of the process, the person performing the task will be able to consciously change the addressee or indicate multiple addressees for the next step. If it is easier to build a step on the basis of an existing one, use the functionality called Duplicate Action. This feature is used to duplicate an entire step in a process. It can come in handy when the next steps in the process have similar fields, e.g. there are many Approvals. Procesy workflow. Obieg dokumentów i spraw Dew-X The duplicate step will appear last, but by using the Reorder feature (mentioned above) you can place it anywhere in the process. Of course, each of the resulting steps can then be edited to give them separate characteristics. Note: We recommend that you think about using the same field names in the next steps of the process, because in the case of fields with the same names in the report (more about reports: click) in the summary sheet, only the last, final value is presented. If your goal is to present each of these fields separately, call them different names, e.g .: – in the HR step: HR Approval (instead of Approval) – on the step Legal Department: Legal Approval (instead of Approval) – at the Management Board step: Management Board approval (instead of Approval) You can change the order of steps in the process using the drag and drop method available in the menu on the right side of the screen Procesy workflow. Obieg dokumentów i spraw Dew-X V. Select Highlighted Variables Specify from 1 to 3 variables („Highlighted fields” option) that are worth showing on the tab of a given process instance Procesy workflow. Obieg dokumentów i spraw Dew-X Hint: for vacation requests, this can be, for example: name, last name and date range, and for invoices: name, tax ID and net amount. These fields will be visible on the task tab without going into its details. VI.Publishing When you finish creating the last step, select Publish Procesy workflow. Obieg dokumentów i spraw Dew-X from now on, it will appear on the list of processes in a given organization and will be available for use. Each process can also be Saved as a file You can save your work to a file at any time by creating or editing a process. To do this, select Close in the menu on the right and then Save as file. Procesy workflow. Obieg dokumentów i spraw Dew-X Save the file to a location of your choice on the disk. This file can be used when creating a new process. In this case, in the builder/creator, in the first step, select the option I have a process file. Do not worry – you can edit a process multiple times (read more about editing an existing process here), refining it endlessly, even when users start using it.