TIBCO iProcess Workspace (Browser)

TIBCO iProcess Workspace (Browser)
TIBCO iProcess® Workspace (Browser)
User’s Guide
Software Release 11.4
April 2012
Important Information
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OR BUNDLED TIBCO SOFTWARE IS SOLELY TO ENABLE THE FUNCTIONALITY (OR PROVIDE LIMITED
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SOFTWARE IS NOT LICENSED TO BE USED OR ACCESSED BY ANY OTHER TIBCO SOFTWARE OR FOR
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LICENSE AGREEMENT FOUND IN EITHER A SEPARATELY EXECUTED SOFTWARE LICENSE
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AND CONDITIONS, AND YOUR USE HEREOF SHALL CONSTITUTE ACCEPTANCE OF AND AN
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TIBCO Software Inc. Confidential Information
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Contents
Preface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ix
Related Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . x
TIBCO iProcess Workspace (Browser) Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . x
Other TIBCO Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xi
Connecting with TIBCO Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
How to Join TIBCOmmunity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
How to Access TIBCO Documentation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
How to Contact TIBCO Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Chapter 1 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
What is the TIBCO iProcess Workspace (Browser)?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Understanding a Business Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Functions Performed by the TIBCO iProcess Workspace (Browser). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
The TIBCO iProcess Workspace (Browser) Screen Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Displaying a Floating Window. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Finding Items in a List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Selecting Items in a List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Work Queue and Procedure Lists. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Work Item and Case Lists. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Refreshing Information in a Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Customizing Columns in a List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Displaying Images in Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Manually Changing Column Order in Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
User Access Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Chapter 2 Logging In and Out. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Logging In . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Login Session . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Viewing Server Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Logging Out . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Chapter 3 Using Work Queues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
The Work Queue List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
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Work Queue Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Released vs. Test Work Queues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Viewing Work Items in a Work Queue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Work Queue List Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Number of Work Queues in a Work Queue List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Displaying Work Queue Loading . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Finding Work Queues in the Work Queue List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Sorting a Work Queue List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Refreshing a Work Queue List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
35
37
38
38
40
41
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Work Queue Supervisors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Participation Access to a Work Queue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Redirecting Work Items to Another Work Queue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Chapter 4 Working With Work Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Work Item Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Selecting Items in a Work Item List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Work Item List Columns. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Number of Work Items in a Work Item List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Work Item List Page Size. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Finding Work Items in the Work Item List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Refreshing the Work Item List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Work Item Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Opening a Case from the Work Item List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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64
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Filtering a Work Item List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Building a Filter Expression . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Applying the Filter Expression . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Specifying Multiple-Clause Filter Expressions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Building a Free-Form Filter Expression . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Favorite Filter Expressions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
System Fields Available for Filtering Work Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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91
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Sorting a Work Item List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Selecting Sort Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Specifying Sort Priority . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Specifying a Sort Direction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
System Fields Used to Sort Work Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Applying the Sort Criteria. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Sorting the Work Item List Using Column Headers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Processing Work Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Opening Work Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Keeping Work Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Releasing Work Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Canceling Changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Unlocking Work Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Forwarding Work Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118
Work Item Deadlines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Deadline-Related Columns. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Deadlines with Case Suspension . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Deadline Withdrawals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Recalculating Deadlines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Chapter 5 Working With Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
The Procedure List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Procedure Permissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Procedure List Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Number of Procedures in a Procedure List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Finding Procedures in the Procedure List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Displaying Main and/or Sub-Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Sorting a Procedure List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Refreshing a Procedure List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Displaying the Cases of a Procedure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Displaying Procedure Loading . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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128
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Procedure Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134
Procedure Status Icon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135
Procedure Versions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136
Version History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136
Sub-Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138
Chapter 6 Starting a Case . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
Starting a Case of a Procedure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140
Chapter 7 Working With Cases. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143
Case Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Selecting Cases in a Case List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Case List Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Number of Cases in a Case List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Finding Cases in the Case List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Refreshing a Case List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Case Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
144
146
147
149
150
151
151
Filtering a Case List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Building a Filter Expression . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Applying the Filter Expression . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Specifying Multiple-Clause Filter Expressions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Building a Free-Form Filter Expression . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Saving Favorite Filter Expressions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
System Fields Available for Filtering Cases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
152
154
163
164
166
167
169
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| Contents
Sorting a Case List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Selecting Sort Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Specifying Sort Priority . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Specifying a Sort Direction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
System Fields Available for Sorting Cases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Applying the Sort Criteria. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Sorting the Case List Using Column Headers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
171
172
173
174
175
176
177
Opening Cases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Case Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Case History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Outstanding Work Items in the Case . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Case Data Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
178
181
182
201
204
Case Suspensions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Suspending a Case . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Suspension Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Ignoring Case Suspensions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Reactivating a Suspended Case . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
209
210
210
210
211
Predicting the Outcome of a Case . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212
Changing the Process Flow in a Case . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215
Jumping to New Outstanding Steps. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215
Triggering an Event . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219
Closing Cases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223
Resurrecting a Closed Case . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223
Purging Cases. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225
Chapter 8 User Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 227
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228
User Options Persistence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 230
Display Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Initial Display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Work Queue Reference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Procedure Reference. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Auto-Refresh of Work Item Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
231
231
232
232
233
234
Filter Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236
Work Item Filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236
Case Filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237
Layout Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Case Preview Default. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Work Item Preview Default. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Floating Work Item Form Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Default Position/Size of Floating Windows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
TIBCO iProcess Workspace (Browser) User’s Guide
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239
240
242
243
Contents vii
|
Outstanding Item Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 245
Session Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246
Session Activity Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246
Change Password. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246
Sub-Case Version Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 248
Chapter 9 User Administration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249
Administering Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 250
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 251
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| Contents
TIBCO iProcess Workspace (Browser) User’s Guide
| ix
Preface
This user's guide describes the use of the TIBCO iProcess Workspace (Browser), a
web-based Business Process Management (BPM) application that automates the
movement of data/information through your business process.
Topics
•
Related Documentation on page x
•
Connecting with TIBCO Resources on page xii
TIBCO iProcess Workspace (Browser) User’s Guide
x
|
Preface
Related Documentation
This section lists documentation resources you may find useful.
TIBCO iProcess Workspace (Browser) Documentation
The following documents form the TIBCO iProcess Workspace (Browser)
documentation set:
•
TIBCO iProcess® Workspace (Browser) Installation Guide - Read this manual for
information about installing and configuring the TIBCO iProcess Workspace
(Browser).
•
TIBCO iProcess® Workspace (Browser) Release Notes - Read the release notes for a
list of new and changed features. This document also contains lists of known
issues and closed issues for each release.
•
TIBCO iProcess® Workspace (Browser) User’s Guide - Read this manual for
instructions on using the TIBCO iProcess Workspace (Browser) client
application.
•
TIBCO iProcess® Workspace (Browser) Configuration and Customization - This
manual provides information about configuring and customizing the iProcess
Workspace and Action Processor.
•
TIBCO iProcess® Workspace (Browser) Components Concepts - This guide
provides an overview of the TIBCO iProcess Workspace (Browser)
Components, and how they work with other TIBCO products, as well as
information about using the Properties and Events Editor to configure
components you’ve added to your application. It also provides a tutorial that
steps you through creating a simple application using the iProcess Workspace
(Browser) Components.
•
TIBCO iProcess® Workspace (Browser) Components Reference - This guide
provides details about each of the components available in the TIBCO iProcess
Workspace (Browser).
•
TIBCO iProcess® Workspace (Browser) Action Processor Reference - This
document provides an overview of the Action Processor, as well as
information about all of the requests that can be sent to the Action Processor
from TIBCO General Interface components.
•
Integrating TIBCO Forms 2.x with GI Applications - Describes a programmatic
approach to instantiating and launching TIBCO Forms applications from a
standalone General Interface application. This is included in the TIBCO
iProcess Workspace (Browser) document set as the TIBCO Forms Add-in is
installed via the TIBCO iProcess Workspace (Browser) installer.
TIBCO iProcess Workspace (Browser) User’s Guide
Related Documentation xi
|
Before installation, you can access the product documentation listed above from
the download site or in the doc folder at the root level on the product media.
After installation, if documentation has been installed with the product, you can
access either HTML or PDF product documentation in the following folder:
TIBCO_HOME\iprocessclientbrowser\doc\ipworkspacebrowser\
Also after installation, you can view the release notes (for new features, closed
issues, and known issues) in the following folder:
TIBCO_HOME\iprocessclientbrowser\doc\
Other TIBCO Documentation
You may find it useful to read the documentation for the following TIBCO
products:
•
TIBCO iProcess® Server Objects (Java or .NET) Programmer’s Guide - The TIBCO
iProcess Server Objects (either Java or .NET) are installed as part of the TIBCO
iProcess Workspace (Browser). This guide provides information about
configuring the iProcess Server Objects.
•
TIBCO iProcess® Objects Server Administrator’s Guide - The TIBCO iProcess
Workspace (Browser) communicates with the iProcess Engine through an
iProcess Objects Server. This guide can be used to help configure your
iProcess Objects Server.
•
TIBCO PageBus® Developer’s Guide - This guide provides an introduction to the
PageBus, an Ajax publish/subscribe message delivery hub used by the TIBCO
iProcess Workspace (Browser) components.
•
TIBCO iProcess® Workspace (Windows) Manager's Guide - Read this guide for
information about using the TIBCO iProcess Administrator, which includes the
User Manager. The User Manager is used to add users to the system, who can
then log into the TIBCO iProcess Workspace (Browser) application.
•
TIBCO Business Studio® Forms User’s Guide - Read this guide for information
about creating and deploying TIBCO Forms.
All of these guides are available in the TIBCO Documentation Library.
TIBCO iProcess Workspace (Browser) User’s Guide
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|
Preface
Connecting with TIBCO Resources
How to Join TIBCOmmunity
TIBCOmmunity is an online destination for TIBCO customers, partners, and
resident experts. It is a place to share and access the collective experience of the
TIBCO community. TIBCOmmunity offers forums, blogs, and access to a variety
of resources. To register, go to http://www.tibcommunity.com.
How to Access TIBCO Documentation
You can access TIBCO documentation here:
http://docs.tibco.com
How to Contact TIBCO Support
For comments or problems with this manual or the software it addresses, contact
TIBCO Support as follows:
•
For an overview of TIBCO Support, and information about getting started
with TIBCO Support, visit this site:
http://www.tibco.com/services/support
•
If you already have a valid maintenance or support contract, visit this site:
https://support.tibco.com
Entry to this site requires a user name and password. If you do not have a user
name, you can request one.
TIBCO iProcess Workspace (Browser) User’s Guide
|1
Chapter 1
Introduction
This chapter provides an overview of the TIBCO iProcess® Workspace
(Browser).
Topics
•
What is the TIBCO iProcess Workspace (Browser)?, page 2
•
Understanding a Business Process, page 3
•
Functions Performed by the TIBCO iProcess Workspace (Browser), page 5
•
The TIBCO iProcess Workspace (Browser) Screen Layout, page 6
•
Selecting Items in a List, page 15
•
Refreshing Information in a Window, page 18
•
Customizing Columns in a List, page 19
•
Help, page 23
•
User Access Profiles, page 24
TIBCO iProcess Workspace (Browser) User’s Guide
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| Chapter 1
Introduction
What is the TIBCO iProcess Workspace (Browser)?
The TIBCO iProcess Workspace (Browser) is a Business Process Management
(BPM) application that runs over the internet or an intranet. As a BPM
application, it automates the movement of data/information through your
business process, whatever your business may be. It may automate the process of
filing an insurance claim, a loan application, or any process that has multiple
steps.
The TIBCO iProcess Workspace (Browser) application is run in a browser (e.g.,
Microsoft Internet Explorer). You connect to a TIBCO iProcess Engine over the
internet or an intranet by entering a web address that is determined by the
location at which your TIBCO software is installed.
After connecting to the TIBCO iProcess Engine by entering a valid user name and
password, you will be presented with screens that allow you to perform the
functions your specific application was designed to perform. Each time you
initiate an action in your client application (i.e., by clicking on something), a
request is sent to the TIBCO iProcess Engine instructing it to either send data to
the client or to perform some sort of action (e.g., save the data you’ve just
entered).
All data pertinent to your business process is stored in a database on the TIBCO
iProcess Engine. The iProcess Workspace (Browser) provides a way for you to
access and manipulate that information via the internet.
TIBCO iProcess Workspace (Browser) User’s Guide
Understanding a Business Process 3
|
Understanding a Business Process
At the heart of the iProcess Workspace (Browser) is the iProcess “procedure,”
which defines the flow of information in your application. Procedures are defined
with a TIBCO tool called TIBCO Business Studio™. A procedure consists of a
number of “steps,” including manual steps (which require user action), automatic
steps (which are executed automatically by the iProcess Engine), and condition
steps (which branch based on the result of a condition).
An example of a very simple procedure is shown below.
Someone using the iProcess Workspace (Browser) starts a “case” of a procedure,
which typically causes a screen to be displayed onto which the user enters
information. For example, if the procedure defines the processing of a loan
application, the first screen may involve entering demographic information for
the applicant. The next step might involve another person reviewing the
application — the procedure would be defined such that the information entered
in the first step is automatically sent to the person(s) responsible for reviewing it.
The application process will progress through the steps of the procedure until it is
completed.
The following table provides definitions of terms that are used throughout this
document and in your iProcess Workspace (Browser).
Term
Description
Procedure
Represents the definition of a business process, which ensures that information
flows in a consistent and timely manner through the system. An iProcess
procedure is defined using TIBCO Business Studio. An example is shown in
the illustration above.
Case
This is a particular instance of an iProcess procedure. A case is created when a
procedure is “started,” and remains in existence until that instance of the
procedure is purged from the system.
Step
A procedure is made up of a number of steps, which define the activities that
take place within the flow of a procedure. Each step defines what must be
done, who must do it, and, optionally, a deadline by which it must be done.
TIBCO iProcess Workspace (Browser) User’s Guide
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| Chapter 1
Introduction
Term
Description
Work Queue
This is a list of work items (see below) that are awaiting action. A work queue
can belong to an individual user (personal work queue) or to a group of users
(group work queue). If it is a group work queue, any user that belongs to that
group has access to the work items in that group queue.
Work Item
A work item represents an action item listed in a work queue. It relates to a
step in an active case. A user manages the work items in their work queue by
performing some sort of action upon them, such as entering data on a form,
forwarding the item to another user or group, “keeping” it (placing it back in
the work queue for further action at a later time), or “releasing” it (completing
the required action and sending it on to the next step in the procedure).
You may not necessarily need to understand the entire structure of the
procedure(s) you are working on. Generally, users are focused on performing
some sort of work on the work items that appear in their work queue. The type of
work you perform will depend on the type of business you are in and how your
procedure was designed.
TIBCO iProcess Workspace (Browser) User’s Guide
Functions Performed by the TIBCO iProcess Workspace (Browser) 5
|
Functions Performed by the TIBCO iProcess Workspace (Browser)
The following are the types of functions you will typically be performing with the
TIBCO iProcess Workspace (Browser):
•
Open and view work queues:
— User work queue - Each user has a “personal” work queue into which work
items are sent that that user is responsible for dealing with.
— Group work queue - Users may be added to a “group,” which gives that
user access to the group’s work queue. For example, all applications in
need of review may be sent to the “Reviewer” group queue. All users that
have been added to the Reviewer group have access to, and are able to
process, work items in the Reviewer work queue.
•
Apply filter and/or sort parameters to a work queue so only the desired work
items are listed in the desired order.
•
Open individual work items.
•
Enter information into forms that are displayed when you open a work item.
•
Either “keep” a work item, which closes it and places it back in the work
queue, or “release” a work item, which causes the case to advance to the next
step in the procedure.
•
Forward work items to a different work queue (user or group).
•
Start a case of a procedure.
•
Suspend or reactivate a case.
•
View the history of a case.
•
Allow temporary access to your personal work queue to another user.
•
Temporarily redirect work items from your work queue to another work
queue.
While these are the primary functions you’ll be performing, there are many
additional functions that can be performed with the iProcess Workspace
(Browser). These are described in the remainder of this document.
TIBCO iProcess Workspace (Browser) User’s Guide
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| Chapter 1
Introduction
The TIBCO iProcess Workspace (Browser) Screen Layout
The TIBCO iProcess Workspace (Browser) screen consists of the following
sections.
Secondary
List
Primary
List
Data Display
Preview
Pane
Mode
Selection
Each of these sections are described below.
Mode Selection
This section contains buttons/icons that allow you to select the type of
information that is displayed in the other sections of the screen. The available
selections are:
•
Work Queues - Displays the work queue list in the Primary List section.
•
Procedures - Displays the procedure list in the Primary List section.
•
Options - Displays user options in the Data Display section. User options
allow you to specify settings such as display options, layout options, etc.
For more information about user options, see User Options on page 227.
TIBCO iProcess Workspace (Browser) User’s Guide
The TIBCO iProcess Workspace (Browser) Screen Layout 7
|
•
Session Activity - Displays the session activity log in the Data Display
section. The session activity log provides information about the activity that
has taken place during the current login session.
For more information about the session activity log, see Login Session on
page 27.
•
Server Info - Displays a server information window in the Data Display
section. This provides technical information about the server, such as TCP
port, IP address, etc.
For more information about the server information window, see Viewing
Server Information on page 31.
Note that you can display either buttons with text on them, or icons, in the Mode
Selection section by clicking on the arrow between the Primary List and Mode
Selection sections:
This arrow acts as a toggle, switching between the buttons with text and icons.
Primary List
This section always contains either the work queue list or procedure list,
depending on the selection made in the Mode Selection section. If one of the
other mode selections are made (Options, Session Activity, or Server Info), this
section will still display either the procedure or work queue list, whichever was
most recently selected.
For information about the work queue list, see The Work Queue List on page 34.
For information about the procedure list, see The Procedure List on page 124.
Secondary List
This section lists either a work item list or a case list, depending on whether
you’ve selected a work queue or procedure in the Primary List.
If you select a mode other than Work Queues or Procedures, this list is overlaid
with the options, session activity, or server info, depending on which you select.
The work item and case lists provide a Preview icon that can be used to turn off
the Preview Pane, which causes the Secondary List to encompass the entire right
side of the screen.
For information about work item lists, see Work Item Lists on page 62.
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For information about case lists, see Case Lists on page 144.
Preview Pane
This section displays summary information for the selected work item or case.
The Preview Pane can be turned on or off by:
•
clicking on the
icon on the work item or case list, or
•
by selecting Preview from the work item or case list View menu.
Both of these cause the Preview drop-down menu to be displayed:
Preview menu from the work item list:
Preview menu from the case list:
The preview settings are as follows:
— Preview On - Open Form/Details in Preview Pane: When you select
(single-click) a work item or case in their respective list, the work item or
case summary is displayed in the Preview Pane.
When you open (double-click) a work item or case, the work item form or
case details are also displayed in the Preview Pane. (Note - You may not be
able to open a work item form in the Preview Pane, depending on the type
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of work item form your application uses — for more information, see Work
Item Form Location on page 111.)
— Preview On - Float Form/Details: When you select (single-click) a work
item or case in their respective list, the work item or case summary is
displayed in the Preview Pane.
When you open (double-click) a work item or case, the work item form or
case details are displayed in a separate floating window.
— Preview Off: When the Preview Pane is turned off, single-clicking a work
item or case in their respective lists has no effect.
When you open (double-click) a work item or case, the work item form or
case details are displayed in a separate floating window.
If you are choosing to display the work item form in a separate floating window,
the separate floating window may be either a dialog or a new browser window,
depending on the setting of a user option for the logged-in user — for more
information, see Floating Work Item Form Window on page 242. (Note - You may
not be able to open a work item form in a separate dialog (it may have to be a
separate browser window), depending on the type of work item form your
application uses — for more information, see Work Item Form Location on
page 111.)
If you are choosing to display case details in a separate floating window, the
floating window will always be a separate dialog — case details cannot be
displayed in a new browser window.
Selections you make on the Preview menu are not persistent; the next time you
log in, the Preview menu setting defaults to the setting in user options. For more
information, see Work Item Preview Default on page 240 and Case Preview
Default on page 239.
Resizing the Preview Pane
You can specify that the Preview Pane automatically resize when you open a
work item or a case. For instance, you may want the Case Details to open so that
the Preview Pane encompasses 80% of the Data Display area. It will then revert to
its original size when you close the work item or case.
To configure the Preview Pane to automatically resize, see Layout Options on
page 239.
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Displaying a Floating Window
From the work item or case list, you can display a separate floating window
containing whatever information is currently displayed in the Data Display
section. This allows you to create multiple views of the same list, or to view
details about multiple work items or cases from the same list simultaneously.
To display a separate floating window:
•
From the work item list, select Float Work Items List from the View menu.
•
From the case list, select Float Cases List from the View menu.
•
From either the work item list or case list, click the
icon.
A separate floating window is displayed containing the same information
currently in the Data Display section. This floating window is always opened as a
separate dialog within the application (rather than as a new browser window).
Floating Window Task Bar
As windows are floated, an icon for that window is added to the task bar on the
bottom of the screen:
The task bar allows you to select one of the floating windows without clicking on
the window itself — when windows are floating, they can become hidden behind
other floating windows.
Clicking on an icon in the task bar works as a toggle — successive clicks on an
icon causes the window associated with that icon to alternately be brought to the
foreground and background.
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Moving a Floating Window
You can move a floating window around the screen by placing the cursor in the
window’s header bar. When the cursor changes to an icon that contains
multi-directional arrows (see the illustration), click and hold the left mouse button
while moving the window to the desired location.
Resizing a Floating Window
Floating windows provide the following methods of resizing the window.
•
Minimize Toggle - Clicking this button causes the window to minimize — the
window is removed from the screen, and a button representing the window
appears on the task bar. Click the button on the task bar to cause the window
to reappear.
•
Maximize Toggle - Clicking this button toggles between the window
expanding to cover the entire screen, and collapsing to its original size.
•
Dragging to Desired Size - Placing the cursor in the lower right corner of the
floating window causes the cursor to change to a double arrow. Pressing and
holding the left mouse button when the double arrow appears allows you to
resize the window to the desired size.
Closing a Floating Window
To close a floating window, click in the x in the upper right corner of the floating
window.
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Finding Items in a List
The find function allows you to quickly locate items in a list. All four of the
primary lists (procedure, work queue, case and work item) contain a find
function. It is also available on other dialogs throughout the iProcess Workspace
(Browser).
When using the find function on work item and case lists, it is often used in
conjunction with the filter function (for information about the filter function, see
Filtering a Work Item List on page 78 and Filtering a Case List on page 152). When
used on these lists, the intent is for the find function to refine the search that has
already been done using the filter function. Typically, the filter function is used to
present a list of work items or cases that are of continual interest. You can then use
the find function to further refine the search through the list of filtered work items
or cases. When you are done with the find function, and close it, the list returns to
the list presented by the filter function. If you want a different list of work items
or cases that are of continual interest, the list should be filtered using the filter
function. (Note that the Filter, Sort, and Refresh icons and menu selections are
disabled while the find function is being used — you must close the find function
to change filter or sort criteria, or to refresh the list.)
To use the find function:
1. Click on the Find button in the list window. This causes the “where” fields to
be displayed.
Notice the number next to the Find button. This number indicates the number
of items (work items, cases, work queues, or procedures) in the list.
2. From the first where field drop-down list, select the column you want to use
to find the item. For example, if you are searching for a work item from a
specific procedure, you would select the Procedure Name column (the
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columns available will depend on the type of list from which you are
searching).
3. In the second where field, enter the value you are searching for. For example,
if you are searching for a work item from the “Checkout” procedure, you
would enter “Checkout” in the second field.
You can also use the “type ahead” feature, which causes the system to search
for the value entered as each character is typed in. If it’s enabled, items that
match the characters you have entered so far are listed. In the example shown
here, when “C” is entered, all work items from procedures beginning with
“C” are listed. When you enter the second character (“h”), all work items from
procedures beginning with “Ch” are listed, and so on.
To enable the “type ahead” feature, ensure the Type Ahead check box is
checked.
Also note that if you are using the find function on the work item list, there is an
additional check box labelled Server Filter. Checking the Server Filter check box
disables the Type Ahead check box. For information about using the Server Filter
check box, see Finding Work Items in the Work Item List on page 72.
4. Press Enter after entering the value in the second where field — assuming the
“type ahead” feature is not enabled (see the previous paragraph). If the “type
ahead” feature is enabled, you will not need to perform this step.
The items that meet the search criteria you entered are displayed in the list.
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If the number to the right of the Find button is displayed in a ##/## format, it
indicates how many items the find function found. Note, however, that this
number can be influenced by things other than the find function, depending on
the type of list. See the following sections for more information about this number
for each list type:
•
Number of Work Queues in a Work Queue List on page 40
•
Number of Work Items in a Work Item List on page 69
•
Procedure List Columns on page 126
•
Number of Cases in a Case List on page 149
Turning the Find Function Off
The Find button acts as a toggle — subsequent clicks turn the find function on
and off. When the find function is off, the where fields are not displayed and the
entire list is shown (although, possibly filtered using the filter function).
Turning the find function off does not clear values from the where fields —
previously entered values will still be in the where fields if you toggle the find
function back on. However, closing the list, then re-displaying the same list causes
values in the where fields to be cleared.
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Selecting Items in a List
The way in which you select items in a list depends on the type of list, as well as
other factors, as described below.
Work Queue and Procedure Lists
Selecting a work queue from the work queue list causes the work item list for that
work queue to be displayed in the Secondary List section of the screen.
Selecting a procedure from the procedure list causes the case list for that
procedure to be displayed in the Secondary List section of the screen.
The work queue and procedure lists allow you to select only a single item at one
time. To select a single item:
•
Click on the desired line with the cursor, or
•
use the keyboard up/down arrow keys to move the highlight up or down to
the desired item.
The selected item is shown in a different color than the rest of the items in the list:
Work Item and Case Lists
The effect of selecting an item from the work item or case list depends on whether
or not the preview feature is turned on (see Preview Pane on page 8):
•
If preview is turned off, selecting an item from the work item or case list has
no effect.
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•
If preview is turned on:
— selecting a work item from the work item list causes the work item
summary to be displayed in the Preview Pane section.
— selecting a case from the case list causes the case summary to be displayed
in the Preview Pane section.
Selecting a Single Item
To select a single item in the work item or case list:
•
Click on the desired line with the cursor, or
•
use the keyboard up/down arrow keys to move the highlight up or down to
the desired item.
The selected item is shown in a different color than the rest of the items in the list:
Note that double-clicking an item on a work item or case list opens that item.
When you open a work item, the work item form is displayed. When you open a
case, the case details are displayed in a tabbed window.
For more information about opening work items and cases, see Opening Work
Items on page 109 and Opening Cases on page 178, respectively.
Selecting Multiple Items
You can also select multiple items at one time on the work item and case lists, as
many of the functions available from these lists can be applied to more than one
item at a time (e.g., forward work item(s), release work item(s), close case(s), etc.).
You cannot select multiple procedures from the procedure list nor multiple work
queues from the work queue list. To list the cases from multiple procedures, or the
work items from multiple work queues, you must select and list them one at a
time.
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Note, however, if you select multiple items in work item or case list, and have the
preview feature turned on, the Preview Pane will show the summary information
only for the first work item / case selected.
To select multiple items that are not grouped together:
•
Select one of the desired items, press and hold the Ctrl key, then click on the
other desired items. All selected items are shown in a different color than the
rest of the items in the list.
To select multiple items in a list that are grouped together:
•
Select the first item in the group, press and hold the Shift key, then either click
on the last item in the group, or move the arrow key until all desired items are
selected. All selected items are shown in a different color than the rest of the
items in the list.
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Refreshing Information in a Window
Each window that contains a list of procedures, cases, work queues, or work items
is a snap shot of the information in the list when the list was displayed. For
example, if you click on a work queue to display a list of work items in that work
queue, the list contains all of the work items in that queue (possibly filtered) at the
moment the list was displayed. It is not automatically updated to provide the
latest items. You must “refresh” the list to get the latest information from the
iProcess Engine.
Refresh a list by:
•
selecting Refresh... from the View menu, or
•
by clicking on the
icon.
Note that refreshing the list causes the client application to ask the iProcess
Engine to re-send the information in the list. This can take some time, depending
on the number of items in the list, the speed of your computer, etc.
If you are working with a work item list, you can also specify that the list
automatically refresh at specified intervals. For information see, Auto-Refresh of
Work Item Lists on page 74.
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Customizing Columns in a List
By default, certain columns are displayed in each type of list. For example, the
following shows the default columns that are displayed in the work item list:
However, these may not be the columns you would like to see. The iProcess
Workspace (Browser) allows you to customize the columns displayed in each of
the list types — work item, case, work queue, and procedure list.
To customize the columns in the currently displayed list, follow these steps:
1. Choose Select Columns from the View menu on the list whose columns you
want to change. The following dialog is displayed:
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This dialog shows all of the columns available for the type of list you are
working with. This example is for the work item list.
The Available Columns section on the Column Selector dialog shows the
columns that are not currently displayed, but are available to display. The
Selected Columns section shows the columns that are currently displayed.
2. Select the desired columns, using the following actions:
— Individual columns can be selected by clicking on the desired name.
— Multiple columns can be selected by holding down the Ctrl key while
clicking on the desired names.
— A group of columns can be selected by clicking on one name, then holding
down the Shift key and clicking on the last name in the desired group.
3. Move columns to the desired section on the Column Selector dialog:
— Columns can be moved back and forth between lists by selecting the
desired column(s), then clicking the “>” or “<“ buttons.
— An individual column can be moved from one list to the other by
double-clicking on the column name.
— All columns can be moved from one list to the other by clicking on the “>>”
or “<<“ buttons.
You can also change the columns to the system defaults by clicking the Use
Default button.
4. Once the desired columns are listed in the Selected Columns section (these
are the columns that will be displayed), you can change the order in which
they will appear on the list by using the Order buttons. Click on the column
whose order you would like to change, then click on the ‘+’ or ‘-’ Order button
to move the column up or down in the list.
5. Click OK when the list on the right contains the columns you would like
displayed, in the order you would like them displayed.
Note that there is currently no means of making column changes on all work item
lists.
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Changes made to column order using the Column Selector are saved either
locally or on the server, depending on a configuration setting made by the system
administrator:
— If saved locally, and you log into a different machine, the changes you made
will not be in effect on that new machine — changes made on a specific
machine will apply only to that individual machine.
— If saved on the server, and you log into a different machine (and connect to
the same server), the changes you made will be in effect on the new
machine.
Displaying Images in Columns
Some of the columns in lists allow you to display either text or an image in the
column. Typically, these are columns that contain true or false values (two
exceptions are the Status and Deadline Status columns on the work item list,
which always display images — for information about the images in these
columns, see Work Item Status on page 75 and Deadline-Related Columns on
page 120, respectively).
When images are displayed in a column, true values are shown as a green check
mark; false values are shown as a red X.
For example, the following shows the work item list with images in the
Unopened Image column, whereas the Urgent column does not contain images
— it will shown either “true” or “false”:
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To display an image in a column, simply choose the “Image” column instead of
the “non-image” column in the Column Selector:
Manually Changing Column Order in Lists
You can also manually change the order of the columns in a list by dragging the
column left or right to the desired location.
Manual changes made to column order are saved either locally or on the server,
depending on a configuration setting made by the system administrator:
— If saved locally, and you log into a different machine, the changes you made
will not be in effect on that new machine — changes made on a specific
machine will apply only to that individual machine.
— If saved on the server, and you log into a different machine (and connect to
the same server), the changes you made will be in effect on the new
machine.
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Help
There are two kinds of help available in the iProcess Workspace (Browser):
•
Tool-tip Help - This type of help allows you to place the cursor on a tool icon
to cause a box to appear that describes the purpose of the tool.
Tool-tip help can also be helpful to view column header text when the column
width is too narrow to see the text. For example:
•
On-line Help - An on-line help system is available that provides descriptions
of the functions available in the iProcess Workspace (Browser). This help can
be accessed by clicking on the Help button in the upper right part of the
screen:
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User Access Profiles
Each user of the iProcess Workspace (Browser) has a user access profile that
determines what functions and menu selections are available to that user.
For example, your user access profile will specify whether or not you can close
cases of a procedure. The buttons and menu selections used to close cases will be
displayed in the application only if your user access profile specifies that you can
close cases.
This document describes all functions that are available in the iProcess Workspace
(Browser), even though you may not be able to see/use that function because of
your user access profile.
The access profile name assigned to the logged-in user is displayed in the upper
left part of the iProcess Workspace (Browser) screen. In the following example, the
logged-in user is an “Admin” user:
User access profiles are assigned by a system administrator. For more
information, see TIBCO iProcess Workspace (Browser) Configuration and
Customization.
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Chapter 2
Logging In and Out
This chapter describes how to log in and log out of the TIBCO iProcess Workspace
(Browser).
Topics
•
Logging In, page 26
•
Logging Out, page 32
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Logging In
Logging in to the TIBCO iProcess Workspace (Browser) validates your user name
and password to ensure you are authorized to use the system. It also looks at your
user access profile to determine how much functionality you are authorized to
perform (for information about user access profiles, see User Access Profiles on
page 24).
Your system administrator will determine how you actually start the iProcess
Workspace (Browser). It may involve starting a browser and entering a URL
(Universal Resource Locator — or “website address”), or you may click on a link
on a specified web page.
After the browser connects to the proper web site, you are presented with a login
window:
To log in to the iProcess Workspace (Browser):
1. Enter your user name in the User Name field.
2. Enter your password in the Password field.
3. Choose a server in the Server field. This field is a drop-down list that may
contain one or multiple server names, depending on how your system is
configured. (The names in this drop-down list are TIBCO iProcess Objects
Servers, which in turn are connected to a TIBCO iProcess Engine.)
4. If you would like your user name to be automatically entered in the User
Name field the next time you login to the iProcess Workspace (Browser) on
this computer, check the Remember User Name and Server next time I login
box.
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Note - The Remember User Name ... check box may or may not be displayed,
depending on a configuration parameter set by the system administrator.
5. Click OK.
If the login is successful, either the procedure list or the work queue list is
displayed, depending on how your system is set up.
If your password has expired, a Change Password dialog may be displayed
(this dialog is displayed only if the appropriate access element is enabled in
your access profile). If the Change Password dialog is displayed, you must
change your password before you can proceed.
If there is a problem with the login (e.g., you’ve entered an invalid user name
or password, or the selected server is not running properly), an error dialog is
displayed.
Login Session
The period of time between when you log in and log out is called a “login
session”. At any time during your login session, you can display a log that shows
all of your activity during the current login session.
To display the login session log, click on the Session Activity button/icon:
An example session activity log is shown below:
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The session activity log is maintained locally — it is not returned from the
iProcess Engine. The log is cleared when you log out.
A “Started Case” entry in the Session Log is only verifiable if the entry includes a
case number. A case number is included in the log entry only if the addressee of
the first step in the case being started is someone other than the person starting
the case.
In the example below, the first case that was started (a case of the Hiring
procedure) does not include a case number, because the first step was addressed
to the person starting the case.
The second case that was started (a case of the Allocate procedure) includes a case
number, because the first step was addressed to another user.
The reason the case start cannot be verified if the user starting the case is the
addressee of the first step is because the user may close the form without keeping
or releasing the work item (by clicking on the “x” in the upper right corner of the
browser window). If this occurs, the case does not actually start.
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Login Session Timeout
If there is no activity in the iProcess Client for a certain period of time, your login
session may timeout.
A session timeout can be initiated by the following components:
•
the iProcess Client
•
the application server
These are described below.
iProcess Client Session Timeout
There is a configuration parameter (SessionMonitor) in the iProcess Client’s
configuration file that allows the system administrator to specify a session
timeout value.
If this parameter is configured, and you are logged into the iProcess Client, but
are inactive for a period of time that exceeds the timeout value, the following
warning message is displayed first:
You can click OK to return to the iProcess Client.
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If you do not click OK in a specified period of time, you will be automatically
logged out and the following message is displayed:
You can click OK to remove the message window and log back into the iProcess
Client.
Application Server Session Timeout
There is also a configuration parameter on application servers that specify a
timeout value.
If this parameter is configured, and you are logged into the iProcess Client, but
are inactive for a period of time that exceeds the timeout value, a message similar
to the following is displayed (the message varies, depending on the application
server you are using):
Click OK to return to the login window.
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Viewing Server Information
After logging in to a server, you can display a window that provides technical
information about the server. (Technically, when you log in to the system, you are
logging into a TIBCO iProcess Objects Server, which in turn is connected to a
TIBCO iProcess Engine.)
To display the server information window, click on Server Info button in the
lower left part of the iProcess Workspace (Browser) screen:
An example Server Info screen is shown below:
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Logging Out
When you are finished doing the work you need to do, you should log out of the
iProcess Workspace (Browser).
If you just close your browser rather than log out, you will eventually be logged
out internally. However, the proper “clean up” is performed internally when you
log out, making the most efficient use of resources.
To log out of the iProcess Workspace (Browser):
1. Close (keep or release) any currently open work items.
2. Click Logout in the upper right part of the iProcess Workspace (Browser)
screen.
When you are successfully logged out, the Login window is displayed. You
can either log in again, go to another web site, or close the browser.
If there is no activity in the iProcess Workspace (Browser) for a certain period of
time, the application will timeout, automatically logging you out. For more
information, see Login Session Timeout on page 29.
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Chapter 3
Using Work Queues
This chapter describes work queues and the functions you can perform from
them.
Topics
•
The Work Queue List, page 34
•
Work Queue Supervisors, page 46
•
Participation Access to a Work Queue, page 49
•
Redirecting Work Items to Another Work Queue, page 54
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The Work Queue List
The work queue list shows all of the work queues to which the logged-in user has
access.
Display the work queue list by clicking on the Work Queues button (or icon) in
the lower left portion of the iProcess Workspace (Browser) screen:
Note that the work queue names correspond to user names and group names.
Each time a user or group is added to the TIBCO system, a work queue is created
for that user or group; all work items addressed to that user or group are sent to
their work queue.
A time delay may be experienced when displaying a work queue list if either the
“Redirected” or “Redirected Image” column has been added to the list, and the
user has access to a large number of work queues.
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Information about each work queue is provided in the columns of the list. In the
example shown above, the number of urgent work items and the number of new
(unopened) work items in the work queue is shown. The specific information that
is displayed on your system will depend on how your system was set up — see
on page 45.
For information about selecting items from lists, see Selecting Items in a List on
page 15.
Work Queue Access
Access to work queues is summarized below:
•
User Access - All work items that are sent to you appear in your personal
work queue. Note, however, depending on how the system has been
configured by the system administrator, you may or may not have access to
your personal work queue.
If you do have access to your personal work queue, a queue with your user
name will appear in the work queue list.
For more information, see Hidden Personal Work Queues on page 36.
•
Group Access - Every user who is a member of a group has access to the work
items in that group’s work queue. All work items that are sent to a group are
accessible by all members of the group.
User and group work queues are denoted by the icon in the Type column on
the work queue list (these icons may not be displayed if the columns on your
system have been changed from the default — see on page 45). See the
example below.
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If the user or group work queue icon is shown in a gray color, it means it is a
“test” work queue. For information, see Released vs. Test Work Queues on
page 37.
You can list the user and/or group work queues to which you have access by
making selections from the View menu on the Work Queues window:
Additional work queue access is available in the following ways:
•
Participation Access - You may be given temporary “participation access” to
another user or group work queue. A work queue supervisor must set up a
“participation schedule” that specifies the duration of the participation access.
During that period, the work queue to which you have been given
participation access will appear in the work queue list, and you will have
access to the work items in that work queue. For more information about
participation, see Participation Access to a Work Queue on page 49.
•
Redirection Access - Although this does not give you direct access to another
work queue, it causes work items that were originally destined to another
work queue to be redirected to your work queue instead. A work queue
supervisor must set up a “redirection schedule” that specifies the duration of
the redirection. For more information about redirection, see Redirecting Work
Items to Another Work Queue on page 54.
Hidden Personal Work Queues
When the system is configured, it can be specified that your personal work queue
either be shown or hidden by default. If it is shown by default, when you first log
in, a work queue with your user name appears in the work queue list; if it is
hidden by default, a work queue with your user name does not appear.
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Also, depending on how the system is configured, you may or may not have the
authority to change the default setting, that is, if the queue is shown by default,
you can hide it; if the queue is hidden by default, you can display it.
If you have the authority to change the default, the work queue list View menu
will contain either the Hide Personal Work Queue or Show Personal Work
Queue selection (depending on its current state):
Use this menu selection to either hide or show your personal work queue.
Released vs. Test Work Queues
Whenever a user or group is created in TIBCO, both a “released” and “test” work
queue is created for that user or group:
•
Work items that result from cases of procedures with a status of Released are
sent to the released work queue for the user/group.
•
Work items that result from cases of procedures with a status of Unreleased (a
new procedure being tested for release) or Model (a procedure that has been
imported) are sent to the test work queue for the user/group.
Typically, you will be working with released work queues — the norm in a
production environment.
You may occasionally be asked to use test work queues — this is done in a testing
or training environment.
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To display released and/or test work queues, make the appropriate selection from
the View menu on the work queue list:
Viewing Work Items in a Work Queue
To view the list of work items in a work queue, single-click the desired work
queue in the work queue list:
Once a work queue is selected, you can also move the highlight bar with the
keyboard arrow keys to select other work queues.
Either the list of work items in the selected work queue is displayed, or the work
items list filter dialog is displayed because the number of work items in the list
exceeds the specified threshold. For more information, see Work Item Lists on
page 62.
Work Queue List Columns
By default, certain columns are displayed in a work queue list. You can easily
customize the columns that are displayed by either using the Column Selector, or
by changing them manually. For information, see Customizing Columns in a List
on page 19.
The following table describes the columns of information that can be displayed on
the work queue list:
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Column
Name
Description
Deadline Items
The number of work items in the work queue that have a
deadline.
Description
A description of the work queue — typically, the name of
the user or group.
First Deadline
Date/Time
The date and time of the deadline that will be the first to
expire in the work queue.
Group Queue /
Group Queue
Image
True - The work queue is a “group” work queue.
Host Name
The name of the TIBCO iProcess Engine to which the
iProcess Workspace (Browser) is connected.
Name
The user / group name for the work queue.
Redirected /
Redirected Image1
True - The work queue is currently being redirected to
another work queue.
False - The work queue is an individual “user” work
queue.
False - The work queue is not being redirected.
Released /
Released Image
True - The work queue is “released” (contains work items
from “released” procedures).
False - The work queue is a “test” work queue (contains
work items from “unreleased” or “model” procedures).
Total Items
The total number of work items in the work queue.
Type
The icon in this column indicates whether it is a user or
group work queue, as well as whether it is a released or
test work queue. For information, see Work Queue
Access on page 35 and Released vs. Test Work Queues on
page 37, respectively.
Unopened Items
The number of work items in the work queue that have
not been opened yet.
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Column
Name
Description
Urgent Items
The number of work items in the work queue that have
been flagged as urgent. Whether or not a work item is
urgent depends on a priority value given to the step
when the procedure was created, as well as a
configuration value specified in the server. That is, if the
priority exceeds (is smaller than — with 1 being the
highest priority) the configuration value, the work item is
flagged as urgent.
1. If the “Redirected” or “Redirected Image” column is added to the work queue
list, a time delay may be experienced when the work queue list is displayed or
refreshed if the user has access to a large number of work queues.
Number of Work Queues in a Work Queue List
There is an indicator in the header bar of the work queue list to tell you how many
work queues are in the list. This number is displayed to the right of the Find
button. In this example, there are 9 work queues.
Note that if this number is displayed in the format “##/##” it means the list is
being filtered in some way and only some of the work queues are listed. In the
example below, 5 of the 9 possible work queues are listed.
The work queue list can be filtered in one of the following ways:
•
The Find button has been used to filter the list. (For information about using
the find function, see Finding Items in a List on page 12.)
•
Only “Released Work Queues” or “Test Work Queues” has been selected from
the View menu. (For information about displaying released and/or test work
queues, see Released vs. Test Work Queues on page 37.)
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•
Only “User Work Queues” or “Group Work Queues” has been selected from
the View menu. (For information about displaying user and/or group work
queues, see Work Queue Access on page 35.)
If one or a combination of these methods have been used to filter the work queue
list, the number is shown in the ##/## format.
Displaying Work Queue Loading
The work queue loading feature allows you to display a graphical summary that
shows you how many work items are currently in one or more of the work queues
to which you have access. The chart displayed by this feature provides a visual
view of the amount of load the work queues are experiencing.
You can access work queue loading in one of two ways:
•
Select Work Queue Loading Chart from the Tools menu, or click the
icon, on the work queue list toolbar.
This displays a work queue loading chart that shows you all of the work
queues to which you have access. Note that the very first time you display the
work queue loading chart in this way, it lists all work queues to which you
have access. If you pare down the list using the Select Work Queues function
(see Displaying a Subset of Work Queues in the Work Queue Loading Chart
on page 43), from then on the list only contains the subset you have chosen.
•
Right-click on one of the work queues in the work queue list, then select Work
Queue Loading Chart from the context menu.
This displays a work queue loading chart that shows you only the work queue
on which you right-clicked.
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The following is an example work queue loading chart that shows multiple work
queues:
If your personal work queue is hidden by default on the work queue list and you
do not have the authority to change the default via the Show / Hide Personal
Work Queue selection on the work queue list View menu, your personal work
queue is also hidden on the Work Queue Loading Chart. For more information
about hidden work queues, see Hidden Personal Work Queues on page 36.
The red, green, and yellow-colored bars indicate the number of urgent, unopened,
and with-deadline work items in each work queue. The blue bar shows the total
number of work items in each work queue. Placing the cursor on the bars of the
chart causes the exact counts for that work queue to be displayed.
Selections are available on the View menu that allow you to display only the
released work queues, only the test work queues, or both the released and test
work queues. You can also use selections on the View menu to display only user
work queues, only group work queues, or both user and group work queues.
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The work queue loading chart can be refreshed at any time by either selecting
Refresh Work Queues on the View menu, or by clicking on the
icon on the
toolbar.
You can close the work queue loading chart by clicking on the X in the
upper-right corner.
Displaying a Subset of Work Queues in the Work Queue Loading Chart
The first time you display the work queue loading chart, it will list all work
queues to which you have access. You can, however, choose to display only a
subset of the available work queues by selecting Select Work Queues from the
View menu, or by clicking the
icon on the Work Queue Loading Chart
dialog. The following dialog is displayed:
This dialog contains a check box for each work queue to which you have access.
You can select or deselect all of the boxes in the list using the first check box on the
dialog; you can then check/uncheck individual boxes in the list, as desired. When
the desired work queues are selected, click OK.
The work queue loading chart will list only the work queues that you’ve selected
on the Work Queue Selection dialog. This selection will persist until you change
it again.
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Finding Work Queues in the Work Queue List
The work queue list contains a Find function that can be used to quickly find the
work queue you are looking for.
To invoke the Find function, either select Find from the View menu or click on the
icon on the work queue list toolbar.
The number to the right of the
the list.
icon tells you how many work queues are in
As the Find function works the same on all lists, it is described in the Introduction
chapter — see Finding Items in a List on page 12.
Sorting a Work Queue List
You can sort the work queue list on any one of the columns in the list. To sort on a
column, click on the column header. If the column contains text, it is sorted in
alphabetical order; if it is numeric, it is sorted in numerical order.
Once you click on a column header, a small arrow head appears in the column
header, which indicates the order of the sort — if the arrow head is pointing up,
the sort is in ascending order; if it’s pointing down, the sort is in descending
order:
Each successive click on the column header, toggles between ascending and
descending order.
Refreshing a Work Queue List
When the work queue list is initially displayed, it is a snap shot of the work
queues at that point in time. You can refresh the list to get the most recent list of
work queues from the iProcess Engine by selecting Refresh Work Queues from
the View menu, or by clicking on the
icon on the work queue list toolbar
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Do not overuse this feature — refresh the list only when you need an updated list.
Each time you refresh the list, the iProcess Engine must send a new list to your
system, which can impact performance, depending on the number of items in the
list, the speed of your system, etc.
A time delay may be experienced when refreshing a work queue list if either the
“Redirected” or “Redirected Image” column has been added to the list, and the
user has access to a large number of work queues.
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Work Queue Supervisors
A user must be designated as a “work queue supervisor” to perform the
following tasks:
•
Create, modify, or delete participations schedules. A participation schedule
gives another user temporary access to the work queue. For information about
participation schedules, see Participation Access to a Work Queue on page 49.
•
Create, modify, or delete redirection schedules. A redirection schedule causes
work items to be temporarily redirected to another work queue. For
information about redirection schedules, see Redirecting Work Items to
Another Work Queue on page 54.
Each work queue can be assigned one or more work queue supervisors.
You must have system administrator authority to manage work queue
supervisors.
To add or remove a user as the supervisor for a work queue:
1. Select Manage Work Queue Supervisors from the Tools menu on the work
queue list, or click on the
icon.
The following dialog is displayed:
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The Work Queues section of this dialog lists all work queues (i.e., all users
and groups) defined on your TIBCO system.
2. In the Work Queues section, select the work queue for which you want to
manage supervisors.
This causes the Work Queue Supervisors section to list all users who are
currently supervisors of the work queue you chose, if there are any:
In this example, the Tellers work queue has a single supervisor currently
specified, swadmin.
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3. Manage supervisors for the selected work queue as follows:
a. To remove a supervisor from the work queue, select the user name in the
Work Queue Supervisors section, then click on the Remove button.
The user name is removed from the Work Queue Supervisors list.
b. To add a supervisor for a work queue, click on the Add button. The
following dialog is displayed:
This dialog lists all of the current users on the system, except for those that
are already designated as a supervisor of the selected work queue.
Select one or more users from the list, then click OK. The Work Queue
Supervisors dialog is redisplayed, with the newly added users added to
the Work Queue Supervisors section.
4. Click OK to save the changes you’ve made and close the Work Queue
Supervisors dialog.
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Participation Access to a Work Queue
Allowing a user to “participate” in another user’s or group’s work queue is called
“participation”. Participation allows the participant user to have access to the
work items in the other user’s work queue.
To be a participant of a work queue, a user who has been designated as a
supervisor for that work queue must create a “participation schedule” for the
participant user. The participation schedule specifies which users will have access
to the work queue, and the dates and times they will have access.
To set up a participation schedule for a work queue for which you are a
supervisor:
1. Select Manage Work Queue Participation from the Tools menu on the work
queue list, or click on the
icon.
The following dialog is displayed:
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The Supervised work queues section lists all work queues for which you are
a supervisor — these are the work queues for which you are authorized to set
up participation schedules.
2. From the Supervised work queues section, select the work queue for which
you would like to manage a participation schedule.
If the selected work queue does not currently have any participation
schedules set up, “No participation schedules are defined for this queue” is
displayed in the Participation Schedule section.
If the selected work queue has one or more participation schedules defined,
they are listed in the Participations Records section. By default, the first
schedule is selected (Record 1), and the schedule definition is shown in the
Participation Schedule section. For example:
In this example, bobby has participation access to the work queue from
9:00AM on July 12, 2010 until 5:00PM on July 16, 2010, on all of the days listed
in the Days field.
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3. Manage participation schedules for the selected work queue as follows:
a. To add a participation schedule for the work queue, click the New button
on the Work Queue Participation dialog.
The following dialog is displayed:
Define each element of the participation schedule as follows:
— Add participants by clicking on the Add button. The Add Participants
dialog is displayed, from which you can select one or more users who will
share the participation schedule you are going to define. After selecting the
desired users on the Add Participants dialog, click OK to return to the Add
Participation dialog.
Each of the date and time fields described below have a special meaning if the
field is left blank. For information about these special meanings, see Meaning of
Blank Date and Time Fields on page 53.
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— Define the start date for the schedule by entering the desired date in the
Date to start participation field. A “date picker” icon is available to the
right of the field, which displays a calendar from which you can choose the
day/date.
— Define the ending date for the schedule by entering the desired date in the
Date to stop participation field. A “date picker” icon is available to the
right of the field, which displays a calendar from which you can choose the
day/date.
— Define the start time for the schedule using the first set of “Between”
fields. Enter the desired start time. Note that the way in which you enter the
time — 12-hour clock, 24-hour clock, with AM and PM, etc. — depends on
your locale and the way in which your system has been configured. Please
consult your system administrator.
— Define the ending time for the schedule using the second set of “Between”
fields. Enter the desired ending time. Note that the way in which you enter
the time — 12-hour clock, 24-hour clock, with AM and PM, etc. — depends
on your locale and the way in which your system has been configured.
Please consult your system administrator.
— Define the days of the week to allow participation using the check boxes
in the Days section. This defines which days of the week to allow
participation during the dates/times specified in the preceding fields. For
example, the date and time fields may specify access from 9am to 4pm,
from December 1 to December 15, while the days of the week selection
specifies that participation access is allowed only on Mondays and
Tuesdays during that time period.
b. To edit a participation schedule for the work queue, select the name of the
participation schedule in the Participation Records section, then click the
Edit button.
The selected participation schedule is displayed in the Edit Participation
dialog. Edit the desired elements of the schedule, then click OK to return to
the Work Queue Participation dialog. (See above for information about the
elements in the participation schedule.)
c. To remove a participation schedule from the work queue, select the
desired schedule in the Participation Records section, then click the
Remove button.
The name is removed from the Participation Records list.
4. Click OK to save the changes you’ve made to the participation schedules and
exit the Work Queue Participation dialog.
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Meaning of Blank Date and Time Fields
The following table describes the participation schedule behavior when
date/time fields are left blank:
Field
Meaning If Left Blank
Start Date
Participation access will begin on the next date allowed by the
“days of the week” selection.
Start Time
Participation access will begin directly after midnight on the
days on which access is allowed.
End Date
Participation access will last indefinitely.
End Time
Participation access will end at midnight (which constitutes
the end of the day) on the days on which access is allowed.
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Redirecting Work Items to Another Work Queue
Automatically forwarding work items to another work queue is called
“redirection”. Redirection allows you to “redirect” one user’s work items to the
work queue of another user or group for a specified period of time.
For information about forwarding an individual work item from a work queue,
see Forwarding Work Items on page 118.
To redirect work items, a user who has been designated as a supervisor for that
work queue must create a “redirection schedule”. The redirection schedule
specifies to whom the work items are being redirected, as well as the date and
time the redirection is to start and end.
To set up a redirection schedule for a work queue for which you are a supervisor:
1. Select Manage Work Queue Redirection from the Tools menu on the work
queue list, or click on the
icon.
The following dialog is displayed:
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The Supervised work queues section lists all work queues for which you are
a supervisor — these are the work queues for which you are authorized to set
up redirection schedules.
2. From the Supervised work queues section, select the work queue for which
you would like to manage a redirection schedule.
If the selected work queue does not currently have a redirection schedule set
up, “Work queue is not redirected” is displayed in the Redirection Schedule
section.
If the selected work queue has a redirection schedule defined, it is shown in
the Redirection Schedule section. For example:
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In this example, work items sent to bobby’s work queue will be redirected to
fanko’s work queue from 7:00AM on July 9, 2010 until 3:30PM on July 11,
2010.
If the Redirection Schedule section contains a “Redirected to” name, but the start
date and/or stop date is blank, it means the date was left blank when the
schedule was created. Leaving the start date blank causes the redirection to start
directly after midnight on the date specified (if the date specified is the current
date, redirection begins immediately). Leaving the stop date blank causes the
redirection to last indefinitely.
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3. Manage a redirection schedule for the selected work queue as follows:
a. To add a redirection schedule for the work queue, click the Add button on
the Work Queue Redirection dialog.
The following dialog is displayed:
Define each element of the redirection schedule as follows:
— Specify the work queue to which the work items are to be redirected by
clicking on the desired work queue name in the Select redirection work
queue section.
Each of the date and time fields described below have a special meaning if the
field is left blank. For information about these special meanings, see Meaning of
Blank Date and Time Fields on page 58.
— Define the start date for the schedule by entering the desired date in the
Date to start redirection field. A “date picker” icon is available to the right
of the field, which displays a calendar from which you can choose the
day/date.
— Define the start time for the schedule using the Time fields directly below
the Date to start redirection field. Enter the desired start time. Note that the
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way in which you enter the time — 12-hour clock, 24-hour clock, with AM
and PM, etc. — depends on your locale and the way in which your system
has been configured. Please consult your system administrator.
— Define the ending date for the schedule by entering the desired date in the
Date to stop redirection field. A “date picker” icon is available to the right
of the field, which displays a calendar from which you can choose the
day/date.
— Define the ending time for the schedule using the Time fields directly
below the Date to stop redirection field. Enter the desired end time. Note
that the way in which you enter the time — 12-hour clock, 24-hour clock,
with AM and PM, etc. — depends on your locale and the way in which
your system has been configured. Please consult your system
administrator.
b. To edit a redirection schedule for the work queue, click the Edit button on
the Work Queue Redirection dialog.
The redirection schedule for the work queue is displayed in the Edit
Redirection Schedule dialog. Edit the desired elements of the schedule,
then click OK to return to the Work Queue Redirection dialog. (See above
for information about the elements in the redirection schedule.)
c. To remove a work queue’s redirection schedule, select the desired work
queue on the Work Queue Redirection dialog, then click the Remove
button.
4. Click OK to save the changes you’ve made on the Work Queue Redirection
dialog.
Meaning of Blank Date and Time Fields
The following table describes the redirection schedule behavior when date/time
fields are left blank:
Field
Meaning If Left Blank
Date and
Time to Start
Redirection
If both the start date and time are left blank, redirection will
start immediately.
If only the start time is left blank, redirection starts
immediately after midnight on the date specified.
(You cannot leave only the start date field blank.)
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Field
Meaning If Left Blank
Date and
Time to Stop
Redirection
If both the stop date and time are left blank, redirection will
last indefinitely.
If only the stop time is left blank, redirection stops at the end of
the date specified (the stop time defaults to 23:59).
(You cannot leave only the stop date field blank.)
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Chapter 4
Working With Work Items
This chapter describes how to use lists of work items, as well as how to process
(open, keep, release, etc.) individual work items.
Topics
•
Work Item Lists, page 62
•
Filtering a Work Item List, page 78
•
Sorting a Work Item List, page 100
•
Processing Work Items, page 109
•
Work Item Deadlines, page 120
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Work Item Lists
A work item list presents all of the work items that are in a particular work queue.
To view a work item list, select (single click) a work queue in the work queue list:
When you select a work queue, one of two screens is displayed:
•
The work item list (as in the example above)
•
A filter dialog for the work item list
The window that is displayed depends on how your system has been set up. By
default, the work item list is displayed. However, there is a user options setting
that allows you to specify that if the number of work items in the queue exceeds a
specified threshold, to automatically display the filter dialog first. This allows you
to enter a filter expression to pare down the list before displaying it.
For information about specifying whether or not to display the filter dialog first,
see Filter Options on page 236.
For information about using the filter dialog to filter the work item list, see
Filtering a Work Item List on page 78.
If the work item list is displayed, and the Filter icon on the work item list toolbar
has a green check mark, the list is currently being filtered — the last filter
expression applied to the work item list is in effect. For more information, see
Filtering a Work Item List on page 78.
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Also, if the Sort icon on the work item list toolbar has a green check mark, the list
is currently being sorted — the last sort criteria applied to the work item list is in
effect. For more information, see Sorting a Work Item List on page 100.
Information about each work item is provided in the columns of the work item
list. The specific information that is displayed on your system will depend on
how your system was set up — see Customizing Columns in a List on page 19.
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Selecting Items in a Work Item List
The effect of selecting an item from the work item list (i.e., single-clicking an item,
or moving the highlight bar with the keyboard arrow keys) depends on whether
or not the preview feature is turned on:
•
If preview is turned off, selecting an item from the work item list has no effect.
•
If preview is turned on, selecting a work item from the work item list causes
the work item summary to be displayed in the Preview Pane section, as
follows:
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The work item summary provides more information about the work item than
what may be available from the columns in the work item list.
Double-clicking on a work item in the work item list constitutes opening the work
item. Opening the work item causes the form for that work item to be displayed.
For information about opening work items, see Opening Work Items on page 109.
The preview feature can be turned on and off using the
icon on the work
item list toolbar, or by selecting Preview from the work item list View menu.
The following drop-down menu is displayed:
You can turn preview on by selecting either of the first two selections — the
difference between the two is where the work item form will be displayed when
you open (double-click) the work item in the work item list.
You can turn off the preview feature by selecting the Preview Off selection.
For additional information about selecting items in general from lists, see
Selecting Items in a List on page 15.
Work Item List Columns
By default, certain columns are displayed in a work item list. You can easily
customize the columns that are displayed by either using the Column Selector, or
by changing them manually. For information, see Customizing Columns in a List
on page 19.
The following table describes the columns of information that can be displayed on
the work item list:
Column
Meaning
Name
Addressee
The user to whom the work item was sent. This is in
the form [email protected], where node is the name of
the TIBCO iProcess Engine to which the iProcess
Workspace (Browser) is connected (which is the same
value in the Host Node column).
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Column
Name
Meaning
Arrival Date/Time
The date and time the work item arrived in the work
queue. The order of the month and day
(DD/MM/YYYY or MM/DD/YYYY) depends on a
setting on the iProcess Engine to which you are
logged in.
Case Description
The description that was entered when the case that
generated this work item was started.
Case Number
A unique number used to identify the case. This is
generated when the case is started.
Deadline Date/Time
The date and time the work item’s deadline expires. If
the work item does not have a deadline, this column
is blank.
Deadline Expired /
Deadline Expired
Image
True - The work item has an expired deadline.
Deadline Set /
Deadline Set Image
True - The work item has a deadline.
Deadline Status
An icon appears in this column if the work item has a
deadline — it indicates whether or not the deadline is
expired. For more information, see Work Item
Deadlines on page 120.
Forwardable /
Forwardable Image
True - The step definition in the procedure allows
resulting work items to be forwarded.
False - The work item does not have an expired
deadline.
False - The work item does not have a deadline.
False - The step definition in the procedure does not
allow resulting work items to be forward.1
Host Node
The name of the TIBCO iProcess Engine to which the
iProcess Workspace (Browser) is connected.
Keep On Withdrawal
/ Keep On
Withdrawal Image
True - The step was defined to be “kept on
withdrawal” (see Keep on Withdrawal on page 122).
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False - The step was not defined to be “kept on
withdrawal”.
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Column
Name
Meaning
Locked / Locked
Image
True - The work item is currently locked (opened) by
a user of an application other than the TIBCO iProcess
Workspace (Browser) application.
False - The work item is not currently locked by a user
of an application other than the TIBCO iProcess
Workspace (Browser) application.2
Locked By
The name of the user who has the work item open
(locked).
Long Locked / Long
Locked Image
True - The work item is currently locked (opened) by
a user of the TIBCO iProcess Workspace (Browser)
application.
False - The work item is not currently locked (opened)
by a user of the TIBCO iProcess Workspace (Browser)
application.1
Mail Id
A number that uniquely identifies the work item;
primarily used internally.
Orphaned /
Orphaned Image
True - The work item still appears in the work queue
even though it has been released by another user. It
will be removed when the list is refreshed.
False - The work item has not been released and is
available to be processed.
Priority
A value that indicates the relative importance of the
work item. This is specified when the step that
generated the work item is defined in the procedure.
Procedure Description
A description of the procedure from which the work
item was generated.
Procedure Name
The name of the procedure from which the work item
was generated.
Reference
A unique number that identifies the case from which
the work item was generated.
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Column
Name
Meaning
Releasable /
Releasable Image
True - The work item contains no input fields
(required or optional) — it is directly releasable.
False - The work item contains input fields.
Started By
The user that started the case from which the work
item was generated. This is in the form
[email protected], where node is the name of the TIBCO
iProcess Engine to which the iProcess Workspace
(Browser) is connected (which is the same value in
the Host Node column).
Status
An icon that indicates the current status of the work
item. For more information, see Work Item Status on
page 75.
Step Description
A description of the step related to the work item.
Step Name
The name of the step related to the work item.
Suspended /
Suspended Image
True - The work item is in a case that has been
suspended.
False - The work item’s case has not been suspended.
Unopened /
Unopened Image
True - The work item has not been opened, i.e., it is a
“new” work item.
False - The work item has been opened.
Urgent / Urgent
Image
True - The work item is flagged as urgent. Whether or
not a work item is urgent depends on a priority value
given to the step when the procedure was created, as
well as a configuration value specified in the server.
That is, if the priority exceeds (is smaller than — with
1 being the highest priority) the configuration value,
the work item is flagged as urgent.
False - The work item has not been flagged as
“urgent”.
Version
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The version of the procedure from which the work
item was generated.
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Column
Name
Meaning
WQParameter 1-4
These “work queue parameter” fields may contain
case data that was entered on a form. These fields
must be specifically configured to display case data
so that they (the WQParameter fields) can be used to
filter or sort the work item list.
1. Although the step definition does not allow resulting work items to be forwarded, some users may still be able to forward the work item (e.g., system administrators) — for more information, see Forwarding Work Items on page 118.
2. For more information about the difference between a “lock” and a “long lock”,
see Opening / Locking Work Items Multiple Times on page 113.
Number of Work Items in a Work Item List
There is an indicator in the header bar of the work item list to tell you how many
work items are in the list. This number is displayed to the right of the Find button.
In this example, there are 34 work items.
Note that this number may indicate the number of work items in the list after it
has been filtered using the filter dialog — if the list has been filtered in this way,
there will be a red check mark on the Filter icon (for information about using the
filter dialog to filter work items, see Filtering a Work Item List on page 78).
This number can also be shown in two other formats:
•
##(##) - This format (e.g., 60(466)) is displayed if you have clicked on the Find
button, but you are not using the “server filter” feature with the find function.
For more information about using the find function and the server filter
feature, see Finding Work Items in the Work Item List on page 72.
The number in the parentheses is the number of work items in the list. The
number outside the parentheses is the number of work items that have been
downloaded from the iProcess Engine; the find function will search through
only the work items that have been downloaded from the iProcess Engine
(work items are downloaded from the iProcess Engine only when you view
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the page containing those work items; viewing additional pages of work items
causes more work items to be downloaded).
•
#/##(##) - This format (e.g. 10/60(466)) is displayed if you have clicked the
Find button and have entered search criteria to find work items in the list, but
you are not using the “server filter” feature with the find function. For more
information about using the find function and the server filter feature, see
Finding Work Items in the Work Item List on page 72.
The number before the forward slash is the number of work items that it
found based on the criteria you entered (it only searches through the work
items that have been downloaded from the iProcess Engine (60 in this
example)).
Work Item List Page Size
When a list of work items is displayed on your screen, only a page of work items is
displayed at one time. This is done to speed up the display, especially if there are
a very large number of work items.
If the list contains more work items than the number specified for the page, you
can step through the multiple pages by clicking on the arrow icons in the lower
right corner of the list:
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In this example, there are 1992 work items in the list, and it is currently displaying
the first page (which is specified as 20).
The number of work items in a page defaults to 20. You can change this number
by selecting Page Size from the View menu on the work item list (note that this
function is disabled if the local find function is currently active — see Finding
Work Items in the Work Item List on page 72). The following dialog is displayed:
Enter the number of work items you would like displayed on each page.
You can also make this page size persistent by checking the “default page size”
box. If checked, the size specified becomes the default page size for work item
lists every time you log in to the current machine (it is only saved locally; if you
log into a different machine, it is not in effect).
From a performance standpoint, it’s important that you understand that when a
page of work items is displayed, the information about the work items in the page
is downloaded from the iProcess Engine. Because of that, you should keep the
page size at a reasonable number. If the page size is a large number, you could
experience a delay when displaying a work item list due to the amount of
information that must be downloaded.
If you click on a column header to sort the work items by that column, the sort is
applied only to each individual page. It does not sort down through the entire
work item list. For more information, see Sorting the Work Item List Using
Column Headers on page 108. (If you need to sort through the entire list, make
the page size large enough to encompass the entire list, or sort using the sort
dialog. For information about the sort dialog, see Sorting a Work Item List on
page 100.)
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Finding Work Items in the Work Item List
The work item list contains a Find button that can be used to quickly find work
items in the work item list.
For general information about using the find function, see Finding Items in a List
on page 12. Note, however, that the find function works somewhat different when
used with the work item list because of the way in which work items are
downloaded from the server.
When used on the work item list, the find function can be used in one of the
following two modes:
•
Local Find - When using the find function in this mode, the system only
searches through the pages of work items that have been downloaded from
the server so far. Work items are downloaded from the server only when you
view the page on which the work items are listed. For instance, if you’ve
viewed two pages each containing 20 work items, only those 40 work items
have been downloaded — the find function in local mode will only search
through those 40 work items.
To perform a local find, ensure that the Server Filter check box is not checked
before entering your find criteria:
Also note that the Type Ahead feature is available to use if you are performing a
local find (it is not available when using the server find mode). For
information about using the Type Ahead feature, see Finding Items in a List
on page 12.
•
Server Find - When using the find function in this mode, the system actually
performs the search on the server, looking through the entire work item list,
not just the work items that have been downloaded to the client. Note,
however, that if you have filtered the list using the filter dialog prior to using
the find function, the find function will only search through the work items
that have satisfied the filter criteria.
The thing to bear in mind when using the server find mode is that it requires
that a message be sent to the server, and that the search be performed on the
entire list (possibly filtered) at the server. This can take some time if it is a very
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large list. (If it’s a very large list, you should pare it down first using the filter
dialog prior to using the find function.)
To perform a server find, ensure that the Server Filter check box is checked
before entering your find criteria:
Also note that the Type Ahead feature is NOT available to use if you are
performing a server find (it is available when using the local find mode).
Wild card characters can also be used with the Server Find function, where “?”
matches any single character, and “*” matches zero or more of any character.
The state of the Server Filter check box will persist between work item lists, as
well as between logins. That is, whenever you display a work item list, and click
on the Find button, the Server Filter check box will be in the same state you left it
the last time you used the find function (it is not checked by default the very first
time you click Find). (Note that the server filter state is only saved locally; if you
log into a different machine, it will likely be different.)
Using the Find Function With the Filter Function
When using the find function on work item lists, it is often used in conjunction
with the filter function (for information about the filter function, see Filtering a
Work Item List on page 78). When used on the work item list, the intent is for the
find function to refine the search that has already been done using the filter
function. Typically, the filter function is used to present a list of work items that
are of continual interest. You can then use the find function to further refine the
search through the list of filtered work items. When you are done with the find
function, and close it, the list returns to the list presented by the filter function. If
you want a different list of work items that are of continual interest, the list should
be filtered using the filter function.
Note that the Filter, Sort, Refresh, and Auto-Refresh icons and menu selections
are disabled while the find function is being used — you must close the find
function to change filter or sort criteria, or to refresh the list. Also, if you have the
auto-refresh feature turned on, it is temporarily disabled while the find function is
being used.
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Refreshing the Work Item List
When a work item list is initially displayed, it is a snap shot of the work items at
that point in time. You can refresh the list to get the most recent list of work items
from the iProcess Engine by:
•
selecting Refresh Work Items from the Tools menu, or
•
by clicking on the
icon.
If you have defined filter and/or sort criteria for the work item list, they will be
applied on the refreshed list of work items — the work item list is displayed if the
number of work items does not exceed the specified number; the filter dialog is
displayed if the number of work items exceeds the specified number (for more
information, see Filtering a Work Item List on page 78).
Auto-Refresh of Work Item Lists
Work item lists also have an “auto-refresh” feature that, when enabled, causes the
work item list to be automatically refreshed at specified intervals. The other list
types do not have this feature.
To enable or disable the auto-refresh feature, either select Auto-Refresh from the
work item list View menu, or click on the
icon. The following dialog is
displayed:
To enable auto-refresh, check the Auto-refresh check box, specify the number of
seconds you would like between refreshes (the minimum you can specify is 5
seconds), then click OK.
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There is an indicator on the left side of the work item list status bar that tells you
the current state of the auto-refresh feature:
This indicator will change to “Refreshing...” when the list is in the process of
being refreshed.
You can specify whether auto-refresh is enabled or disabled by default every time
you log in. This is done on the Options dialog — see Auto-Refresh of Work Item
Lists on page 234.
Work Item Status
By default, the first column in the work item list displays icons that indicate the
work item’s status. The following table shows the possible icons and their
meanings:
Icon
Work Item Status
The work item is “new” (i.e., it has never been opened).
The work item has been opened since it arrived in the work queue.
If the icon is “grayed out”, it indicates the work item is part of a
suspended case. The work item cannot be opened while the case is
in a suspended state. A suspended work item may be one that has
never been opened, or one that has been opened since it arrived in
the work queue.
For more information, see Case Suspensions on page 209.
The work item is currently locked by a user.
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Icon
Work Item Status
The work item is flagged as urgent. Note that this icon can be
displayed in combination with any of the other icons. For example,
the work item might be “new” and “urgent”. For example:
Opening a Case from the Work Item List
Opening a case causes the case details to be displayed. Case details are presented in
a tabbed format that contains Summary, History, Outstanding, and Data tabs. As
the names of the tabs imply, you can view a summary of the case, the case history
details, information about the outstanding work items in the case, and
view/modify the case data fields.
You can open the case that is associated with a particular work item, by selecting
the work item in the work item list, then:
— select Open Case from the Tools menu,
You cannot open a case for multiple work items from the work item list. If you
select multiple work items, the Open Case function becomes disabled.
— right-click the mouse button on the desired case and select Open Case from
the drop-down menu, or
— click on the
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All of these methods of opening a case cause the selected case to be displayed:
Note that when opened from the work item list, the case details are always
displayed in a separate dialog — i.e., they cannot be displayed in the preview
pane).
For information about using each of the tabs in the case details, see the following:
•
Summary Tab - Case Summary on page 181
•
History Tab - Case History on page 182
•
Outstanding Tab - Outstanding Work Items in the Case on page 201
•
Data Tab - Case Data Fields on page 204
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Filtering a Work Item List
“Filtering” a list of work items involves entering filter criteria so that only some of
the work items are shown in the list, rather than all of them. Filtering a list of
work items allows you to display only the work items you are interested in. For
example, you may only be interested in work items that arrived in the work
queue after Dec. 15, 2004. You can filter the list so that only those work items are
shown.
The filtering function allows you to build a “filter expression” that is applied to all
work items for the work queue that was selected. If the work item satisfies the
filter expression (e.g., it arrived after Dec. 15, 2004), it is shown in the work item
list; if it does not satisfy the filter expression, it is not shown in the list (and is not
downloaded from the iProcess Engine).
You can filter the work item list at any time by:
•
clicking on the
icon, or
•
by selecting Filter... from the View menu on the work item list.
This displays the filter dialog, on which you can specify a filter expression. This is
explained in the following subsections.
The filter dialog may also be automatically displayed when you attempt to open a
work queue from the work queue list. This occurs if the number of work items in
the work queue exceeds a threshold that you’ve specified in your user options
(see Work Item Filters on page 236).
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If the number of work items exceeds the threshold specified in your user options,
the filter dialog is automatically displayed:
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If you had applied a filter expression the last time you viewed the work item list,
that same filter expression will be applied when you open the list again — in
other words, the most recently applied filter expression will remain in effect until
you remove it or change it.
If a filter expression is still active, the Filter icon will be shown with a green check
mark (as shown below), and if the filter dialog is displayed, the previously
entered filter expression will be shown in the Expression section.
Note that filter expressions for a particular list are saved either locally or on the
server, depending on a configuration setting made by the system administrator:
— If saved locally, and you log into a different machine, the filter you defined
for a particular list will not be in effect on that new machine — filters
defined on a specific machine will apply only to that individual machine.
— If saved on the server, and you log into a different machine (and connect to
the same server), the filters you defined will be in effect on the new
machine.
Notice the “465 items will be returned” message in the upper left part of the
example filter dialog. This is the number of work items that will be returned if
you click on the OK button to display the work item list. If this is a large number,
you should enter a filter expression so that a smaller list is returned, making it
easier to find the work items you want to work on.
The message on the upper right part of the filter dialog tells you the current
threshold number that is specified in your user options — in this example, it’s 200.
For information about specifying this number, see Work Item Filters on page 236).
Building a Filter Expression
The filter dialog allows you to build a “filter expression” that is used to evaluate
each work item to determine if it should be included in the list.
The following summarizes building a filter expression:
•
Choose a field to filter on. A “field” in this context is not necessarily a field
that appears on a form in a work item — although it can be. These also include
“system fields,” which contain information about the work item that is stored
in the system, such as the date/time the work item arrived in the work queue,
whether or not the work item is “new” (i.e., unopened), etc.
•
Choose an operator that will be used in your filter expression, e.g.,’=’
(equals), ’<’ (less than), ’>’ (greater than), etc.
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•
Enter the value to be compared against the value in the field you chose. (The
value entered in the Value field must match the data type for the field
selected. For information about the valid data types, see Value Data Types on
page 86.)
For example, to list only work items that arrived in the work queue after Dec. 15,
2004:
— Field: Arrival Date
— Operator: >
— Value: 15/12/2004
You can choose multiple fields to filter on.
At any time while building the filter expression, you can “apply” the expression
by clicking on the Apply button. The “##### items will be returned” message is
updated to inform you of the number of work items that satisfy the filter
expression you’ve built. This is the number of work items that will be listed when
you click on the OK button.
You can also click the OK button at any time without first clicking the Apply
button — this causes any filter expression(s) you’ve entered to be applied and the
list displayed. But you will not know the number of work items that will be
returned in the list until after the list is displayed — clicking Apply first allows
you to know how many will be returned before the list is displayed.
Also note that you can use the Close button to close the filter dialog without
applying the filter expression (assuming you have not yet clicked Apply). Any
expression you’ve entered will remain on the filter dialog, so that if you return to
the filter dialog again prior to closing the work item list, the expression you had
entered will still be available.
You can clear/remove the currently displayed filter expression at any time by
clicking on one of the ”eraser” icons on the right side of the filter dialog.
Each step required to build the filter expression is described in more detail in the
following subsections.
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Choosing a Field to Filter On
To choose a field to filter on:
1. Click the arrow on the right side of the Field column. The following
drop-down list is displayed:
This drop-down list provides a comprehensive list of the fields you can filter on. It
consists of:
•
System Fields - These fields contain information that is provided by the
system, e.g., the date and time the work item arrived in the work queue, the
case number the work item is associated with, etc.
A comprehensive list of available system fields is provided in System Fields
Available for Filtering Work Items on page 97.
•
Case Data Fields - These fields contain case data that was entered into a field
on the form associated with a work item, e.g., a customer name or invoice
number.
A system administrator determines which case data fields are available to
filter on, and in which work queues they are available.
There are two types of case data fields that you can use to filter the work item
list:
— Work queue parameter fields - These are special fields that can be used to
store work queue-specific data. Unless the system administrator assigned
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different names to these fields, they appear in the Field drop-down list as
WQ Parameter1 - 4, as follows:
Filtering on a work queue parameter field allows you to filter on the value
in the work queue parameter field. For instance, if the system administrator
assigned the “customer name” field to the “work queue parameter 1" field,
you could then filter on “WQ Parameter1” to display only the work items
in the work queue that contain a certain customer name.
Work queue parameter fields are an “older” method of designating fields for
filtering and sorting. A more recent method is using Case Data Queue Parameter
(CDQP) fields (described below). Because of their improved flexibility, CDQPs are
likely to be used in recently developed systems.
— Case Data Queue Parameter (CDQP) fields - These are similar to work
queue parameter fields; they hold case data that was entered on a form
associated with a work item.
A system administrator must assign case data fields to CDQP fields to
make those fields available for filtering (and sorting). If this has been done,
the name of the field appears in the Field drop-down list. In the following
example, the Occupation field is a case data field that appears on a form
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and that has been designated a CDQP, causing it to appear in the Field
drop-down list:
It’s important to understand that CDQP fields contain “work item data” (as
opposed to “case data”.) “Work item data” is the data associated with a
work item while it’s in a work queue — if you enter information in a form,
then “keep” the work item, the information you’ve entered is written to
work item data. “Case data” is the information that is written to the database
after you’ve “released” the work item — if you enter information in a form,
then “release” the work item, the information you’ve entered is written to
case data. For more information about these types of data, see Case Data
Fields on page 204.
2. Select the desired field from the drop-down list.
For a list of the available system fields, see System Fields Available for
Filtering Work Items on page 97.
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Choosing an Operator for the Filter Expression
The Oper. field allows you to select an operator for the filter expression. Click on
the arrow on the right side of the Oper. field. The following drop-down list is
displayed:
Select the appropriate operator from the list (you can also type in the operator).
The selections are:
Operator
Description
?
Equal to (regular expression equality operator1)
<
Less than
<=
Less than or equal to
<>
Not equal to
=
Equal to
>
Greater than
>=
Greater than or equal to
1. Using this operator allows you to enter “regular expression” syntax
to perform more complex string search functions. As regular expressions are beyond the scope of this document, refer to an outside source for information about valid regular expression syntax.
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Specifying a Value for the Filter Expression
Enter the value in the Value field that you would like compared to the value in
the field you selected in the Field field.
For example, to list the work items that are currently locked by user “susieq”,
enter “susieq” in the Value field:
When the iProcess Workspace (Browser) sends a Date field value to the iProcess
Engine for filtering, it must be enclosed in exclamation characters (e.g.,
!12/12/2005!), and Time field values be enclosed in ‘#’ characters (e.g., #12:00#).
Therefore, once you’ve entered a valid date or time in the Value field for those
field types, the value shown in the Expression window is automatically enclosed
in the applicable characters. For example:
DateTime field values are sent to the iProcess Engine enclosed in quotes (e.g.,
“12/12/2005 10:30”).
Value Data Types
The value entered in the Value field must match the data type for the field
selected. (For information about the valid data types for each of the system fields,
see the list of system fields on page 97.)
The following are the types of data that can be entered in the Value field:
Data Type
Description
Numeric
Consists of one or more of the numbers 0-9. Used for things like
the case number and work item priority.
Note that all of the system fields that are flags (i.e., fields that
have either a true or false state (e.g., urgent , forwardable , etc.))
are numeric: 0 or 1, where 0 indicates false and 1 indicates true.
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Data Type
Description
Text
Consists of any number of letters, numbers, or special characters
(e.g., #, $, etc.). Used for things like the addressee name, case
description, etc.
Date
The default date format1 is “dd/mm/yyyy”.
Example: 25/12/2005
Time
The default time formata is “hh:mm”, using a 24-hour clock.
Example: 18:30
DateTime
The default date/time formata is “dd/mm/yyyy hh:mm”.
Example: 25/12/2005 18:30
1. The order of the day, month, and year, as well as the date and time separator
characters are specified on the TIBCO iProcess Engine. These may be different
on your system, depending on how it was set up.
The date and/or time format that is currently specified on your TIBCO iProcess
Engine is shown on the filter dialog when you select a date or time field in the
Field drop-down list. For example:
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The iProcess Workspace (Browser) also provides information about the format
required for other types of fields selected from the Field drop-down list. In the
following example, the client is telling you that since the “Forwardable” work
item flag has been selected, the valid values are 1 (for forwardable) and 0 (for not
forwardable):
Using Wild Cards in the Filter Value
You can use the following “wild card” characters in the value you enter in the
Value field when filtering on text fields (note that wild cards can’t be used with
non-text fields (for a list of the field types, see System Fields Available for
Filtering Work Items on page 97)):
Wild Card
Character
Description
*
The asterisk matches zero or more of any character.
?
The question mark matches any single character.
Wild card characters may be substituted for one or more characters in your filter
value. For example:
•
To list the work items that are from a procedure whose name begins with the
letters “LO”:
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•
To list the work items that are currently locked by users whose user name
begins with “s”:
Filtering on Empty Fields
The special SW_NA value can be used in filter expressions to list work items that
contain a field that is empty (the “NA” means “not assigned”).
Note, however, this value must be typed into the Expression section (free-form
area — for information about building free-form expressions, see Building a
Free-Form Filter Expression on page 95). If it is typed into the Value field, the
system will enclose SW_NA in quotes in the expression — you don’t want quotes
around it.
For example, to list the work items containing an Occupation field in which a
value has not been entered:
Conversely, to list the work items containing an Occupation field in which a
value HAS been entered, type in this expression (using the “not equal” operator):
Ranges of Values
Ranges of values can be specified, although it requires you to enter special syntax
in the Expression section. A range of values must be in the following form:
FilterField=[Val1-Val2|Val3|Val4-Val5|...]
This allows you to specify one or more ranges, each separated by a vertical bar
character (|), all enclosed in square brackets ([ ]). You can also include individual
values in the expression.
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For example, the following expression will return all work items that have a case
number between 300 and 500, as well as the work item with a case number of 633:
You can enter the entire expression free-form in the Expression section, if desired.
Or, you can select the field and operator from the Field and Oper. field
drop-down lists. You may or may not be able to enter the entire value in the Value
field, depending on the filter field chosen. If required, modify the expression in
the Expression section so that it is in the form shown above.
If dates and/or times are used in a range of values, they must be specified in the
following format:
Dates/Times
Format Required
Date1
!dd/mm/yyyy!
Time
#mm:hh#
DateTimea
“dd/mm/yyyy mm:hh”
1. The order of the day, month, and year can be modified by the system administrator. The correct order is shown on the filter dialog if you select a date field in
the Field drop-down list.
For example, the following expression will return all work items that arrived in
the work queue between the dates of Jan. 01, 2006 and Jan. 31, 2006 (inclusive):
And the following expression will return all work items that arrived in the work
queue between the times of 8am and 10am, as well as between the times of 2pm
and 2:30pm (all inclusive):
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Filtering on the Current Date
The SW_DATE system field contains the current date. You can use this system
field in filter expressions. For instance, you can search for all work items that have
arrived in the work queue today (see the example below).
Note, however, this value must be typed into the Expression section (free-form
area — for information about building free-form expressions, see Building a
Free-Form Filter Expression on page 95). If it is typed into the Value field, the
system will enclose SW_DATE in quotes in the expression — you don’t want
quotes around it.
For example, to list the work items that have arrived in the work queue today:
Conversely, to list the work items that arrived in the work queue any day other
than today:
Applying the Filter Expression
To apply the filter expression shown in the Expression window, you can:
•
Click the OK button. This causes any filter expression(s) you’ve entered to be
applied and the list displayed. But you will not know the number of work
items that will be returned in the list until after the list is displayed.
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•
Click the Apply button. The system will apply the filter expression and
calculate how many work items satisfy the expression. This number is shown
on both the top and the bottom of the filter dialog (22 in this example):
If you clicked Apply, and the number of work items that will be returned from the
iProcess Engine is satisfactory, click the OK button to display the work item list
(for information about the work item list, see Work Item Lists on page 62).
If the number of work items that will be returned is still too large, you can modify
the filter expression by changing any of the selections in the Field, Oper., or Value
fields, then click Apply again to get a new work item count.
Anytime you add, delete, or modify a filter expression on the filter dialog, and
have not yet clicked the Apply button to apply it, the following message is shown
to notify you that the changed filter expression has not been applied:
Whenever the message shown above is displayed, the Apply button will be
active.
You can also click one of the “eraser” icons to delete filter expressions. Clicking
the one to the right of the filter fields clears that row of fields; clicking the one to
the right of the Expression window clears all filter expressions entered so far.
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Note that if you apply the filter expression, then view the work item list, the Filter
icon will now contain a red check mark to indicate that a filter has been applied
on the list:
Specifying Multiple-Clause Filter Expressions
You can use logical operators to combine multiple “clauses” in your filter
expressions.
A “clause” is a field/operator/value set. The expression:
SW_ARRIVALDATE = !20/10/2005! AND SW_ADDRESSEE = ”susieq”
contains two clauses, separated by the AND operator. The following are the
logical operators that can be used to separate clauses:
Operator
AND
OR
Description
The expression is true if the first clause and the second clause are
true.
The expression is true if the first clause or the second clause is
true.
Logical ANDs and ORs are entered into a filter expression using the AND/OR
field. Click the arrow to display the drop-down list and select either AND or OR.
When you select an AND or OR, another set of fields is displayed, in which you
can specify the clause that will be ANDed or ORed to the preceding clause.
Example 1
This example will return work items that arrived in the work queue on or before
20/10/2005, and that have a case description that begins with “C”:
In this example, both clauses must be true for a work item to be returned in the list.
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Example 2
This example will return work items that either have an expired deadline or are
flagged as urgent:
In this example, either one of the clauses can be true for the work item to be
returned in the list.
Specifying More Than Two Clauses
If you specify more than two clauses, they are always evaluated in pairs from left
to right. Consider the following:
In this example, the entire filter expression created is this:
SW_EXPIRED = 1 AND SW_URGENT = 1 OR SW_CASEDESC = "C*”
The system will evaluate this expression as if there are parentheses around the
first two clauses in the expression. For example:
(SW_EXPIRED = 1 AND SW_URGENT = 1) OR SW_CASEDESC = "C*”
As you continue to add clauses to the expression, the system continues to
evaluate from left to right. For example, if you added a fourth clause to the
expression above, it would include the following implied parentheses:
((SW_EXPIRED = 1 AND SW_URGENT = 1) OR SW_CASEDESC = "C*”) AND SW_PRONAME = "LOAN"
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Building a Free-Form Filter Expression
After specifying filter criteria in the Field, Oper., and Value fields, the filter
expression appears in the Expression window:
The expression that appears in the Expression window is what is actually sent to
the iProcess Engine. You are free to edit this text in any way desired. Note,
however, that the results may not be what you expect if the expression is not in
the format required by the iProcess Engine. For example, dates must be enclosed
in exclamation characters (!07/05/2006!), times must be enclosed in the ‘#’
character (#18:30#). These special characters are automatically added for you
when you use the Field, Oper., and Value fields to build the expression.
You can also add parentheses to the expression in the Expression window to
create more complex filter expressions.
The system field names that appear in the Expression window (e.g.,
SW_DEADLINEDATE) are listed in the table of system fields on page 97.
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Favorite Filter Expressions
The “favorites” feature allows you to save your favorite (i.e., commonly used)
filter expressions. This allows you to quickly select an expression by name, rather
than requiring you to enter each element of the expression.
To use the favorites feature, click on the Favorites button on the filter dialog:
The following dialog is displayed:
In this example, there have already been two favorites saved: “High priority
w/expired deadline” and “New Urgent”.
To use one of the saved favorites:
1. Select the desired favorite in the Saved Favorites section.
2. Click the Load button.
The filter expression associated with that name is automatically entered into
the Expression section on the filter dialog and is automatically applied to the
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work item list — the “### items will be returned” text is displayed on the filter
dialog indicates how many work items satisfied the filter expression.
Saving a New Favorite Filter Expression
To save a new favorite filter expression:
1. Build the filter expression you would like to save using the filter dialog. See
Building a Filter Expression on page 80.
2. Click on the Favorites button on the filter dialog. The Favorites Manager
dialog is displayed.
3. In the field on the bottom of the Favorites Manager dialog, enter the name
you would like to give the filter expression you are saving in the favorites (the
entry in this field defaults to the current date and time).
4. Click Save to save the new favorite.
System Fields Available for Filtering Work Items
The following table lists the system fields that can be included in expressions
when filtering work items.
The text in the Description column in the table below corresponds to the text in
the Field field drop-down list on the Filter dialog. When you choose a field from
the Field field drop-down list, the actual system field name (e.g.,
SW_CASEDESC) is entered in the filter expression in the Expression window on
the Filter dialog.
Description
System Field Name
Data Type
Arrival Date
SW_ARRIVALDATE
Date
Arrival Date/Time
SW_ARRIVAL
DateTime
Arrival Time
SW_ARRIVALTIME
Time
Case Description
SW_CASEDESC
Text
Case Number
SW_CASENUM
Numeric
Comments
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Description
System Field Name
Data Type
Comments
Deadline Date
SW_DEADLINEDATE
Date
Deadline Date/Time
SW_DEADLINE
DateTime
Deadline Expired
SW_EXPIRED
Numeric
1 - expired deadline
0 - no expired deadline
Deadline Set
SW_HASDEADLINE
Numeric
1 - has deadline
0 - no deadline set
Deadline Time
SW_DEADLINETIME
Time
Forwardable
SW_FWDABLE
Numeric
Host Name
SW_HOSTNAME
Text
Locked By
SW_LOCKER
Text
Priority
SW_PRIORITY
Numeric
Procedure Description
SW_PRODESC
Text
Procedure Name
SW_PRONAME
Text
Releasable
SW_RELABLE
Numeric
1 - releasable (no input
fields)
0 - not Releasable
Started By
SW_STARTER
Text
[email protected]
Step Description
SW_STEPDESC
Text
Step Name
SW_STEPNAME
Text
Suspended
SW_SUSPENDED
Numeric
1 - is forwardable
0 - not forwardable
User name
1 - suspended
0 - not suspended
Note - This may not be
available to you if you are
using an older iProcess
Engine.
Unopened
SW_NEW
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Numeric
1 - unopened
0 - has been opened
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Description
System Field Name
Data Type
Comments
Urgent
SW_URGENT
Numeric
1 - urgent
0 - not urgent
WQ Parameter1 *
SW_QPARAM1
Text
WQ Parameter2 *
SW_QPARAM2
Text
WQ Parameter3 *
SW_QPARAM3
Text
WQ Parameter4 *
SW_QPARAM4
Text
* The actual name that appears in the Filter field drop-down list for the work queue
parameter fields may be different than those shown here if the system administrator has
assigned different names to them.
For information about data types used in system fields, see Value Data Types on
page 86.
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Sorting a Work Item List
The iProcess Workspace (Browser) allows you to sort the information in the
columns of the work item list so they are in the order you would like them listed.
For example, you may want to list all “new” (unopened) work items first, then
sort those by arrival date/time, from oldest to most recent. This example requires
you to sort on two fields: “Unopened” and “Arrival Date/Time ”.
To specify how work items in the work item list are sorted:
•
click on the
icon, or
•
select Sort... from the work item list View menu.
The following dialog is displayed:
The list on the left shows all of the fields that are available to sort on. To sort
the work item list, you must move the desired fields from the list on the left to
the list on the right, then arrange them in the desired priority (order). This is
described in the following subsections.
By default, all work item lists are sorted by Procedure Name, followed by
Case Number, then Step Name, all in ascending order. If you specify one or
more sort fields using the sort dialog, the default sort fields are replaced by
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your specification. For example, if you specify to sort on case description only,
that is the only field on which the list will be sorted.
If you had applied sort criteria the last time you viewed the work item list, that
same sort criteria will be applied when you open the list again — in other words,
the most recently applied sort criteria will remain in effect until you remove it or
change it.
If previously applied sort criteria is still active when the work item list is
displayed, a green check mark will be shown with the Sort icon.
Note that sort criteria for a particular list is saved either locally or on the server,
depending on a configuration setting made by the system administrator:
— If saved locally, and you log into a different machine, the sort you defined
for a particular list will not be in effect on that new machine — sort criteria
defined on a specific machine will apply only to that individual machine.
— If saved on the server, and you log into a different machine (and connect to
the same server), the sort criteria you defined will be in effect on the new
machine.
Selecting Sort Fields
The Available Fields list on the sort dialog provides a list of the fields you can
sort on. It consists of:
•
System Fields - These fields contain information that is provided by the
system, e.g., the date and time the work item arrived in the work queue, the
case number the work item is associated with, etc.
A comprehensive list of available system fields is provided in System Fields
Used to Sort Work Items on page 105.
•
Case Data Fields - These fields contain case data that was entered into a field
on the form associated with a work item, e.g., a customer name or invoice
number.
A system administrator determines which case data fields are available to sort
on, and in which work queues they are available.
There are two types of case data fields that you can use to sort the work item
list:
— Work queue parameter fields - These are special fields that can be used to
store work queue-specific data. Unless the system administrator assigned
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different names to these fields, they appear in the Available Fields list as
WQ Parameter1 - 4, as follows:
Sorting on a work queue parameter field allows you to filter on the value
in the work queue parameter field. For instance, if the system administrator
assigned the “customer name” field to the “work queue parameter 1" field,
you could then sort on “WQ Parameter1”.
Work queue parameter fields are an “older” method of designating fields for
filtering and sorting. A more recent method is using Case Data Queue Parameter
(CDQP) fields (described below). Because of their improved flexibility, CDQPs are
likely to be used in recently developed systems.
— Case Data Queue Parameter (CDQP) fields - These are similar to work
queue parameter fields; they hold case data that was entered on a form
associated with a work item.
A system administrator must assign case data fields to CDQP fields to
make those fields available for sorting (and filtering). If this has been done,
the name of the field appears in the Available Fields list. In the following
example, the Occupation field is a case data field that appears on a form
and that has been designated a CDQP, causing it to appear in the list:
To specify sort fields:
1. Select the desired sort field(s) from the Available Fields list:
— Individual fields can be selected by clicking on the desired name.
— Multiple fields can be selected by holding down the Ctrl key while clicking
on the desired names. A group of fields can be selected by clicking on one
name, then holding down the Shift key and clicking on the last name in the
desired group.
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2. Move the columns to the desired list:
— Fields can be moved back and forth between lists by selecting the desired
field(s), then clicking the “>” or “<“ buttons.
You can also move an individual field to the other list by double-clicking
on the field name.
— All fields can be moved from the Sort Fields section by clicking on the “<<“
button.
Note that you can specify a maximum of 10 sort fields for a work item list.
Specifying Sort Priority
The order in which the sort fields are listed in the Sort Fields window specifies
the priority of the sort. If you have multiple sort fields listed, all work items will
first be sorted by the first sort field, then they will be sorted by the next sort field,
and so on. For example, if you specified “Unopened” as the first sort field, then
“Arrival Date/Time” as the second sort field (both ascending), the work items
would be sorted in the following fashion:
Unopened
Jan. 1, 2006
Unopened
Jan. 2, 2006
Unopened
Jan. 3, 2006
Opened
Jan. 1, 2006
Opened
Jan. 2, 2006
Opened
Jan. 3, 2006
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In the example shown above, all unopened work items will be listed first,
followed by the opened work items. Within each group of unopened and opened
work items, they are sorted by arrival date/time.
To change the priority, select the desired sort field(s) in the Sort Fields window,
then click on the “+” or “-” button to move the field(s) up or down in the list.
Specifying a Sort Direction
The list of work items can be sorted in either ascending or descending order:
When a sort field is added to the Sort Fields list, it is ascending by default, which
is denoted by the up arrow next to the field name:
To change the sort direction, select the desired sort field(s) in the Sort Fields list,
then click on the up or down arrow buttons on the sort dialog:
The arrow next to the field name will change to indicate the new sort direction:
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System Fields Used to Sort Work Items
The following table lists the system fields available for sorting work items:
Sort Field
Data Type
Arrival Date/Time
DateTime
Case Description
Text
Case Number
Numeric
Deadline Date/Time
DateTime
Deadline Expired
Numeric
Deadline Set
Numeric
Deadline Timea
Time
Forwardable
Numeric
Host Name
Text
Locked Bya
Text
Priority
Numeric
Procedure Description
Text
Procedure Name
Text
Releasable
Numeric
Started Bya
Text
Step Description
Text
Step Name
Text
Unopened
Numeric
Urgent
Numeric
WQ Parameter1b
Text
WQ Parameter2b
Text
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Sort Field
Data Type
b
WQ Parameter3
Text
WQ Parameter4b
Text
a. Sorting by Deadline Time, Locked By, and Started By are inherently inefficient — sorting by these
fields may slow down the sorting process.
b The actual name that appears in the Available Fields list on the sort dialog for the work queue
parameter fields may be different than those shown here if the system administrator has assigned
different names to them.
Note that the way in which the system sorts the values in the sort fields depends
on the type of data in that field. For instance, since the “Procedure Description”
field is text data, that field is sorted alphabetically; and since the “Arrival
Date/Time” field is a DateTime data type, it is sorted chronologically according to
the date/time.
For information about data types used in system fields, see Value Data Types on
page 86.
Sort As Different Data Type
The way in which the system sorts the values in the sort fields depends on the
type of data in that field (e.g., text data is sorted alphabetically, numeric data is
sorted numerically, etc.).
You can, however, tell the application to sort the data in a field using a data type
that is different than the field’s data type when sorting on the following fields:
•
Case description
•
Work queue parameter fields
•
Case Data Parameter Queue (CDQP) fields
For instance, you can tell it to sort the data in the Case Description system field
(which is a text field) as numeric data.
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To sort one of these sort fields as a different data type, select the desired sort field
in the Sort Fields list, then click on the desired data type in the Sort As field (note
that the Sort As field is active only when you’ve selected one of the fields that can
be sorted as a different data type):
The value of the sort field will be converted to the specified data type before
doing the sorting. For example, text fields containing numeric information could
be sorted as numbers by setting the sort type accordingly. Note, however, that if
the sort field does not contain something readily convertible to the specified type,
the sort results may not be what you expect. For example, if sorting text as a
numeric field but some of the text fields contain non-numeric data, the results
may not be what you expected.
Applying the Sort Criteria
After specifying the sort fields, priority, direction, etc., click on the OK button to
apply the sort criteria you’ve specified.
Anytime you modify a sort criteria, and have not yet clicked the OK button to
apply it, the following message is shown to notify you that the changed sort
criteria has not been applied:
Whenever the message shown above is displayed, the OK button will be active.
When you click the OK button, a green check mark appears on the Sort icon to
indicate sort criteria has been applied.
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Sorting the Work Item List Using Column Headers
You can quickly and easily sort the work item list on any one of the columns in the
list. To sort on a column, click on the column header. If the column contains text, it
is sorted in alphabetical order; if it is numeric, it is sorted in numerical order; if it
is a date, time, or DateTime, it is sorted in chronological order.
Once you click on a column header, a small arrow head appears in the column
header, which indicates the order of the sort — if the arrow head is pointing up,
the sort is in ascending order; if it’s pointing down, the sort is in descending
order:
Each successive click on the column header, toggles between ascending and
descending order.
If the work item list consists of multiple “pages” (see Work Item List Page Size on
page 70), each page is individually sorted on the column you’ve clicked on.
Note that the ability to sort using column headers is controlled through user
access privileges — if you do not have the authority to sort using column headers,
the arrow head does not appear in the header when you click it.
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Processing Work Items
A work item represents a step in a case (see the illustration of a procedure on
page 3). Typically, a work item has an electronic form associated with it that must
be opened and filled out (some forms may only display information and will not
have fields to fill out). You can then keep the work item in your work queue so
that it can be opened again and completed at a later time. When the form is
completed, the work item is released so that the case can progress, possibly
resulting in another work item that represents the next step in the case.
Opening Work Items
Opening a work item causes the form associated with that work item to be
displayed, allowing you to enter information into the form.
Opening a work item also “locks” that work item, causing a lock icon (
appear in the Status column.
) to
If you attempt to open a work item that you’ve already opened, a message is
displayed informing you that if you open it again, there could be a loss of data —
the system will save any changes in data for the first of those work items that is
kept or released. When you attempt to keep or release the second instance of the
work item, an error is returned; your only option will be to click Cancel to close
the work item, losing any changes made on that form.
If any user of the TIBCO iProcess Workspace (Browser) attempts to open a work
item that another user has already opened, a message is displayed on their screen
informing them that the work item is already opened. They will not be allowed to
open it. (Multiple users can have access to a work item if the work item was sent
to a group work queue; another user may also have access to a work item if
“participation” has been used to give a user access to another user’s work queue.)
A user of the TIBCO iProcess Workspace (Browser) application can open a work
item, then log in at a different workstation using the same username and open
that same work item. The first one to release the work item will be successful; the
second one to attempt to release the work item will fail.
Also, if a user opens a work item using an application other than the TIBCO
iProcess Workspace (Browser), then you attempt to open that same work item
with the TIBCO iProcess Workspace (Browser), a message is displayed telling you
the work item is already open; it will not allow you to open it.
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Work items can be opened from either the work item list or from the list of
outstanding work items (Case Detail / Outstanding tab) using one of the
following methods:
•
Double-click on the desired work item in the list.
•
Select one or more work items in the list, then:
— press the Enter key,
— select Open Selected Work Item(s) from the Tools menu on the list,
— right-click the mouse button on the selected work item(s) and select Open
Selected Work Item(s) from the drop-down menu, or
— click on the
icon on the list toolbar.
If you are opening work items from the list of outstanding work items, they are
always opened in a floating form, i.e., they cannot be opened in the Preview Pane.
If you are opening work items from the work item list, you cannot open multiple
work items if you are displaying the work item forms in the Preview Pane. If you
are opening forms in the Preview Pane, and you select multiple work items, the
Open Selected Work Item(s) function is disabled.
Opening the First Available Work Item
When opening work items from the work item list, you can also open the “first
available” work item, where “first available” means a work item that is not locked
nor suspended, starting from the first work item in the list.
To open the first available work item, use one of the following methods:
•
Select Open First Work Item from the Tools menu on the work item list,
•
right-click the mouse button anywhere on the work item list and select Open
First Work Item from the drop-down menu, or
•
click on the
icon on the work item list toolbar.
Opening the Next Available Work Item
When opening work items from the work item list, you can also open the “next
available” work item, where “next available” means a work item that is not
locked nor suspended, starting from the currently selected (highlighted) work
item.
To open the next available work item, select (highlight) the work item where you
want the search for the next available work item to start, then:
•
Select Open Next Work Item from the Tools menu on the work item list,
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•
right-click the mouse button on the selected work item and select Open Next
Work Item from the drop-down menu, or
•
click on the
icon on the work item list toolbar.
There is also a way to cause work items to automatically open. For information
about this, see Automatically Opening Work Items on page 114.
Work Item Form Location
The location at which the work item form is displayed when you open a work
item depends on whether or not the preview feature is turned on.
•
If preview is turned off, the work item form is always opened in a separate
floating window. Note that the window in which the form opens may be
either a dialog or a new browser window, depending on a user options setting
— for more information, see Layout Options on page 239.
•
If preview is turned on, the work item form may be opened either in the
Preview Pane or a separate floating window, depending on the current
preview setting.
The preview setting can be viewed or set by:
— clicking on the
icon on the work item list toolbar, or
— by selecting Preview from the work item list View menu.
The following drop-down menu is displayed:
The check mark indicates the currently selected preview option.
— If the Preview On - Open Forms in Preview Pane selection is checked, the
work item form is opened in the Preview Pane.
Note that the Preview Pane may be set to automatically resize when a work
item is opened, then return to the previous size when the work item is
closed. For information about how this done, see Work Item Preview
Default on page 240.
— If the Preview On - Float Forms selection is checked, the work item form is
opened in a separate floating window. Note that the window in which the
form opens may be either a dialog or a new browser window, depending
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on a user options setting — for more information, see Layout Options on
page 239.
You may or may not be able to open work item forms in the Preview Pane or in a
separate dialog, depending on how your forms were created, as follows:
— if your application uses forms created with TIBCO General Interface (GI
forms), you can choose to open them in any of the three available formats:
Preview Pane, separate dialog, or separate browser window.
— if your application uses any non-GI form (also referred to as “external
forms”), they will always be opened in a separate browser window,
regardless of the setting of the Preview selections.
If you have chosen to display the work item forms in floating windows, and there
are multiple work items selected when you open them, a floating window for
each selected work item is displayed.
But if you have chosen to display the work item forms in the Preview Pane, you
cannot open multiple work items at one time — if you select more than one work
item, the Open Selected Work Item(s) function becomes disabled.
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Opening / Locking Work Items Multiple Times
Be aware that in an “enterprise” environment, there may be other applications
besides the TIBCO iProcess Workspace (Browser) application that affect the work
items you see in work queues.
For this reason there are two “locked” flags that indicate the locked/opened
status of work items:
•
Locked - This flag indicates that a user of another application besides the
TIBCO iProcess Workspace (Browser) application has the work item locked
(opened). These work items cannot be opened by any user of the TIBCO
iProcess Workspace (Browser) application.
•
Long Locked - This flag indicates that a user of the TIBCO iProcess Workspace
(Browser) application1 has the work item locked (opened). Note that the same
user who has the work item locked can log in using the same username at a
different workstation and open the work item that is already open. The first
one to release the work item will be successful; the second one to attempt to
release the work item will fail.
Columns are available in the work item list that show the state of each of these
flags (for information about changing the columns that show in the work item list
see, Opening a Case from the Work Item List on page 76):
In this example, a user using an application other than the TIBCO iProcess
Workspace (Browser) application has locked the work item (the Locked flag is
true). Notice, however, that regardless of the application that locked the work
item, the Status column shows the work item is locked, and the Locked By
column shows who has the work item locked.
1. If a work item is locked with the TIBCO iProcess Workspace Lite application (a
TIBCO client application that allows persons with disabilities to access iProcess
BPM functionality using standard accessibility aids, such as screen readers and
magnifiers), it also sets the Long Locked flag to true.
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Automatically Opening Work Items
The work item list provides an auto-repeat feature that causes the next available
work item to be automatically opened after you’ve released a work item, where
“available” means a work item that is not locked nor suspended. This allows you
to process work items in succession without manually opening each one.
To turn on the auto-repeat feature:
•
click on the
icon on the work item list, or
•
select Auto-Repeat Open Work Item from the Tools menu.
The auto-repeat feature works as a toggle — clicking the
remain highlighted while the feature is enabled.
icon causes it to
And selecting Auto-Repeat Open Work Item from the Tools menu causes a check
mark to appear next to the selection, indicating the feature is active:
If the auto-repeat feature is turned on, but you keep or cancel a work item (rather
than release it), the auto-repeat process ends (it does not toggle it off, but it does
not open the next available work item).
The auto-repeat toggle is persistent — it remains in its current state until you
change it. Note, however, that the auto-repeat state is saved either locally or on
the server, depending on a configuration setting made by the system
administrator:
— If saved locally, and you log into a different machine, the auto-repeat state
from the previously logged-in machine will not be in effect on the new
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machine — the auto-repeat setting made on a specific machine will apply
only to that individual machine.
— If saved on the server, and you log into a different machine (and connect to
the same server), the auto-repeat state from the previously logged-in
machine will be in effect on the new machine.
Filling in a Work Item Form
The form that appears when you open a work item is specific to your installation.
Each company that uses the iProcess Workspace (Browser) will create their own
forms that relate to the specific business they are in.
Your company will instruct you in properly filling out the forms that they have
designed for the iProcess Workspace (Browser). The following is an example of
what a form may look like:
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Note that the form may open in the Preview Pane, a separate dialog, or a separate
browser window, depending on how your system is set up. For more information,
see Preview Pane on page 8.
Use the Tab key to move from field to field on the form.
A “date picker” is available to enter dates in date fields. Click on the calendar icon
next to the date field. A calendar is displayed from which you can choose a date;
clicking on a date in the calendar causes it to be entered in the field.
Keeping Work Items
Keeping a work item causes any information you have entered in the form to be
saved, then the work item is closed (and unlocked) and placed back in the work
queue. The work item is then available to be opened and completed at a later
time.
To keep a work item, click on the Keep button on the work item form.
Releasing Work Items
Releasing a work item means that you are done with that work item. If there are
any fields on the form associated with the work item that are marked as
“required,” they must be filled in before the system will allow you to release the
work item.
Releasing the work item causes any information you’ve entered to be saved, then
the work item is closed (and unlocked) and it is removed from the work queue.
The case advances to the next step in the procedure, possibly resulting in another
work item appearing in someone’s work queue.
To release a work item from the work item form, click the Release button on the
form:
Releasing a Work Item from the Work Item List
You can release a work item from the work item list (i.e., rather than from the
work item form). However, the work item must be directly releaseable, meaning
that it cannot have any data entry fields on the form associated with the work item (if
it has a form). It does not mean the input fields have been filled in — the form
cannot have input fields.
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To release work items that are directly releasable, highlight one or more work
items in the work item list, then:
— select Release Work Item(s) from the Tools menu on the work item list,
— right- click the mouse button on the desired work item(s) and select
Release Work Item(s) from the drop-down menu, or
— click the
icon.
If a work item is not directly releasable, the Release Work Item(s) function will be
disabled when you select the work item.
Canceling Changes
You can cancel any changes made on a work item form by “undoing” the changes.
To undo your changes, click on the Undo button on the work item form. The work
item is closed and returned to the work queue without saving changes.
Unlocking Work Items
Work items are automatically unlocked when you keep or release them; normally,
you do not need to explicitly unlock work items.
This function is for those rare occasions when a work item was left open for some
reason (e.g., a system crash).
Unlocking a work item using the unlock function causes any changes that were
made on the form while the work item was open to be discarded.
Any user can unlock a work item that they have opened.
To unlock a work item that was opened by another user, you must have system
administrator authority.
To unlock work items, highlight one or more locked work items in the work item
list, then:
•
click on the
icon, or
•
select Unlock Work Item(s) from the Tools menu.
A message is displayed confirming that the work item was unlocked.
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Forwarding Work Items
You can select and manually forward one or more work items to another work
queue (for information about setting up automatic forwarding of work items, see
Redirecting Work Items to Another Work Queue on page 54).
Note that there are several levels of access permission that determine whether or
not you can manually forward work items, as follows:
•
User access profile - If your user access profile does not allow you to forward
work items, the Forward Work Item(s) menu selection and icon do not appear
on the work item list.
•
Step definition - When the procedure is defined, the designer specifies
whether or not work items representing each step are forwardable. There is a
Forwardable column (as well as a Forwardable Image column) that indicates
whether or not the step definition allows the work item to be forwarded.
•
User definition on the server - A user attribute on the server can be set for
each user that allows that user to:
— forward work items that are “forwardable” based on the step definition
(see above),
— forward any work item, regardless whether or not the work item is
“forwardable” based on the step definition (see above), or
— never be able to forward work items.
If one or more of the work items you’ve selected are not forwardable, either
because the step definition does not allow it, or because your user attribute
definition does not allow it, the Forward Work Item(s) menu selection and icon
are grayed out:
Additionally, if a work item is currently locked or it is in a case that is currently
suspended, it cannot be forwarded.
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For work items that can be forwarded. there are two ways in which you can
forward them:
•
Using the “drag and drop” method - To forward using this method, select one
or more work items in the work item list, then “drag and drop” them onto the
work queue to which you want to forward them.
You are asked to confirm before the work items are forwarded.
Using this method, you can forward only to work queues to which you have
access (as those are the work queues that are displayed in your work queue
list).
•
Using the Forward dialog - To forward using this method, select one or more
work items in the work item list, then select Forward Work Item(s) from the
Tools menu on the work item list, or click on the
icon on the work item
list toolbar.
A dialog similar to the following is displayed:
This dialog will list either all work queues on the system, or only the work
queues to which you have access, depending on how your user access profile
is set up (see User Access Profiles on page 24).
Select the desired work queue from the list (you can forward to only one work
queue at a time), then click OK. The selected work items are forwarded and
the work item list is automatically updated.
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Work Item Deadlines
When a step is defined in a procedure, a deadline may be specified on that step to
ensure that the work item associated with the step is completed within a specified
period of time. For example, the step may specify that the work item must be
completed within three days, otherwise a notification is sent to a manager.
Deadline-Related Columns
By default, the work item list displays the Deadline Status and Deadline
columns, as follows:
The following is a list of all of the deadline-related columns that can be displayed
in the work item list:
•
Deadline Status - If the work item has a deadline, this column displays a
“clock” icon — the icon’s color indicates the deadline’s status; if the work item
does not have a deadline, nothing is displayed in this column (it’s blank). The
possible clock icons are as follows:
Icon
Deadline Status
The work item has an unexpired deadline (the clock icon is blue).
The work item has an expired deadline (the clock icon is red).
•
Deadline Date/Time- If the work item has a deadline, the date and time of the
deadline is displayed in this column; if the work item does not have a
deadline, nothing is displayed in this column (it’s blank).
•
Deadline Set or Deadline Set Image - This is a true/false indicator of
whether or not a deadline has been set on the work item. The non-image
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column will state either “true” or “false” The image column will contain either
a green check mark (for true) or a red X (for false).
•
Deadline Expired or Deadline Expired Image - This is a true/false indicator
of whether or not the work item has an expired deadline. The non-image
column will state either “true” or “false” The image column will contain either
a green check mark (for true) or a red X (for false). (If the work item does not
have a deadline, these columns will show false.)
For more information about the use of images in columns see, Displaying Images
in Columns on page 21.
The work queue list may also contain a First Deadline Date/Time column that
tells you the date and time of the earliest deadline in that work queue, as well as a
Deadline Items column that tells you the number of work items in that work
queue that have deadlines. For example:
Deadlines with Case Suspension
Deadlines are not affected by a case suspension (see Note that refreshing the case
history refreshes the information for this single case. on page 200). If a case is
suspended, deadlines will continue to expire, although no action is carried out
until the suspension is lifted. In other words, if a deadline expires during
suspension, the process will wait until the suspension is removed, then the
process will continue down the deadline link to generate the next work item.
Note, however, that if a deadline expires for a work item while the case is
suspended, the work item list is not updated to reflect the expired deadline until
after the suspension is lifted.
Deadline Withdrawals
The deadline for a step may be defined in such a way that when the deadline
expires, the work item is withdrawn from the work queue.
Withdrawals will not occur while a case is suspended. If a deadline defined to
withdraw expires while a case is suspended, the withdrawal will not occur until
the case suspension is lifted.
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Keep on Withdrawal
When a deadline withdrawal is defined in a step, the definer can also specify that
the work item “not be deleted upon withdrawal” (also referred to as “keep on
withdrawal”). This means that if the deadline expires, the process flow moves
down the “deadline link” path, and the work item is officially “withdrawn”, but it
is not removed from the work queue. Instead, it will be handled differently when
it is eventually released.
Work items that are “not deleted upon withdrawal” are still considered
“outstanding” after their deadlines expire, even though they have officially been
withdrawn (for information about outstanding items, see Outstanding Work
Items in the Case on page 201).
Since the work item is still in the work queue, it can still be opened, kept, and
released. When the work item is eventually released (or the sub-procedure case
completes, if the step is a sub-procedure call), the following occur:
•
the normal release actions are NOT processed, i.e., the process flow does not
continue down the normal path (as is normal for withdrawn steps), and
•
data that was entered into the fields of the work item is still applied to the
main case data.
The work item list provides the following columns to view the “keep on
withdrawal” definition for the work item:
•
Keep on Withdrawal - Displays “true” if the “keep on withdrawal” flag for
the work item is set to true; displays “false” if the flag is set to false. (See
page 66.)
•
Keep on Withdrawal Image - Displays a green check mark if the “keep on
withdrawal” flag for the work item is set to true; displays a red X if the flag is
set to false.
Recalculating Deadlines
You can recalculate all of the deadlines in a case using the trigger event function.
This causes the deadlines to be recalculated in either the main case only, or the
main case and all sub-cases — you specify which when the trigger event function
is initiated.
For information about using the trigger event function to recalculate deadlines,
see Triggering an Event on page 219.
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This chapter describes how to work with the procedure list.
Topics
•
The Procedure List, page 124
•
Procedure Status, page 134
•
Procedure Versions, page 136
•
Sub-Procedures, page 138
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The Procedure List
The procedure list provides a list of procedures to which you have access.
Display the procedure list by clicking on the Procedures button (or icon) in the
lower left portion of the iProcess Workspace (Browser) screen:
There are two primary functions that are performed from the procedure list:
— Starting a case of a procedure - This involves selecting the desired
procedure in the list, then clicking the Start Case button. (Note - It is
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common for cases to be started programmatically, therefore, the Start Case
button may not be used to start cases on your system.)
If the logged in user has permission to start cases of a procedure, “Start” is
shown in the Permission column for that procedure.
For details about starting cases, see Starting a Case of a Procedure on
page 140.
— Viewing a list of cases of the procedure - This involves single-clicking on
the desired procedure to display a list of the cases of that procedure.
If the logged in user has permission to view the cases of a procedure,
“History” is shown in the Permission column for that procedure.
For information about using the case list, see Working With Cases on
page 143.
For information about selecting items from lists, see Selecting Items in a List on
page 15.
Procedure Permissions
Only procedures to which you have permission are listed in the procedure list.
There are two types of permissions:
•
Start - This gives you permission to start cases of the procedure.
•
History - This gives you permission to view the list of cases of the procedure.
Note that “History” in this context does not mean you have “case history”
permission; rather it means you have “procedure history” permission — you
can view the cases that have been started for that procedure.
You can have one or both of these permissions. They are shown in the Permission
column of the procedure list:
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Case start and history permissions are granted when the procedure is defined.
Note that for both permissions, unless the procedure definer explicitly gives one
or more users that permission, all users are given permission by default.
Every user also has a user access profile that is determined by the type of user they
are. Your user type is specified by the system administrator — it is shown in the
upper left part of the iProcess Workspace (Browser) screen. In the example below,
the user franko is an “Admin” user, which gives him access to the functions that
have been specified for all Admin users:
Your user access profile may also affect the functionality to which you have
access. For example, you may have access to start cases according to the
procedure definition, although your user access profile doesn’t allow you to start
cases (which would cause the Start Case button / menu selection to not be
displayed). Also, you may have “History” permission, giving you access to the
case list, although your user access profile may prevent you from “opening” the
case.
Procedure List Columns
By default, certain columns are displayed in a procedure list. You can easily
customize the columns that are displayed by either using the Column Selector, or
by changing them manually. For information, see Customizing Columns in a List
on page 19.
The following table describes the columns of information that can be displayed on
the procedure list:
Column
Name
Meaning
Active Cases
The number of cases of the procedure that are still active,
i.e., not closed. Note that suspended cases are still
considered active.
Closed Cases
The number of cases of the procedure that have been
closed. For more information, see Closing Cases on
page 223.
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Column
Name
Meaning
Description
A description of the procedure that was given when the
procedure was defined.
Host Node
The name of the TIBCO iProcess Objects Server on which
the procedure is defined.
Name
The name of the procedure.
Permission
Indicates whether or not the logged-in user has “Start”
permission (ability to start cases of the procedure) and/or
“History” permission (can view cases of the procedure).
For more information, see Procedure Permissions on
page 125.
Status
An icon that indicates the status of the procedure. For
more information, see Procedure Status on page 134.
Sub-Procedure /
Sub-Procedure
Image
True - The procedure is defined as a sub-procedure.
False - The procedure is defined as a main procedure.
For more information, see Sub-Procedures on page 138.
Total Cases
The total number of active, suspended, and closed cases
of the procedure. When a case is purged from the system,
it no longer counts in the total.
Version
The version number of the procedure definition.
If you are displaying the Active Cases, Closed Cases, or Total Cases columns,
and they appear with a line through the header, it’s because an administrator has
configured your system to not display case counts. Therefore, if you display the
case count columns, they will appear with a line through their header.
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Number of Procedures in a Procedure List
There is an indicator in the header bar of the procedure list to tell you how many
procedures are in the list. This number is displayed to the right of the Find button.
In this example, there are a total of 22 procedures.
Note that if this number is displayed in the format “##/##” it means the list is
being filtered in some way and only some of the procedures are listed. In the
example below, 11 of the 22 possible procedures are listed.
The procedure list can be filtered in one of the following ways:
•
The Find button has been used to filter the list. For information about using
the find function, see Finding Items in a List on page 12.
•
Only some of the procedure statuses (released, unreleased, model, and
withdrawn) on the View menu have been selected. For information about
selecting procedure statuses to display, see Procedure Status on page 134.
•
Only some of the procedure types (main and sub-procedure) on the View
menu have been selected. For information, see Displaying Main and/or
Sub-Procedures on page 129.
If one or both of these methods have been used to filter the procedure list, the
number is shown in the ##/## format.
Finding Procedures in the Procedure List
The procedure list contains a Find button that can be used to quickly find the
procedure you are looking for.
For information about using the find function, see Finding Items in a List on
page 12.
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Displaying Main and/or Sub-Procedures
You can choose the type of procedures to display in the procedure list:
— only main procedures,
— only sub-procedures, or
— both main and sub-procedures.
Make the desired selection from the View menu on the procedure list:
The check mark indicates the currently displayed type.
For more information about sub-procedures, see Sub-Procedures on page 138.
Sorting a Procedure List
You can sort the procedure list on any one of the columns in the list. To sort on a
column, click on the column header. If the column contains text, it is sorted in
alphabetical order; if it is numeric, it is sorted in numerical order.
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Once you click on a column header, a small arrow head appears in the column
header, which indicates the order of the sort — if the arrow head is pointing up,
the sort is in ascending order; if it’s pointing down, the sort is in descending
order:
Each successive click on the column header, toggles between ascending and
descending order.
Refreshing a Procedure List
When the procedure list is initially displayed, it is a snap shot of the procedures at
that point in time. You can refresh the list to get the most recent list of procedures
from the iProcess Engine by:
•
selecting Refresh Procedures from the View menu, or
•
clicking on the
icon on the procedure list.
Do not over use this feature — refresh the list only when you need an updated
list. Each time you refresh the list, the iProcess Engine must send a new list to
your system, which can impact performance, depending on the number of items
in the list, the speed of your system, etc.
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Displaying the Cases of a Procedure
To display a list of the cases of a procedure, single-click the desired procedure in
the procedure list:
Once a procedure is selected, you can also move the highlight bar with the
keyboard arrow keys to select other procedures.
Either the list of cases for the selected procedure is displayed, or the case list filter
dialog is displayed because the number of cases in the list exceeds the specified
threshold. For more information, see Case Lists on page 144.
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Displaying Procedure Loading
The procedure loading feature allows you to display a graphical summary that
shows you how many cases there are on the system for one or more of the
procedures to which you have access. The chart displayed by this feature
provides a visual view of the case load for each procedure.
You can access procedure loading in one of two ways:
•
Select Procedure Loading Chart from the Tools menu on the procedure list, or
click the
icon on the procedure list toolbar.
This displays a procedure loading chart that shows you all of the procedures
to which you have access. Note that the very first time you display the
procedure loading chart in this way, it lists all procedures to which you have
access. If you pare down the list using the Select Procedures function (see
Displaying a Subset of Procedures in the Procedure Loading Chart on
page 133), from then on the list only contains the subset you have chosen.
•
Right-click on one of the procedures in the procedure list, then select
Procedure Loading Chart from the context menu.
This displays a procedure loading chart that shows you only the procedure on
which you right-clicked.
The following is an example procedure loading chart that shows multiple
procedures:
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The green and red-colored bars indicate the number of open and closed cases. The
blue bar shows the total number of cases for each procedure. Placing the cursor on
the bars of the chart causes the exact counts for that procedure to be displayed.
Selections are available on the View menu that allow you to display the statuses
(released, unreleased, model, and withdrawn) of procedures you want shown on
the chart. For more information, see Procedure Status on page 134.
The procedure loading chart can be refreshed at any time by either selecting
Refresh Procedures on the View menu, or by clicking on the
icon on the
toolbar.
You can close the procedure loading chart by clicking on the X in the upper-right
corner.
Displaying a Subset of Procedures in the Procedure Loading Chart
The first time you display the procedure loading chart, it will list all procedures to
which you have access. You can, however, choose to display only a subset of the
available procedures by selecting Select Procedures from the View menu, or by
clicking the
icon on the Procedure Loading Chart dialog. The following
dialog is displayed:
This dialog contains a check box for each procedure to which you have access.
You can select or deselect all of the boxes in the list using the first check box on the
dialog; you can then check/uncheck individual boxes in the list, as desired. When
the desired procedures are selected, click OK.
The procedure loading chart will list only the procedures that you’ve selected on
the Procedure Selection dialog. This selection will persist until you change it
again.
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Procedure Status
You can display four statuses of procedures in the procedure list:
•
Released - A procedure with this status can be used in live production. Cases
can be started, with work items being sent to user/group work queues, etc.
You will typically be dealing with this status of procedure.
•
Unreleased - New procedures default to a status of Unreleased. Work items
from cases of procedures with a status of Unreleased go to a “test” work
queue for the user or group who is the addressee of the step (for more
information about test work queues, see Released vs. Test Work Queues on
page 37). This allows the new procedure to be tested/evaluated prior to
releasing it.
•
Model - This is the status a Released procedure has after being imported
(which is something a system administrator would do). This status allows
new versions of a procedure to be imported without overwriting an existing
Released or Unreleased version. Work items from cases of procedures with a
status of Model go to a “test” work queue for the user or group who is the
addressee of the step. This allows the new version to be tested/evaluated
prior to adopting it on the target system.
•
Withdrawn - Procedures with this status are no longer used in a production
environment. Cases cannot be started against a withdrawn procedure.
The default is to display Released procedures, although you can decide which
statuses of procedure to display by selecting the desired status(es) on the View
menu on the procedure list:
You can display any number of the statuses at one time.
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Procedure Status Icon
By default, the procedure list displays a Status column that contains icons that
represent the status of the procedure.
The possible procedure status icons are:
Icon
Status
Released Procedure
Released Sub-Procedure
Unreleased Procedure
Unreleased Sub-Procedure
Model Procedure
Model Sub-Procedure
Withdrawn Procedure
Withdrawn Sub-Procedure
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Procedure Versions
When procedures are defined, they are given a two-digit version number, in the
format:
<MajorVersion#>.<MinorVersion#>
For example, 1.0, 1.1, 1.2, 2.0, and so on.
There can be multiple versions on your system at any one time. This allows
administrators to test a modified procedure while still running the previous
version in a live environment.
By default, the Version column is displayed in the procedure list, although your
system may not show it. For information about customizing the columns in the
procedure list, see Customizing Columns in a List on page 19.
Version History
You can view a procedure’s version history in one of the following two ways:
— Right-click on a procedure in the procedure list to open a context menu,
then select Versions from the context menu. This allows you to view
version history without opening a list of cases for the procedure.
or
— Click on the desired procedure in the procedure list; this displays the case
list. Then either click on the
icon, or select Versions from the Tools
menu on the procedure list.
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A window similar to the following is displayed:
The section on the top of this window identifies all current and past versions of
the selected procedure.
Clicking on one of the versions in the top section causes history information about
that version to be displayed in the section on the bottom of the window.
Close the Versions window by clicking on the Close button.
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Sub-Procedures
Sub-procedures provide the ability for a case of one procedure to start a case of
another procedure as one of its steps.
When a sub-procedure is started, flow is halted along that particular path of the
calling procedure until the sub-case has completed. When the sub-case completes,
flow will resume in the main procedure.
When a procedure is defined, it is defined as either a “main procedure” or a
“sub-procedure”. You can directly start a main procedure from the procedure list.
Sub-procedures cannot be directly started; they can only be started by a step in
another procedure.
Sub-procedures can be many levels deep, i.e., a sub-procedure can also contain a
sub-procedure call step, and the sub-procedure started by that call step can
contain another sub-procedure call step, and so on.
When a sub-procedure is started from another procedure, the system looks at the
sub-case precedence setting to determine which status of the sub-procedure it
should start. The default is to always start the released status of the sub-procedure,
although you can specify that it look for other statuses of the sub-procedure to
start. For instance, you may specify that the system look for a model status of the
sub-procedure first, and if it doesn’t find one then to look for a released status. For
information about setting the sub-case precedence, see Sub-Case Version Options
on page 248.
You can also view the case history for the sub-case by viewing the case history for
a main case, which shows you when sub-cases are started and completed, as well
as the actions that are performed within the sub-case. For more information, see
Case History on page 182.
Also see Displaying Main and/or Sub-Procedures on page 129 for information
about choosing whether or not sub-procedures are displayed in the procedure list.
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Chapter 6
Starting a Case
This chapter describes how to start a case of one of the procedures in the
procedure list.
Topics
•
Starting a Case of a Procedure, page 140
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Starting a Case of a Procedure
Starting a case of a procedure begins with selecting the procedure you would like
to start.
Display the procedure list to view the list of procedures to which you have access:
Notice that the Permission column in the procedure list tells you which of the
procedures you have permission to start (it also shows if you have “History”
permission for the procedure). This is specified when the procedure is defined.
(For more information, see Procedure Permissions on page 125.)
Also notice that the sub-procedure shown in the list above (DYN1) does not
indicate start permission; that’s because sub-procedures cannot be directly
started; they must be started by a sub-procedure call step in another procedure.
It is common for cases to be started programmatically. Therefore, depending on
how your system was designed, this may not be a function you will perform.
You can start a case in one of the following two ways:
— Right-click on a procedure in the procedure list to open a context menu,
then select Start New Case from the context menu. This allows you to start
a case without opening a list of cases for the procedure.
or
— Click on the desired procedure in the procedure list; this displays the case
list. Then either click on the
icon, or select Start New Case from the
Tools menu on the procedure list.
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The following window is displayed:
Enter a case description, then click OK.
The case description may or may not be required, depending on how the
procedure was defined. If it’s required, “*Required” is displayed in this window
(as in this example).
Depending on how your procedure was defined, a form may be displayed at this
time, or starting the case may result in some other action that is not apparent to
you.
If a form is displayed, see Processing Work Items on page 109 for information
about working with forms.
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Chapter 7
Working With Cases
This chapter describes working with cases of a procedure.
Topics
•
Case Lists, page 144
•
Filtering a Case List, page 152
•
Sorting a Case List, page 171
•
Opening Cases, page 178
•
Case Suspensions, page 209
•
Predicting the Outcome of a Case, page 212
•
Changing the Process Flow in a Case, page 215
•
Closing Cases, page 223
•
Purging Cases, page 225
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Case Lists
A case list presents all of the cases that have been started for a particular
procedure.
To view a case list, select (single click) a procedure in the procedure list:
When you select a procedure, one of two screens is displayed:
•
The case list (as in the example above)
•
A filter dialog for the case list
The window that is displayed depends on how your system has been set up. By
default, the case list is displayed. However, there is a user options setting that
allows you to specify that if the number of cases for the procedure exceeds a
specified threshold, to automatically display the filter dialog first. This allows you
to enter a filter expression to pare down the list before displaying it.
From a performance standpoint, it’s important that you understand that when a
case list is displayed, the information about all of the cases in the list is
downloaded from the iProcess Engine. There can potentially be thousands of
cases for a particular procedure; if you download all of them, it could take a long
time. That is why if the number of cases exceeds the specified threshold number,
the system is suggesting you filter the cases prior to listing them (they are not
actually downloaded from the iProcess Engine until you display the case list).
Also note that there is a configuration parameter that can be set by the system
administrator that specifies the maximum number of cases to download at one
time. For more information, see Limiting the Number of Cases Displayed on
page 149.
For information about specifying whether or not to display the filter dialog first,
see Filter Options on page 236.
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For information about using the filter dialog to filter the case list, see Filtering a
Case List on page 152.
If the case list is displayed, and the Filter icon on the case list toolbar has a green
check mark next to it, the list is currently being filtered — the last filter expression
applied to the case list is in effect. For more information, see Filtering a Case List
on page 152.
Also, if the Sort icon on the case list toolbar has a green check mark next to it, the
list is currently being sorted — the last sort criteria applied to the case list is in
effect. For more information, see Sorting a Case List on page 171.
Information about each case is provided in the columns of the case list. The
specific information that is displayed on your system will depend on how your
system was set up — see Customizing Columns in a List on page 19.
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Selecting Cases in a Case List
The effect of selecting a case from the case list (i.e., single-clicking an item, or
moving the highlight bar with the keyboard arrow keys) depends on whether or
not the preview feature is turned on:
•
If preview is turned off, selecting a case from the case list has no effect.
•
If preview is turned on, selecting a case from the case list causes the case
summary to be displayed in the Preview Pane section, as follows:
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The case summary provides more information about the case than what may
be available from the columns in the case list.
Double-clicking on a case in the case list constitutes opening the case. Opening the
case causes the case details for that case to be displayed. For information about
opening cases, see Opening Cases on page 178.
The preview feature can be turned on and off clicking the
or by selecting Preview from the case list View menu.
icon on the toolbar,
The following drop-down menu is displayed:
You can turn preview on by selecting either of the first two selections — the
difference between the two is where the case details will be displayed when you
open (double-click) the case in the case list.
You can turn off the preview feature by selecting the Preview Off selection.
For additional information about selecting items in general from lists, see
Selecting Items in a List on page 15.
Case List Columns
By default, certain columns are displayed in a case list. You can easily customize
the columns that are displayed by either using the Column Selector, or by
changing them manually. For information, see Customizing Columns in a List on
page 19.
The following table describes the columns of information that can be displayed on
the case list:
Column
Name
Description
Meaning
The case description that was entered when the case was
started. See Starting a Case of a Procedure on page 140.
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Column
Name
Meaning
Host Computer
The name of the computer containing the TIBCO
iProcess Engine to which the iProcess Workspace
(Browser) is connected.
Host Node
The name of the TIBCO iProcess Engine to which the
iProcess Workspace (Browser) is connected.
Number
A unique number used to identify the case. This is
generated when the case is started.
Open / Open
Image
True - The case is currently open (active).
Procedure
Description
A description of the procedure that was given when the
procedure was defined.
Procedure Name
The name of the procedure that was started to create the
case (a case is an instance of a procedure).
Reference
This is a case reference number that is built from the
procedure number and case number; it uniquely
identifies the case on the host node. For example, case
reference number 4-1290 — the procedure number is 4
and the case number is 1290.
Started By
The name of the user who started the case.
Started Date/Time
The date and time the case was started.
Status
An icon that identifies the current status of the case. For
information, see Case Status on page 151.
Suspended /
Suspended Image
True - The case is currently suspended.
False - The case is closed.
False - The case is not suspended.
For information, see Case Suspensions on page 209.
Terminated
Date/Time
The date and time the case was terminated (i.e., closed).
Version
The version of the procedure that the case is an instance
of.
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Number of Cases in a Case List
There is an indicator in the header bar of the case list to tell you how many cases
are in the list. This number is displayed to the right of the Find button. In this
example, there are 26 cases.
Note that this number may indicate the number of cases in the list after it has been
filtered using the filter dialog — if the list has been filtered in this way, there will
be a green check mark next to the Filter icon (for information about using the
filter dialog to filter cases, see Filtering a Case List on page 152).
If this number is displayed in the format “##/##” it means the list is being filtered
using the Find button. In the example below, 10 of the 26 possible cases are listed.
For information about using the Find button, see Finding Items in a List on
page 12.
Limiting the Number of Cases Displayed
By default, when a case list is displayed, all available cases for the selected
procedure are downloaded from the server. If there is a very large number of
cases for the selected procedure, the list may be slow in displaying.
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For this reason, there is a configuration parameter that can be set by the system
administrator that limits the number of cases that are downloaded. If this
parameter is set, and you select a procedure that contains a number of cases that
exceeds the maximum specified, only the specified number are displayed. If this
occurs, a message is shown on the bottom of the case list that tells you how many
were downloaded, as well as the number of cases that were not downloaded
because they exceeded the maximum number. For example:
If the configuration parameter is not set, or if it is set and the number of cases does
not exceed the maximum, the message on the bottom of the case list is not
displayed.
Finding Cases in the Case List
The case list contains a Find button that can be used to quickly find the case you
are looking for.
For general information about using the find function, see Finding Items in a List
on page 12.
When using the find function on case lists, it is often used in conjunction with the
filter function (for information about the filter function, see Filtering a Case List
on page 152). When used on the case list, the intent is for the find function to
refine the search that has already been done using the filter function. Typically, the
filter function is used to present a list of cases that are of continual interest. You
can then use the find function to further refine the search through the list of
filtered cases. When you are done with the find function, and close it, the list
returns to the list presented by the filter function. If you want a different list of
cases that are of continual interest, the list should be filtered using the filter
function.
Note that the Filter, Sort, and Refresh icons and menu selections are disabled
while the find function is being used — you must close the find function to
change filter or sort criteria, or to refresh the list.
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Refreshing a Case List
When a list of cases is initially displayed, it is a snap shot of the cases at that point
in time. You can refresh the list to get the most recent list of cases from the
iProcess Engine by:
•
selecting Refresh Cases from the Tools menu, or
•
by clicking the
icon.
Be aware that every time you refresh a list, it causes the entire list to be
downloaded from the iProcess Engine. For information about the impact of this,
see the note on page 144.
Note that if you have defined filter and/or sort criteria for the case list, they will
be applied on the refreshed list of cases — the case list is displayed if the number
of cases does not exceed the specified number; the filter dialog is displayed if the
number of cases exceeds the specified number. (For more information, see
Filtering a Case List on page 152.)
Case Status
By default, the first column in the case list displays icons that indicate the case’s
status. The following table shows the possible icons and their meanings:
Icon
Case Status
The case is active.
The case is suspended.
The case is closed.
The case has been purged. If the case list is refreshed, the purged
case will no longer appear in the list.
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Filtering a Case List
“Filtering” a list of cases involves entering filter criteria so that only some of the
cases are shown in the list, rather than all of them. Filtering a list of cases allows
you to display only the cases you are interested in. For example, you may only be
interested in cases that were started earlier than a certain date. You can filter the
list so only those cases are shown.
The filtering function allows you to build a “filter expression” that is applied to all
cases for the procedure that was selected. If the case satisfies the filter expression
(e.g., the start date is earlier than a specified date), it is shown in the case list; if it
does not satisfy the filter expression (e.g., the start date is later than a specified
date), it is not shown in the list (and is not downloaded from the iProcess Engine).
You can filter the case list at any time by:
•
clicking on the
icon, or
•
by selecting Filter... from the View menu on the case list.
This displays the filter dialog, on which you can specify a filter expression. This is
explained in the following subsections.
The filter dialog may also be automatically displayed when you attempt to
display a list of cases by selecting a procedure from the procedure list. This occurs
if the number of cases of the procedure exceeds a threshold that you’ve specified
in your user options (see Case Filters on page 237).
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If the number of cases exceeds the number specified in your user options, the
filter dialog is displayed:
If you had applied a filter expression the last time you viewed the case list, that
same filter expression will be applied when you open the list again — in other
words, the most recently applied filter expression will remain in effect until you
remove it or change it.
If a filter expression is still active, the Filter icon will be shown with a green check
mark (as shown below), and if the filter dialog is displayed, the previously
entered filter expression will be shown in the Expression section.
Note that filter expressions for a particular list are saved either locally or on the
server, depending on a configuration setting made by the system administrator:
— If saved locally, and you log into a different machine, the filter you defined
for a particular list will not be in effect on that new machine — filters
defined on a specific machine will apply only to that individual machine.
— If saved on the server, and you log into a different machine (and connect to
the same server), the filters you defined will be in effect on the new
machine.
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Notice the “1655 items will be returned” message in the upper left part of the
filter dialog. This is the number of cases that will be displayed if you click on the
OK button to display the case list. If this is a large number, you should enter a
filter expression so that a smaller list is displayed, making it easier to find the
cases you want to work on.
The message on the top right of the filter dialog tells you the maximum number of
cases that will be downloaded without displaying the filter dialog — in this
example, it’s 500. For information about specifying this number, see Case Filters
on page 237).
Building a Filter Expression
The filter dialog allows you to build a “filter expression” that is used to evaluate
each case to determine if it should be included in the list.
The following summarizes building a filter expression:
•
Choose a field to filter on. A “field” in this context is not necessarily a field
that appears on a form in a work item — although it can be. These also include
“system fields,” which contain information about the case that is stored in the
system, such as the date/time the case was started, the user who started the
case, etc.
•
Choose an operator that will be used in your filter expression, e.g.,’=’
(equals), ’<’ (less than), ’>’ (greater than), etc.
•
Enter the value to be compared against the value in the field you chose. (The
value entered in the Value field must match the data type for the field
selected. For information about the valid data types, see Value Data Types on
page 158.)
For example, to list only cases that were started after July 15, 2005:
— Field: Started Date
— Operator: >
— Value: 15/07/2005
You can choose multiple fields to filter on.
At any time while building the filter expression, you can “apply” the expression
by clicking on the Apply button. The “##### items will be returned” message is
updated to inform you of the number of cases that satisfy the filter expression
you’ve built. This is the number of cases that will be listed when you click on the
OK button.
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You can also click the OK button at any time without first clicking the Apply
button — this causes any filter expression(s) you’ve entered to be applied and the
list displayed. But you will not know the number of cases that will be returned in
the list until after the list is displayed — clicking Apply first allows you to know
how many will be returned before the list is displayed.
Also note that you can use the Close button to close the filter dialog without
applying the filter expression (assuming you have not yet clicked Apply). Any
expression you’ve entered will remain on the filter dialog, so that if you return to
the filter dialog again prior to closing the case list, the expression you had entered
will still be available.
You can clear/remove the currently displayed filter expression at any time by
clicking on one of the ”eraser” icons on the right side of the filter dialog.
Each of the steps required to build the filter expression is described in more detail
in the following subsections.
Choosing a Field to Filter On
To choose a field to filter on:
1. Click the arrow on the right side of the Field column. The following
drop-down list is displayed:
This drop-down list provides a comprehensive list of the fields you can filter on. It
consists of:
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•
System Fields - These fields contain information that is provided by the
system, e.g., the date and time the case was started, the case number, etc.
A comprehensive list of available system fields is provided in System Fields
Available for Filtering Cases on page 169.
•
Case Data Fields - These are fields that are defined by the designer of the
procedure and that are placed on forms in the procedure. For example, there
may be a “Last Name” field defined in the procedure. You can filter the cases
so that only cases that contain a “Last Name” field with a value of “Smith” are
displayed. (The example above contains some CDQP fields — ADDRESS,
APPDATE, COUNTY, etc.)
Note that case data fields contain “case data” (as opposed to “work item
data”). (“Work item data” is the data associated with a work item while it’s in
a work queue — if you enter information in a form, then “keep” the work
item, work item data includes those changes. “Case data” is the information
that is written to the database after you’ve “released” the work item — if you
enter information in a form, then “keep” the work item, case data does not
include those changes.) For more information about these types of data, see
Case Data Fields on page 204.
2. Select the desired field from the drop-down list. The field name may or may
not immediately appear in the Expression window on the bottom of the filter
dialog, depending on the data type of the field, as follows:
— If you select a Text field, the field name immediately appears in the
Expression window.
— If you select a Numeric, Date, Time, or DateTime field, the field name does
not immediately appear in the Expression window. For these types of
fields, the system wants to validate the data you enter before allowing you
to apply the expression. Therefore, it does not display the expression in the
Expression window until you have entered a complete valid expression.
(For Text fields, any value constitutes a valid expression.)
For information about the data type for each system field, see System Fields
Available for Filtering Cases on page 169.
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Choosing an Operator for the Filter Expression
The Oper. field allows you to select an operator for the filter expression. Click on
the arrow on the right side of the Oper. field. The following drop-down list is
displayed:
Select the appropriate operator from the list (you can also type in the operator).
The selections are:
Operator
Description
?
Equal to (regular expression equality operator)1
<
Less than
<=
Less than or equal to
<>
Not equal to
=
Equal to
>
Greater than
>=
Greater than or equal to
1. Using this operator allows you to enter “regular expression”
syntax to perform more complex string search functions. As regular expressions are beyond the scope of this document, refer to
an outside source for information about valid regular expression
syntax.
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Specifying a Value for the Filter Expression
Enter the value in the Value field that you would like compared to the value in
the field you selected in the Field field.
For example, to list all cases that were started on Oct. 20, 2005:
When the iProcess Workspace (Browser) sends a Date field value to the iProcess
Engine for filtering, it must be enclosed in exclamation characters (e.g.,
!12/12/2005!), and Time field values be enclosed in ‘#’ characters (e.g., #12:00#).
Therefore, once you’ve entered a valid date or time in the Value field for those
field types, the value shown in the Expression window is automatically enclosed
in the applicable characters. For example:
DateTime field values are sent to the iProcess Engine enclosed in quotes (e.g.,
“12/12/2005 10:30”).
Value Data Types
The value entered in the Value field must match the data type for the field
selected. (For information about the valid data types for each of the system fields,
see the list of system fields on page 169.)
The following are the types of data that can be entered in the Value field:
Data Type
Description
Numeric
Consists of one or more of the numbers 0-9. Used for things like
the case number.
Text
Consists of any number of letters, numbers, or special characters
(e.g., #, $, etc.). Used for things like the case description and the
starter of the case.
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Data Type
Description
Date
The default date format1 is “dd/mm/yyyy”.
Example: 25/12/2005
Time
The default time formata is “hh:mm”, using a 24-hour clock.
Example: 18:30
DateTime
The default date/time formata is “dd/mm/yyyy hh:mm”.
Example: 25/12/2005 18:30
1. The order of the day, month, and year, as well as the date and time separator
characters are specified on the TIBCO iProcess Engine. These may be different
on your system, depending on how it was set up.
The date and/or time format that is currently specified on your TIBCO iProcess
Engine is shown on the filter dialog when you select a date or time field in the
Field drop-down list. For example:
The iProcess Workspace (Browser) also provides information about the format
required for other types of fields selected from the Field drop-down list. In the
following example, the application is telling you that you must enter either an
“A” (to list active cases) or “C” (to list closed cases):
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Using Wild Cards in the Filter Value
You can use the following “wild card” characters in the value you enter in the
Value field:
Wild Card
Character
Description
*
The asterisk matches zero or more of any character.
?
The question mark matches any single character.
Wild card characters may be substituted for one or more characters in your filter
value. For example:
•
To list the cases with a case description that begins with the letters “Ca”:
•
To list the cases with a case number from 2250 through 2259:
Filtering on Empty Fields
The special SW_NA value can be used in filter expressions to list cases that
contain a field that is empty (the “NA” means “not assigned”).
Note, however, this value must be typed into the Expression section (free-form
area — for information about building free-form expressions, see Building a
Free-Form Filter Expression on page 166). If it is typed into the Value field, the
system will enclose it in quotes in the expression — you don’t want quotes
around it.
For example, to list the cases containing an Occupation field in which a value has
not been entered, type in this expression:
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Conversely, to list the cases containing an Occupation field in which a value HAS
been entered, type in this expression (using the “not equal” operator):
Ranges of Values
Ranges of values can be specified, although it requires you to enter special syntax
in the Expression section. A range of values must be in the following form:
FilterField=[Val1-Val2|Val3|Val4-Val5|...]
This allows you to specify one or more ranges, each separated by a vertical bar
character (|), all enclosed in square brackets ([ ]). You can also include individual
values in the expression (as shown with Val3).
For example, the following expression will return all cases that have a case
number between 1700 and 1800, as well as the case with a case number of 1850:
You can enter the entire expression free-form in the Expression section, if desired.
Or, you can select the field and operator from the Field and Oper. field
drop-down lists. You may or may not be able to enter the entire value in the Value
field, depending on the filter field chosen. If required, modify the expression in
the Expression section so that it is in the form shown above.
If dates and/or times are used in a range of values, they must be specified in the
following format:
Dates/Times
Date
1
Format Required
!dd/mm/yyyy!
Time
#mm:hh#
DateTimea
“dd/mm/yyyy mm:hh”
1. The order of the day, month, and year can be modified by the system administrator. The correct order is shown on the filter dialog if you select a date field in
the Field drop-down list.
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For example, the following expression will return all cases that were started
between the dates of Jan. 01, 2006 and Jan. 31, 2006 (inclusive):
And the following expression will return all cases that were terminated between
the times of 9am and 11am, as well as between the times of 3pm and 3:30pm (all
inclusive):
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Applying the Filter Expression
To apply the filter expression shown in the Expression window, you can:
•
Click the OK button. This causes any filter expression(s) you’ve entered to be
applied and the list displayed. But you will not know the number of cases that
will be returned in the list until after the list is displayed.
•
Click the Apply button. The system will apply the filter expression and
calculate how many cases satisfy the expression. This number is shown on
both the top and the bottom of the filter dialog (150 in this example):
If you clicked Apply, and the number of cases that will be returned from the
iProcess Engine is satisfactory, click the OK button to display the case list (for
information about the case list, see Case Lists on page 144).
If the number of cases is still too large, you can modify the filter expression by
changing any of the selections in the Field, Oper., or Value fields, then click
Apply again to get a new case count.
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Anytime you add, delete, or modify a filter expression on the filter dialog, and
have not yet clicked the Apply button to apply it, the following message is shown
to notify you that the changed filter expression has not been applied:
Whenever the message shown above is displayed, the Apply button will be
active.
You can also click one of the “eraser” icons to delete filter expressions. Clicking
the one to the right of the filter fields clears that row of fields; clicking the one to
the right of the Expression window clears all filter expressions entered so far.
Note that if you apply the filter expression, then view the case list, the Filter icon
will now contain a green check mark to indicate that a filter has been applied on
the list:
Specifying Multiple-Clause Filter Expressions
You can use logical operators to combine multiple “clauses” in your filter
expressions.
A “clause” is a field/operator/value set. The expression:
SW_STARTEDDATE < !20/10/2005! AND SW_STATUS = ”A”
contains two clauses, separated by the AND operator. The following are the
logical operators that can be used to separate clauses:
Operator
AND
OR
Description
The expression is true if the first clause and the second clause are
true.
The expression is true if the first clause or the second clause is
true.
Logical ANDs and ORs are entered into a filter expression using the AND/OR
field. Click the arrow to display the drop-down list and select either AND or OR.
When you select an AND or OR, another set of fields is displayed, in which you
can specify the clause that will be ‘AND’ed or ’OR’ed to the preceding clause.
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Example 1
This example will return all cases that were started on or before 20/10/2005, and
that are currently active (i.e., they have a status of “A”):
In this example, both clauses must be true for a case to be returned in the list.
Example 2
This example will return all cases that were started by either user “susieq” or
“bobr” (note that when using the “Started By” field, the user name must be
followed by “@node”, where node is the name of the server on which that user is
defined):
In this example, either one of the clauses can be true for the case to be returned in
the list.
Specifying More Than Two Clauses
If you specify more than two clauses, they are always evaluated in pairs from left
to right. Consider the following:
In this example, the entire filter expression created is this:
SW_STARTER = "[email protected]" OR SW_STARTER = "[email protected]" AND
SW_STATUS = "C"
The system will evaluate this expression as if there are parentheses around the
first two clauses in the expression. For example:
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(SW_STARTER = "[email protected]" OR SW_STARTER = "[email protected]") AND
SW_STATUS = "C"
As you continue to add clauses to the expression, the system continues to
evaluate from left to right. For example, if you added a fourth clause to the
expression above, it would include the following implied parentheses:
((SW_STARTER = "[email protected]" OR SW_STARTER = "[email protected]") AND
SW_STATUS = "C") AND SW_PRONAME = "LOAN"
Building a Free-Form Filter Expression
After specifying filter criteria in the Field, Oper., and Value fields, the filter
expression appears in the Expression window:
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The expression that appears in the Expression window is what is actually sent to
the iProcess Engine. You are free to edit this text in any way desired. Note,
however, that the results may not be what you expect if the expression is not in
the format required by the iProcess Engine. For example, dates must be enclosed
in exclamation characters (!07/05/2010!), times must be enclosed in the ’#’
character (#18:30#). These special characters are automatically added for you
when you use the Field, Oper., and Value fields to build the expression.
You can also add parentheses to the expression in the Expression window to
create more complex filter expressions.
The system field names that appear in the Expression window (e.g.,
SW_STARTEDDATE) are listed in the table of system fields on page 169.
Saving Favorite Filter Expressions
The “favorites” feature allows you to save your favorite (i.e., commonly used)
filter expressions. This allows you to quickly select an expression by name, rather
than requiring you to enter each element of the expression.
To use the favorites feature, click on the Favorites button on the filter dialog:
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The following dialog is displayed:
In this example, there have already been two favorites saved: “For Audit” and
“New year cases”.
To use one of the saved favorites:
1. Select the desired favorite in the Saved Favorites section.
2. Click the Load button.
The filter expression associated with that name is automatically entered into
the Expression section on the filter dialog and is automatically applied to the
case list — the “### items will be returned” text displayed on the filter dialog
indicates how many cases satisfied the filter expression.
Saving a New Favorite Filter Expression
To save a new favorite filter expression:
1. Build the filter expression you would like to save using the filter dialog. See
Building a Filter Expression on page 154.
2. Click on the Favorites button on the filter dialog. The Favorites Manager
dialog is displayed.
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3. In the field on the bottom of the Favorites Manager dialog, enter the name
you would like to give the filter expression you are saving in the favorites (the
entry in this field defaults to the current date and time).
4. Click Save to save the new favorite.
System Fields Available for Filtering Cases
The following table lists the system fields that can be included in expressions
when filtering cases.
The Description column in the table corresponds to the text in the Field field
drop-down list. The actual system field name (e.g., SW_CASEDESC) is
automatically entered in the filter expression in the Expression window when
you choose the system field description from the Field field.
Description
System Field Name
Data Type
Case Description
SW_CASEDESC
Text
Case Number
SW_CASENUM
Numeric
Case Status
SW_STATUS
Text
Procedure Description
SW_PRODESC
Text
Procedure Name
SW_PRONAME
Text
Started By
SW_STARTER
Text
Started Date
SW_STARTEDDATE
Date
Started Date/Time
SW_STARTED
DateTime
Started Time
SW_STARTEDTIME
Time
Terminated Date
SW_TERMINATEDDATE
Date
Terminated Date/Time
SW_TERMINATED
DateTime
Comments
“A” = Active
“C” = Closed
[email protected]
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Description
System Field Name
Data Type
Terminated Time
SW_TERMINATEDTIME
Time
Comments
For information about data types used in system fields, see Value Data Types on
page 158.
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Sorting a Case List
The iProcess Workspace (Browser) allows you to sort the information in the
columns of the case list so they are in the order you would like them listed.
For example, you may want to list all cases started by user “susieq” first, then sort
those by case-started date/time, from oldest to most recent. This example would
require you to sort on two fields: “Started By” and “Started Date/Time”.
To specify how cases in the case list are sorted:
•
click on the
icon, or
•
select Sort... from the case list View menu.
The following dialog is displayed.
The list on the left shows all of the fields that are available to sort on. To sort
the case list, you must move the desired fields from the list on the left to the
list on the right, then arrange them in the desired priority (order). This is
described in the following subsections.
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By default, all case lists are sorted by case number, in ascending order.
If you had applied sort criteria the last time you viewed the case list, that same
sort criteria will be applied when you open the list again — in other words, the
most recently applied sort criteria will remain in effect until you remove it or
change it.
If previously applied sort criteria is still active when the work item list is
displayed, a green check mark will be shown with the Sort icon.
Note that sort criteria for a particular list is saved either locally or on the server,
depending on a configuration setting made by the system administrator:
— If saved locally, and you log into a different machine, the sort you defined
for a particular list will not be in effect on that new machine — sort criteria
defined on a specific machine will apply only to that individual machine.
— If saved on the server, and you log into a different machine (and connect to
the same server), the sort criteria you defined will be in effect on the new
machine.
Selecting Sort Fields
The Available Fields list on the sort dialog provides a list of the fields you can
sort on. It consists of:
•
System Fields - These fields contain information that is provided by the
system, e.g., the date and time the case was started, the case number, etc.
A comprehensive list of available system fields is provided in System Fields
Available for Sorting Cases on page 175.
•
Case Data Fields - These are fields that are defined by the designer of the
procedure and that are placed on forms in the procedure.
For example, there may be a “Last Name” field defined in the procedure. You
can sort the cases so that they are listed alphabetically according to the text in
the “Last Name” field.
Note that case data fields contain “case data” (as opposed to “work item
data”). (“Work item data” is the data associated with a work item while it’s in
a work queue — if you enter information in a form, then “keep” the work
item, work item data includes those changes. “Case data” is the information
that is written to the database after you’ve “released” the work item — if you
enter information in a form, then “keep” the work item, case data does not
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include those changes.) For more information about these types of data, see
Case Data Fields on page 204.
To specify sort fields:
1. Select the desired sort fields from the Available Fields list:
— Individual fields can be selected by clicking on the desired name.
— Multiple fields can be selected by holding down the Ctrl key while clicking
on the desired names. A group of fields can be selected by clicking on one
name, then holding down the Shift key and clicking on the last name in the
desired group.
2. Move the columns to the desired list:
— Fields can be moved back and forth between lists by selecting the desired
field(s), then clicking the “>” or “<“ buttons.
— You can also move an individual field to the other list by double-clicking
on the field name.
— All fields can be moved from the Sort Fields list to the Available Fields list
by clicking on the “<<“ button.
Note that you can specify a maximum of 5 sort fields for a case list.
Specifying Sort Priority
The order in which the sort fields are listed in the Sort Fields window specifies
the priority of the sort. If you have multiple sort fields listed, all cases will first be
sorted by the first sort field, then they will be sorted by the next sort field, and so
on. For example, if you specified “Case Status” as the first sort field, then “Started
Date/Time” as the second sort field (both ascending), the cases would be sorted
in the following fashion:
Active
Jan. 1, 2006
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Active
Jan. 2, 2006
Active
Jan. 3, 2006
Closed
Jan. 1, 2006
Closed
Jan. 2, 2006
Closed
Jan. 3, 2006
In the example shown above, all active cases will be listed first, followed by the
closed cases. Within each group of active and closed cases, they are sorted by the
date and time they were started.
To change the priority, select the desired sort field(s) in the Sort Fields window,
then click on the “+” or “-” button to move the field(s) up or down in the list.
Specifying a Sort Direction
The list of cases can be sorted in either ascending or descending order:
When a sort field is added to the Sort Fields list, it is ascending by default, which
is denoted by the up arrow next to the field name:
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To change the sort direction, select the desired sort field in the Sort Fields list,
then click on the up or down arrow buttons on the sort dialog:
The arrow next to the field name will change to indicate the new sort direction:
System Fields Available for Sorting Cases
The following table lists the system fields available for sorting cases:
Sort Field
Data Type
Case Description
Text
Case Number
Numeric
Case Status
(“A” = Active;
“C” = Closed)
Text
Started Bya
Text
Started Date/Time
DateTime
Terminated Date/Time
DateTime
a. Sorting by Started By is inherently inefficient — sorting by this field may slow down the sorting
process.
Note that the way in which the system sorts the values in the sort fields depends
on the type of data in that field.
For instance, since the “Case Description” field is text data, that field is sorted
alphabetically; and since the “Started Date/Time” field is a DateTime data type, it
is sorted chronologically according to the date/time.
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Sort As Different Data Type
The way in which the system sorts the values in the sort fields depends on the
type of data in that field (e.g., text data is sorted alphabetically, numeric data is
sorted numerically, etc.).
You can, however, tell the application to sort the data in a field using a data type
that is different than the field’s data type. For instance, you can tell it to sort the
data in the Case Description system field (which is a text field) as numeric data.
To sort a field as a different data type, select the desired sort field in the Sort
Fields list, then click on the desired data type in the Sort As field:
The value of the sort field will be converted to the specified data type before
doing the sorting. Note, however, that if the sort field does not contain something
readily convertible to the specified type, the sort results may not be what you
expect. For example, if sorting text as a numeric field but some of the text fields
contain non-numeric data, the results may not be what you expected.
Applying the Sort Criteria
After specifying the sort fields, priority, direction, etc., click on the OK button to
apply the sort criteria you’ve specified.
Anytime you modify a sort criteria, and have not yet clicked the OK button to
apply it, the following message is shown to notify you that the changed sort
criteria has not been applied:
Whenever the message shown above is displayed, the OK button will be active.
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When you click the OK button, a red check mark appears on the Sort icon to
indicate sort criteria has been applied.
Sorting the Case List Using Column Headers
You can quickly and easily sort the case list on any one of the columns in the list.
To sort on a column, click on the column header. If the column contains text, it is
sorted in alphabetical order; if it is numeric, it is sorted in numerical order.
Once you click on a column header, a small arrow head appears in the column
header, which indicates the order of the sort — if the arrow head is pointing up,
the sort is in ascending order; if it’s pointing down, the sort is in descending
order:
Each successive click on the column header, toggles between ascending and
descending order.
Note that the ability to sort using column headers is controlled through user
access privileges — if you do not have the authority to sort using column headers,
the arrow head does not appear in the header when you click it.
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Opening Cases
Opening a case causes the case details to be displayed. Case details are presented in
a tabbed format that contains Summary, History, Outstanding, and Data tabs. As
the names of the tabs imply, you can view a summary of the case, the case history
details, information about the outstanding work items in the case, and
view/modify the case data fields.
You can open cases either from the case list or the work item list, as follows:
Opening Cases from the Case List
•
Double-click on the desired case in the case list.
•
Select one or more cases in the case list, then:
— press the Enter key,
— select Open Case(s) from the Tools menu on the case list,
You cannot open multiple cases from the case list if you are displaying the case
details in the preview pane. If you are opening cases in the Preview Pane, and you
select multiple cases, the Open Case(s) function is disabled.
— right-click the mouse button on the desired case(s) and select Open Case(s)
from the drop-down menu, or
— click on the
icon on the case list.
Open a Case from the Work Item List
Select the desired work item in the work item list, then:
— select Open Case from the Tools menu on the work item list,
— right-click the mouse button on the desired case and select Open Case from
the drop-down menu, or
— click on the
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Case Details
All of these methods of opening cases cause the case details to be displayed:
For information about using each of the tabs in the case details, see the following:
•
Summary Tab - Case Summary on page 181
•
History Tab - Case History on page 182
•
Outstanding Tab - Outstanding Work Items in the Case on page 201
•
Data Tab - Case Data Fields on page 204
Case Details Location
The location at which the case details are displayed depends on whether you are
displaying them from the work item list or case list, as follows:
•
When displayed from the work item list, case details are always displayed in
a separate dialog.
•
When displayed from the case list, the location of case details depends on
whether or not the preview feature is turned on, as follows:
— If preview is turned off, the case details are always displayed in a separate
dialog.
— If preview is turned on, the case may be opened either in the preview pane
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or a separate dialog, depending on the current preview setting.
If the Preview On - Open Details in Preview Pane selection is checked, the
case details are opened in the preview pane. (Note that the Preview Pane
may be set to automatically resize when the case detail are opened, then
return to the previous size when the case details are closed. For information
about how this done, see Case Preview Default on page 239.)
If the Preview On - Float Details selection is checked, the case details are
opened in a separate dialog.
The preview setting can be viewed or set by either clicking the
icon on
the case list toolbar, or by selecting Preview from the case list View menu.
The following drop-down menu is displayed:
The check mark indicates the currently selected preview option.
If you have chosen to display case details in a separate dialog, and there are
multiple cases selected in the case list when you open them, a separate dialog for
each selected case is displayed.
But if you have chosen to display the case details in the preview pane, you cannot
open multiple cases at one time — if you select more than one case, the Open
Case(s) function becomes disabled.
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Case Summary
To view summary information about a case, open the case. The initial tab
displayed is the Summary tab:
This window displays demographic-type information about the case, such as who
started it, the date and time it was started and/or terminated, etc.
Refreshing the Case Summary
The information displayed in the Summary tab is the information that was
downloaded from the iProcess Engine when the case list was initially displayed
(or the last time it was refreshed). You can refresh this information by either
clicking on the
icon on the Summary tab or by selecting Refresh Case from
the Tools menu on the Summary tab.
This refreshes the information for this single case.
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Case History
Viewing case history allows you to see the case’s chronological progress through
the procedure, that is, it shows you which steps (work items) have been processed
and who processed them. This is sometimes referred to as the case “audit trail.”
To view the case history, open the case, then click on the History tab. A window
similar to the following is displayed:
In this example case history, you can see the date and time the case was started,
and the user name of the person who started it. It also shows when each work
item is sent to (“processed to”) a work queue, as well as when each work item is
opened, kept, and released.
If a sub-case is started in the case, it is denoted by a + icon to the left of the line at
which the sub-case is started. For example:
Click on the + icon to expand that line so that it shows the activities in the
sub-case. Clicking on the + icon causes it to change to a - icon. To collapse the
activity list for the sub-case, click on the - icon.
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Entries that are displayed in blue indicate that that step is currently outstanding,
this is, that’s where the process flow is currently sitting. Note that there may be
multiple outstanding steps because the process flow may branch, resulting in
more than one work item. Also, if there is an outstanding step in a sub-case, the
sub-procedure call step is displayed in blue, as well as the step within the
sub-case that is outstanding. For example:
You can also specify whether or not the times in the case history show seconds
and microseconds. This is controlled using Show seconds and microseconds
check box on the History tab:
Clicking on this check box causes the case history list to refresh, toggling between
displaying (when the box is checked) and not displaying seconds and
microseconds. Note that changes made to the Show seconds and microseconds
check box are saved either locally or on the server, depending on a configuration
setting made by the system administrator:
— If saved locally, and you log into a different machine, the changes you made
will not be in effect on that new machine — changes made on a specific
machine will apply only to that individual machine.
— If saved on the server, and you log into a different machine (and connect to
the same server), the changes you made will be in effect on the new
machine.
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Viewing a Graphical Case History
The graphical case history feature allows you to view the actions that have taken
place in a case in the form of a time-line chart, as in the example below:
To view a graphical case history, open the desired case, click on the History tab,
then either:
•
click on the
icon on the History tab, or
•
select Graphical History from the View menu.
The graphical case history opens in a separate floating window that provides a
graphical representation of the case using the following:
•
Colored horizontal bars - (Note - This is the default display. You can
customize the display if desired, e.g., the bars can be displayed with hatch
patterns instead of colors, they can be displayed vertically instead of
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horizontally, etc. For more information, see Configuring the Graphical Case
History Display on page 188.) The bars illustrate one of the following:
— The period of time a work item was in a user’s work queue.
— The period of time a case was suspended.
— The period of time a case was being processed in a sub-case.
A legend is displayed on the bottom of the window that shows the meaning of
each color (or hatch pattern).
•
Milestone Markers - These markers/icons illustrate when entries of types
other than those described above are recorded in the case history. The
following shows some examples of milestone markers.
The possible milestone markers are:
Icon
Description
Case start
Case termination
Deadline expired
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Icon
Description
Process jump
Event triggered
Error message displayed
Case migrated to another version of procedure
User-defined entry to case history
All other milestones
Graphical Case History Details
Details about any entry in the case history can be viewed by placing the cursor
over any bar or milestone marker. For example:
You can also view information about the duration of the case by placing the
cursor over the paging bar on the bottom of the window, as follows:
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Display Features
The following describes features available on the graphical case history display:
•
Time Scale - The time scale on the display will vary depending on the amount
of time that has elapsed since the case was started. It can be seconds, minutes,
hours, days, etc.
•
Zooming - You can zoom in or out to obtain an optimal view of the case
history by either clicking on the zoom buttons on the top of the display, or by
selecting the zoom options on the View menu. There is also an indicator to the
right of the zoom buttons that indicates how much you have zoomed in (2X,
4X, etc.).
•
Paging - The paging buttons become active if you zoom in on the display.
These allow you to move to earlier or later pages, which represent different
time periods in the case history. The bar to the left of the paging buttons
indicate the current page’s relative position in the case history.
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Displaying Sub-Case Information
If the case contains a sub-case, you can “drill down” into the sub-case to view its
case history.
The bar that represents the sub-case will contain a link that you can click on to
display its case history. The case history details also indicate that it represents a
sub-case, as shown below.
After drilling down into a sub-case, a link is provided on the toolbar that allows
you to navigate back to the parent case (or to other sub-cases if you’ve displayed
other sub-cases to get to the current sub-case):
Configuring the Graphical Case History Display
You can configure/customize the display of the graphical case history by:
•
clicking on the
icon on the graphical case history toolbar, or
•
by selecting Configure from the Tools menu.
This displays the Display Options dialog, which allows you to perform various
customizations of the graphical case history display. Changes to the display will
be effective only for the current graphical case history display unless you click in
the Save these settings as the default check box on the bottom of the dialog.
Also note that you can save the size and position of the Graphical Case History
dialog, making the current size/position the default by checking the Make this
graph position and size the default check box.
The Display Options dialog allows you to perform the following customizations:
•
Time Axis - The time axis can be oriented either horizontally or vertically,
which subsequently also causes the bars to be displayed horizontally or
vertically.
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•
Expanded / Compressed Format - In expanded format, each bar and
milestone marker, for each work queue or step, is displayed on its own row
and are organized in chronological order.
In compressed format, an attempt is made to display all bars on one row, and
all milestone markers on another row, for each work queue or step. Note,
however, that if there are bars that will overlap because of branching that
creates multiple work items, additional rows of bars will be added. Additional
rows are not added for overlapping milestone markers — you can zoom in to
spread them out on the display.
•
Group by Work Queue or Step - This option allows you to group the bars and
milestone markers either by work queue or step. When grouped by work
queue, each bar represents a work item in that work queue. When grouped by
step, each bar represents the work queue in which that step (work item)
resides.
Note that some types of events may not have a work queue name or a step
name associated with them. In these situations, the items without a name are
grouped together in an unlabeled column. Some entries may also specify
“System” as the work queue name if the entry is not related to a particular
work queue. Also, some entries not related to a particular step may display
information such as “Case Start”, “Termination”, etc., for the step name.
•
EAI Steps - This option allows you to either display or hide bars related to
EAI steps.
•
Predicted Steps - This option allows you to either display or hide bars related
to predicted steps, i.e., steps that are a result of performing the case prediction
function.
•
Step Labels - Steps (which represent work items) can be labeled with their
name, description, or both.
•
Bar Shading - This option allows you to specify that the bars be filled with
either a color or a hatch pattern. A legend is displayed on the bottom of the
graphical case history screen that shows the meaning of each color or hatch
pattern, depending which option is selected.
Filtering Case History Entries
For some cases, the case history can become very lengthy. Filtering the case
history entries allows you to more easily find those you are interested in.
You can filter case history entries from either the History tab, or from the
graphical case history display. From either of these displays:
•
click on the
icon, or
•
select Filter from the View menu.
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The Case History Filter dialog is displayed:
This dialog allows you to pick and choose the types of criteria used to filter the
case history. Only those case history entries that match ALL of the filter criteria
specified are displayed in the case history.
After selecting/entering the desired criteria, click on the OK button to apply it.
The filtered case history entries are displayed, and the Filter icon will display
with a green check mark (
)to indicate the list is filtered.
The applied filter criteria will persist for the current case history until you remove
or modify it.
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You can also cause the specified filter criteria to be applied to case histories
displayed by checking the Set as default for all Case History lists check box, then
clicking OK.
The following subsections describe details of filtering case history entries using
the Case History Filter dialog.
Including/Excluding Selected Case History Types
A case history type is just a specific entry that is written to the case history. For
instance, “Work item released” is a type of entry that is written to the case history
every time a work item is released in the case.
You can choose to either include or exclude selected types of entries by selecting
the desired types in the System Types and Custom Types sections, then choosing
either the Include the selected types or Exclude the selected types radio buttons:
For example, if you select only the “Work item released” type, and Include the
selected types is selected, only “Work item released” types are displayed in the
case history. Conversely, if you select only the “Work item released” type, and
Exclude the selected types is selected, all entry types except the “Work item
released” type are displayed in the case history. (This assumes no other criteria
are specified on the Case History Filter dialog.)
There are two groups of entry types you can select:
•
System Types - This list provides check boxes for all types of activities that
can be performed while operating the iProcess Workspace (Browser)
application. For example, an entry is written to case history whenever a work
item is sent to a work queue, an entry is written to case history whenever a
sub-case is started, etc.
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All available system types are listed in the System Types section:
You can check or uncheck the individual type, as desired, by clicking in the
appropriate check boxes, or you can check or uncheck all boxes by clicking in
the Select or deselect all types check box. This allows you to choose which
system types of entries to display in the case history.
All of the system types available are not described here as their descriptions in
the System Types section are self explanatory. One notable exception is the
“Work item sent to queue” system type that actually appears in the case
history as “<Step> processed to <User>”. “Processed to” means a work item
was sent to (i.e., “processed to”) a work queue. For more information about
“processed to” entries, see Including Only “Processed to” Entry Types on
page 197.
•
Custom Types - This list provides check boxes all custom types. These are
user-defined case history entries that were added to the case history using the
Add Entry function on the case History tab.
The entry types shown in the Custom Types list are user-defined entries that
are stored in the auditusr.mes file by a system administrator:
You can check or uncheck the individual types, as desired, by clicking in the
appropriate check boxes, or you can check or uncheck all boxes by clicking in
the Select or deselect all types check box. This allows you to choose which
custom types of entries to display in the case history.
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For information about how custom (user-defined) entries are added to the
case history, see Adding an Entry to Case History on page 198.
User Names (or Sub-Case IDs)
The User Names section allows you to specify that only case history entries
containing the specified user name(s) or sub-case IDs be displayed.
Note that only some entries actually contain a user name — for example, “Case
started by <User>, <Step> released by <User>, etc. In these instances, the entry
indicates who initiated the action. For some entries, the system initiates the action
— for example, “<Step> processed to <User>”. In this instance, the entry indicates
whose work queue the system sent the work item to.
User names must be entered in the following form:
[email protected]
where:
— username is the user’s name, e.g., “susieq”.
— servername is the name of the server on which the user was logged in when
the function that created the entry was performed. (Note - You can avoid
having to enter the server name by using the “*” wild card, e.g., “susieq*”.)
Note that the User Names field can also be used to filter case history entries on
sub-case IDs. Just enter a sub-case ID (also sometimes called a “sub-case
number”) in the User Names field with or without wild cards.
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You can specify multiple user names or sub-case IDs in the User Names section. If
you specify more than one user name/ID, the case history will include entries
that apply to any of the specified users/IDs. To specify multiple users/IDs, enter
the first user name/ID in the available field in the User Names section, then click
on the
icon to the right of the field. This causes another field to appear, in
which you can specify another user/ID.
After adding another user name/ID, a
icon appears next to each of the fields.
These icons can be used to remove any of the specified names/IDs from the filter
criteria.
You can add up to five user names or IDs in the User Names section.
Wild card characters
The wild card characters, * and ?, can be used when specifying user names,
sub-cases IDs, step names, and step descriptions, as follows:
•
‘*’ matches zero or more of any character. For example:
— “bo*” matches anything beginning with “bo”. For example, “bo”, “bobbl”,
“boulton_anne”, etc.
— “s*s” matches anything beginning with “s” and ending with “s”. For
example, “ss”, “sues”, sid_lewis”, etc.
— “*s” matches anything ending with “s”. For example, “franks”, “ls”,
“martha_lyons”, etc.
•
‘?’ matches any single character. For example:
— “bill?” matches anything beginning with “bill”, plus one more character.
For example, “bills”, “bill5”, “billh”, etc.
— “c?ndy” matches “cindy”, “candy”, “c3ndy”, etc.
Also note that all character matching is case insensitive.
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Step Names / Step Descriptions
The Step Names and Step Descriptions sections allow you to specify that only
case history entries containing the specified step name(s) or description(s) be
displayed.
When procedures are created, each step is given a name, and possibly an optional
step description. If they were not given a step description, the step name is shown
in the case history entries. If they were given a step description, the description is
shown in the case history entries. In the following example, “Request for vehicle”
was specified as the step description when the step was defined:
The Step Names and Step Descriptions sections can be used to filter the case
history entries based on the step name or description. Use the appropriate field,
depending on whether names or descriptions are shown in your case history.
Remember that each “step” in a procedure results in a “work item” in a live case.
Most case history entries containing a step name/description are referencing an
action that affects a step (work item), for example, “<Step> processed to <User>”,
<Step> opened by <User>”, “<Step> released by <User>”, etc.
You can specify multiple step names/descriptions in the Step Names and Step
Descriptions sections. If you specify more than one step name/description, the
case history will include entries that apply to any of the specified
names/descriptions. To specify multiple names/descriptions, enter the first one
in the available field, then click on the
to the right of the field. This causes
another field to appear, in which you can specify another name/description.
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After adding another name/description, a
icon appears next to each of the
fields. These icons can be used to remove any of the specified names/descriptions
from the filter criteria.
You can add up to five step names/descriptions in the Step Names and Step
Descriptions sections.
The wild card characters, * and ?, can be used when specifying step
names/descriptions. For information, see Wild card characters on page 194.
Date Ranges
The Date Range section allows you to specify that only entries that fall within a
range of dates be shown in the case history.
You can either type in the desired dates using the format shown in the fields
(months are spelled out), or click on the calendar icons next to the fields to select
the desired dates. The desired times can also be typed in, or use the arrow buttons
to the right of the time fields (to use the arrow buttons, the cursor must be in the
Hours, Minutes, or AM/PM field, as desired).
To remove a date and time from the fields, click on the eraser icon to the right of
the fields.
If you leave the beginning date blank, it assumes the beginning of time. If you
leave the ending date blank, it assumes the current date.
If you leave the beginning time blank, it defaults to 12:00 AM. If you leave the
ending time blank, it defaults to 11:59 PM. (If you specify a time, you must also
specify a date.)
Dates entered are inclusive, that is, case history entries that occur on that date are
included in the case history (assuming they also meet the specified time criteria).
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Always Including Sub-Case Started Entries
The Always include Sub-Case Started entries... check box is provided to allow
you to specify that “Sub-Case started” entries always be included in the case
history, regardless of the entry types you have selected. This can be beneficial
because an entry you would like displayed may be inside a sub-case; if the
“Sub-Case started” entry is not displayed, nothing inside that sub-case is
displayed.
For example, let’s say you want all “work item released” entries to be displayed,
and there are “work item released” entries in both the main case and in a
sub-case. If you select only the “Work item released” system entry, the following
may be displayed:
Whereas, if you select the “Work item released” system entry, and check the
Always include Sub-Case Started entries... check box, the following is displayed:
All “Sub-Case started” entries are displayed so that you can expand them to see if
the entry types you are interested in are in that sub-case.
Including Only “Processed to” Entry Types
The term “processed to” requires some explanation. When a work item is sent to a
user’s work queue, the “<Step> processed to <User>” entry is written to the case
history. For example:
This entry is displayed when the “Work item sent to queue” entry is selected in
the System Types section on the Case History Filter dialog.
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Note, however, there are other case history entries that are considered “processed
to” entries. They are:
— “<Step> processed to <User>” [“Work item sent to queue” entry type]
— “<Step> forwarded to <User>” [“Work item forwarded” entry type]
— “<Step> redirected to <User>” [“Work item redirected” entry type]
— “<Step> resent to <User>” [“Work item resent to queue” entry type]
— “Sub-Case started from <Step>” [“Sub-case started” entry type]
The reason all of these entries are considered “processed to” entries is because
they all result in a work item being sent to a user’s work queue.
You can specify that only “processed to” entries be displayed in the case history by
checking the Only include ‘Process to’ types of entries for outstanding steps
check box. Only those entries listed above are displayed.
Adding an Entry to Case History
Entries can be manually added to a case history.
This requires that a file (auditusr.mes file) be set up on the system that contains
pre-defined messages that you can add to the case history — a system
administrator will typically set up this file so you can choose a message from it.
The following is a simple example of the contents of this file:
Each line in the file constitutes one user-added entry. The entry is identified by the
three-digit number to the left of the colon. The text to the right of the colon is the
message that will be added to the case history, where %USER, %DESC, and
%STEPNAME are replaced with text you enter when you manually add an entry
to case history.
To add an entry to case history:
1. Either:
— click on the
icon on the History tab, or
— select Add Entry from the Tools menu (these buttons/menu selections can
be found on both the “standard” case history display and the graphical case
history display).
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The following dialog is displayed:
2. Select the desired message number / template from the list. This list is the
contents of the auditusr.mes file described earlier in this section.
If your iProcess Engine does not support Add Case History “Templates”, the Add
History dialog will contain a Message Number field instead of the list of
available message numbers. If your system does not support templates, enter the
the message number in the Message Number field.
3. In the Description field, enter the description text you want to appear in the
message, if applicable; this text replaces the “%DESC” variable in the
pre-defined message. This field can be left blank if it does not apply to the
message you are adding.
4. In the Addressee field, enter the user name you want to appear in the
message, if applicable; this user name replaces the “%USER” variable in the
pre-defined message. This field can be left blank if it does not apply to the
message you are adding.
5. In the Step name field, enter the step name you want to appear in the
message, if applicable; this step name replaces the “%STEPNAME” variable in
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the pre-defined message. This field can be left blank if it does not apply to the
message you are adding.
6. Click OK to add the message to the case history. (The message won’t appear
until you refresh the case history — for information about refreshing case
history, see Refreshing the Case History on page 200.)
The following is an example using the pre-defined message file shown earlier.
This example results in the following entry being added to the case history:
Refreshing the Case History
The information displayed in the History tab is the information that was
downloaded from the iProcess Engine when the case list was initially displayed.
You can refresh this information by either:
•
clicking on the
icon, or
•
by selecting Refresh History from the Tools menu on the History tab.
Note that refreshing the case history refreshes the information for this single case.
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Outstanding Work Items in the Case
“Outstanding items” represent the steps at which the process flow is currently
sitting.
“Normal” steps that are outstanding result in a work item appearing in one or
more work queues. Other step types (event steps, sub-procedure call steps, etc.)
result in some other action, such as an external program being triggered, a
sub-procedure starting, etc. These step types do not result in a work item
appearing in a work queue, although they are still considered “outstanding”
because the process flow has halted at that step until whatever action was started
by that step is complete.
Often, there are multiple outstanding items in a case because the process flow can
take multiple paths, depending on how the procedure is defined.
An administrator may have a need to know which items are currently
outstanding in a case, possibly to determine how the case is progressing. There is
also a function available that allows one or more outstanding items to be
withdrawn, and other steps to be made outstanding (for information about how
to do this, see Jumping to New Outstanding Steps on page 215).
To view a list of the current outstanding items in a case, open the case, then click
on the Outstanding tab. The following window is displayed:
For the most part, the information provided on the list of outstanding items is the
same as found on work item lists. For descriptions of each of the columns, see
Work Item List Columns on page 65.
An exception is the Work Queue column, which shows you whose work queue
the outstanding work item is in. If there is no entry in the Work Queue column,
the outstanding item is for a step that doesn’t result in a work item — it resulted
in some other action, such as an external program being started, a sub-procedure
being called, etc.
A couple of other columns that appear on the list of outstanding work items that
don’t appear on the work item list are Path and Sub-Case Number — these
pertain to sub-cases — for information, see Viewing Sub-Case Information on
page 202.
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Also note that the Arrival Date/Time column allows you to determine how long
each item has been outstanding, i.e., how long the process has been halted along
that path (sort on this column by clicking on the column header).
For information about changing the columns on the list of outstanding work item,
see Customizing Columns in a List on page 19.
Opening Outstanding Work Items
Work items in the list of outstanding work items can be opened in one of the
following ways:
•
Double-click on the desired work item in the list of outstanding work items.
•
Select one or more work items in the list, then:
— press the Enter key,
— select Open Selected Work Item(s) from the Tools menu on the list,
— right-click the mouse button on the selected work item(s) and select Open
Selected Work Item(s) from the drop-down menu, or
— click on the
icon on the list toolbar.
Note, however, that you must have access to the work queue in which the work
item resides to be able to open it. If you select a work item to which you don’t
have access, the Open Selected Work Item(s) tool and menu selection is
displayed. (The Open Selected Work Item(s) tool and menu selection is also
disabled if you select multiple work items, and you don’t have access to any one
of the selected work items.)
When opening work items from the list of outstanding work items, they are
always opened in a floating form, i.e., they cannot be opened in the Preview Pane.
For more information about opening work items in general, see Opening Work
Items on page 109.
Viewing Sub-Case Information
By default, the outstanding work item list shows outstanding work items that are
located in sub-cases that are currently outstanding. This is controlled by the
Recurse sub-cases for outstanding items check box. You can turn off the
displaying of sub-case information in the current list by unchecking the Recurse
sub-cases for outstanding items check box, then refreshing the list. You can also
change the default setting for this check box using user options — see Sub-Case
Version Options on page 248.
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The following example shows both the outstanding sub-procedure call step, as
well as the outstanding work item in the sub-case:
The following columns are available on the outstanding work item list to provide
information about sub-procedures that have been started in the case:
•
The Path column provides the path to the outstanding step, relative to the
main procedure. This allows you to determine if the outstanding step is in the
main procedure or a sub-procedure. For example, if the path is something like
“CREDIT”, it is a step in the main procedure. If it consists of multiple step
names separated by vertical bars, the outstanding step is located in a
sub-procedure. For example, if the path is “CREDIT|CHECK”, the CREDIT
step is in the main procedure and the CHECK step is in a sub-procedure
(CREDIT would be a sub-procedure call step). If the case contains dynamic
sub-procedure call steps or graft steps that start multiple sub-procedures, the
name of the dynamic sub-procedure call step or graft step in the Path will
include an index in square brackets. The index (which is zero based) indicates
the sequential order in which the sub-procedure was started by the engine for
that dynamic sub-procedure call step or graft step. It allows you to identify
the path through multiple sub-procedures to the desired outstanding item.
For example, a path of “DYNAMIC[0]|STEP1” tells you that DYNAMIC is a
dynamic sub-procedure call step in the main procedure; the first
sub-procedure it started resulted in STEP1 being outstanding.
•
The Sub-Case Number column identifies the case number of the
sub-procedure started by the sub-procedure call step, dynamic sub-procedure
call step, or graft step.
Refreshing the Outstanding Items List
The information displayed in the Outstanding tab is the information that was
downloaded from the iProcess Engine when the case list was initially displayed.
You can refresh this information by either:
•
clicking the
icon, or
•
by selecting Refresh Outstanding Steps from the View menu.
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Case Data Fields
Work item data is the data that is entered into forms on a work item that is then
kept.
Case data is the data that is saved in the database each time a work item is released.
The graphic below illustrates that as information is entered into forms in work
items, that information remains with the work item as long as the work item is
kept — it is written to case data in the database only when the work item is
released (the data associated with the work item before it is written to case data, is
referred to as work item data).
Each case of a procedure has its own unique case data. Case data is written to the
work item when a work item is added to a work queue.
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Note that depending on how your procedure is designed, there may be more than
one work item in a case that contains the same field. The value in the common
field in each work item will be the value that was in case data when the work item
was sent to a work queue. As each work item is released, the value in the field in
that work item is written to case data. That means that when the case is finished,
the value of the common field in case data will be the value from the last work
item released that contained the common field.
To view the case data for a case, open the desired case, then click on the Data tab.
The following window is displayed:
The Name column lists all fields that are defined in the procedure/case.
The Value column lists the current values for each field in the case. These are the
values stored in the database for the case — when a work item is opened in this
case, these are the values that are written to that work item. Note that memo fields
work a little different than the other field types — for information about memo
fields, see Viewing Memo Field Values on page 206).
Since work item data is the data that is stored in the work item itself, to view work
item data, you must open the work item and examine the values entered into the
fields on the form.
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Viewing Memo Field Values
One of the possible types of fields that can be defined in a procedure is the memo
field. Memo fields differ from other field types in that they do not have a set size;
they can be unlimited length.
Memo fields are denoted on the case Data tab by “[Memo]” appearing in the
Value column, followed by the first 60 characters of data in the memo field. For
example:
Clicking on “[Memo]” causes the text to change to a Memo button. If the cursor is
placed over the Memo button, tool-tip text displays the first 120 characters of the
text in the memo field; if the text in the memo field exceeds 120 characters, the
tool-tip text is followed by “...”.
Clicking on the Memo button displays the Memo dialog. For example:
You can change the value of the memo field by typing in the desired text, then
clicking the OK button. The new value will be written to case data (in the
database) for this case.
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Refreshing Case Data
The case data displayed on the Data tab is a snap shot of the case data at the time
the case list was downloaded from the iProcess Engine. You can refresh the case
data to get the most recent data from the iProcess Engine by either:
•
clicking the
icon, or
•
selecting Refresh Case data from the View.
Note that refreshing the case data refreshes the information for this single case.
Changing Case Data
You can directly change the values of case data using the Data tab.
To change case data:
1. Click in the Value column for the field whose case data you want to change:
You can also use the eraser icon to clear the contents of the field.
2. Type in the desired value.
If you delete the value in a text field, the value is set to an empty string. If you
delete the value in any other type of field (numeric, date, etc.), the field is set to an
uninitialized state.
Notice that once you change the value in any field, the following message is
shown on the bottom of the Data tab to notify/remind you that there’s been a
change:
3. Click the Apply button to write the new value to case data in the database.
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Date Fields
Each date field on the Data tab contains a “date picker” icon to the right of the
field that appears when you click in the date field. Clicking on the date picker
icon displays a calendar from which you can easily select a date. The selected date
is automatically entered into the date field:
Time Fields
Time fields are divided into three sections: hour, minute, and AM/PM designator.
You can move through the different sections by physically placing the cursor in
the section, or by tabbing through them.
Each time field on the Data tab also contains a “time picker” icon to the right of
the field that appears when you click in the time field. Clicking on the time picker
icon “up” or “down” arrows causes the value in the portion of the field in which
your cursor is located to increase or decrease, respectively. When the cursor is in
the AM/PM portion of the field, clicking the “up” or “down” arrow causes it to
toggle between AM and PM.
Or, you can just type in the desired values.
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Case Suspensions
You can suspend activity in a case. Note that when you suspend a case, you are
suspending the entire case family, which includes the main case and all of its
sub-cases, if any. For information about sub-cases, see Sub-Procedures on
page 138.
When a case is suspended, current work items from that case can no longer be
opened.
If a work item is already open when the case is suspended, the work item can still
be kept, which causes the work item to become immediately suspended, and it
cannot be opened again until the case is reactivated. The opened work item can
also be released; this causes any new work items as a result of the release to
become immediately suspended (unless they are flagged to ignore suspensions;
see Ignoring Case Suspensions on page 210).
Other effects of suspending a case are:
•
Deadlines will continue to expire. However, if a deadline expires while the
case is suspended, no action will be carried out until the case is reactivated.
Once the suspended case is reactivated, the process flow will proceed as if the
deadline just expired. For more information about deadlines, see Work Item
Deadlines on page 120.
•
Event steps do not recognize suspensions. If you trigger an event, the event is
processed (because it doesn’t result in a work item), but steps immediately
after an event step that result in work items are suspended (unless they are
flagged to ignore suspensions; see Ignoring Case Suspensions on page 210).
For more information about triggering events, see Triggering an Event on
page 219.
•
Withdrawals will not occur while a case is suspended. For example, if a
deadline expires (which occurs during suspensions), and the deadline
definition states to withdraw the work item, the withdrawal will occur after
the case has been reactivated. For more information about withdrawals, see
Deadline Withdrawals on page 121.
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Suspending a Case
To suspend one or more cases, follow these steps:
1. From the case list, select one or more cases, then:
— click on the
icon, or
— select Suspend Case(s) from the Tools menu.
Or, from the Summary tab for a case, you can suspend that individual case by
either:
— clicking on the
icon, or
— by selecting Suspend Case from the Tools menu.
A dialog is displayed to confirm that you want to suspend the selected case(s).
2. Click OK to confirm.
Suspension Status
A case’s suspension status can be viewed in the case list in two ways:
•
Case Status Icon - After a case is suspended, the case status icon in the case
list changes to an orange-colored ball.
•
Suspended Column - Depending on how your columns are set up, you may
have a Suspended or Suspended Image column indicating whether or not the
case is currently suspended (see Filtering a Case List on page 152).
Ignoring Case Suspensions
When a procedure is defined, a step can be flagged to ignore case suspensions. If
flagged to ignore case suspensions, a step is processed normally even if the case in
which it is located has been suspended, i.e., work items representing that step can
be opened and processed as desired.
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Reactivating a Suspended Case
Reactivating a suspended case causes the process to flow as usual. Work items
that were suspended because the case they are a part of was suspended can now
be opened and processed normally.
To reactivate a suspended case, follow these steps:
1. From the case list, select one or more cases to reactivate, then:
— click on the
icon, or
— select Activate Case(s) from the Tools menu.
Or, from the Summary tab for a case, you can reactivate that individual case
by:
— clicking on the
icon, or
— by selecting Activate Case from the Tools menu.
A dialog is displayed to confirm that you want to reactivate the selected
suspended case(s).
2. Click OK to confirm.
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Predicting the Outcome of a Case
Case prediction provides the means for predicting the expected outcome of a live
case. Running the case prediction function causes a list of “predicted work items”
to be returned that represent the work items that are currently due (outstanding
work items), as well as the work items that are expected to be due in the future.
Included with the predicted work items returned is information about the
expected times the work items are predicted to start and end, providing
information that can be used to predict the outcome of the case. This can be used
to improve work forecasting and estimate the expected completion of cases.
An example use of case prediction is to determine all work expected to be
performed for a particular patient during his expected stay in the hospital.
The prediction process moves through the case step-by-step using case data that
has been entered so far in the case. Each step uses an expected duration (decided
at design time) to calculate a start and end processing time for each step as it
progresses through the prediction process. When the process is complete, you can
use these end processing times to predict the outcome of the case.
During the prediction process, deadlines are processed, and withdrawal actions
are performed, where appropriate.
To perform a case prediction:
1. Open the desired case and display the History tab.
2. Either:
— click the
icon, or
— select Predict Case from the Tools menu.
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A dialog similar to the following is displayed:
This provides a list of the predicted steps — the currently outstanding steps,
and steps predicted to be outstanding as the case is processed to completion.
For each step, it also indicates in parentheses the addressee of the step.
3. Click on a + icon to expand one of the steps to view information about the
predicted start and end times for the step. Expanding the final step provides
information about when the case is predicted to be completed:
In this example, the case is predicted to end at 3:27 PM on July 15, 2010.
(Whether or not the start/end times show seconds and microseconds depends
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on the setting of the Show seconds and microseconds check box on the
History tab — for more information, see Case History on page 182.)
Note that predicted steps can also be viewed using the graphical case history
feature (you must configure the graphical case history display to show
predicted steps — see Viewing a Graphical Case History on page 184).
4. Click Close to close the Case Prediction dialog.
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Changing the Process Flow in a Case
There are a couple of ways in which the process flow in a case can be altered on an
ad-hoc basis. One allows you to jump to different steps in the procedure, while
the other allows you to trigger an event step at any time.
These are described in the following subsections.
Jumping to New Outstanding Steps
The “process jump” feature in the iProcess Workspace (Browser) allows you to
change the process flow of a case in the following ways:
•
You can select currently outstanding steps you would like to “withdraw,” i.e.,
make them no longer outstanding. (For information about outstanding items,
see Outstanding Work Items in the Case on page 201.)
•
You can specify a set of steps to “jump to,” making those steps the new
outstanding items.
•
You can optionally specify new case data when jumping to new outstanding
work items. For information about case data, see Case Data Fields on
page 204.
To jump to new outstanding steps:
1. Select the desired case in the case list, or open the desired case and select the
Summary tab for the case.
2. From either the case list or the Summary tab:
— click on the
icon, or
— select Process Jump from the Tools menu.
If the case you have selected is currently active, a dialog is displayed that
indicates the system must suspend the case while you are performing the
process jump operation. This is because the system must display a list of the
currently outstanding steps in the case — temporarily suspending the case
prevents the outstanding steps in the case from changing while you are
selecting from this list. The suspension is automatically lifted when you are
finished with the process jump operation. Click OK on this dialog to suspend
the case and display the Process Jump dialog (see below).
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If the case you have selected was already suspended, the Process Jump dialog
is displayed:
The Select outstanding steps to withdraw section lists all of the currently
outstanding work items in the case — these are the work items that can be
withdrawn. (This is the same list of outstanding work items as from the
Outstanding tab. For information about this list, such as the available
columns, how to display sub-case information, etc., see Case Data Fields on
page 204.)
Note that, by default, the outstanding work item list shows outstanding work
items that are located in sub-cases that are currently outstanding. This is
controlled by the Recurse sub-cases for outstanding items check box. You can
turn off the displaying of sub-case information in the current list by
unchecking the Recurse sub-cases for outstanding items check box, then
refreshing the list. You can also change the default setting for this check box
using user options — see Sub-Case Version Options on page 248.
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The Select new outstanding steps section lists all of the steps in the case,
allowing you to jump to any of the steps. The Usage URL column will contain
a value only if the step was defined with this information. The usage URL
(uniform resource locator) is typically a link that provides information about
the step.
3. In the Select outstanding steps to withdraw section, select one or more steps
you would like to withdraw.
4. In the Select new outstanding steps section, select one or more steps you
would like to make outstanding.
5. If you want to also change case data when the process jump is performed,
click the Data button. The following dialog is displayed:
This dialog provides a list of all of the data fields defined in the case. You can
change the value of one or more of the data fields. (Note that the data shown
in this dialog is “case data”, not “work item data”. For information about the
difference, see Case Data Fields on page 204.)
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The Case Data dialog also contains a Refresh button to allow you to get the
most recent case data for the case.
a. To change the data in a field, click in the Value column for the desired
field, then type in the new value:
You can also use the eraser icon to clear the contents of the field.
b. If the case contains one or more memo fields, they are denoted by
“[Memo]” appearing in the Value column for that field:
To change the value of a memo field, click on “[Memo]”, which causes it to
change to a Memo button. Click on the Memo button to display the Memo
dialog. Use the Memo dialog to modify the value of the memo field as
desired, then click OK to save the change.
c. You can also choose to update the “work item data” for the case. To do
this, click in the Update outstanding work items with new case field
values check box. For information about the difference between case data
and work item data, see Case Data Fields on page 204.
d. Click OK to apply the changes you’ve made, or Cancel to discard the
changes you’ve made. (Note that you must click Apply on the Process
Jump dialog for case data changes to take effect — clicking Cancel on the
Process Jump dialog causes changes made to case data to be discarded.)
6. Enter information about why you are performing the process jump in the
Reason for the process jump field. This is a required field. This information is
added to the case history entry that shows the process jump:
In this example case history, “Was overruled by VP” was entered for the
process jump reason (this example also shows the entry for the withdrawal
and the new work item becoming outstanding).
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7. Click Apply to perform the process jump.
You can view the Outstanding tab for the case to see that the currently
outstanding work items have changed (see Outstanding Work Items in the Case
on page 201).
Triggering an Event
An event step is a step in a procedure that allows you to control the process flow in
various ways, depending on how your procedure was designed. It can be used to
perform actions such as:
•
Suspending the flow of a case until an external action takes place.
•
Starting a parallel branch of a case.
•
Pausing a case for a specific period of time.
When the process flow reaches an event step, process flow is halted, and remains
halted, until the user triggers the event. When the event is triggered, the process
flow will continue again.
However, an event step does not need to be outstanding (i.e., process flow has
reached the step) to be triggered. You can trigger an event step at any time, such
as:
•
before the process flow has reached the event step,
•
after the process flow has been halted at the event step, or
•
after the event step has been triggered — one event step can be triggered
multiple times. This allows you to run a segment of the procedure at any time,
as many times as necessary.
Also note that other actions can be performed when an even step is triggered.
These include resurrecting a closed case, as well as recalculating deadlines in the
case. These actions are described in the following steps used to trigger an event.
Event steps do not result in work items, although they do result in an outstanding
item if the process flow has reached, and is halted, at the event step. For
information about outstanding items, see Outstanding Work Items in the Case on
page 201.
You can trigger an event step on a case that is suspended. However, steps
immediately after an event step that result in work items are suspended (unless
they are flagged to ignore suspensions).
To trigger an event step, follow these steps:
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1. Select the desired case in the case list, or open the desired case and select the
Summary tab, then either:
— click on the
icon, or
— select Trigger Events from the Tools menu.
If the case you had selected is a closed case, triggering an event step in the
case will cause the closed case to be resurrected, i.e., it becomes active again. If
the case is closed, a dialog is displayed that says that proceeding will cause
the closed case to become active; click OK to proceed.
The following dialog is displayed:
This dialog lists all event steps in the case.
2. If you are using the trigger event to recalculate the deadlines in the case, click
on the appropriate Recalculate Deadlines radio button, as follows:
— Recalculate deadlines in the main case only - Only deadlines in the main
case are recalculated.
— Recalculate deadlines in the main and all sub-cases - Also recalculates
deadlines in sub-procedures that have been started in this case.
The default selection of Do not recalculate deadlines when event is triggered
is for all other uses of trigger event besides recalculating deadlines.
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3. Select the event step you would like to trigger.
4. If you want to also change case data when the event is triggered, click on the
Data button. The following dialog is displayed:
This dialog provides a list of all of the data fields defined in the case. You can
change the value of one or more of the data fields. (Note that the data shown
in this dialog is “case data”, not “work item data”. For information about the
difference, see Case Data Fields on page 204.)
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The Case Data dialog also contains a Refresh button to allow you to get the
most recent case data for the case.
a. To change the data in a field, click in the Value column for the desired
field, then type in the new value:
You can also use the eraser icon to clear the contents of the field.
b. If the case contains one or more memo fields, they are denoted by
“[Memo]” appearing in the Value column for that field:
To change the value of a memo field, click on “[Memo]”, which causes it to
change to a Memo button. Click on the Memo button to display the Memo
dialog. Use the Memo dialog to modify the value of the memo field as
desired, then click OK to save the change.
c. If the case contains outstanding work items, you have the option of also
updating the work item data, as well as the case data. If the case contains
outstanding work items, the Update outstanding work items with new
case field values check box is displayed on the dialog (it’s not displayed if
there are no outstanding work items). Ensure this check box is checked if
you would like to also update work item data. For information about the
difference between case data and work item data, see Case Data Fields on
page 204.
If a work item is open when you trigger an event step and update its work item
data, when the user who has the work item open tries to keep or release the work
item, a message is displayed informing them that the work item has been updated
elsewhere since they opened it. The keep or release operation is cancelled and any
changes to field values made by the user are lost. Updates to field values made by
the trigger event are applied.
d. Click OK to apply the changes you’ve made, or Cancel to discard the
changes you’ve made. (Note that you must click OK on the Events dialog
for case data changes to take effect — clicking Cancel on the Events dialog
causes changes made to case data to be discarded.)
5. Click OK on the Events dialog to perform the trigger event.
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Closing Cases
You can close a currently active case of a procedure, making it inactive. This stops
the process flow for that case.
You must have system administrator authority to close cases.
To close one or more cases, follow these steps:
1. Select one or more cases in the case list, or open the desired case and select the
Summary tab.
2. Do one of the following:
a. From the case list, click on the
icon, or select Close Case(s) from the
Tools menu, or right-click on the selected case(s) and select Close Case(s)
from the drop-down menu.
b. From the Summary tab, click on the
the Tools menu.
icon, or select Close Case from
A dialog is displayed to confirm that you want to close the selected case(s).
3. Click OK to confirm you want to close the case(s).
The case’s status icon in the case list changes to a red circle (like a stop light) when
it is closed.
Also notice that the Terminated Date/Time column shows the date and time the
case was closed (you must refresh the list for the date/time to appear in the
Terminated Date/Time column).
Resurrecting a Closed Case
A closed case can be “resurrected” (i.e., it’s status changed to “active”) using the
“trigger event” function (the procedure/case must contain an event step). For
information about using the trigger event function to resurrect a closed case, see
Triggering an Event on page 219.
Note that when a closed case is resurrected using the trigger event function, the
process flow will proceed from the event step that was used to trigger the event.
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The case’s status icon changes to a green circle after it’s been resurrected, plus the
Terminated Date/Time column is cleared:
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Purging Cases
Purging cases permanently deletes them from the system. You can purge cases
that have any status.
You must have system administrator authority to purge cases.
To purge cases, follow these steps:
1. Select one or more cases in the case list, or open the desired case and select the
Summary tab.
2. Do one of the following:
a. From the case list, click on the
icon, or select Purge Case(s) from the
Tools menu, or right-click on the selected case(s) and select Purge Case(s)
from the drop-down menu.
b. From the Summary tab, click on the
the Tools menu.
icon, or select Purge Case from
Two dialogs are displayed to confirm that you want to purge the selected
case(s) (because it is non-reversible).
3. Click OK to confirm you want to purge the case(s).
The case’s status icon in the case list changes to a black circle after you’ve purged
it.
Refreshing the case list causes purged cases to be removed from the list.
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Chapter 8
User Options
This chapter describes setting up user options, which define system behavior
based on the user that logs into the system.
Topics
•
Introduction on page 228
•
Display Options, page 231
•
Filter Options, page 236
•
Layout Options, page 239
•
Outstanding Item Options, page 245
•
Session Options, page 246
•
Sub-Case Version Options, page 248
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Introduction
User options establish default settings for each user that logs into the iProcess
Workspace (Browser). These include things such as whether the procedure list or
work queue list is displayed when the user first logs in, whether preview is
turned on by default, the size/location of work item forms, etc.
To set your user options, click on the Options button or icon in the lower left part
of the iProcess Workspace (Browser) window.
If you are displaying buttons:
If you are displaying icons:
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The following dialog is displayed:
Scroll down this dialog to view all of the available user options.
You can use the Defaults button to return all options to their default values.
(Default values are specified in the iProcess Workspace (Browser) configuration
file — for information, see the TIBCO iProcess Workspace (Browser) Configuration
and Customization guide.)
The Save and Close button saves any changes you’ve made and closes the
Options dialog.
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The Close button closes the Options dialog without saving changes.
If you leave the Options dialog without clicking the Save and Close nor Close
button (e.g., by clicking one of the other mode selection buttons), any changes
made will not be saved.
User Options Persistence
Settings you make on the Options dialog are persisted (i.e., saved) in one of two
places, depending on a configuration parameter set by the system administrator:
•
Locally - If persisted locally, user options you specify will be in effect only
when you log into TIBCO iProcess Workspace (Browser) from the same
machine. If you log into the TIBCO iProcess Workspace (Browser) on a
different machine (and connect to the same server), the user options you
specified will not be in effect on that new machine — user options defined on
a specific machine will apply only to that individual machine.
•
On the Server - If persisted on the server, and you log into a different machine
(and connect to the same server), the user options you defined will be in effect
on the new machine.
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Display Options
The Display Options section allows you to set the following user options:
•
Language - Specifies the language to display in the iProcess Workspace
(Browser).
•
Initial Display - Specifies whether the work queue list or the procedure list is
initially displayed when you start the iProcess Workspace (Browser).
•
Work Queue Reference - Specifies whether work queues are referenced by
their name or description.
•
Procedure Reference - Specifies whether procedures are referenced by their
name or description.
•
Auto-Refresh of Work Item Lists - Specifies whether or not the auto-refresh
feature on work item lists should be enabled or disabled by default every time
you log in.
These are described in the following subsections.
Language
You can specify which language to display on all of the screens and windows in
the iProcess Workspace (Browser).
To specify the language:
1. Click the Options button/icon to display the Options dialog.
2. Locate the Display Options section on the Options dialog.
3. In the Select language to display field, select the desired language:
4. Click Save and Close to save the changes and close the Options dialog.
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Initial Display
The initial display user option allows you to specify which list is initially
displayed when you log in: work queue list or procedure list.
To specify the default initial display:
1. Click the Options button/icon to display the Options dialog.
2. Locate the Display Options section on the Options dialog.
3. Using the Select which list initially displays at startup radio buttons, select
either Work Queues or Procedures:
4. Click Save and Close to save the changes and close the Options dialog.
Work Queue Reference
This user option allows you to specify whether the work queue name or work
queue description is displayed in the work item list caption.
In the following example, the description (System Administrator) is used as a
caption, rather than the name (swadmin). (Names and descriptions are chosen by
administrators when they add users to the system.)
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To specify whether the name or description should be used to reference the work
queue in the work item list:
1. Click the Options button/icon to display the Options dialog.
2. Locate the Display Options section on the Options dialog.
3. Using the Work Queues may be referenced by name or description radio
buttons, select either Show Work Queue Names or Show Work Queue
Descriptions:
4. Click Save and Close to save the changes and close the Options dialog.
Procedure Reference
This user option allows you to specify whether the procedure name or procedure
description is displayed in the case list caption.
In the following example, the description (Company Car Allocation) is used as a
caption, rather than the name (CARPOOL). (Names and descriptions are chosen
by administrators when the procedure is defined.)
To specify whether the name or description should be used to reference the
procedure in the case list:
1. Click the Options button/icon to display the Options dialog.
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2. Locate the Display Options section on the Options dialog.
3. Using the Procedure may be referenced by name or description radio
buttons, select either Show Procedure Names or Show Procedure
Descriptions:
4. Click Save and Close to save the changes and close the Options dialog.
Auto-Refresh of Work Item Lists
This display option allows you to specify whether or not the auto-refresh feature
on work item lists should be enabled or disabled by default every time you log in.
When enabled, work item lists are automatically refreshed at a specified interval.
For information about the auto-refresh feature, see Auto-Refresh of Work Item
Lists on page 74.
To set the default behavior of auto-refresh:
1. Click the Options button/icon to display the Options dialog.
2. Locate the Display Options section on the Options dialog.
3. Either check (to enable) or uncheck (to disable) the Auto-refresh lists of work
items check box to specify the default behavior of the auto-refresh feature
whenever you log in:
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If you check the Auto-refresh lists of work items check box, also specify the
following:
a. In the Auto-refresh interval field, specify the auto-refresh interval, in
seconds. The minimum allowed is 5 seconds.
b. Choosing the Apply auto-refresh settings to all open lists radio button
causes auto-refresh settings via the Options dialog to be applied to all
work item lists currently open, as well as new lists opened in the future.
Choosing the Only apply auto-refresh settings to new lists radio button
causes auto-refresh settings via the Options dialog to only apply to newly
opened work item lists — not to lists that are currently open.
4. Click Save and Close to save the changes and close the Options dialog.
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Filter Options
The Filter Options section allow you to set the following user options:
•
Work Item Filters - Specifies whether or not to display the filter dialog before
displaying the work item list.
•
Case Filters - Specifies whether or not to display the filter dialog before
displaying the case list.
Work Item Filters
This user option is used to specify whether or not to display the filter dialog
before displaying the work item list.
To define the work item list filtering option:
1. Click the Options button/icon to display the Options dialog.
2. Locate the Filter Options section on the Options dialog.
3. Using the Work Item Filters radio buttons, select the appropriate option
based on the descriptions below:
— Always specify a filter... - If this radio button is selected, the filter dialog is
always displayed first when you select a work queue from the work queue
list. This allows you to apply a filter before displaying the work item list.
— Never specify a filter... - If this radio button is selected, the filter dialog is
not displayed first when you select a work queue from the work queue list.
The first page of the work item list is always displayed. If you choose to
filter the list later, you can click on the Filter icon and enter a filter
expression.
— Specify a filter if the number... - This radio button is used in conjunction
with the Threshold field below the Work Item Filters radio buttons. If this
radio button is selected, the work item list is displayed only if the number
of work items in the work queue does not exceed the number in the
Threshold field. If the number exceeds the threshold, the filter dialog is
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displayed first, allowing you to apply a filter before displaying the work
item list.
For more information about filtering work item lists, see Filtering a Work Item
List on page 78.
4. Click Save and Close to save the changes and close the Options dialog.
Case Filters
This user option is used to specify whether or not to display the filter dialog
before displaying the case list.
To define the case list filtering option:
1. Click the Options button/icon to display the Options dialog.
2. Locate the Filter Options section on the Options dialog.
3. Using the Case Filters radio buttons, select the appropriate option based on
the descriptions below:
— Always specify a filter... - If this radio button is selected, the filter dialog is
always displayed when you select a procedure from the procedure list. This
allows you to apply a filter before the list of cases is displayed.
— Never specify a filter... - If this radio button is selected, the entire case list
is always displayed whenever you select a procedure from the procedure
list.
— Specify a filter if the number... - This radio button is used in conjunction
with the Threshold field below the Case Filters radio buttons. If this radio
button is selected, the case list is displayed when you select a procedure
from the procedure list only if the number of cases of that procedure does
not exceed the number in the Threshold field. If the number exceeds the
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threshold, the filter dialog is displayed first, allowing you to apply a filter
prior to displaying the case list.
For more information about filtering case lists, see Filtering a Case List on
page 152.
4. Click Save and Close to save the changes and close the Options dialog.
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Layout Options
The Layout Options section allows you to set the following user options:
•
Case Preview Default - Specifies whether the case details should be shown in
the Preview Pane by default. This option also allows you to specify whether or
not to automatically resize the Preview Pane when opening a case, as well as
the percentage to resize.
•
Work Item Preview Default - Specifies whether the work item summary
should be shown in the Preview Pane by default. This option also allows you
to specify whether or not to automatically resize the Preview Pane when
opening a work item, as well as the percentage to resize.
•
Floating Work Item Form Window - Specifies the type of window in which
work items are opened when using floating windows.
•
Default Position/Size of Floating Windows - Specifies the default position
and size of floating windows used for work item forms and case details.
These are described in the following subsections.
Case Preview Default
This user option specifies the default setting of the Preview feature on the case
list.
Each time you log in, the default specified here is in effect. You can change the
current setting at any time using the Preview feature drop-down menu shown
above. But the next time you log in, the default setting is in effect again.
For more information about the Preview feature, see Preview Pane on page 8.
To specify the case preview default:
1. Click the Options button/icon to display the Options dialog.
2. Locate the Layout Options section on the Options dialog.
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3. Using the Case Preview Default radio buttons, select the option you would
like to be set as the default for the Preview feature on the case list:
Notice that if you choose Preview On - open case detail in preview pane,
additional radio buttons are displayed that allow you to specify whether or
not the Preview Pane is automatically resized when a case is opened in the
Preview Pane. If you choose to resize the Preview Pane, also enter a
percentage (from 1% - 100%) in the % Percentage of viewing area ... field; this
specifies the amount of the viewing area the Preview Pane will encompass
when a case is open. When you close the case details, the Preview Pane reverts
to its previous size.
4. Click Save and Close to save the changes and close the Options dialog.
Work Item Preview Default
This user option specifies the default setting of the Preview feature on the work
item list.
Each time you log in, the default specified here is in effect. You can change the
current setting at any time using the Preview feature drop-down menu shown
above. But the next time you log in, the default setting is in effect again.
For more information about the Preview feature, see Preview Pane on page 8.
To specify the work item preview default:
1. Click the Options button/icon to display the Options dialog.
2. Locate the Layout Options section on the Options dialog.
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3. Using the Work Item Preview Default radio buttons, select the option you
would like to be set as the default for the Preview feature on the work item
list:
Notice that if you choose Preview On - open work item forms in preview
pane, additional radio buttons are displayed that allow you to specify
whether or not the Preview Pane is automatically resized when a work item is
opened in the Preview Pane. If you choose to resize the Preview Pane, also
enter a percentage (from 1% - 100%) in the % Percentage of viewing area ...
field; this specifies the amount of the viewing area the Preview Pane will
encompass when a work item is open. When you close the work item, the
Preview Pane reverts to its previous size.
4. Click Save and Close to save the changes and close the Options dialog.
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Floating Work Item Form Window
This user option specifies the type of window in which the work item form is
opened. This is applicable only if you are opening work item forms in a separate
window; it is not applicable if you are opening work item forms in the Preview
Pane. For information about the location in which work item forms are opened,
see Preview Pane on page 8.
This function may not be available to you, depending on the type of forms you are
using. When your application was developed, the developers chose a method of
creating the work item forms. The method they chose determines whether or not
you have this function available (you may need to ask the system administrator
which type of forms your application uses).
— if your application uses forms created with TIBCO General Interface
Builder (GI forms), this function is available because GI forms can be
displayed in any of the three available formats: Preview Pane, separate
dialog, or separate browser window.
— if your application uses any non-GI form (also referred to as “external
forms”), this function is not available because non-GI forms can only be
displayed in a separate browser window.
To specify the type of window in which work item forms are opened (when using
floating windows):
1. Click the Options button/icon to display the Options dialog.
2. Locate the Layout Options section on the Options dialog.
3. Using the When opening a floating work item form, open it in radio buttons,
select whether you would like work item forms to be opened in a dialog or a
new browser window:
4. If you have selected to open floating forms in a dialog, also choose whether or
not to make the dialog modal by checking or unchecking the Modal dialog
check box (which is shown only if you have selected the A dialog radio
button). (When a modal dialog is open, you cannot perform any other
function until the dialog is closed.)
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5. Click Save and Close to save the changes and close the Options dialog.
The setting of this user option can be overridden for a particular work item form
by a configuration parameter set by the system administrator. So, even though
you specify to open floating windows containing work item forms in a separate
dialog, for any particular work item, it may open in a separate browser window.
Default Position/Size of Floating Windows
This user option allows you to specify the default position and size of floating
work item forms.
To specify the default floating window position and size:
1. Click the Options button/icon to display the Options dialog.
2. Locate the Layout Options section on the Options dialog.
3. Using the Default position and size... fields and check boxes, check either the
Full Screen or Center check box, or uncheck them both, to specify that you
want the window/dialog to be full screen, centered in the screen, or in a
different position (uncheck both boxes):
Some or all of the fields may become inactive, depending on which of the
check boxes are checked.
4. Optionally enter values in the Left, Top, Width, and Height fields to specify
the window/dialog position, in pixels.
5. Optionally check the Remember Floating Window Position check box to
specify you want the system to remember the size and position of the floating
window if you manually move it or resize it on your screen.
If this check box is checked, the application will remember if you manually
resize and/or re-position the work item form on your screen, and will size
and position future forms. If this check box is not checked, future forms will
all open in the position and size specified by the Default position and size...
fields — it does not remember the size and location of work item forms you
have manually resized/repositioned.
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User Options
Also note that the Remember Floating Window Position option is not
applicable for external forms (i.e., non-GI forms). The size and position of
external forms is not remembered nor persisted — they always open
according to the default settings of the Layout Options".
6. Click Save and Close to save the changes and close the Options dialog.
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Outstanding Item Options
This user option specifies the default setting of the Recurse sub-cases for
outstanding items check box on lists of outstanding work items, which specifies
whether or not the outstanding work items list should include work items in
sub-cases.
For information about the outstanding work items list, see Outstanding Work
Items in the Case on page 201.
To specify this default setting:
1. Click the Options button/icon to display the Options dialog.
2. Locate the Outstanding Item Options section on the Options dialog.
3. In this section, click the appropriate radio button, as follows:
— Recurse sub-cases for outstanding items - This causes the Recurse
sub-cases for outstanding items check box on outstanding work item lists
to be checked by default.
— Only show items from the main case - This causes the Recurse sub-cases
for outstanding items check box on outstanding work item lists to be
unchecked by default.
4. Click Save and Close to save the changes and close the Options dialog.
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User Options
Session Options
The Session Options section allows you to set the following user options:
•
Session Activity Log - Specifies how much information to write to the Session
Activity log.
•
Change Password - Allows the logged-in user to change his/her password.
Session Activity Log
This user option allows you to specify how much information to write to the
Session Activity log. For information about the Session Activity log, see Login
Session on page 27.
To specify the amount of session activity logging:
1. Click the Options button/icon to display the Options dialog.
2. Locate the Session Options section on the Options dialog.
3. Using the scrollable list of check boxes, check the activities you would like
included in the Session Activity log:
4. Click Save and Close to save the changes and close the Options dialog.
Change Password
You can change your password at any time using this option.
To change your password:
1. Click the Options button/icon to display the Options dialog.
2. Locate the Session Options section on the Options dialog.
3. Click on the Change Password button:
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The Change Password dialog is displayed.
4. Enter your existing password in the Old Password field.
5. Enter your new password in the New Password field, then again in the
Confirm New Password field.
6. Click OK to save the password changes and close the Change Password
dialog.
7. Click Save and Close to save the changes and close the Options dialog.
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User Options
Sub-Case Version Options
This option specifies the default order in which sub-procedure statuses are looked
for when sub-procedures are started from another procedure.
To specify the sub-case precedence:
1. Click the Options button/icon to display the Options dialog.
2. Locate the Sub-Case Version Options section on the Options dialog.
3. Using the radio buttons in this section, select the desired precedence.
For instance, if you select the Model > Released radio button, when a
sub-case is started, the system will look for a model status of the
sub-procedure first; if no model status of that sub-procedure exists, it will look
for one with a released status.
The default is Released — the system will only look for the sub-procedure
with a released status.
4. Click Save and Close to save the changes and close the Options dialog.
Even though the “Sub-Case Version Options” section name refers to the
precedence selections as “versions”, they are really “statuses”. For more
information about procedure statuses, see Procedure Status on page 134.
For more information about sub-procedures, see Sub-Procedures on page 138.
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Chapter 9
User Administration
This chapter describes how users, groups, roles, and attributes are used in the
TIBCO iProcess Workspace (Browser) installation.
Topics
•
Administering Users, page 250
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User Administration
Administering Users
The following provides definitions of user-related terms used in the iProcess
Workspace .
Term
Definition
User
A user is a person who has been defined on the iProcess
Engine, and has been given a user name and password, which
authorizes that user to log in to the iProcess Workspace .
Each user has a personal work queue into which work items
that are addressed to that user are placed.
Group
A group consists of a number of users. For example, a "Loan
Reviewers" group might consist of a number of users whose
responsibility it is to review loan applications.
Each group has a work queue into which work items that are
addressed to the group are placed.
All users that are members of the group have access to the
work items in the group’s work queue.
Role
A role is a job title or function, such as “Account Manager.”
One user is assigned to the role. Then when a procedure is
defined, the addressee of a step can be the “Account
Manager.” Work items sent to “Account Manager” are actually
sent to the user assigned to that role. That way if the person
assigned to the job title (role) changes, all you have to do is
change the user assigned to the role, rather than change the
procedure definition.
Attribute
An attribute is a property/characteristic of a user. When a user
is defined on the system, attributes are specified for the user.
One of particular importance for the iProcess Workspace is the
MENUNAME attribute. This attribute, which is assigned a
value such as “User”, “Manager”, “Admin”, etc., specifies the
user’s access to functions in the application. For more
information, see User Access Profiles on page 24.
Users, groups, roles, and attributes can be created, changed, or deleted using the
TIBCO iProcess User Manager. Information about using the User Manager can be
found in the TIBCO iProcess Workspace (Windows) Manager’s Guide.
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Index
A
Access profiles 24
Activating
closed case 220
suspended case 211
Activity, login/session 27
Adding
entry to case history 198
participants 51
AND operator 93
Attribute 250
Audit trail 182
graphical 184
auditusr.mes file 198
Authority, system administrator 46, 223, 225
Auto-Refresh
of work item lists 74
Auto-Refresh, of work item lists
default settings 234
Auto-repeat feature 114
B
Business Process 3
Business Studio 3
C
Calendar 116
Canceling changes 117
Case 3
189
closing 223
data 204
changing 207
description 97, 105, 169, 175
details 179
displaying 131
filtering 152
history 182
graphical 184
list 144
refreshing 151
opening 76, 178
prediction 212
purging 225
reactivating 220
sorting 171
starting 140
status 151
suspending 209
Case Data Fields
case filtering 156
case sorting 172
work item filtering 82
work item sorting 101
Case Data Queue Parameter fields
work item filtering 83
work item sorting 102
Changing
passwords 246
process flow 215
Closed case, resurrecting 220
Closing
a case 223
Windows 23
Column selector 19
Configuring graphical case history 188
customer support xii
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D
Data
tab 205
types 86, 158
Date
data type 87, 159
fields 208
filtering on current 91
format 87, 90, 159, 161
picker 116, 208
DateTime data type 87, 159
Deadline 120
date and time 98, 105
expired flag 98, 105
recalculating 220
set flag 98, 105
Default preview settings 239
Details, case 179
Display options 231
Displaying cases 131
Finding items in a list 12
case list 150
work item list 72
Floating window 10
Forms, filling in 115
Forwardable work item flag 98, 105
Forwarding work items 54, 118
G
Graphical case history 184
Groups 250
H
Help 23
History
case 182
graphical 184
permission 125
E
Empty Fields 89, 160
Engine 2
Event triggering 219
I
Icons, procedure status 135
F
Favorite filter expressions
cases 167
work items 96
Filtering
cases 152
history entries 189
ranges of 161
defaults/options 236
work items 78
ranges of 89
TIBCO iProcess Workspace (Browser) User’s Guide
J
Jump, process 215
K
Keep on withdrawal 122
Keeping work items 116
Index 253
|
L
Language setting 231
List
case 144
procedure 124, 124
work item 62
work queue 34
Loading chart
procedure 132
work queue 41
Local find 72
Locker of the work item 98, 105
locking work items 109
multiple times 113
Logging
in 26
out 32
Login
session 27
timeout 29
Long lock 113
M
Maximize Toggle 11
Memo fields 206
MENUNAME attribute 250
Minimize toggle 11
Model status 134
Multiple Items, selecting 16
multiple locks, work items 113
N
New work item flag 98, 105
Number of items in
case list 149
procedure list 128
work item list 69
work queue list 40
Numeric data type 86, 158
O
Opening
case 76
cases 178
work items 109
multiple times 113
Options, user 227
OR operator 93
Orphaned 67
Outstanding work items 201
default settings 245
P
Page size 70
Participants, adding 51
Participation Access 49
Password 26
changing 246
Permissions, procedure 125
Predicting case outcome 189, 212
Preview
defaults 239
pane 8
resizing 9
Priority of work item 98, 105
Procedure 3
list 124
refreshing 130
sorting 129
loading chart 132
name 98, 105, 169
permissions 125
status 134
versions 136
Process jump 215
Processing work items 109
Purging cases 225
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R
Ranges, filtering on 89, 161
Reactivating, suspended case 211
Recalculating deadlines 220
Recurse sub-case information 202, 202, 216, 216, 245
Redirecting Work Items 54
Refreshing
case list 151
information in a window 18
procedure list 130
work item list 74
automatically 74
work queue list 44
Releasable 68
work item flag 98
Released
status 134
work queue 37
Releasing work items 116
Resizing preview pane 9
Resurrecting closed case 220
Roles 250
S
Searching for items in list 12
Selecting items in a List 15
Server
filter/find 13, 72
Information 31
Session
activity
log 27
activity log
configuring 246
timeout 29
Show seconds and microseconds check box 183
Sorting
cases 171
procedure list 129
work item list 100
TIBCO iProcess Workspace (Browser) User’s Guide
by data type 106
work queue list 44
Start permission 125
Started date and time of the case 175
Starter of the case 98, 105, 169, 175
Starting cases 140
Status
case 151
procedure 134
work item 75
Step 3
Sub-case
number 203
version/status option 248
Sub-procedures 138
viewing case history 188
Supervisors, work queue 46
support, contacting xii
Suspended case, reactivating 211
Suspending a case 209
SW_DATE 91
SW_NA 89, 160
System administrator authority 46, 223, 225
System Fields
available for filtering cases 169
available for filtering work items 97
available for sorting cases 175
available for sorting work items 105
T
Task bar 10
technical support xii
Templates, case history 199
Test work queue 37
Text data type 87, 158
Threshold 78, 152, 236, 237
TIBCO
Business Studio 3
iProcess Engine 2
Index 255
|
Time
data type 87, 159
fields 208
format when filtering 90, 161
picker 208
Timeout, session 29
Tool-tip help 23
Trigger event function 219
Type ahead 13
U
Undo button 117
Unlocking work item 117
Unopened work item flag 68, 98, 105
Unreleased status 134
Urgent work item flag 68, 99, 105
Usage URL 217
User
access profiles 24
administration 250
name 26
options 227
Work item 4
data 204
deadlines 120
filtering 78
finding 72
forwarding 118
keeping 116
list 62
auto-refresh 74
refreshing 74
opening/locking 109
multiple times 113
outstanding 201
processing 109
releasing 116
sorting 100
status 75
unlocking 117
Work queue 4
access 35
list 34
sorting 44
loading chart 41
parameter fields, filtering on 82
supervisors 46
V
Versions, procedure 136
W
where field 12
Wild card characters 73, 88, 160, 194
Withdrawals 121
Withdrawn status 134
TIBCO iProcess Workspace (Browser) User’s Guide
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