In the free version of Dew-X, processes flow forward or backward.
We call it standard or landscape type flow.

Holiday request. Vacation process

This is usually sufficient, and the great advantage of such a flow is the ease of implementing it on a template basis or from scratch in a wizard. More on process creation.

The appetite grows as we eat, so the more our organization optimizes, the more automation we will expect.

One such need is conditional process control

Let’s analyze this with the example of vacation requests.

To handle the circulation of three types of leave (holiday, unpaid, special) for standard processes we will need three separate definitions. The matter will become even more complicated when, for example, in the case of a holiday leave, in some cases, there will be a need to obtain a replacement – it will make four or the requester will have to complete two steps.

We can easily solve the described cases using conditional control of the process.

Conditional control allows us to build alternative flow paths through which the task will flow depending on the fulfillment or non-fulfillment of specific criteria. Thus, we can say that conditional processes contain decision logic, based on which the process behaves in a certain way.

Returning to the given example of vacation requests, using conditional control, on the form we can place a field (in Dew-X a plugin) with a selection list containing three answers: holiday leave, unpaid leave, special leave.

Type

Depending on the decision made by the requestor, the process will flow either to the supervisor to the acceptance step with the option to reject/revoke or directly to HR with the option to verify and reject, and only then, informatively to the supervisor. Similarly, the selection of “requires replacement” can force a course that takes into account finding a replacement person, before forwarding to acceptance.

Conditional operators can be many. In Dew-X we used: “=” equal and “!=” different, which are useful for both text and numbers, and best suited for numbers: “>” greater, “>=” greater-equal, “<” less, “<=” less-equal. The criteria can also be other, such as the passage of time.

This makes it possible to build a definition, such as this one:

holiday request

If you are interested in getting a proposal for a commercial version of the Dew-X system, fill out the form or write to hello@dew-x.com

Workflow

The criteria for segmenting the workflow systems available on the market can be many. Below are some of the perspectives.

1. Method of implementation

  • Low-code / no-code – configuration is done in the GUI using drag-and-drop, adding pre-built elements, etc.
  • Requiring coding and thus developer involvement

2. Licensing

  • Open source – open software in which the source code is released under a license by which the copyright holder grants users the rights to examine, change and distribute the software
  • Purchase of software licenses – exclusive or non-exclusive. Usually in this case the client pays for the license, implementation and maintenance
  • Subscription – software as a service (SaaS) – a service model that allows a client to use an application in the cloud infrastructure via, for example, a browser.

3. Data storage location

  • Cloud – a wide network of remote servers located in various places around the world
  • Client infrastructure (On Premises) – server, memory, software are physically located and managed within the client organization

4. Prices

  • Free – these are extremely few, and truly free probably only one
  • Trial – free use for a limited time
  • Limited scope – there is a free version, but it has significant limitations, such as the number of users, instances, processes, functionality, etc.
  • Paid – each form of use is paid for

Which to choose?

If you are convinced that your organization needs a workflow system (you can read about what a workflow system is and whether it is worth implementing here), then it’s time to act.
There are at least a few ways. Here we will address two of them.

By the Book

  1. Find an analyst, preferably an external one not affiliated with a single software vendor, to help your organization determine what processes should be included in the scope of the implementation, and then define them. Our experience suggests that it’s a good idea to start with a limited scope, such as two key processes, and only implement others in successive stages. Implementing ten at once will take “ages” and carry a high risk of failure.
  2. On the basis of the analysis, choose a system and a software provider. In our opinion, the key is to be guided by the criterion of the chance of implementation success (unfortunately, many IT implementations fail). Of course, in the real world there will be many factors that will limit your options and force you to make compromises, the most obvious of which will be budget.
  3. Sign a contract so that your interests are protected. Pay attention to, among other things, copyright, maintenance costs, the possibility and cost of modification when your needs change, and even the permissibility of changing suppliers if for some reason you were no longer comfortable with your chosen one.
  4. Take care of issues related to integrations with external systems. Remember that this important area is likely to involve multiple parties (different vendors), check technical and formal possibilities. If you are changing the system – discuss issues of migration of historical data.
  5. Implement a workflow system and enjoy the results. Monitor, modify, streamline and expand to more business areas.

Who is this path for?

  • you can budget significant resources for preparatory work, implementation and subsequent maintenance,
  • the processes you are thinking about are critical to your organization (e.g., they are its core business),
  • you have enough time,
  • your organization has adequate resources (analytical, substantive, IT, legal, etc.) or can acquire them.

In Vogue

Do it yourself or with a little help.

This path has many enthusiasts, but also a large group of opponents.

To use an analogy, one can cite an example from the furniture industry. We can order a piece of furniture created to our order based on a unique design; or we can order a ready-made product, which will be delivered to us and assembled by a professional team, which in some cases will also make minor modifications – to fit our needs. Finally, we can use a ready-made product, which we ourselves will bring home and assemble based on instructions – often modular, which will allow many modifications and adjustments. Of course, in the latter case, too, it is possible to use external support – not necessarily the manufacturer.
There are workflow systems on the market that are quick and easy to implement, which of course may (although not necessarily) involve making many compromises. The providers of some of them will not allow, for example, installations on your server, modifications, integrations, flat-rate billing unrelated to the number of users, instances, space, etc.
However, there are also those that are not particularly different from the so-called traditional ones, and allow you to start with simpler and cheaper implementations, while at the same time giving you the opportunity to later migrate to more complex versions with extensive capabilities.

Who is this route for?

  • you don’t have a big budget (or maybe you don’t have one at all),
  • you want to test different possibilities before reaching for a target solution,
  • the system you are looking for is to handle less critical processes, such as in the back office,
  • you don’t have time for a long implementation – the processes are supposed to take off in a few weeks (or maybe even days).

I can’t make a decision

Which of these paths is better for your organization depends on many factors.

When you can’t decide, consider the following approach:
Use gateway #2 (In Vogue) in the least expensive form possible, thinking about both the cost of the software and your or an external involvement. Adopting such a solution is a good test of whether a workflow system will even take hold in your company and fulfill its role.
It may show that it is sufficient and you don’t need to invest in anything more expensive. Or it may show that you definitely need to look for another system or method of implementation, but then both you and your organization will already be at a completely different level of knowledge and will know exactly what to look for when making the target choice.

Check how to start cooperation with us here: How to get started with Dew-X?

Workflow

Information about AI (artificial intelligence), BI (business intelligence – business analytics), robotics and automation is coming from everywhere. Well-known companies are already after or in the process of digital transformation. The world revolves around IT.

Is it the same in your company?

Statistically speaking, rather not. The truth is that most organizations operate with old technology or even analog.

The area of document and case flow, or so-called workflow, is not unique. There are many reasons for this, of course, but that’s a topic for another article. In this one, let’s focus on whether implementing such a system makes sense and what benefits we have a right to expect.

Should I implement a workflow system in my company?

When you think of a huge company it is quite obvious that such a tool will be useful. However, where is the limit?

  • Number of employees

This is often assumed. Is therefore 20 people working with computer, is already quite? Or maybe 10 is enough, but in a territorially dispersed or home office mode.

Before the COVID-19 pandemic, it was assumed that 50 people was the limit, but that number was more for budgetary reasons (more on that below), because licenses and implementations were expensive.

  • IT budget

It’s hard to buy and implement a workflow system for less than EUR 10,000 net. Typically, budgets settle closer to EUR 50,000, and even those for EUR 0.5 million are not uncommon. Subsequent maintenance costs are also non-trivial. Now let’s add to that the internal cost, because without a lot of involvement of people from inside the company no implementation will succeed. The result? One has to agree that this is not the way for everyone.

  • Needs

Let’s not think about costs for a moment, but about needs – an approach often found in literature and commercial processes, and quite unique in practice.

Let’s imagine a micro-entrepreneur on a flat rate who provides services to one client. Would he need a workflow system? Not likely.

Well, and a micro with several employees or subcontractors, providing services to many clients? Rather yes – in such an organization there are processes with a repetitive structure, such as customer service: complaints, support/support, vacation requests. Such a company often uses external resources: accounting offices, human resources, lawyers, etc., which paves the way for further processes.

Will this entrepreneur buy a system offered in the traditional model? Not likely.

How much does he need to grow to be able to afford it? Become small? – Not yet. Medium? – you can start looking.

And the choice is there. We recommend the Dew-X workflow system, a low-code platform that will be sufficient for most companies, and in a completely free version!

BPMS implementation

Workflow system – business benefits

The list of benefits is very long and depends on the specifics of each organization. In almost every one, however, you can talk about these five basic reasons:

  • Process optimization
    Quite obvious. Everyone would like to eliminate documents circulating senselessly, delays, loss, stress during inspections, etc.
  • Control
    We want to see ongoing and completed cases. We want to be kept up to date without having to ask questions other than through the search box in the app. At any time of the day or night, wherever we are.
  • Optimizing work in a distributed organizational structure and when working remotely
    Before 2020, most companies rejected the possibility of remote work. The possibility of remote access to company resources was also questioned. Today, almost every entity allows such solutions. Moreover, many organizations recognize their advantages. This work model also presents challenges, one of which is the flow of documents and tasks. The workflow system solves these problems.
  • Flexibility
    Imagine that you want to change the way a certain type of document or matter flows. In the traditional model, you have to produce a procedure and distribute it to the participants, and it will still take months before everyone gets used to the new rules. Similarly, implementing a new employee will require familiarizing him or her with the organization’s rules. In a good workflow system, the new procedure and forms will be reflected in the process definition, and the rest will happen on its own.
  • Image
    What kind of company would you prefer to work for – modern or backward?
    Which company would your current and potential clients like to work with?

If we wanted to synthesize these benefits, two would emerge: reduced costs and increased sales. Miracle mix.

Bet on the Dew-X workflow system

Dew-X is the first truly free, simple workflow system – a tool for creating and managing workflows, issues and tasks, and file archives. Low-code platform available in the cloud or as a paid version on your server.

With the Dew-X system you can achieve each of the mentioned goals, and both by ordering the extended paid version and using the free version, which can also be used for commercial purposes!

Dew X workflow

Do you have additional questions about the Dew-X workflow system? Use the contact form available on the site, or write directly to the hello@dew-x.com – specialists will provide you with detailed information and clear up any doubts.

Conditional control allows us to build alternative flow paths through which the task will flow depending on the fulfillment or non-fulfillment of specific criteria. Thus, we can say that conditional processes contain decision logic, based on which the process behaves in a certain way.

If we use the vacation requests as an example, using conditional control, on the form we can place a field (in Dew-X a plugin) with a selection list containing three answers: holiday leave, unpaid leave, special leave.

Type

Depending on the decision made by the requestor, the process will flow either to the supervisor to the acceptance step with the option to reject/revoke or directly to HR with the option to verify and reject, and only then, informatively to the supervisor. Similarly, the selection of “requires replacement” can force a course that takes into account finding a replacement person, before forwarding to acceptance.

Conditional operators can be many. In Dew-X we used: “=” equal and “!=” different, which are useful for both text and numbers, and best suited for numbers: “>” greater, “>=” greater-equal, “<” less, “<=” less-equal. The criteria can also be other, such as the passage of time.

This makes it possible to build a definition, such as this one:

holiday request

Conditional process control is only available in the PRO version.

In the Dew-X system, integrations with other systems or data sources are possible through webhooks. Until recently, there was some difficulty in calling up and using external data before closing the form and submitting it further.

With the help of a new plugin called “Button,” the integration possibilities have been greatly expanded

The following rather uncomplicated example demonstrates the use of Button to call a function that, based on data from a form, queries an external database and, based on the results, completes another field of the same form.

Business-wise, the situation was as follows – the client has an invoice workflow where, at the registration step, using the GUS (Government database of business entities in Poland) plugin , it is very easy to obtain the buyer’s data based on the TAX ID. The integration with the accounting system at the last step of the process, where the contractor’s accounting number was required, proved problematic. The script used checks on the basis of the TAX ID whether such a contractor exists in the database of the accounting system and returns its number or a message about the need to establish such a supplier in the database.

In order to perform such an integration, it became necessary to place the Button on the form. This step is quite trivial and, as with other plugins, only requires adding it to the form and configuring it by providing some information.

The most important of these is the address where we put the script, where the logic of the operation is sewn in. In the example presented here it is the check_supplier script that we made using the Laravel framework. Of course, your script can be written in any language.

In order for your script to affect what you have on the form or in the process it must contain three basic properties:

  1. Receive data from a request (it is sent via POST)
  2. Perform the appropriate operation (e.g. fetch data from an external database or another process in Dew-X, perform more complex operations)
  3. Perform data updates in the current instance from which the request was called.

Below is an image illustrating the configuration of the Button for integration.

Integracja Dew-X

View of the form (example)

Once the process is started, the Button is part of a larger whole – we see the GUS plugin, the description section, the Button itself and the field that the Button is supposed to complete. There can be any number of fields or tables that the Button completes (e.g. get order values after indicating the order number). In the example given, it is about completing one field.

Integracja Dew-X

First, the user fills in the TAX ID (NIP)  field and clicks search in GUS. With this plugin, the contractor’s data is downloaded.

Integracja Dew-X

Then, the Button we created comes into action, under which a link to the script we wrote and published is hooked up. When it is pressed, a value from the client’s accounting system is downloaded to the ” Contractor Accounting No.” field. Before this happens, two actions take place, which are immanent features of the launch of each Button – saving the data before and refreshing the form after the script is executed.

Integracja Dew-X

Script view (example)

Of course, in order for our script to work and affect what is on the form, it is required that it is accessible on the open web, accepts a POST request, and inside there are references that allow you to retrieve and/or edit the instance data using CURL (Call to URL) functions. For the purposes of this exercise, our script was based on the Laravel framework – you can use any language or framework that meets the above criteria.

First, we embedded our script in the routing of the Laravel instance – we used the api.php file located in the routes directory for this purpose

Dew-X integration

The server and the client installation are locked into an internal network, so no additional authorization methods were necessary. However, if your server where you place your scripts is running on an open network, or you are using a free version of the Dew-X system you should secure routing by at least accepting requests only from our Dew-X server.

Once we had established routing and our script began to be reachable, we built checkSupplier functions within the controller.

Dew-X integration

The Button action sends two key pieces of information:

  • token – which allows you to perform API operations terminated with the system phrase (like downloading instance data, or updating data).
  • instance – telling what unique instance of the process the request comes from.

Note: if you want to use other API methods you need to use a specific user key (usually your own). You will generate it from the Dew-X interface.

In our function, in addition to retrieving data from the request, we have a reference to the private function getSupplierNumber, where we use both the token and the instance. We use them to first retrieve the data of the instance through the Dew-X system API, in which the Button script was called

Dew-X integration

Note: in most functions it is necessary to specify the organization id to know in which context we want to use the API.

After downloading, we decode the data by turning it into arrays, where we use the foreach function to find the instance data we need – in our case, it’s the TAX ID (NIP) of the indicated company from the “NIP” field of the GUS plugin, which we called “Company data” (“Dane firmy” in this example), and the id of the field with the key “no_account_contractor” (“nr_ksiegowy_kontrahenta” in in this example).

Dew-X integration

Note: we do not recommend searching by field id as these change with each process version update. It is much safer to search by the name of the field (label) and preferably, where possible, by the key.

Once we have the necessary data we ask the database of our accounting system for the contractor code. We will use it at the end of the process for integration, and now we need it to complete the field ” Contractor Accounting No.”

Dew-X integration

Finally, we load the data into an array named $json, encode it into JSON format, and use the PUT method to update the process data

Dew-X integration

This is one way to use the Button plugin in Dew-X

What happens when a member of our organization ceases to be a member of our organization?

Moreover, what happens when it ceases to be a user of the Dew-X system in general?
The latter case is particularly common for separate installations in a customer’s infrastructure.
You can read about how a separate installation differs from a shared installation here

How will the system behave? What about the history? What about pending tasks? Et cetera, etc.

Global (“shared”) version of Dew-X

1. Deletion of one’s account by a user will result in:

  • such user will no longer be able to log into the system,
  • the organizations that a given user owned (Owner) will be deleted along with all history, documents, instances, process definitions, namespaces, archives, etc. Each member of these organizations will receive an email informing them of this fact. The accounts of these users will not be deleted.

2. Deletion by the administrator or owner of the organization in question will result in:

  • the user will no longer have access to the organization in question, including the ability to receive and execute tasks, documents, data, or the history of operations in which the user has participated,
  • will still be a Dew-X user. He will be a member of other organizations and will be able to create or join more organizations.

Separate installation (on-premises)

Deletion of an account (by the user) or by the administrator will have the following consequences:

  • that user will not be able to log into the system,
  • a message about account deletion will be sent to his e-mail address.

Note: if this user was an Owner in some organization, deleting the account will delete this organization and all history, documents, instances, process definitions, namespaces, archives, etc. Every member of that organization will receive an email informing them of this fact, but their accounts will not be deleted.

That’s why we recommend that if installed on a customer’s infrastructure, users should not create “production” organizations that are relevant to the company. Even if their accounts are not deleted, they can still delete organizations created by themselves. Such organizations should be created by technical users. Of course, there is no obstacle to serial users creating for themselves any “test” organizations or for their own purposes.

What happens to instances of processes that are in progress or have been terminated?

In both of the above cases, provided that entire organizations have not been deleted:

  • Completed instances in which the removed user participated: information about the actions performed by the user remains in the history,
  • In-progress instances in which the deleted user participated: information about the actions performed by him remains in the history. If someone wants to undo a task to a activity performed by a deleted user, the undoer will have to select another existing user. If the task was to be undone automatically (failure to perform the task within the stipulated time) to a non-existing account, the task will remain where it was1,
  • Instances at the deleted user: tasks will wait until their execution time expires and, according to the process definition, roll back to the previous step2 or terminate,
  • Instances at the first activity – “remain in a vacuum”1.

[1] The administrator of an organization can search for them and change their executor or delete them.
[2] If this step was with a contractor who is also no longer there, e.g. the same one, the task will “hang in a vacuum,” but see [1].

The family of plugins/extensions available free of charge has just expanded and now numbers 13!

Triplets have been born – three new:

Button

Tt allows you to add button that triggers external action.
Specify the alignment (left, center, right), the text to be displayed and the URL.

VAT and gross

Calculate VAT and gross based on net and VAT rate.

Math operation

Perform simple math operation.
The following functions are available: Addition, Subtraction, Multiplication and Division.

Extension

Among other things, they will come in handy for processes such as invoice workflow and purchase request.

You can read more about the plugins/extensions here

Many Dew-X users pointed out that when executing a activity, the preview of data collected on previous activities was not available.

This was not entirely true, as there is an option to switch between activities, which allows you to see both the already completed forms and the next ones.

Indeed, in some cases, this was not enough. For example, when in order to fill out the current form we also need to preview data from one of the previous activities, such as a table, multiple dates, descriptions, etc. Switching repeatedly between views is inefficient.

We have added functionality so that when you click the “Data” button, all the data will be displayed in an additional window that can be moved around the screen or enlarged to its full width and fill out the form at the same time

Data preview

From now on, working with forms has become even easier.

The decision has been made

If you are convinced that your organization needs a workflow system (you can read about what a workflow system is and whether it is worth implementing here), then it’s time to act.
There are at least a few ways. Here we will address two of them.

By the Book

  1. Find an analyst, preferably an external one not affiliated with a single software vendor, to help your organization determine what processes should be included in the scope of the implementation, and then define them. Our experience suggests that it’s a good idea to start with a limited scope, such as two key processes, and only implement others in successive stages. Implementing ten at once will take “ages” and carry a high risk of failure.
  2. On the basis of the analysis, choose a system and a software provider. In our opinion, the key is to be guided by the criterion of the chance of implementation success (unfortunately, many IT implementations fail). Of course, in the real world there will be many factors that will limit your options and force you to make compromises, the most obvious of which will be budget.
  3. Sign a contract so that your interests are protected. Pay attention to, among other things, copyright, maintenance costs, the possibility and cost of modification when your needs change, and even the permissibility of changing suppliers if for some reason you were no longer comfortable with your chosen one.
  4. Take care of issues related to integrations with external systems. Remember that this important area is likely to involve multiple parties (different vendors), check technical and formal possibilities. If you are changing the system – discuss issues of migration of historical data.
  5. Implement a workflow system and enjoy the results. Monitor, modify, streamline and expand to more business areas.

Who is this path for?

  • you can budget significant resources for preparatory work, implementation and subsequent maintenance,
  • the processes you are thinking about are critical to your organization (e.g., they are its core business),
  • you have enough time,
  • your organization has adequate resources (analytical, substantive, IT, legal, etc.) or can acquire them.

In Vogue

Do it yourself or with a little help.

This path has many enthusiasts, but also a large group of opponents.

To use an analogy, one can cite an example from the furniture industry. We can order a piece of furniture created to our order based on a unique design; or we can order a ready-made product, which will be delivered to us and assembled by a professional team, which in some cases will also make minor modifications – to fit our needs. Finally, we can use a ready-made product, which we ourselves will bring home and assemble based on instructions – often modular, which will allow many modifications and adjustments. Of course, in the latter case, too, it is possible to use external support – not necessarily the manufacturer.
There are workflow systems on the market that are quick and easy to implement, which of course may (although not necessarily) involve making many compromises. The providers of some of them will not allow, for example, installations on your server, modifications, integrations, flat-rate billing unrelated to the number of users, instances, space, etc.
However, there are also those that are not particularly different from the so-called traditional ones, and allow you to start with simpler and cheaper implementations, while at the same time giving you the opportunity to later migrate to more complex versions with extensive capabilities.

Who is this route for?

  • you don’t have a big budget (or maybe you don’t have one at all),
  • you want to test different possibilities before reaching for a target solution,
  • the system you are looking for is to handle less critical processes, such as in the back office,
  • you don’t have time for a long implementation – the processes are supposed to take off in a few weeks (or maybe even days).

I can’t make a decision

Which of these paths is better for your organization depends on many factors.

When you can’t decide, consider the following approach:
Use gateway #2 (In Vogue) in the least expensive form possible, thinking about both the cost of the software and your or an external involvement. Adopting such a solution is a good test of whether a workflow system will even take hold in your company and fulfill its role.
It may show that it is sufficient and you don’t need to invest in anything more expensive. Or it may show that you definitely need to look for another system or method of implementation, but then both you and your organization will already be at a completely different level of knowledge and will know exactly what to look for when making the target choice.

How to get started with Dew-X?

Who is a Citizen Developer?

Citizen Developer is a person who has no formal training or work experience as a software developer, but uses available tools and platforms to create applications or customize existing technology solutions. They are often people from other areas, such as entrepreneurs, business analysts, operations department specialists, or serial employees.

The main characteristic of Citizen Developer is the ability to create solutions without the involvement of professional programmers. This is due to low-code or no-code platforms, which enable the development of applications by using ready-made modules, graphical interfaces and visual tools. This allows a Citizen Developer to focus on solving a business problem or creating a tool that meets his or her specific needs, without having to call to the IT department.

You can read more about Citizen Developers in this article.

The workflow system is for my company – the decision has been made

If you are convinced that your organization needs a workflow system (You can read more about this system here: Electronic document workflow – for whom and what is it?), then it’s time to act.
There are at least a few ways. Here we will address two of them.

By the Book

  1. Find an analyst, preferably an external one not affiliated with a single software vendor, to help your organization determine what processes should be included in the scope of the implementation, and then define them. Our experience suggests that it’s a good idea to start with a limited scope, such as two key processes, and only implement others in successive stages. Implementing ten at once will take “ages” and carry a high risk of failure.
  2. On the basis of the analysis, choose a system and a software provider. In our opinion, the key is to be guided by the criterion of the chance of implementation success (unfortunately, many IT implementations fail). Of course, in the real world there will be many factors that will limit your options and force you to make compromises, the most obvious of which will be budget.
  3. Sign a contract so that your interests are protected. Pay attention to, among other things, copyright, maintenance costs, the possibility and cost of modification when your needs change, and even the permissibility of changing suppliers if for some reason you were no longer comfortable with your chosen one.
  4. Take care of issues related to integrations with external systems. Remember that this important area is likely to involve multiple parties (different vendors), check technical and formal possibilities. If you are changing the system – discuss issues of migration of historical data.
  5. Implement a workflow system and enjoy the results. Monitor, modify, streamline and expand to more business areas.

Who is this path for?

  • you can budget significant resources for preparatory work, implementation and subsequent maintenance,
  • the processes you are thinking about are critical to your organization (e.g., they are its core business),
  • you have enough time,
  • your organization has adequate resources (analytical, substantive, IT, legal, etc.) or can acquire them.

In Vogue

Do it yourself or with a little help.

This path has many enthusiasts, but also a large group of opponents.

To use an analogy, one can cite an example from the furniture industry. We can order a piece of furniture created to our order based on a unique design; or we can order a ready-made product, which will be delivered to us and assembled by a professional team, which in some cases will also make minor modifications – to fit our needs. Finally, we can use a ready-made product, which we ourselves will bring home and assemble based on instructions – often modular, which will allow many modifications and adjustments. Of course, in the latter case, too, it is possible to use external support – not necessarily the manufacturer.
There are workflow systems on the market that are quick and easy to implement, which of course may (although not necessarily) involve making many compromises. The providers of some of them will not allow, for example, installations on your server, modifications, integrations, flat-rate billing unrelated to the number of users, instances, space, etc.
However, there are also those that are not particularly different from the so-called traditional ones, and allow you to start with simpler and cheaper implementations, while at the same time giving you the opportunity to later migrate to more complex versions with extensive capabilities.

Who is this route for?

  • you don’t have a big budget (or maybe you don’t have one at all),
  • you want to test different possibilities before reaching for a target solution,
  • the system you are looking for is to handle less critical processes, such as in the back office,
  • you don’t have time for a long implementation – the processes are supposed to take off in a few weeks (or maybe even days).

Implementation of a workflow system – I can’t make a decision

Which of these paths is better for your organization depends on many factors.

When you can’t decide, consider the following approach:
Use gateway #2 (In Vogue) in the least expensive form possible, thinking about both the cost of the software and your or an external involvement. Adopting such a solution is a good test of whether a workflow system will even take hold in your company and fulfill its role.
It may show that it is sufficient and you don’t need to invest in anything more expensive. Or it may show that you definitely need to look for another system or method of implementation, but then both you and your organization will already be at a completely different level of knowledge and will know exactly what to look for when making the target choice.

Check out how to start working with us here: How to get started with Dew-X?

Low-code (LCDP: low-code development platform) is the idea that applications are created faster by eliminating or minimizing hand coding.  Creation is possible in a graphical user interface using drag-and-drop, adding pre-made elements, etc.

It is said that the approach leads to “democratization” of application development. Business users, e.g. team leaders, project managers, or analysts with little or no programming skills become so-called “citizen developers” and tailor the system to the needs of their organizations on their own.

In the sources, you can also find the term no-code (NCDP: no-code development platform), which refers to a way of developing applications in which no manual coding is required.

Dew-X is at the same time a low-code and no-code platform, i.e. that most business goals can be achieved without programming, but if special effects are required, it is possible to enrich the application with components created by the developer’s hand-coding.

Best value has many meanings.
If something is free, it probably easily deserves to be called the best value for money. However, sometimes free of charge goes hand in hand with low quality.

This is not the case here. Dew-X didn’t just get a badge:

Dew-X workflow system and file archive

but in addition an overall rating of 4.9 out of 5

Dew-X workflow system and file archive

on probably the best IT system evaluation platform

It’s nice that our system is positively received by users.
Such a high rating and badge that we can use is a great summary of 2023.

We are particularly pleased that Dew-X is perceived as easy of use

Dew-X workflow system and file archive

which is not easy to achieve in the context of the complexity of document workflow business issues.

The fact is that this was one of our goals from the very beginning.


Now we are even more motivated.

Namespaces are entities that bind data, processes and documents, but do not have workflow mechanisms of their own.

Namespaces are intended to allow the creation of entities such as clients, projects, as well as working time records or a register of incoming letters. They allow you to create objects with similar features to workflow forms, but managed and presented differently.

Main principles

Namespaces, next to workflow and document archive, are an important element of the system. Main features:

  1. A separate place in the menu and a separate set of namespaces created per organization
  2. Tabular data presentation layout
  3. The metadata of each record is always represented in the form of an identifier, a three-letter acronym with sequential numbering, the date of creation and the date of last modification
  4. Each record may have a short label (Name), which is not mandatory, although strongly recommended
  5. Each Namespace record can be related with any number of records from the same or another Namespace on a many-to-many basis. Related records are represented on a separate tab (does not apply to associations to the same Namespace)
  6. Each completed process instance that has been related with a record is visible on a separate tab
  7. Each ongoing process instance that has been related with a record should be visible on a separate tab
  8. Each record contains an operation history available to authorized users, which shows changes to field values in the record (apart from adding a comment)
  9. Each record has a separate comments section, which allows you to post any number of notes for anyone who has access to this record. Comments create their own timeline visible on the tab, regardless of the operation history
  10. Namespaces have permissions in the areas of creating, auditing, viewing, deleting, or changing definitions, but administrators or the record creator can grant separate permissions per record. By default, each record has the same permissions as the Namespace in which it was created.
  11. Each record can be changed any number of times
  12. Each Namespace may be edited by any authorized user
  13. A field added to a Namespace definition can only be deleted if it has no value in any record of that Namespace. Otherwise, the user can hide them so that they are not visible
  14. Each field, regardless of type, must have a unique name within a given Namespace
  15. It is not possible to change the type of the field created. If we want to make such a change, remove the field and then add it with the appropriate type (e.g. if we want to change the field type from number to date, etc.)
  16. Each definition has its own icon, acronym and name given when creating it. The acronym cannot be edited at later stages, the name and icon can be changed at any time.
  17. Highlighted variables, i.e. values by which we can browse and search for records, are defined in any number, but limited to certain types.

You can read about the differences between workflow and Namespaces here

The primary purpose of Namespaces is to represent sets of data that do not require flow. However, most business areas can be presented either in a static form or in a flow form.

There are also areas that can be presented in both forms. Finally, there are also those where the flow is limited to one activity of the process – in this case, a static presentation is also a much better solution.

A great example of the duality of business situations of this type is the issue of incoming (cost) invoices. In Dew-X, you can implement this as either a document workflow, a Namespace, or both. In the first situation, we create a process definition (e.g. cost invoices), which may include activities such as registration, substantive description, approvals or accounting verification. After the cost invoice is received, it is loaded into the workflow, creating an instance, and follows its path as defined.

In the second case, we create a Namespace called “Incoming invoices”. It has no flow, but we can use fields such as status or payment status to define where it is now, and to include information on the acceptance, validity or compliance of the document in the comments.

In the third case, the invoice flow takes place in the processes section, and the namespace linked via integration is used to manage and search it after the process is completed.

Namespaces are better suited where permissions and record navigation are more important.

The differences between static representation (Namespaces) and workflow (processes) and recommendations for using a specific one are included below:

  • Permissions – excluding administrators and people with the Search role, a user can see a given process instance only if he/she participated in it or was CC’d. However, he sees all processes within the organization. In the case of Namespaces, the user will see a given Namespace if it belongs to authorized users. In terms of records in a given Namespace, he can see those with default visibility and those to which he has been personally added. Where there is extensive specificity of permissions, it is better to use namespaces.
  • Navigation – within the processes, the user can see the instances that he has to perform, those in which he participated (both in progress and completed) and those that have been CC’d to him. Processes are represented as cards containing a maximum of three pieces of data (highlighted variables). After entering and exiting a given card, it is highlighted on the list, unless it has already been forwarded by us or has ended. In the case of Namespaces, individual records are presented as rows in a table described with metadata and any number of highlighted variables.
    Thanks to the large amount of data and tabular layout, Namespaces allow you to obtain more information without going into details. However, namespaces are static – so their state does not change except when a given record is deleted or the user loses permissions to it. For this reason, namespaces are less suitable for business situations where it is important to quickly and intuitively obtain information about the current progress or location of a given record. The record is navigated on the data and history tab. In the first tab we see the current state of data, and in the history tab we see how they have changed. In the case of a process in progress, by default we go to the tab related to the current activity of the process, and the data status from previous activity is represented in the form of tabs – one per activity.
  • Search – Namespaces allow you to precisely search table values using multiple variables at once. However, the nature of the search is always LIKE %%, which means “Similar to” regardless of whether the value in the column is text, number or date. The exception are two system dates that allow you to search by date range. The AND operator, which connects individual filters, is the connector for individual queries. The more filters completed, the more precise the results become. The main search engine of the system does not allow searching by values – selecting “Namespaces” from the options of this search engine and indicating a specific one will take the user to its view. Searching in processes takes place in one of three contexts (to do, in progress, completed) and allows you to search a set using one value contained in up to three distinguished variables. However, processes allow their contents to be searched using the system’s main search engine. If we want detailed searches from large sets, Namespaces will be better. Where the search is most often done by a specific parameter (e.g. process ID, project name), processes will work better
  • Responsibility – processes, by definition, allow for easy determination of the person responsible for a given process instance and the current status. A given instance may be held by one person or by many people – individually designated or belonging to a group. In the latter case, the action of only one, most or all of them may be needed to advance the process. However, the processes are equipped with a retry mechanism with an escalation option. When creating a process, we can determine how long a given activity should take by default and how many times this time pool can be refreshed before the process ends or rolls back. In the case of processes, responsibility is very clear to determine, and streamlining the process is much easier. In the case of Namespaces, no one is personally responsible for a given record, except in situations where permissions are granted to one or a narrow group of people. Due to its static nature, there are no issues of escalation or deadlines. You can support this process by configuring appropriate fields (e.g. date of next contact, responsible person), but they do not generate any action in the system and require the supervisor to review the progress in a non-automated way.
  • Data recording – processes, apart from the values in Data sheets, can also save values per activity. This means that a variable with the same name (e.g. decision) occurring at several activities will have as many values as there were activities. Even if such a variable is to be used as a distinguished variable in the process, the creator must indicate from which activity it will come. In the case of Namespaces, this variable will be versioned. Each change is saved in the history, but on the data tab we can only see the last state of this variable. Both approaches have their advantages and disadvantages – we recommend using the process approach when it is extremely important to specify the source of data – it is similar to other people putting the same stamp on the document. The Namespaces approach is better when current variable values are given more weight than their historical equivalents. Of course, such a dilemma should only be considered when we want to store frequently changed information under the same name. Otherwise, both approaches will be equally good.

You can read more about Namespaces here

workflow-zastosowanie-w-jakiej-branzy-dew-x-

It is commonly believed that if something is for everything, it is for nothing.
On one hand, there is a lot of truth in this, but on the other hand, this wisdom is often overused. I mention this because if I were to say that a workflow system can find application in every industry, some readers would likely react intuitively in exactly that way.

Our perspective changes when we ask the question: In which industry would a text editor or, even better, an email program find application?

Here, surely no one has any doubt that it would be in every industry. This is because they are universal tools that facilitate our work, acting like a blank sheet of paper until we perform any actions with them.

What is a workflow system?

It is an IT tool that allows for algorithmic task flow between users. It is easier to understand with examples. A workflow system can assist in optimizing processes such as:

  • Circulation of cost invoices
  • Incoming correspondence
  • Purchase requests
  • Leave applications
  • Support
  • Complaint handling
  • Contract approval

As seen, the above processes are not specific to any particular industry.

workflow-wykorzystanie-w-przedsiebiorstwie-dew-x

Does this mean that the circulation of invoices looks the same in every industry and every company?

Certainly not. Here, an analogy to the mentioned blank sheet of paper is helpful.

In a workflow system, we can design process definitions to be adapted to a specific industry, company, department, or business area. The common features remain the idea of a process flow and the interface of a particular system. However, different inputs may appear, various actors will be involved, the flow definition will differ, and the product of this process will vary.

This means that whether a workflow system finds application in our company should be determined by criteria other than just industry fit. But that is a topic for a separate article.

I will, however, draw attention to a separate issue, which is the competence of those implementing it.

Beautiful and functional furniture will not be created just because the workshop where they are produced has the best tools. The desired result comes together with the design, materials, skills of the workers, and their motivation. The same applies to the implementation of document and case management systems.

When deciding to implement one, choose carefully the people who will carry it out, or if you have them in your team, use easily configurable low-code tools to avoid becoming a hostage to a specific vendor.

Feel free to contact us

elektroniczny obieg dokumentów w firmie aplikacja Dew-x

Many entrepreneurs and managers would like to implement an electronic document workflow system in their companies. Digital transformation, digitization of documents, DMS… these are very current topics and there is a lot of talk about them in business. It seems that the sooner these solutions are implemented in companies, the better.

However, how to assess whether a company is ready for electronic document workflow? There are several issues that are worth analyzing and answering specific questions will give us an answer.

What is document workflow?

We deal with the circulation of documents every day and this was happening long before the era of computers. The company receives an invoice, employees fill out leave applications, offices send letters, contractors submit offers in tenders, management board members sign contracts… All these activities generate the need to involve specific people in the document workflow process. Each document sometimes goes through a certain formal path several times, it is repeatable, according to a pattern created by a given company, institution or office.

aplikacja workflow dew-x

This process, described in its most abbreviated form, is nothing more than the flow of information between various people or objects. The information contained in the documents is processed. This process of document flow among people who perform a specific set of activities is called “workflow”.

Electronic document workflow – what is the difference?

This type of document circulation is, of course, digitized, i.e. supported by information technology. It is very likely that in every company that has a computer, handles e-mails, uses accounting programs, electronic signatures or stores scanned documents – electronic document workflow takes place.

However, business owners may feel somewhat dissatisfied and feel that this “involuntary” electronic document flow is not sufficient because it is not formalized in any way. However, documents are often circulated in paper form, have stamps, and are written in a paper register. There is a desire to put this process into a specific framework.

How and when to do it?

It is worth helping yourself by answering one of the important questions: how many people participate in the flow of documents? One person is not enough to implement major changes, but a few people may be enough to start the process. Several dozen people involved in the daily circulation of documents is a situation in which action should definitely be taken.

The next question concerns the mode of work – does it take place stationary in one location? If so, the flow of documents and matters is simple and does not require radical changes and digitization, because the path of their circulation is short and not time-consuming. However, in a situation where we are dealing with work in several offices, company branches, locations, or even remote work, a workflow system seems to be necessary.

Is Electronic Document Workflow profitable and does the investment ever pay off?

This is an issue that is difficult to assess unambiguously, because a lot depends on the company owner’s definition of “profitability” in a given industry. The document workflow system optimizes administrative work, commonly known as the “back office”. This type of work usually never brings an increase in sales, it is aimed at generating savings rather than profit.

narzędzie do workflow aplikacja Dew-x

The purchase and implementation of a workflow system is not cheap either. Subsequent maintenance of a given system also costs money. Internal costs should also be added, such as the involvement of people in training the team.

“We’re probably not ready for this…” – what then?

Let’s not give up. The market has several systems that operate in the “cloud” and are equipped with predefined templates of popular processes. Checking such a solution is a good test of whether the system will be accepted at all in a given company and will fulfill its role. Sometimes it turns out that it is sufficient and there is no need to invest in expensive systems, and sometimes companies decide to make purchases seeing a number of benefits. It is worth knowing that from 2022 there will be one modern and completely free document workflow system.

Invest in people

Implementing a workflow system often comes with a number of concerns. Most often in the context of employees whose bosses state that they are not ready for changes and prefer the traditional form of document flow. Life often proves that this is not true.

People are afraid of change, and fear most often only has big eyes. Leaving your comfort zone requires strong determination. Managers will play an important role here as they must be the driving force behind good, long-term changes.

Using free document workflow systems will primarily allow the team of employees to get used to a possible new work pattern. They will feel the benefits themselves or verify what needs to be improved. Only then will it be worth making the decision to invest money. Because a good investment is certainly one that we are sure is being used appropriately.

Are you interested in implementing a workflow system in your company?

Use our fully free Dew-X application, which will make document flow in your company simpler and more effective. Contact us now to easily and quickly manage everyday processes in your company with this tool.

Please contact us

Some hyperlinks are very long and say nothing about the target.
This happens, for example, when we provide a link to the contract file located on a network drive.
Such links, or more precisely, their structure, sometimes cause concerns for some users.

For this reason, in addition to the link field (where only the target address is visible), we have added a plug-in that allows you to place links with an editable label on forms.
The link will still be long and unfriendly, but the label may already sound very appealing, e.g. “sales agreement”.

Link with label

We will be present at the upcoming Morphology of Leadership Conference with prizes!

We will draw five attractive prizes among the participants, loosely related to our cosmic main theme. These will include comets, meteors and red dwarfs.

Nagrody

The conference will take place on November 15, 2023 in the clouds (the real ones), specifically on the top floor of Olivia Star Top in Gdańsk.

Incidentally, Olivia Star Top is one of the companies that actively uses the Dew-X system.

If for some reason you have not registered yet, do it now – registration link https://www.morfologiaprzywodztwa.pl/

Highlighted fields

As you probably know from the Knowledge Base, when creating or modifying a process definition you should specify from 1 to 3 variables (“Highlighted fields” option) that are worth showing on the tab of a given process instance

highlighted fields

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.

The view of task cards presented on the dashboard is different from the instance card visible in a given process. There is less space on it, among other things, because it also contains the name of the organization and the name of the process.

Many system users reported to us the need to also “stuff” highlighted variables on this tab.

We did it!

From now on, when you hover over an icon

ikona i

highlighted fields will appear on the tooltip, and when you click on this icon, they will be displayed in a small window:

Highlighted fields in Dew-X

This functionality is also available in the mobile version.

Processes can take place in an analogue way, but when we talk about workflow today, software usually comes to mind, called: workflow management system (WfMS or WFMS) or business process management system (BPMS).

These are tools to configure, execute and monitor a defined sequence of processes and tasks. These systems can be process-oriented or data-oriented.

To illustrate the use of this type of tool, let’s imagine the flow of a vacation request.

An employee wants to take a few days of vacation leave and therefore fills out a vacation application form. This type of electronic form contains at least: the applicant’s first name, last name and position as well as the date range on which they want to be vacant.

What could the flow of this process look like? For example like this:

Holiday request. Vacation process

an electronic document flow system, subsequent actors of this process simply fill their forms (or return the process to one of the previous steps).

Many business processes are more complicated – below you will find an example of a professional scheme of an incoming correspondence process map:

Incoming correspondence diagram

You can find more information about electronic document workflow here: https://dew-x.com/en/about-workflow/

Automatic form switching

When we send a task to ourselves, we no longer have to go to it from the dashboard.

The form will be displayed automatically

It may seem that this situation is quite rare – why send yourself tasks?

However, there are several reasons, such as:

  • we replace someone,
  • we want our tasks to be clearly separated in the process history,
  • we test a new or modified process definition.

This will save us a few clicks!

Admin button

With the increase in the number of functionalities available to administrators from the instance level, it was advisable to concentrate them under one button. This makes the navigation bar more transparent and clearly separates user-available and administrative functions.

Button Admin

From now on, administrators can return or delete an instance, change a user, and add other CCs from here.

This is one of the most popular business processes implemented during the implementation of workflow systems.

It occurs in almost every organization.

The flow of cost (purchase) invoices is the first and obvious process that is recommended for optimization using a document workflow system. As the organization develops, their number increases, so traditional methods of working with these documents are no longer effective.

It usually proceeds according to the following scheme:

  • Invoice registration
  • Descriptions
  • Acceptances
  • Accounting verification

Often, the workflow system is integrated with the financial and accounting system in order to place data there after processing the invoice.

Reasons to implement electronic workflow of financial documents:

  • cost control and optimization
  • large number of invoices received
  • distributed organizational structure
  • complex acceptance process
  • dynamic growth of the company
  • optimization of other internal processes
  • integration of the cost description and acceptance process with other systems, e.g. financial and accounting
  • integration with other processes, e.g. purchasing
Invoices and proforms diagram

The advanced search engine allowed searching for process instances using many parameters, such as:

  • Type – you can choose All, only Ongoing or only Completed Instances
  • Start Dates – select the range
  • End dates – select the range
  • Identifier – if you are looking for a specific instance and you know its number, enter it in this field (you can read more about the identifier here: click)
  • Phrase – enter any phrase, the system will search the database for it.

However, there was a need to searching also by user.

Why?

There are many reasons, e.g. absence (vacation, pregnancy, change of job, illness, etc.). Searching for tasks that are held by a given user will allow you to delegate them to another person.

Sometimes this type of search may have audit value – we will find out what matters a given user was dealing with, e.g. in a given time period.

Therefore, we have introduced two additional search parameters:

  • Currently at User – search for instances of processes that are currently at the given person
  • User – search for instances in which the indicated person participated in the flow or which were added CC

More about searching here

When we want to utilize the Dew-X system, for example, to handle error reports, even if the individuals we invited to use it are external to the Organization, they can see the complete list of its members internally when sending a task. This behavior of the system is correct, although not always desired.

In such a situation, one possible solution could be the following procedure:

  1. Create a new Organization, e.g., MyCompany – Support
  2. Create a new process, e.g., “Error Reporting.” You can use a ready-made template and customize it according to your needs, or if you have prepared it previously in another organization, you can import it from a file.
  3. Invite users to this organization, both from outside your company who will be able to report errors and from within who will handle them.
  4. Assign/change the status of each user, including yourself, to “Outside the organization.”
  5. Add a technical user, e.g., tickets@yourdomain.com (the email address to which notifications about new reports will be sent). If you don’t have this type of email address, create one with your provider. Of course, instead of a technical address, you can designate one or several individuals (email addresses) for this purpose. Only this user (or users) should have the “Inside the organization” status.
  6. External individuals (your clients) reporting errors will only see the selected user(s). If you have created an additional email address, remember to handle it, as email notifications will be sent there, and also log in to Dew-X using that specific account.

From this point on, your clients will be able to report errors, seeing only the users you have chosen.

One more article dedicated to the idea of low-code and no-code platforms. The articles obviously refer to workflow / electronic workflow topics, but they should be read more widely because they apply to many types of software.

Ogień, opór

Low-code tools and internal Citizen Developers as a remedy for resistance to IT implementations in organizations.

Resistance to change. Along with poorly structured implementation offerings and tool mismatches, it’s a fundamental problem in IT implementations. Every experienced IT company owner has at least one implementation in his portfolio derailed by internal resistance in an organization whose bosses were so enthusiastic about signing an implementation contract.

There are still not a few companies that build their implementation resources on the basis of people with high technical competence, without worrying too much about their level of development of soft qualities. And after all, an implementer often spends much more time in the customer’s company than a salesman and creates the company’s image to a much greater extent. However, even with sufficient interpersonal skills, he still remains a foreign body in the organization. Therefore, it should come as no surprise that the tool he implements is treated in the same way.

Resistance can manifest itself in a number of behaviors on the part of representatives of the organization, which we probably firmly believe will be significantly helped by the product we are implementing. The primary symptom is a reluctance to change and a lack of understanding, manifested in various ways. However, this rarely happens directly. Older, established employees allow themselves to make stronger comments, especially toward top-down decisions. The less assertive ones are able to undermine the project by inundating the supplier with a litany of changes and convincing them of the enormous complexity of the activities they deal with on a daily basis.

An extreme case I personally encountered was the actions of one of the specialists in a certain unit of the organization. This man showed far-reaching commitment and often appeared at implementation meetings with the project management from the client side. He presented specific ideas for improvements, convincingly illustrating the enormity of the risks and impediments that were to be created by failing to incorporate his requests for change into the emerging process. After several rather lengthy meetings, we prepared a quote for the changes – almost 140 man-hours. As we discussed the implementation vision in detail, someone in the room asked this person how much time he would save with this implementation. We didn’t get a straight answer, but in the heat of the questions it eventually came out that the yield would be… 20 minutes per month. Resistance thus has different faces.

At the other end of the scale is resistance expressed through deliberate belittling of one’s contribution or importance to the implementation, self-pity, disapproval of implementations due to the buyer’s alleged disregard of the person’s opinion. Resistance stemming from fear of losing an area of competence or fear of not being able to meet a new challenge. All of these forms of resistance have a prominent impact either directly on the implementation itself or on satisfaction with the sytem in the post-implementation period.

Resistance within the organization, despite its harmfulness, is generally either accepted or ignored by the buyer (board, owner, department). After all, who likes outsiders?

An excellent way to increase the effectiveness of modern systems implementations seems to be to base the digital transformation on low-code tools, while developing the internal resources of Citizen developers. Indeed, it is important that their majority should be employees of the organization with several years of experience. Their competence in communication, observation and collaboration is also of great importance. Simply put – choose from among well-liked and dynamic people who are easy to spot in the company corridors. In the beginning, it will be difficult to implement the first applications or processes by their hands alone. However, even at the initial stage, they can be an excellent remedy for internal resistance and the first line of contact for the supplier. They will naturally become ambassadors of the implementation and a buffer between distrustful employees and the external company.

When calculating the implementation of such a tool, ensure that training is specified and properly conducted (especially in terms of evaluation) right away. Generating even a group of several Citizen Developers and choosing the right low-code tool can not only be initially cheaper than implementing a classic solution, but will almost certainly translate significantly into a decrease in costs in the area of tool development in the following years.

Electronic workflow as low-code platform from Dew-X

If you want to start with a free entry into the world of low-code and CitDev, then start with Dew-X, a solution that automates processes and enables digitization of workflows. With a zero entry threshold and free consultations still offered, you can easily get started with the first CitDev, which you can easily find in your own company today. Interested? You can register here – a few fields, no credit cards… one click and you’re done 🙂

An article dedicated to the idea of low-code and no-code platforms. In this case, not directly related to the topic of workflow / BPMS, but, of course, also related to it.

Zmierzch analityków

The development of low-code or no-code applications raises the question of the future of business analysis jobs, conducted in terms of information systems. Will they still be needed in the numbers they are today?

Implementing information systems for business development has always generated the problem of converting business issues into code for individual applications. Not counting cases where organizations adapted their business to IT tools, probably every other company has encountered this issue.

Anyone who has had the opportunity to lead a development team or project probably knows how important it is to properly understand the client’s needs and properly communicate them to the production team. Without this understanding, the final result is sometimes grossly far from the expectations of the wider business. Where systems began to be heavily developed, or where the specifics of the business were not easy to grasp, a systems analyst appeared. A dedicated person with the right set of soft skills, combined with at least a basic knowledge of software development and a good knowledge of the range of applications designed to realize customer requirements. External or internal.

In the process of developing such business solutions, the analyst acts as a keystone between the development team and the client. He collects requirements, writes documentation, consults on the architecture and capabilities of the system, tests and presents the team’s output in meetings with the client.

The emergence of low-code applications calls into question the necessity of such positions.

The introduction of such tools provides opportunities to shorten the process and cast analysts in a slightly different role. Instead of dedicating their time to conversions, a business analyst turned Citizen developer has a chance to produce business solutions on their own in the form of “clicking out” a given functionality, process or entire application. Once proficient, even in real time, such as during meetings. This exponentially increases not only the efficiency in delivering exactly what the business wants, but in addition to significantly reducing the delivery time itself.

Taking the above into account, creating an organization’s IT architecture on a foundation composed of low-code applications significantly reduces the costs associated with software development. The current opportunities provided by such platforms mean that far fewer classic programmers are needed, and those who remain can then focus on solving complex business problems with code, rather than concentrating their energy and time on producing a whole lot of “decoration” that could be provided with off-the-shelf components.

With low-code tools becoming more and more popular, it seems that today’s business analysts should be the first line of ambassadors for such tools inside the organization. In my opinion, this is also the right signal, for companies offering such tools, that it should be the analysts, and not IT heads as before, who should be the first, natural sales contact leading to the implementation of such tools.

In conclusion – the increasing quantity and quality of such applications is a call for a change in the optics of those currently holding system/business analyst positions and sets a clear direction for them. Familiarity with these tools, and motivation to implement them in organizations, seems to increase the chances of self-development and guarantee job stability. Analysts also represent a much better source of future CitDev than classic programmers.

Can all users delete tasks (process instances)?

No.

Only administrators (Admin role) and the Owner of a given Organization have such permission.

You can read more about roles and permissions here

And about viewing and changing permissions here

However, there is one situation in which a “regular” user can delete a process instance – he has this right if he created it himself.

Delete in Dew-X

He can use this permission before he sends the task to the next person(s) and when the task comes back to him for the first step.  This is a necessary functionality, because the idea is not to clutter the system with instances of processes that will not be processed anyway when making a mistake noticed at the start of the process or indicated by subsequent participants.