GGBS Workflow Modeler – Forwarding and organisational units

Web-based GBS Workflow Modeler is used by both users and IT experts as a tool for cooperative process modeling. This is based on standardized BPMN 2.0 notation. It allows users without technical knowledge to describe processes and IT specialists to implement necessary adjustments within the same model. For this, the model does not have to be transformed. Thus, both parties receive the same view and are able to conduct changes together. The following tips serve as a brief introduction of further questions and show how technical requirements are solved in the model.

Case 1
GBS Workflow Tips December, 2012

How can I determine a manager for the approval of a request, if both the person submitting the request and the manager are unknown at the beginning of the workflow?

GBS Organization Directory – Determining a department manager:

With GBS Workflow, a GBS organization directory is delivered in addition to a user database. In this organization directory, it is possible to select the group or department to which each user belongs. In the respective department document, the department manager and his representatives can be saved.

GBS Workflow Modeler – Determining the pool
GBS Workflow Tips December, 2012

Drag and drop a pool to your interface from the selection and assign an organization directory to this pool.

Selecting staff members for the lane
GBS Workflow Tips December, 2012

Open the resource dialogue box and use the “Add“ button to add a new assignment type. Select any group or department under “Name.“

Creating a lane for the department manager of the pool

An additional lane is needed for the potential department manager. Drag & Drop them from the “Shape Repository” into your pool.

Designating a manager
GBS Workflow Tips December, 2012

For this lane, a new assignment type is needed as well. Select the “Formula” type, which contains pre-set formulas that were created using the IBM Lotus Notes @Formula language and stored in the process directory.
GBS Workflow Engine executes these formulas during runtime, which makes them able to react flexibly to certain events. In our case, the corresponding manager is determined via the stored organization directory of the workflow initiators (requesting party).

Case 2

How can the forwarding direction be pre-programmed instead of determined by the user?

Usually, the respective processor decides on the desired forwarding direction. For this, he is provided with a selection of the gateway’s sequence flows upon the “completion” of a task. The dialogue box does not appear, if the sequence flow is changed from “standard” to “conditional flow” and confirmed by a formula.

Modifying the sequence flow type
GBS Workflow Tips December, 2012

Select a sequence flow and change the type from standard to “conditional flow“. You can now use @Formula as a conditional expression. True and False values must be used for the amount. In the example, “amount below 1000“ is selected, if the “amount“ field taken from the Lotus Notes document is smaller than 1000. [@if(amount < 1000; @True;@False)]

Default Flow
GBS Workflow Tips December, 2012

If neither one nor the other condition applies, a “Default Flow” can be determined. The sequence flow would then contain a small line as an indicator.

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