Action Types

The process builder displays actions as rounded rectangles. Actions typically have a configuration panel that opens when you select the action.

User task

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A user task in the process editor

A user task indicates that someone will perform a task. In the configuration form, you can specify the following optional details.

  • General - assign a task to a user or a process role.
  • Form - add a form to a task; submit the form to complete the task.
  • Reminders - task deadline notifications.
  • Escalations - automatic task reassignment.
  • Access Rights - task permissions for users and groups.

General

Use the General tab to specify the task’s default assignee or candidates. You can select either individual users or organisation groups as candidates.

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Configuring user task assignment in the process editor

You an also specify a role for the task’s assignment, like a BPMN swim lane, so that Signavio Workflow Accelerator automatically assigns related tasks to the same person.

Task name template

You can use task name templates to create dynamic task names from variables. Enter the task name template on the user task’s configuration panel’s General tab. In the text field, type a # to select a variable.

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Using a task name template to configure dynamic task names

Use task name templates to avoid a Tasks view that fills up with identically-named tasks.

Form

Use the form builder to create a user task form for entering and updating data as part of the user task.

Reminders

Use the user task’s Reminders configuration panel tab to set up task deadline notifications. If you configure a Due date or Reminder period, then Workflow Accelerator will send email when the deadline expires.

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Configuring user task reminders in the process editor

The three settings work as follows.

  • Due date specifies an automatic task due date relative to the task’s creation date, which results in a Case task due notification, and changes how the task appears in the Inbox
  • Reminder works separately from the due date and only sends a reminder notification, which you can use to remind task assignees and candidates earlier than the task deadline
  • Continue reminding further configures the Reminder by repeating the reminder notification up to 25 times

Workflow Accelerator sends these notifications to the task’s assignee if the task has an assignee, or to all of the task’s candidates if the task it not assigned. If the task remains unassigned and does not have any candidates, Workflow Accelerator sends the notification to the process’ owner.

Escalations

You can also use the Reminders configuration panel tab to configure escalations. Use escalations to automatically reassign a user task when a deadline expires.

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Configuring user task escalation in the process editor

  1. On the Reminders configuration panel, select Escalations.
  2. In the After field, set a period to wait after the task creation date, at which point Workflow Accelerator will automatically reassign the task.
  3. In the Escalate to field, select a user or candidate group to escalate to, who will receive a task escalation notification.

Sometimes, you don’t know who will take over a task that has passed its escalation deadline, so you choose one person in the process model. Instead, you can escalate task assignment to multiple people, or select a group.

Access Rights

Use the Access Rights tab to set permissions for viewing, assigning and completing the task. See Restricting access to user tasks for details.

Multi-user task

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A multi-user task in the process editor

A multi-user task indicates that a group of people will each perform the same User task. You can use this to model multiple approvals, where several people in a group must approve a proposal.

In the configuration panel, you can set the same configuration as for a user task, plus the following additional configuration.

  • General - assign tasks to users and groups
  • Results - specify how form fields map to lists of values

General

Use the General tab to specify the users to create tasks for. The multi-user task creates a task for each user or group member.

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User and group configuration for a multi-user task

You can also specify parallel or sequential Execution type. If you select Parallel, the multi-user task will create all of the tasks at the same time, for their assignees to complete in any order. If you select Sequential, the multi-user task will create one task at a time, and wait for its assignee to complete it before creating another.

Results

Use the Results tab to map each form field to a list of values. This list collects the values entered by the people who complete the tasks that this multi-user task generates.

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Form field result mapping for a multi-user task

In this example, the multi-user task’s form includes a single Yes/No checkbox field with the label Approved. The mapping to Approvals creates a variable with the same type as the Approved form field, but which allows multiple values. Completing the tasks that the multi-user task generated adds the Approved values (Yes or No) to the Approvals list.

To use the results of a multiple approval, use a JavaScript action to implement whatever logic consolidates the list of results in the list into a single decision.

Send email

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A send email task in the process editor

The send email action sends an email to the specified user. In the configuration you can specify the following.

Sender name
By default, Workflow Accelerator sends the email with the From field set to Workflow Accelerator. You can set this field to set the From field to your company or department name.
To
The people who Workflow Accelerator sends the email to. You can enter one or more plain email addresses, or select email variables or users in the organization. Note that if you enter a plain email address, you must then select it from the pick list.
Reply to
Workflow Accelerator sends emails from the address notifications@workflow.signavio.com (Europe server), respectively notifications@workflow-us.signavio.com (US server) , which you cannot reply to. If you set this field to an alternative email address, you override the address for replies to the email.
Subject
The email subject line. To use variables in the subject, type a # and select a field from the list. If the list contains too many variables, you can just keep typing after the # to filter the list. You can use the arrow keys to move the section, and Enter to select a field. To remove a variable, just delete it the same way you delete normal text.
Attachments
To add attachments, click the Attachments field and select a file field from the list. The list includes trigger email attachments and file upload form fields.
Body text
You can use variables in the main email body by typing a #, just like in the Subject. You can use Markdown to format the email body by formatting text or including hyperlinks, headings or lists. Select the Preview tab to see how Workflow Accelerator will format your email.

Create document

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A create document action in the process editor

The Create document action allows you to create a file that contains case information.

When you use the Send email action or Upload file to save information from a case, you use a file variable for email attachments or the file to save. You normally provide these files via a form. You can also use the Create document action to create a new file using data from other variables.

Consider a shipping process whose trigger form includes details of a ‘recipient’ to ship a product to and a shipping address. This process can use a Create document action to prepare a shipping label for printing:

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Configuring a create document action in the process editor

Select a Create document action in the process editor to configure the following options.

Document name
Defines the name of the file variable that will store the created document.
File name
Defines the document’s filename. Type # to include placeholders for variables.
File format
Choose between Microsoft Word, plain text, and comma-separated values (CSV) file types.
Body text
Use the text area to enter a template for the new document. Type # to include placeholders for variables, as you would in a Send email action’s template.

Note that the Create document action does not currently support formatting text.

Google Drive - Upload file

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A Google Drive Upload file task in the process editor

The Google Drive Upload file action sends one or more files to an account of your choice.

Configuration

After creating a Google Drive Upload file action, the configuration panel shows a button to start configuring the account.

When you click on the button Configure a Google Drive account, a pop-up window will appear that helps you integrate Workflow Accelerator with your Google Drive account.

Google will check that you have already logged in to Google. This check has three possible outcomes:

  1. If you have already authenticated with a single user to Google, the set-up process skips the log in page and you go straight to the permission screen below.
  2. If you haven’t authenticated with Google, you will see a log in window:
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Google Drive login

  1. If you have authenticated with multiple Google accounts, select the account you want to use.

After you have completed authentication, you’ll see the following page that allows you to give Workflow Accelerator access to your Google account.

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Google Drive permission grant

After accepting the permissions, the pop up will disappear and Workflow Accelerator will have completed connecting to your account.

Upload file action

Once you have configured your Google Drive account, the Upload file action configuration panel displays the account and also shows the folders in My Drive in your Google Drive account.

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Google Drive Upload file authenticated configuration

Other people in your organization can see that you have configured an account, but they cannot see your email address or browse your account folders.

In the Target folder section you can now browse and select the folder you want to upload the file(s) to.

Next to Folder name template, you can optionally specify a subfolder name to create inside the target folder. This name template can include process variables, so you can create new subfolders dynamically to organise your files. For example, if your process variables include a unique customer ID, then you can use that to save each customer’s files in a separate folder. Use a forward slash (/) to separate nested subfolder levels.

Next to Files to upload, you can select the variable field containing one or more files to upload. If the process did not already include a file variable, Workflow Accelerator automatically creates a variable called ‘File’. If the process variables did include a file or list of files, Workflow Accelerator preselects it.

Google Drive - Print file

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A Google Drive Print file task in the process editor

The Google Drive Print File action uses Google Cloud Print to print a file that a case participant has uploaded to a case.

Configuration

After creating a Google Drive Print file action, the configuration panel shows a button to start configuring the account. This configuration has the same steps as in the Upload file configuration (above).

When you have authenticated with a Google account and granted permission, you can configure the Print file action.

Google Drive - Add row to sheet

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A Google Drive Add row to sheet task in the process editor

The Google Drive Add row to sheet action adds a row to a Google Sheets spreadsheet. You can use this to save the values of process variables at process milestones, and build a custom overview of cases.

Configuration

After creating a Google Drive Add row to sheet action, the configuration panel shows a button to start configuring the account. This configuration has the same steps as in the Upload file configuration (above).

When you have authenticated with a Google account and granted permission, you can configure the Add row to sheet action.

Add row to sheet action

Once you have configured your Google Drive account, the Add row to sheet action configuration panel displays the account, the spreadsheet, the worksheet within the spreadsheet, and the worksheet columns.

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Google Drive Add row to sheet authenticated configuration

Each column name, such as Customer name in this example, comes from a column heading in the spreadsheet. For each column, select one of the variables from the list.

Google Drive - Add calendar event

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A Google Drive Add calendar event task in the process editor

The Google Drive Add calendar event action adds an event to a Google Calendar. You can use this to schedule meetings or time to work on a task, based on the values of process variables.

Configuration

After creating a Google Drive Add calendar event action, the configuration panel shows a button to start configuring the account. This configuration has the same steps as in the Upload file configuration (above).

When you have authenticated with a Google account and granted permission, you can configure the Add calendar event action.

Add calendar event action

Once you have configured your Google Drive account, the Add calendar event action configuration panel shows the calendar event fields.

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Google Drive Add calendar event authenticated configuration

In the configuration you can specify the following.

Calendar
The calendar within the selected Google account.
Event summary (optional)
A text variable to use as the name of the new calendar event. If you don’t select a text variable, the event will have a blank name.
Start date
A date variable for the event’s start date and time.
End date
A date variable for the event’s end date and time.
Attendees (optional)
Email address variables for people to invite to the calendar event.

Box Upload file

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A box upload file task in the process editor

The Box Upload file action saves one or more files to a Box account that you select.

Configuration

After creating a Box Upload file action, the configuration panel shows a button to start configuring the account.

When you click the Configure a Box account button, a pop-up window will open for you to authorise Workflow Accelerator to use your Box account. After logging in to your Box account, if you have not already logged in, Box shows an authorization page.

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Box permission grant, after logging in to Box

After granting access, the pop up will close and Workflow Accelerator will have connected to your Box account.

Upload file action

Once you have configured your Box account, the Upload file action configuration panel displays the account and also shows the folders in All Files in your Box account.

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Box authenticated configuration

Other people in your organization can see that you have configured an account, but they cannot see your email address or browse your account folders.

On the configuration panel, next to Target folder, you can now browse and select the folder you want to upload the file(s) to.

Next to Folder name template, you can optionally specify a subfolder name to create inside the target folder. This name template can include process variables, so you can create new subfolders dynamically to organise your files. For example, if your process variables include a unique customer ID, then you can use that to save each customer’s files in a separate folder. Use a forward slash (/) to separate nested subfolder levels.

Next to Files to upload, you can select the variable field containing one or more files to upload. If the process did not already include a file variable, Workflow Accelerator automatically creates a variable called ‘File’. If the process variables did include a file or list of files, Workflow Accelerator preselects it.

JavaScript action

The JavaScript action, called a Script Task in BPMN, allows developers to add JavaScript code to process execution.

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A JavaScript action in the process editor

See JavaScript integration for a developer guide to using JavaScript actions.

Sub-process

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A sub-process in the process editor

A sub-process action represents an entire process as a single task. You can use sub-processes to simplify complex process models, by collapsing each sub-process into a single action. Then you can open the sub-process to see the next level of detail. You can also use a sub-process to delegate responsibility for the process model to a different process owner.

When Workflow Accelerator creates a sub-process, it starts a new case in the selected sub-process. After completing the sub-process case, Workflow Accelerator continues executing the parent case.

Configure the sub-process action in the process builder by selecting it, and choosing a process from the list. You cannot select the same process as the parent process, which would cause a loop, or an unpublished process.

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Configuring a sub-process and mapping an Invoice variable to a trigger form field

If you select a sub-process with a trigger form, you can also select ‘input variables’ that Workflow Accelerator will use to auto-fill the trigger form fields when starting the sub-process case. In the example above, Workflow Accelerator will populate the sub-process’ Unpaid invoice trigger form field with the file stored in the parent process’ Invoice variable.

If you want to capture the result of running a sub-process, you can use the Outputs tab to add ‘outputs’. Adding an output creates a variable that gets its value from a field in the sub-process when the sub-process completes.

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Adding an output variable that gets its value from a sub-process field

In this example, the Recover late payment process has an Amount recovered variable. You can capture the value of this variable when the sub-process completes and use it later, in the parent process’ Check amount recovered task.

DMN Rule Task

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A DMN Rule task in the Workflow Accelerator process builder

DMN Rule Tasks execute Decision Model & Notation (DMN) business rules as part of a process. You can use rule tasks to embed complex business logic in a workflow, without adding complexity to the process model.

Note

To use DMN Rule Tasks, you need to have access to Signavio Process Manager.

Adding a DMN Rule Task to a process model requires the following steps.

  1. Use Signavio Process Manager to create a DMN model.
  2. Use Signavio Process Manager to create a BPMN process model.
  3. In Signavio Process Manager, link a rule task to the DMN model.
  4. In Signavio Explorer, transfer the BPMN model to Workflow Accelerator.
  5. Use Workflow Accelerator to configure the rule task’s inputs and outputs.

A simple price calculation example illustrates how to use DMN with Workflow Accelerator. Suppose you have a price quotation process that involves and order line price calculation, and that the price depends on a discount based on the number of items. Model this calculation in Signavio Process Manager by creating the following Calculate price model.

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A DMN model in Signavio Process Manager

This decision model has two numeric inputs, Unit price and Number of units. The Discount rule uses the Number of units to calculate a discount. The model has one output, Total price, which it calculates from the two inputs and the discount.

Next, model the price quotation process in Signavio Process Manager, by creating the following model. Link the Calculate price rule task to the Calculate price DMN model that you created earlier.

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A BPMN process model, with a Calculate price rule task, in Signavio Process Manager

This process model starts with a Calculate price rule task, which calculates a total price, followed by a user task to check the result and an send task to send the quotation. Now save the model, so you can transfer it to Workflow Accelerator.

Next, select the BPMN model in the Signavio Explorer, and on the Workflow Accelerator menu, select Execute in Workflow Accelerator. On the dialogue box that opens, select Transfer, followed by Open the workflow in Workflow Accelerator.

In Workflow Accelerator, you now need to edit the process to make it ready for execution. In the process builder, select Trigger and add a trigger form. On the trigger form, add two Number fields and name them Unit price and Number of units.

Select Actions and then select the Calculate price rule task to open its configuration panel. The Inputs shows the DMN model’s two inputs. For each input, select the process variable of the same name, that you added to the trigger form.

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Configuring a rule task’s inputs in Workflow Accelerator

Select the Outputs tab to configure the output variable the rule task creates. The output variable has the default name Total price from the DMN model.

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Configuring a rule task’s outputs in Workflow Accelerator

You can now use the calculated Total price variable else where in the process. Add the existing Total price field as a read-only field to the Check total price user task. Finally, add the Total price field to the Send quotation email task’s template, to send the quotation.

Signavio - Set model state

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A Set model state action in the Workflow Accelerator process builder

When you use Signavio Process Manager for process modelling, you can use Workflow Accelerator to manage process diagram approvals. Signavio Process Manager triggers these process diagram approval workflows, which run in Workflow Accelerator and in turn update the process model in Signavio Process Manager.

Note

To use the Set model state task, you need to have access to Signavio Process Manager. This task only works in a process that has the Signavio approval trigger.

The Set model state action automatically updates the ‘diagram state’ in Signavio Process Manager, e.g. to mark the diagram as approved or in progress. You typically use this as part of a process that performs a management approval that marks the diagram as accepted or rejected.

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A process diagram approval workflow that uses Set model state actions

Select a Set model state action to configure which process Model state the Set model state action will set.

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Configuring a Set model state action to set a Signavio Process Manager diagram’s status

Signavio Process Manager defines these Model state options. See Managing approval workflows for instructions on how to set this up.

Map variables

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A Map variables task in the process editor

The Map variables action copies the value of one variable to another. You can use this to set the value of a process variable automatically, instead of manually using a form.

In some processes, the person who started the case should participate in the process by adopting one of the process’ roles. Consider an application process, where the person who starts the case must then complete a task to provide additional information.

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Configuring a Map variables task in the process editor

In this example, the Provide additional information action assigns the task using an Applicant role. When the applicant starts a case, the Map variables task automatically sets this role to the value of the Case creator. This automatically assigns the Provide additional information task, and any other tasks that use the same role, to the person who started the case.

Document template

If you are modelling a workflow, there is often the need to collect the information input entered by users of the workflow tasks. Workflow Accelerator can add these data dynamically to a Microsoft Word document, which is then used as a basis for a later audit, for example for further decisions. Because data are collected in a Word file, the content can be modified subsequently. To do this, add the action type ‘Document template’ in your workflow. With this action, a task is assigned to users including the request to specify the necessary information in a custom task form. Workflow Accelerator applies the information that is retrieved from this task form to the uploaded template.

Suppose your company has set up a workflow for contracts or quotations, in which several roles define the relevant document data in different Workflow Accelerator tasks. The contract or quotation is created based on a standard template, so that required data from the workflow are assigned accordingly in an output form. At the end of the process, the output document containing all relevant information is made available to a sales person, who has then the ability to make any personal additions before the contract or quotation will be sent to the customer.

A prerequisite for the implementation of this feature is that the applied template is a Microsoft Word document that contains the required content controls. You will find a detailed description on how to implement content controls in a Word document here: https://support.office.com/en-us/article/Create-forms-that-users-complete-or-print-in-Word-040c5cc1-e309-445b-94ac-542f732c8c8b

Content controls, which have been created in the document template, each represent a form field. To map and display form fields correctly in Workflow Accelerator, it is mandatory to specify a title to each content control. The title is set as a property of the control.

Hint

Please note that currently only text and plain text are supported as types of content controls.

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Configuring a Document template action in the process editor.

Select a Document template action in the process editor to configure the following options.

Document template
Upload the template. This action creates a new file from a document template.
Inputs tab
Specify the desired data and link either with static values or existing fields of the workflow.
Outputs tab
Select the output value “Document” and enter the desired name.
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Each field in the subprocess can be used in this process once you added it as an output.