IBM FileNet P8 Prerequisite Skills 4.5 – Unit 1

Lesson 1: Why using FileNet P8

IBM FileNet P8 Prerequisite Skills 4.5 Introduction to IBM FileNet P8 Currently in of 4 lessons Lessons in this unit This unit has four lessons. After the first lesson, each lesson relies on information and skills taught in the prior lessons. For best results, do these lessons in the sequence presented. Why use IBM FileNet P8? – In this lesson, you build a high-level understanding of how the IBM FileNet P8 Platform system can support the business activities and goals of your organization. What is IBM FileNet P8? – In this lesson, you identify the key components of the IBM FileNet P8 Platform and also identify their functions. Start using FileNet P8 with Workplace – In this lesson, you begin to use Workplace, a built-in FileNet P8 application for business users.

Change your user preferences for Workplace – In this lesson, you modify your Workplace user interface (UI) so that it presents you with the information and tools you most frequently use in your work.

A powerful systems framework The IBM FileNet P8 platform is based on industry standards, such as J2EE and XML Web Services, in order to enable organizations to maximize their investments in their existing, corporate IT environments. IBM FileNet P8 provides an extensive collection of development tools to support J2EE and .NET developers and organizations moving to a Service Oriented Architecture (SOA). IBM FileNet P8 also provides a powerful set of capabilities for integrating with desktop and packaged applications, content repositories, and legacy systems. FileNet P8 supports the leading storage vendors and their hardware and software offerings over all popular media types. The IBM FileNet P8 platform uses an advanced object model that manages the relationship between content objects, security profiles, lifecycle information, processes, and external data. In addition, FileNet P8 provides a highly scalable content repository that handles billions of objects and hundreds of thousands of users. The advanced security services and native LDAP support of FileNet P8 provide identity management, multilayered security, and object security to protect sensitive business information from unauthorized access. Authentication with industry-leading LDAP directory servers means that user and group information is managed and maintained in the corporate security infrastructure. IBM FileNet P8 can track all content and process events and transactions, and can provide the audit history needed for compliance and security management.

Satisfying enterprise-wide business requirements with IBM FileNet P8 IBM FileNet P8 is the first unified content, process, and compliance platform for enterprises. FileNet P8 is used by thousands of leading organizations and government agencies seeking to capture, store, and manage content, streamline business processes, and ensure compliance. Manage content - Wherever information resides and in whatever format, FileNet P8 provides instant access to information to aid decision-making. You can manage and control images, digital content, Web content, records, forms, and e-mails in a secure and highly scalable environment. Streamline processes - Processes involve people, business systems, and content. With FileNet P8, all three components work together in an automated environment that maximizes business performance and increases competitive advantage. Ensure compliance – Meet regulations by managing your organization's digital content, e-mail messages, images, Web content, records, forms, and the business processes that drive your decisions.

Risk management and compliance IBM FileNet P8 is the foundation for the award-winning IBM FileNet Records Manager. Corporations and government agencies deploy Records Manager to control use and access to business relevant data, protect and authorize content access, and enforce the lifecycle dictated by business and legal authorities. Records Manager ensures that only users with the proper level of security can access critical business content. By using the advanced security, comprehensive auditing, events, lifecycle management, and workflow capabilities of the FileNet P8 platform, Records Manager ensures that organizations stay in compliance with existing and new regulations. Manage growing volume of information and processes The Content Engine, a key component of IBM FileNet P8, securely and reliably manages a full range of data, business-critical information, and processes. It is an object-oriented, metadata repository that provides maximum flexibility in setting up document and folder classes and many content storage options. Customers design content properties to easily model their business, determine appropriate processing for information, and respond to changes. Increased business agility and responsiveness

The IBM FileNet P8 platform has a unique and powerful capability to make content active. Active Content allows the content infrastructure to respond immediately to changing business needs. Business transactions can trigger content actions, thereby increasing the overall responsiveness and agility of business operations. FileNet P8 provides predefined events for common document operations, and custom events can be created. Content events can start new processes or interact with live processes, and increase business agility. Real-time performance and system monitoring IBM FileNet P8 provides a comprehensive set of system and performance monitoring features, including integration with leading Enterprise System Management tools. These monitoring features enable system administrators and data center operators to view a FileNet P8 system in real time and identify and minimize potential problems. FileNet P8 also supports the leading clustering, high-availability, and disaster recovery products to ensure that organizations can meet their service-level agreements.

Financial services In a market with an unprecedented number of competitors, mortgage lenders are struggling to differentiate themselves by offering the fastest approvals, the

broadest line of products, and the most customer-centric culture. FileNet P8 core capabilities include process management, content management, information routing, and rules-based decision making. This combination is ideally suited to help mortgage lenders achieve process improvements and gain real business results. For example, a FileNet P8 solution addresses every step in the mortgage lending process from point of sale to remarketing the loan. This capability enables automation of each activity, including the receipt of faxes, data input, and the enforcement of event deadlines. Customized rules can be created to mimic human decision making, helping to speed loan packages through the process and minimizing exception-handling situations. Government With an IBM FileNet P8 solution, departments of taxation and revenue can process incoming tax returns faster, automate the activities of return processing, and enable employees to spend more time helping taxpayers with their requests. Insurance With IBM FileNet P8, insurance quotes can be offered using the Internet in real time, and carriers can accept applications electronically from customers, agents, and brokers. Customers can check the status of their applications and easily manage their accounts using the Internet. Use of FileNet P8 can reduce cycle times, reduce costs, and improve overall customer satisfaction. For example, FileNet P8 used for claims processing allows customers to conveniently submit claims using the Internet and automatically forward claims to the appropriate representative so that the claims can be quickly settled. Manufacturing Using an IBM FileNet P8 solution, manufacturing organizations can securely manage engineering, operations, safety, and quality documentation, and can control access to these documents.

Functions of core components Application Engine The Application Engine is the IBM FileNet P8 component that hosts the Workplace Web application, Workplace Java applets, and application development tools. It is the presentation layer for both process and content functionality. The Application Engine protects the user credentials passed between Workplace and the Content Engine and can also provide Secure Sockets Layer (SSL) security if configured for SSL. Content Engine The Content Engine is designed to handle the heavy demands of a large enterprise. It can manage enterprise-wide workflow objects, custom objects, and documents with powerful and easy-to-use administration tools. An administrator uses these tools to create and manage the classes, properties, storage, and metadata that form the foundation of an Enterprise Content Management (ECM) system. Process Engine

The Process Engine software manages all aspects of business processes (also called workflows), such as process execution, process routing, rules management, process simulation and modeling, and workflow analysis. Process Engine components allow you to create, modify, and manage workflows implemented by applications, enterprise users, or external users (such as partners and customers). Workplace application Workplace is a built-in application that provides end users with customized access to Content Engine information (called objects) and Process Engine workflow information. The Workplace UI presents the Workplace functionality to business users.

Glossary definition of object The glossary definition of an object in the IBM FileNet P8 Help is "The programmatic definition of an entity such as a folder or document. An object has properties, methods, and events (which trigger actions)." Object components

Objects typically contain content, or electronic files, such as documents, folders, or business objects. Some business objects do not contain a data file. These objects contain only characteristics and procedures. Objects always contain properties and procedures (also called methods and events). These object characteristics are called "metadata" or "properties. "

The object store database An object store is a database repository for storing objects (such as documents, folders, and business objects). The object store also maintains references to the storage locations of the object content files. These location references are stored in the object store database along with the other object characteristics. Every object store has a database. Location of object content The content of objects in the object store can be located in the following: * The object store database (a database storage area) * A file storage area

* A fixed content device The file storage areas or fixed content devices are optional, and are associated with the object store. Object store diagrams The first diagram shows an object store that consists of a database. The middle diagram shows an object store that consists of a database and a file storage area. The third diagram shows an object store that consists of a database and a fixed content device. Definition: File storage area A file storage area contains document content in a hierarchy of folders on a local or shared network drive that is accessible by the Content Engine server. Definition: Fixed content device A third-party hardware and software solution for storing document content. Access to object stores Access to object stores is controlled by security. Therefore, you see only the object stores that you have been given access to. FileNet P8 applications, such as Workplace, use object stores to access and manage objects. Users access the object store through Workplace or custom applications in order to perform business tasks, such as creating documents, searching through folders for a particular document, retrieving documents, and storing documents.

BM FileNet P8 platform The IBM FileNet P8 platform consists of FileNet P8 components and third-party components. All these components work together to provide the functionality for all solutions built on a FileNet P8 system. The FileNet P8 platform provides interoperability with the widest selection of database, operating system, storage, security, and Web-server environments in the industry. The high-level, architecture diagram above represents all the required components of the IBM FileNet P8 platform. The Content Engine is hosted by the Web application server. The Content Engine communicates with the Directory Service, with an RDBMS, and with multiple objects stores. Each object store contains a database and optionally, a file storage area or a fixed content device or both. The Process Engine communicates with its own RDBMS and with the Content Engine through its Web application server in order to communicate with the Directory Service. Another Web application server hosts the Application Engine, which communicates with both the Content Engine and the Process Engine. The Application Engine hosts the FileNet Workplace application, which uses the Internet or an intranet to communicate with the Web browser that hosts the Workplace UI for the user. Third-party components in IBM FileNet P8

A FileNet P8 system can include many third-party components, but some of these third-party components are required in order to run a FileNet P8 system. These required components include application servers, an RDBMS for database management, Web browsers, the Internet or an intranet, and an LDAP-based directory service. Functions of third-party components Application server – Handles all application operations between users and back-end business applications and databases. Hosts the Application Engine and the Content Engine. Handles communication with the Directory Service for authentication. Databases – The RBDMS includes databases, which are third-party components. Directory service – Manages users and groups in an enterprise. A FileNet P8 system communicates with the directory service when the FileNet P8 system needs to verify a user's or group's identity (such as for user sign-on) and when a software operation checks which users and groups can access FileNet P8 resources. File Storage Area – This mass storage is provided by a distributed file system or by a Windows NTFS file system. These file systems are third-party components. Fixed Content Device – This is a third-party component. Internet or intranet – Connects computers with FileNet P8 components. RDBMS – A relational database management system. Manages the databases used by the object stores of the Content Engine and the databases used by the Process Engine. Web browser – Hosts the Workplace UI.

Workplace speeds deployment FileNet Workplace is a Web client that is easily tailored to the needs of your organization.

Workplace has a zero footprint. That is, no Workplace programs are installed on the client. Performance is handled by the server, and no Workplace installation is needed on the machines used by the users. Workplace maximizes productivity FileNet Workplace maximizes productivity by providing the following: * Templates for content entry, publishing, and searching * Context-driven menus * Portal-like views * Shortcuts and bookmarks As a result, Workplace also minimizes the need for user training. Workplace user account Access to a FileNet P8 system requires a user account in the LDAP-based Directory Service that is used to authenticate users on the system. Language display options in Workplace FileNet Workplace is available in a variety of languages. The site administrator sets the language used for the field labels and messages. Workplace also provides a multiformat image viewer. Multiple Workplace applications Your organization can run multiple Workplace applications on its FileNet P8 system. Each Workplace applications has its own URL.

Using the Browse view In the Browse view, you can find objects by navigating a hierarchy of object stores and folders. Using the Shortcuts view The Shortcuts view provides quick links to items that you use frequently, such as a specific folder in Browse, a specific search template, and entry templates. You define the shortcuts listed for your own Workplace account. Using the Search view The Search view helps you find objects by filling in search criteria fields or by running a search template. Search templates can search across object stores. Using the Author view The Author primary view consists of General Tools and Advanced Tools. The General Tools view provides access to wizards for the following: * Adding new documents, new custom objects, or new folders * Managing document checkouts * Downloading Application Integration

The Advanced Tools view in the Author page provides access to creating publishing templates, stored searches, search templates, entry templates, workflow definitions and subscriptions, and security policies. You can also have access to process-related tools, such as Process Designer, Workflow Subscription Wizard, Process Simulation Designer, and Process Simulation Console. Using the Tasks view The Tasks view provides access to workflows and work items that you have permission to view or work on. View access allows you to access the current step for each task and its status and to see when it was received. If the step has been assigned to you, you open the step and complete it. Using the Admin view The Admin view provides tools for administrators to configure Workplace. The Admin link is displayed only if you have appropriate access rights. Using the My Workplace view The My Workplace view provides a portal view to several Workplace pages at one time. The My Workplace view can also include a portlet for external Web sites. Workplace users create their own pages. You are going to learn how to create one of these pages in the next lesson, "Change your user preferences for Workplace. "

Notes User-defined information is always shown. System-defined information can be hidden. You can toggle the view of system information. The system information cannot be edited.

Sign in to FileNet Workplace This diagram illustrates a FileNet Workplace user signing in to the FileNet P8 system. This process is described from a high level. The details of the authentication process depend on the types of Application Server and Authentication Provider used and on the configuration of the FileNet P8 system. (Reminder: Workplace Application in this diagram represents either Workplace or Workplace XT.) 1. Workplace sign-in is done in a Web browser. In the Workplace Sign In window, the user enters the name and password for his FileNet P8 account, and the account information is sent to the Workplace Application. 2. The Workplace Application sends the user's credentials to the Content Engine for authentication. 3. The Content Engine uses its Application Server to communicate with the Authentication Provider and then authenticates the user. The Content Engine returns the certification to the Workplace Application. 4. If the user can sign in, the Content Engine communicates with the Authentication Provider to retrieve the user's group membership information.

5. The Content Engine and the Process Engine use the group information to identify the content and process information that the user can access (authorization). 6. The Workplace Application builds the home page with the content and process information that the user has been authorized to access. The Workplace Application sends the home page to the Workplace UI, which displays the page to the user.

Both you and your administrator can alter what the Workplace interface displays to you. Alter the Workplace display in order to facilitate your access to the key tools and information that you use for your work.

Settings on multiple Workplace applications Organizations can run multiple Workplace applications on FileNet P8 systems, and some employees might work with two or more of these applications. If you work with multiple Workplace applications, you can individualize the personal settings for each Workplace application that you use. These settings do not carry over from one application to another.

Focus on folder shortcuts In this lesson, you create folder shortcuts. You work with folder shortcuts the same way that you work with the other shortcut types. You are going to work with searches and entry templates later in the Manage Content unit of this course. You can learn about online forms from other ECM Education courses from IBM.

Effects of shortcut options The Show Group option is the default setting, and results in a list of the shortcut groups in the navigation pane under the Shortcuts link. When you select Show Each Shortcut, the individual shortcuts are listed in the navigation pane instead of the shortcut group name. The Shortcuts view remains permanently expanded until another view option is set in User Preferences. When you select Hide for a shortcut group, the group is no longer listed in the navigation pane. As a result, you cannot select or use shortcuts in that group until you change the view option for that group in User Preferences.

Portlet appearance Portlets appear in Web pages as small, resizable windows that display current information or available links. There are often two or more portlets on a page. Purpose of a Workplace page In the standard Workplace pages, you can see only one page at a time, for example the Author page. The My Workplace portal can display several Workplace tools on a single page. Thus, you could quickly view items in your Inbox, browse an object store, review search results, review the list of your active launched workflows, review the list of work items in a specific public inbox, and see the Author tools all at the same time. Note: You are going to learn about searches and Author tools in the Manage Content unit of this course. You are going to learn about My Inbox, workflows, and work items in the Process Management unit of this course.

Sample page description The sample My Workplace page shown has two columns. There are three Browse portlets in the left column. The two Browse portlets at the top access different folders on the same object store (Development) on the course image. The bottom Browse portlet accesses a folder on another object store (Sales) on the course image. The right-hand column consists of an Authoring portlet, a QuickSearch portlet, and an External URL portlet. The Authoring portlet lists the following tools: Add Document, Add Document using Template, Check In Document, Cancel Check Out, Add Folder, Add Folder using Template. The QuickSearch portlet is named Search for Models and is shown with default search criteria (Search in the Accounting object store, 100 maximum results at a time). The External URL portlet is named Check the Weather. This portlet links to a page on the image that is external to the FileNet P8 system since the course image is not configured to access the Internet.

Steps to create a page 1. Name and describe the page. 2. Determine the width of the left column on the page. If you enter 100 as the left column width, the page has only one column. 3. Select the portlets for the page and give them custom labels if you wish. (It is helpful to use custom labels in order to distinguish between portlets of the same type.) 4. Place the portlets in the left and right columns and sequence them within the columns.

About configuring portlets You have many choices when configuring the portlets on a My Workplace page. You configure each portlet separately. For example, you can assign each portlet a custom name. You can configure five browse portlets, each accessing a different folder. You can configure one portlet to display ten items, and another portlet to display four items. You must configure some portlet types before they display links or information. For example, you must select the object store and folder in a search portlet before items are listed within the portlet. You can also modify portlet configuration, and rename, delete, or add portlets. Portlet icon images The Help portlet icon shows a question mark. The Edit portlet icon shows a pencil. The Maximize portlet icon shows a box outline like a window. The Minimize portlet icon shows a thick line.

IBM FileNet P8 Prerequisite Skills 4.5 – Unit 2

This unit has six lessons. Each lesson relies on information and skills taught in the prior

lessons. For best results, do these lessons in the sequence presented.

Add content to FileNet P8 – In this lesson, you learn about FileNet P8 content, and you add

content and view the information associated with a piece of content.

Standardize content entry – In this lesson, you customize the Add Document wizard with

preset values in order to create a tool for adding content called an "entry template. " You

then add content using the entry template.

Search for content – In this lesson, you configure your default search settings, search for a

document using its associated information, and customize the display of your search results.

View content – In this lesson, you view different types of content, using FileNet P8 tools

and applications on your local machine. You also create annotations for an image file.

Work with document versions – In this lesson, you set the document version as major or

minor when you add or check in a document. You promote and demote versions, and you

view and delete document versions.

Work with document actions – In this lesson, you file and unfile a document, select

multiple documents and perform an action on them, and view a hyperlink for a document.

Content access for decision making

In large organizations, thousands of decisions are made daily. These decisions require

accurate and current information. The information used to make these decisions often exists

in multiple formats scattered across the organization. Typically, this information is created

by multiple applications, which often have these limiting characteristics:

* Are available only to business users performing business tasks supported by the

application.

* Store content in multiple repositories.

* Run on a variety of platforms and operating systems.

As a result, knowledge workers can spend up to 50 percent of their time looking for needed

information.

The FileNet Content Engine is the FileNet P8 platform component that manages multiple

content types and volumes of information, securely and reliably. Each organization can use

the Content Engine to customize content types, properties, and storage options in order to

support business activities more efficiently. In addition, content security, access, and

identification are tailored for business users in support of their work tasks. Therefore,

business users spend minimal time locating needed information, and spend more time

handling their work and its related decisions.

Example: Customer information is created in a way that makes all of a customer's contracts,

e-mails, and account information immediately accessible. The employee easily finds the

customer's information and focuses on managing the customer relationship instead of

looking for missing information. All departments that work with this customer have access

to the information they need. View, create, and modify access is tailored to the job tasks of

each job function that supports the customer or works with the customer's information.

All content types accessible

In FileNet P8 systems, "content" refers to the complete range of information types and

formats that can be stored, accessed, and managed with a FileNet P8 system. Therefore, all

of an organization's information assets are accessible from an enterprise-wide FileNet P8

system.

FileNet P8 content attributes

A significant difference between FileNet P8 content and content on other systems is the set

of attributes that FileNet P8 stores with each piece of content. This associated information

is tailored to serve business needs and greatly increases the efficiency of securing, finding,

and working with content.

FileNet P8 object types

All content in FileNet P8 is stored as an object type. There are various object types, and

each type has its own set of functional characteristics and information. Folders and

documents are FileNet P8 object types.

What is a document?

A document in FileNet P8 is an object type that can have both content (usually a file) and

associated descriptive information (properties). Documents can be located (contained) in

FileNet P8 folders, but they do not have to be. Each document has associated security for

viewing, modifying, and deleting the document or its properties.

What is a folder?

A FileNet P8 folder functions as a container for other folders and object types, such as

documents. Each folder can contain any number of folders, which can contain other folders

and other content objects. This nesting is called a folder hierarchy. Each folder also has

associated properties and security for viewing, modifying, and deleting the folder or its

properties.

What is a property?

Each piece of descriptive information that is associated with a FileNet P8 object is called a

property. All FileNet P8 objects have properties generated by the system, such as creation

date and time, and properties that are specified by a user, such as name or description. In

order to quickly locate the needed content, users can run automated searches for content

using system and user-defined properties.

Class

A class is a template that defines the properties and behavior (called attributes) of its

objects. All Content Engine objects belong to a specific class. The attributes of an object

are determined by its object class. All objects in the same class have the same set of

properties. The objects in a class have the same values for some properties and different

values for one or more properties.

Example: The Product class has properties for product identification, model code, and

style. When a new document of the Product class is added to the Content Engine, the user

assigns specific values to these properties.

Class hierarchy

Classes in the Content Engine are organized in a hierarchical structure. The class at the top

of the hierarchy is called a superclass or parent class. (Document and Folder are

superclasses.) The lower classes are called subclasses or child classes. A child class inherits

attributes from its parent classes and also contains additional properties that facilitate how

the content objects of that class are processed in daily business. A hierarchy can have

several levels.

Example: The MarketingDocument class has these child classes: NewProductBrochure,

SpecDataSheet, and WhitePaper.

Inheritance

The automatic inheritance of class properties eliminates the need to repeatedly add the

same properties to class definitions. Instead, you define common characteristics at a high

level in the class hierarchy because these common characteristics are automatically passed

to the lower level classes. Each child class extends its parent class attributes by adding its

own specific data and procedures.

Example: Each of the child classes of the MarketingDocument class inherits the

properties for Author, MarketDocSubject, and MarketingProject. In addition, each child

class has unique properties needed for its business usage. For example, the

NewProductBrochure class has MarketProductType as an additional property, and the

SpecDataSheet class has TechnicalReleaseVersion as an additional property.

Add a folder from Workplace

This diagram shows what happens when a user adds a folder using the Add Folder wizard.

1. The user opens the Add Folder wizard from the Author > General Tools page in

Workplace.

2. The Application Engine retrieves from the Content Engine a list of the object stores

that the user can access.

Note: If the user opens the Add Folder wizard from a folder rather than from the

General Tools page, step 2 has already occurred.

3. Workplace displays the Select Parent page to the user, listing the object stores the

user can access.

4. The user selects an object store and browses to the folder where he wants to add the

new folder.

5. Workplace assembles the Set Properties page, based on the default Folder class, and

displays it to the user.

6. The user accepts the folder class or changes it. (If the user changes the folder class,

the Application Engine retrieves the properties of the new class from the Content

Engine and Workplace displays them.)

7. The user enters the folder name (and other property values if they exist in the folder

class).

8. Workplace displays the Set Security page, which displays the default security of the

folder.

9. The user accepts the default security or modifies the folder security and completes

the wizard. (If the user adds users or groups, the Content Engine retrieves the list of

available users and groups from the Directory Service.)

10. Workplace sends the folder location, name, and security settings to the Content

Engine.

11. The Content Engine creates the folder with its properties by updating the object

store database.

Add a document from Workplace

This diagram shows what happens when a user adds a document using the Add Document

wizard.

1. The user opens the Add Document wizard from the Author > General Tools page in

Workplace.

2. The Application Engine retrieves from the Content Engine a list of the object stores

that the user can access.

3. Workplace displays the Select Folder page to the user, listing the object stores that

the user can access.

4. The user selects an object store and browses to the folder where he wants to add the

document.

Note: If the user opens the wizard from a folder rather than from the General Tools

page, steps 2 to 4 have already occurred.

5. After the target folder for the document has been specified, the Content Engine

determines if the user has permission to add documents to that folder. If the user

does not have permission to add documents to the folder, a message is displayed

and the wizard is terminated.

6. If the user has permission to add documents to the specified folder, Workplace next

displays the Set Properties page.

7. The user accepts the document class or changes it. If the user changes the class, the

Application Engine retrieves the properties of the new class from the Content

Engine and Workplace displays them.

8. The user enters the document name and other property values as applicable.

9. Workplace next displays the Set Security page, which is used to set security on the

document.

10. The user can accept the default security or modify the document security. (If the

user adds users or groups, the Content Engine retrieves the list of available users

and groups from the Directory Service.)

11. Workplace displays the Select File page.

12. The user selects the type of file (local, external, or none), adds the needed

information, and completes the wizard.

13. Workplace sends the information collected from the wizard (and the contents of the

file to add, if applicable) to the Content Engine.

14. The Content Engine creates the document by adding the document properties to the

object store database and saving the file content in the

View document properties from Workplace

This diagram shows what happens when a user views document properties.

1. For a "list view" page in Workplace (either on a Browse page or a search results

page), the Content Engine returns only those documents for which the user is

authorized to at least view the properties.

2. In Workplace, the user locates a document and clicks its Get Info icon.

3. The Application Engine retrieves the document property information from the

Content Engine (from the object store database) and passes the information back to

Workplace.

4. The Workplace application displays the Information > Properties page to the user.

5. In the Workplace UI, the user can toggle the display of system properties on or off.

6. In the Workplace UI, the user can click Security under Information in the left pane

to view the document security settings. Other types of pages are available from the

Get Info page as well by clicking the appropriate category in the Information

section.

Entry templates are powerful tools for standardizing how content is added to a FileNet P8

system.

This lesson introduces how to use entry templates in order to simplify and standardize

content entry.

Content standardization for accurate information

In large organizations, thousands of decisions are made daily. These decisions require

accurate and current information. When content entry is standardized, adding information

correctly and consistently is enforced. As a result, employees can easily locate information

without delay to correct it or complete it, which enables employees to focus on processing

the information and making decisions.

Entry templates enforce the entry of required information, provide values that are tailored

to the work being done, and provide examples for the information added by the business

user. When a value that is supplied by the entry template needs to be changed, the default

value serves as an example for the type of information needed and the format for that

information.

Entry templates also reduce the number of user entry errors by providing predefined values.

As a result, entry templates save time for users who access and work with the content:

• Business users are able to find the content where it is supposed to be located.

• The content has fewer property errors.

Entry template types Entry templates for adding documents are customized representations of the Add Document

wizard.

Entry templates for adding folders are customized representations of the Add Folder

wizard.

Entry templates for adding custom objects are customized representations of the Add

Custom Object wizard.

Each entry template type has an identifying icon, a square rule over the bottom corner of

the object type icon.

Note: Entry templates are a subclass of the Document class and therefore are versionable.

See the lesson called "Work with Document Versions" for more information about

versions.

Entry template creation To create an entry template in Workplace, do the following:

1. Predefine some of the information for the content being added with it. Select the

values to be displayed to the user or skipped when the entry template is used. When

the entry template is used, preset values that were hidden are automatically assigned

to the content that is added using the entry template, and preset values that are

shown and set as editable can be modified by the user.

2. Select the pages to be displayed to the user or skipped when the entry template is

used. When the entry template is used, the user bypasses the hidden pages and

works with only the displayed pages of the Add Document Wizard.

3. Select the object store and folder where the entry template is to be stored.

4. Name the entry template, enter a description of its function and preset values, and

set the security for it.

Entry template usage To use an entry template in Workplace, do the following:

1. Navigate to its folder location and click the entry template name, or click the name

of a shortcut to the entry template.

2. Follow and complete the wizard, entering values specific to the content.

Security and the Entry Template Designer

• Creation of entry templates requires access to the Advanced Tools page in Author

view.

• An administrator often creates entry templates.

• Users can view the system properties of the entry templates to see who created

them.

Wizard sections The Entry Template Designer walks you through a series of steps that are

listed in the left pane. These steps are grouped into three sections:

• Define Template (with steps Select Folder, Set Properties, Set Security)

• Define Workflow (with steps Select Workflow, Set Properties)

• Save Template (with steps Select Folder, Set Properties, Set Security)

Notice that the steps in the Define Template section are the same as the steps in the Save

Template section. The same steps are needed because the same type of information is

needed for the entry template and for the content that is going to be added with the entry

template. The Define Template section defines the defaults for the item that the entry

template is going to add. The Save Template section defines the entry template's name,

location, and security. As you create an entry template, remember the function of each

section and follow these recommendations to avoid errors:

• Do not specify the location of the content added by the entry template as the

location of the entry template itself, and vice versa.

• Do not specify the name of the entry template as the name of the content added

using the entry template, and vice versa.

Tips

• If you create an entry template and cannot find it in the folder where you expect to

find it, look for it in the folder where you think you specified adding the content.

• If you add content with an entry template and cannot find the content in the folder

where you expect to find the content, look for the content in the folder where the

entry template is located.

Required security To use an entry template, you must have permission to access to the entry template itself, as

well as the object store and folder locations to which the content will be added. For

example, if you do not have permission to file documents in the folder specified in an entry

template, the add process fails.

Usage example Use an entry template to add a customer application. The application class properties,

location, and security have been preset for you in the entry template. Open the entry

template, enter the customer's name, and select the file.

Tip To have a file name automatically inserted as the property value for a new document,

specify the {FILENAME} string (a macro) as a property value (Document Title, for

example) in a document entry template. When a document is added to the object store using

that entry template, the user does not have to manually enter the file name.

Create a document entry template

This diagram shows what happens when a user creates a document entry template.

1. From the Author > Advanced Tools page in Workplace, the user clicks Add Entry

Template, which starts the wizard.

Workplace displays the Select Type page of the wizard to the browser.

The user selects the Document Entry Template.

2. The list of object stores is retrieved from the Content Engine, and the Workplace

application returns the Define Template > Select Folder page of the wizard to the

browser.

3. The user specifies the object store and folder location in which items added by the

entry template are stored by default.

(The Workplace application gets the list of folders the user has rights to see from

the Content Engine.)

4. The user selects whether to hide or show the Select Folder page, and whether to

restrict additions to the selected folder and its subfolders or not.

The Workplace application returns the Define Template > Set Properties page of the

wizard to the browser.

5. The user can select a document class using the Change Class option. If the user

selects a document class different from the default, the properties of that document

class are retrieved from the Content Engine and the Set Properties page changes

accordingly.

The wizard presents the list of properties associated with the selected document

class, with options for access level and default values.

6. The user indicates required user entries, enters default values, and sets the access

level (Editable, Read Only, Hide, Hide/Editable) for each value. The user can also

select to hide or show the properties page, and set other processing values as

desired.

The Workplace application returns the next page of the wizard, which is the security

page.

7. The user enters the default security settings to use for the documents that are added

with the entry template and selects whether to show or hide the security page. (If the

security page is shown, the document security can be modified when the entry

template is used.)

If users or groups are to be added to the default security, the list of potential users

and groups is retrieved from the directory service.

8. The Workplace application sends the Define Workflow > Select Workflow page of

the wizard to the browser. The user skips this page when creating an entry template

without an associated workflow.

The Workplace application sends the Define Workflow > Set properties page of the

wizard to the browser.

The user also skips this page when creating an entry template without an associated

workflow.

9. The list of object stores and folders is retrieved from the Content Engine.

10. Workplace assembles the list of object stores and folders the user has rights to view

and returns the Save Template > Select Folder page of the wizard to the browser.

11. The user browses to the object store and folder location where the entry template

itself will be saved. Workplace returns the Save Template > Set Properties page of

the wizard to the browser.

12. The user enters a name and description for the entry template.

The Workplace application returns the Save Template > Set Security page of the

wizard to the browser.

13. The user enters the security settings for the entry template itself.

If additional users or groups beyond the system defaults are specified, the list of

potential users and groups is retrieved from the directory service.

14. The user completes the wizard.

Workplace returns the entry template name and security settings back to the Content

Engine.

The Content Engine creates an entry template object with the specified properties,

updating the object store database.

Add a document using an entry template

This diagram shows what happens when a user adds a document using an entry template.

1. In Workplace, the user navigates to the object store and folder location containing

the entry template.

The user clicks the entry template name, which launches the wizard.

Workplace returns the first page of the wizard to the browser.

2. The user browses within the wizard to the location where the document is to be

added.

The list of object stores and folders is retrieved from the Content Engine.

Workplace returns the list of object stores and folders the user has rights to view.

3. The user selects the document class. In this case, he accepts the default Document

class by not selecting another class.

The properties of the document class are retrieved from the Content Engine.

The wizard presents the list of properties associated with that class in the browser.

4. The user enters the required property values and optional values if desired.

Workplace returns the next page of the wizard, which is the security page.

5. The user enters the security settings for the document.

The default security is presented, and it can be modified. If additional users or

groups are to be specified, the list of potential users and groups is retrieved from the

directory service.

6. Workplace returns the next page of the wizard, and the user identifies the content to

be associated with this document. Typically the content is a file in the user's file

system, which the user selects.

7. Workplace returns the next page, and the user completes the wizard.

8. Workplace returns the specified document name and security settings back to the

Content Engine.

The Content Engine creates a document object with the specified properties by

updating the object store database, and the content is uploaded to the object store.

To be useful, documents stored in an IBM FileNet P8 system must be readily available to

workers who need access to them in order to perform their job tasks. Doing a search for

documents is one of the most common ways to get to a needed document.

This lesson introduces searching for documents using FileNet P8 Workplace.

Content in a FileNet system can be massive. The documents might be filed or unfiled, and

they can be of many types. As a business user, you need to access a few of these types

regularly. Use an IBM FileNet P8 search for quick retrieval of content using criteria to

retrieve just the relevant documents from the huge volume of documents stored in the

system.

The first item that must be determined in a search is which object store is going to be

searched. A user can search only object stores that they have access to.

A property-based search condition contains these three elements:

1. Property name – Determines which property is going to be looked at when doing

the search. Each object store has its own set of defined properties, and only those

properties are displayed in the interface when you are creating a search condition.

2. Operator – Determines the role that the specified search value will have in the

search. For example, the operator might be "equals" or "contains". The list of

available operators changes depending on the property selected. For example, an

integer property cannot use the "contains"operator.

3. Value – Specifies what to use as the reference point in the search. For example, if an

integer type property is specified along with the "equals"operator, only those objects

that have the property value equal to that specified in the search condition are

returned.

Property-based search conditions can be combined using the logical AND and OR

operators to make a search more specific and useful.

The Search page of Workplace is one of the user interfaces that the FileNet P8 system

provides for doing searches. You can also browse for and initiate stored searches and

search templates that are saved in object stores that you have access to. Administrators have

additional search capabilities.

The ability to search for and use custom objects through Workplace is an option that an

administrator can enable or disable.

Setting default search criteria By default, the Simple Search page provides basic searching capability based on the

document title and some additional criteria based on system properties. For example, you

can select to have the search return only documents that were added by you.

To customize the Simple Search page, either click Modify on the Simple Search page or by

change the user preferences.

If you are doing a lot of searches, particularly if you perform one search frequently,

customize the Simple Search page so that it presents the most frequently used search by

default.

Using search templates To use any search template that you have access to, click Use Search Template and select

an object store. Under the object store name, the list of the search templates that you have

permission to access is displayed. These templates have been created by an administrator,

application designer, or search designer. You can specify any of these as the default search

template. To cause a specific search template to be displayed by default when you go to the

Search page, change the setting on the User Preferences page.

You can specify a different set of search criteria to appear on the Simple Search page for

each object store that you have access to. To get to the search criteria for a different object

store from the one specified by default, click Change Search In and choose the desired

object store. From there, you can define the search criteria to be used by default for that

object store. To make these changes take effect the next time you specify that object store

on the Simple Search page, click Set as Default Search In.

The default object store (and its associated search criteria) can be easily changed by

clicking Change Search In on the Simple Search page.

Preferences > Search > General On the General page of the Search preferences, specify whether to show the Simple Search

page or a specified search template by default, which object store to start searching in, and

whether to search for documents, folders, or custom objects by default.

Preferences > Search > Document On the Document page of the Search preferences, set up the search criteria to be used on

the Simple Search page for the selected object store. You can specify the folder to start

searching, the document class or subclass to filter on, and the maximum number of results

to display. The Folders and Custom Objects pages of the Search preferences contain similar

settings.

When a search is executed, only those objects that the user has access rights to see are

returned.

The settings in User Preferences specify which property is going to be used to sort the list

of returned items. To sort the results by a different property, click the column header for the

desired property.

The settings in User Preferences also specify the maximum number of items that can be

returned by a search. This limitation prevents a search that is too broad from consuming too

many system resources. This value needs to be set to a number that is reasonably small, but

large enough to return all the expected items.

Search for documents using a property-based search This diagram shows what happens when a user does a property-based search for

documents.

1. The user enters property-based search criteria on the Search page in Workplace or

opens a search template or stored search to begin a property-based search.

2. The search criteria are passed to the Content Engine.

3. The Content Engine turns the search request into a query statement and sends that to

the object store database as a request looking for entries that match the search

criteria.

4. The database returns a set of records that matches the search criteria to the Content

Engine. Only the metadata (properties) for the matching documents are returned.

The actual content is not returned until the specific document is requested to be

opened or downloaded by the user.

5. The Content Engine filters the results based on what the user is authorized to see.

Only those documents that the user has access to are passed on to the Workplace

application.

6. The Workplace application formats the results based on user preferences and

settings specified in the search request and sends them to the user's search results

page.

7. When the user selects one or more of the documents from the results page to open

or download, the content of those documents is then retrieved from the object store.

This lesson addresses the different ways to view document content from FileNet P8

Workplace and how to work with annotations on image documents.

Typically, a business uses the contents of documents to help make business decisions, so

you need to know how to view and, in some cases, edit or annotate, documents stored in a

FileNet P8 system. Content in a FileNet P8 system can be any type of file, and different

types of files behave differently when opened.

To access many types of files, the native software used to create the file must be installed

on the local machine in order to open the document. Word processing documents and other

high-end or industry-specific document types (such as CAD documents) are examples.

Other types of documents can be displayed using freely available Web browser plug-ins or

other third-party software such as the Adobe Acrobat reader.

Image files can be opened using the native application or a general-purpose graphics

program. The Workplace Image Viewer can also be used to render many types of images.

This Java viewer has the built-in capability to add and edit annotations associated with the

image document.

The MIME type of a file saved in an object store can be determined at least two ways in

Workplace:

1. When a list of objects is displayed with the icon, hover over the icon and note the

MIME type information that is displayed.

2. Go to the Properties page of the object and select the option to view the System

Properties.

Image Viewer is a Java-based program provided with Workplace and is used to view image

documents stored in an object store. You can view, zoom, magnify, scroll, pan, rotate, print,

and add annotations to image documents.

Image Viewer supports the following file types:

1. TIFF 6.0 (mono FAX Group III, FAX Group IV, Packbits, uncompressed; color—

4-, 8-, and 24-bit—Packbits, uncompressed)

2. BMP (Windows and OS/2, RLE4, RLE8, and RGB/uncompressed)

3. GIF

4. JPEG and JPG

5. COLD

By default, each of these file types opens automatically in Image Viewer. However, your

site administrator can configure these file types to open in other programs.

View a document in Workplace

This diagram shows what happens when a user requests to view a document from

Workplace.

1. The user clicks a document from a "list view" type page in Workplace (either from

the Browse page or a search results page).

2. The request is sent from Workplace to the Content Engine to retrieve the contents of

the document.

3. The Content Engine sends the request to the data base or storage area for the actual

content to be retrieved. (The content can also be in a content cache, but this concept

is beyond the scope of this course.)

4. The content is sent from the database or file storage area back to the Workplace

application.

5. Workplace passes the content to the local machine, where the Web browser and the

operating system determine which application to use to display the content of the

document, based on its MIME type.

Add an annotation to an image document

This diagram shows what happens when a user adds an annotation to an image document

using the Java-based Image Viewer supplied with Workplace.

1. To add annotations using standard Workplace capability, the user must view a

document using the Image Viewer Java applet. The user uses the annotation tools in

the Image Viewer to add annotations to the document.

2. When the user clicks the Save annotation changes button, the request to save the

annotations to the object store database is sent to the Content Engine, where the

access rights to the document are verified. If the user does not have permission to

add annotations to the document, a message is displayed stating that the user does

not have the required permission.

3. If the user does have permission to add annotations to the document, the annotations

are saved in the database. Each individual annotation has its own security access

list, which is maintained by the Content Engine as it is for any other object.

4. The Content Engine sends back confirmation to the Image Viewer that the

annotations have been saved, and the Save annotation changes button is deactivated

until any additional annotation changes are made.

This lesson addresses working with document versions in an IBM FileNet P8 system.

The ability to version is a key part of content management. The documents that you work

with in your business might go through many changes during their lifetimes, and

Workplace provides versioning information to help manage your document content. The

versions of a document provide a history of the changes the document has undergone from

the time it was initially created. Document versions are created when you check out and

check in a document.

Folders and custom objects cannot be versioned.

A document class can be configured to not allow versioning of documents in that class.

Released – A major version, which is generally made available to all users. Only one

version of a document in a given version series can be in the Released state at any given

time. The Released version is the most current checked-in major version of the document.

In Process – A checked-in minor version, which is the most current version of the

document. An In Process document is generally made available to a restricted set of authors

and reviewers and sometimes referred to as a draft. Only one document in a version series

can be In Process at any given time. When a Reservation document is checked in and

becomes the new In Process document, then the previous In Process document becomes

Superseded.

Reservation – A document whose content is currently being edited. When you check out a

document, a Reservation is created with the next minor version number. The reservation

acts as a placeholder for the edited document that you will check in later. The term

"Reservation" is meant to convey that the author who is editing the document has reserved

it. There can be only one Reservation in a version series, because only the current version

can be checked out at a given time. Reservations are always minor versions. Users can save

the Reservation content one or more times before checking it in. (See FileNet P8 User Help

> Workplace > Manage documents > Save a document.)

Superseded – A major or minor version that is no longer the most recent version. A major

Released version becomes Superseded when there is a more recent major Released version.

A minor version becomes Superseded when there is a more recent minor (In Process)

version. There can be many Superseded versions in a version series.

Version Icons – The version icons use a gray document to represent a major version, a

yellow document to represent a minor version, a check mark to represent a checked-out

major version, a yellow document with a red check mark to represent a checked-pout minor

version, and a gray document with pencil to represent a reservation object.

When you check out a document, you always check out the current version. The current

version of a document is the most recent version in the version series.

Check out a document using Workplace

This diagram shows what happens when a user checks out a document from an object store.

1. In Workplace, the user initiates a request to check out a document from an object

store.

2. The Content Engine checks to make sure that the document is not already checked

out and that the user has sufficient access rights to check it out. If the user does not

have permission or if the document is already checked out, a message is displayed

stating that the operation cannot be performed.

3. If the user does have permission and the document is not already checked out, a

placeholder (called a reservation object, which has its own security and property

values) is created in the object store database for the next version of the document,

and the document is marked as being checked out.

4. If the user chooses to download the document at that point, the content is transferred

from the object store through Workplace to the user's workstation as a file that can

be opened or saved locally.

Note: If the user makes any changes to the local copy of the file, the corresponding

document in the object store is not affected. To update the content in the object

store, the document must be checked in, which is described on the next page.

Check in a document using Workplace

This diagram shows what happens when a user checks in a document to an object store.

1. In Workplace, the user initiates a request to check in a document to an object store.

2. Workplace checks with the Content Engine to verify that the document is checked

out. It also gets the document security access list from the Content Engine to verify

that the user has permission to check in the document.

3. If the document is checked out and the user has permission to check it in,

Workplace starts the Check In wizard, and the user can modify any of the properties

on the document, including the document class, title, and security settings.

4. If the user tries to add users or groups to the security access list, the Content Engine

retrieves the list of available users and groups from the Directory Service.

5. The user specifies the source file to use for the content of the new version and

completes the wizard.

6. Workplace sends the updated property values (including security settings) and the

file to use for the new content to the Content Engine.

7. The Content Engine adds the new document version (using the reservation object)

to the object store, updating the object store database and saving the file into the

proper storage area. The document version is updated to either the next major or

minor version, depending upon which option the user selected in the Check In

wizard, and the flag that indicates the document is checked out is cleared.

8. The Workplace UI page is updated to reflect that the document is no longer checked

out and that a new version of the document exists.

Promote a document using Workplace

This diagram shows what happens when a user promotes a document from a minor version

to a major version.

1. In Workplace, the user initiates a request to promote the document.

2. Workplace checks with the Content Engine to verify that the document is a minor

version. It also gets the document security access list from the Content Engine to

verify that the user has permission to promote the document.

3. If the document is a minor version and the user has permission to promote the

document, Workplace presents the user with the Promote Version page, where the

security on the promoted version can be set. After the user completes the page,

Workplace sends the request to the Content Engine.

4. The Content Engine updates the object store database to change the version number

on the most recent (minor) version of the document into the next major version

number. The version status of the document is also updated from "In Process" to

"Released, " and any security changes are applied to that version of the document.

5. The Workplace UI page is updated to reflect that the document now is a major

version that is released.

You have already seen and used a few document actions in the "Work with document versions" lesson, including document checkout. This lesson expands on using document

actions in an IBM FileNet P8 system.

To use content stored in an IBM FileNet P8 system, you need to perform tasks such as

opening documents, viewing their properties, filing them in other folders, checking them

out and in, and so on. Workplace provides access to these actions and more.

Many of the actions open wizards. For example, the Add Document wizard opens when

you select the Add Document action from an Information page or context menu.

You can access actions from several places in Workplace. Several actions that start wizards

are listed on the Author page. Actions are also listed on the left side of the Information

pages and in the context menu for any object.

The actions displayed in the context menu and on the Information page depend on the type

of object you selected, whether you selected more than one object, and the actions

configured for your use by your administrator. Your site administrator defines which

groups of users can access which types of actions and which actions are available in the

Author page.

To download multiple documents to your local computer at one time, use the Actions

menu. The documents you select are placed into a single ZIP file that is downloaded to

your computer.

You cannot download a document that contains no content.

For documents, the hyperlink refers to the released version or a specific version of the

document. The released version of the document is used unless there is no released version

or unless you selected a specific version of the document. If there is no released version or

if the released version is checked out, then the current version is used.

File an existing document into a folder

This diagram shows what happens when a user files content that already exists in an object

store into a folder in the same object store.

1. In Workplace, the user initiates a request to file a FileNet P8 document that already

exists in the object store into a folder. (The document might already be filed in a

folder, but it does not have to be.)

2. Workplace presents the UI to the user to determine into which folder the user wants

to file the document.

3. The Content Engine checks the folder security to verify that the user has permission

to file the document in the specified folder.

4. If the user has permission to file the document in the specified folder, the Content

Engine updates the object store database to add a reference to the document into the

folder. The content and properties of the document are not copied, so the document

(and its entire version series) exists only once, but it is referenced by as many

folders as it is filed in.

Download content using Workplace

This diagram shows what happens when a user downloads content from an object store.

This process does not include actually viewing the content, because that is described

elsewhere in this unit.

1. In Workplace, the user initiates a request to download content from an object store.

The user can specify to download one or multiple documents to the local

workstation.

2. Workplace gets the document security access list from the Content Engine to verify

that the user has permission to download the content.

3. If multiple items have been selected and the user has permission to download their

content, Workplace presents a Download page on which the user verifies the items

that have been selected. If the user accepts the list of items, Workplace provides the

interface to enable the user to specify the name and location of a ZIP file to save on

the user's workstation that contains the selected documents.

4. If a single document is selected and the user has permission to download its content,

then Workplace presents the interface to enable the user to specify the name and

location of a file to save on the user's workstation that contains the selected

document.

5. After the user has specified how to save the content locally, the content is

transferred from the object store through Workplace to the user's local workstation.

IBM FileNet P8 Prerequisite Skills 4.5 – Unit 3

Lessons in this unit This unit has six lessons. Each lesson relies on information and skills taught in the prior

lessons. For best results, do these lessons in the sequence presented.

Introduction to work in IBM FileNet P8 – This lesson presents the high-level concepts of

how work is managed in IBM FileNet P8 using its built-in tools and features.

Define work – In this lesson, you define work along with the attachments and properties of

the work, such as step deadlines. You use this workflow definition in subsequent lessons to

create and process the work.

Create work – In this lesson, you create work by initiating a new workflow using an entry

template workflow.

Process work – In this lesson, you participate in a workflow by completing steps in the

process. You learn how to reassign work to another user.

Monitor work status – In this lesson, you use built-in IBM FileNet P8 tools to obtain

status and history information about a specific work item.

Manage work – In this lesson, you assign yourself as a tracker for a workflow and modify

how the work is processed.

The document review and approval process Routing documents for review and approval is a common requirement in most

organizations. Multiple reviewers often have input to the publication process of a

document. It can be a problem to keep track of these reviewer tasks and to ensure timely

completion when hundreds of documents need approval each day. IBM FileNet P8 offers a

way to automate this process and, at the same time, to ensure that the content is secure and

that review deadlines are met.

An author can use the built-in entry template feature in IBM FileNet P8 to quickly define

and initiate a workflow that streamlines the approval process. Options to select the

participants and deadlines for each step in the review process are available. The built-in

tools are easy for business users to learn. There is no need to become a workflow

automation expert or be a process designer to effectively process and manage work.

Work is based on process Work in an enterprise is a collection of business processes involving people, business

systems, and content. When these elements come together in an automated environment

such as IBM FileNet P8, maximum productivity and value can be realized. The ability to

manage the flow of work and information along these process paths determines the speed,

agility, and quality of decision-making for an enterprise.

Examples of work using IBM FileNet P8

• Capture and review an insurance policy and automate the flow of the policy through

different departments to improve employee efficiency and reduce the per-policy

cost.

• Streamline the accounts payable process to handle more invoices quickly and

accurately to improve cash flow and fiscal responsibility.

• Streamline the process of reviewing loan applications to reduce response time from

days to minutes to improve customer service levels.

• Automate the fulfillment of vital records requests to respond to constituents more

quickly and with greater accuracy.

Workflow definition A workflow is an automated business process. A business process is a repeatable series of

steps that accomplishes a business goal. The process uses procedures and information (also

called content) to accomplish the goal. The business goal can be to make a decision about

the information provided. An example of a business process is review, validation, and

disposition of an insurance claim. The information provided with the claim is used to make

a business decision.

A workflow is an electronic package of a business process that includes all the routing and

content information needed to process the work. In IBM FileNet P8, a workflow is

managed by the Process Engine, one of the IBM FileNet P8 platform core components. The

work consists of electronic objects sent to recipients (human participants or machines). At

every point, the work is tracked so that it cannot be lost.

The workflow examples listed above are multistep business processes that focus on the

systematic routing of documents and information. Each step is completed by the

appropriate participant or an automated program. A workflow typically automates the

routing and processing of a particular type of document, or set of documents, for a specific

business process.

Who performs the work in a workflow? Work is performed by human participants in the workflow and by software and business

systems to accomplish a business purpose. The IBM FileNet P8 system assigns and routes

the work items to the appropriate business users in the workflow. The business users are

called workflow participants. The work can be performed serially or in parallel by the

participants.

How is a workflow launched? A workflow can be launched in several ways. It can be launched by an entry template when

a new document is added or checked in to the object store. A workflow can also be

automatically launched by an event on the Content Engine, by a custom coded application

program, or manually by a business user of IBM FileNet P8.

Another use for entry templates As you learned in a previous unit, entry templates save you time by providing default

information to streamline the process of adding new objects to the Content Engine. You can

also create an entry template that launches a workflow when a new Content Engine object

is added or checked in to the object store.

An entry template workflow is an automated process that routes a Content Engine object

for review, approval, and publishing, which is optional. The workflow contains steps for

the tasks performed by the author of the document, the reviewer, approver, and publisher.

The workflow handles the automatic routing of the Content Engine object to the workflow

participants.

You define an entry template workflow using the Entry Template Designer, which you

learned about in the unit entitled "Manage Content. " The workflow is launched whenever a

new Content Engine object is added with the entry template, according to the parameters

you define when creating the entry template.

Two types of built-in entry template workflows IBM FileNet P8 has two built-in document approval workflows that are available for use

with entry templates: the fixed approval workflow or the sequential approval workflow.

These workflows can be automatically launched, or you can specify that a message be

displayed asking the user to start the workflow.

Fixed approval workflow This type of workflow created by the entry template has up to four fixed steps that are

performed by reviewers, approvers, the editor (or author of the document), and publishers.

The fourth step for Publishers is optional and can be retained or eliminated at the time you

create the entry template. Each of the steps in the workflow is processed sequentially. A

participant response determines the next step to be performed. That is, the response of a

reviewer or editor influences the routing or flow of the work.

Sequential approval workflow This type of workflow allows the entry template creator to determine the number of steps in

the workflow and which users participate in each step. The entry template creator also

defines the routing options for processing a rejected document at a step. The work item can

be returned to the previous step or returned to the editor (author) who is adding the new

object.

Entry templates can use preexisting workflows Alternatively, during the entry template creation, you can select an existing workflow that

is available in the object store.

How are tasks located and opened? Tasks assigned to a business user are listed in the Workplace My Inbox view of the user.

The task list includes the task name, step name, status, and date and time received in the

participant's Inbox. A workflow participant opens a task by clicking its link, which is the

name of the task.

Workflow map A workflow map is a graphical representation of a workflow that shows the sequences of

steps needed to complete the business process. Each step on the map represents a specific

activity or task. Routes between the steps indicate one or more possible processing paths.

You learn more about workflow maps in another lesson.

Example of a fixed approval workflow map The illustration shows an example workflow map for a fixed document approval workflow

with the steps to be performed by a reviewer, approver, editor, and publisher. Each task

appears in the appropriate user's My Inbox view (under Tasks) in Workplace with its

assigned step name: Reviewers, Approvers, Editor, Publishers.

Flow of the work In a workflow map, the first step is the Launch Step. The directional arrows indicate the

route that the work follows. The response made by each participant at a step can determine

the flow of work.

In this example workflow map, after the workflow is launched, the document is sent to the

Reviewers step (a task is placed in the Inbox of each reviewer). Each reviewer selects a

response: Approved or Rejected. If rejected, the document is sent to the editor, who is the

person who added the document in this workflow. If Approved, the document is sent to the

Approvers step. If the approvers reject the document, the document is sent back to the

reviewers in the Reviewers step. If the approvers approve the document, it is sent to the

Publishers step. After the publishers complete their task, the workflow ends. No tasks

appear in any Inbox.

This diagram illustrates what happens when you add a document using an entry template

that has a fixed approval workflow, which launches a workflow and illustrates how the

workflow is processed. This process is described from a high-level viewpoint and is not

intended to be a detailed explanation showing all components.

1. In Workplace, the user opens the entry template and uses it to add a new document,

which needs to be reviewed and approved.

2. The system saves the document to the object store.

3. The system launches the workflow, which creates a work item in the Process

Engine.

4. The system places the work item in the Inbox for the Reviewer user (the first step in

the workflow).

5. The Reviewer business user opens the task and completes the requested review

actions in Workplace. The Reviewer clicks Complete.

6. The system places the work item in the Inbox of the next workflow participant.

Note: Steps 5 and 6 are repeated for each task in the workflow until all tasks are

completed.

7. The work item is automatically deleted from the Process Engine. The document

remains in the Content Engine object store.

In the previous lesson, you learned how to define work using an entry template that had a

simplified, fixed approval workflow. Now you are going to learn about several other IBM

FileNet P8 workflow features available to the entry template creator and workflow author.

These features increase the flexibility that you have when defining work with IBM FileNet

P8. The entry template creator and workflow author determine which options are available

to workflow participants when work is created and launched.

You can tailor the workflow to your business needs and control how the work is processed

by defining step properties for a workflow.

Workflow properties In general, a property is descriptive information associated with an object. Workflow

properties are the data fields and other information associated with a single workflow.

Workflow properties can be used in one or more steps in the workflow. The Process Engine

uses this information to keep track of workflows and route tasks to the workflow

participants.

Properties and property values When you define a workflow, you define which properties you want to be included in the

workflow. You can think of the properties as placeholders for information that is assigned

when the workflow is launched and processed.

Each property has an assigned value when the workflow is launched. For example, in the

fixed approval workflow, there is a primary attachment, which is the document to be

approved. The value assigned to the primary attachment is determined by the business user

who launches the workflow. When the user launches the fixed approval workflow, a

specific document is assigned as the primary attachment.

Data fields as workflow properties A data field is an example of a workflow property. A data field can be used in one or more

steps of a workflow. The data field contains information used in processing the work. When

the workflow is running, a value set at one step is available in (and can be changed in)

subsequent steps that use the same field. The value of each field in a workflow is limited to

the current instance of the workflow. Each time the workflow runs, the values in each field

can be different.

Workflow properties can be assigned to steps After the workflow author has defined a data field or attachment, the author can assign it

for use in steps in the workflow. By assigning the workflow property to a step, the

workflow author makes the property value available to a workflow participant processing

that step.

Workflow properties and step properties Data fields and attachments must be defined as workflow properties before they can be

used in a step.

Workflow steps have additional information In the previous lesson, you learned about workflow steps. A workflow step is a stage in a

workflow where a distinct, well-defined action is performed. Each step on a workflow map

represents a specific activity or task in the business process described by the map.

Workflow steps have step properties. These properties are similar in behavior to the

concept of Content Engine document properties. You define the properties when you define

the workflow. You assign values to these properties when you create an instance of the

workflow. Some step properties can change during the workflow processing cycle.

Attachments An attachment is a link to information (such as a document in an object store) that a

participant uses to complete a step in a workflow. The primary attachment is the document

or item that triggered the workflow. In a fixed approval workflow and in a sequential

approval workflow, the primary attachment is automatically assigned when the workflow is

launched when you add a document using the entry template. You can also assign

additional attachments to the workflow, if the entry template creator has enabled that

option.

Step deadlines To enforce time constraints in your workflow, you can set step deadlines when you define

the workflow. A step deadline is an optional property that requires a step to be completed

within a certain amount of time. For a step, the deadline is relative to the time the step was

routed to the participant. You can assign a deadline to each step in a workflow. If the

deadline is reached before the step is processed, the user is notified.

Reminder notices for step deadlines and overdue steps can be viewed along with the

workflow history in the Process Tracker application, or they can be sent as email

notifications. These topics are discussed in other lessons.

Workflow definition A workflow definition is an electronic representation of the tasks and resources required to

accomplish a business process. A workflow definition contains the steps, routes, and logic

used to process the work. It acts as a processing template that the Process Engine uses each

time the workflow runs.

Workflow definition used to launch a workflow A workflow is launched from a workflow definition. After a user launches a workflow, the

Process Engine routes the work to the specified participants, along with data, attachments,

and other information needed to complete the steps, as defined in the workflow definition.

Analogy: workflow definition versus workflow You can think of a workflow in terms of travel. Imagine taking a trip to a location. Before

you leave, you look at a road map. The map shows the routes you need to take, and you can

use the same map as often as you like for different trips. The map has many intersections,

and each time you travel, you can choose a different route.

• In this example, a workflow definition is the map. It is reusable and graphically

illustrates all the possible routes that you can take.

• A workflow is the trip. It is an instance of using the map. Each time you get in the

car and depart, you use the same map, but for each trip you can also choose which

way to go. Just as in a workflow, the decision to take a route is based on the

circumstances of that individual trip.

About workflow participants A workflow participant is any user or group who is assigned to process work in a

workflow. A workflow author can assign any user or group as a participant for a particular

step in a workflow. When the workflow is running, work assigned to a participant appears

in that participant's Inbox. If the step is assigned to a group, then the task appears in the

Inbox of each member in that group.

Flexibility in assigning participants You have flexibility when assigning the participants in an entry template workflow. The

entry template creator can either assign one or more specific participants at a step, or allow

the participants to be assigned later, either as part of the launch process or at a particular

step when the workflow is running. This technique is useful when the participant for a step

is likely to change each time the workflow runs.

For example, in a fixed approval workflow with an Approvers step, the actual person who

approves the document can be different each time the workflow runs. In the workflow

definition, the entry template creator leaves the Approvers step participant unassigned.

Each user who runs the entry template with a entry template and launches the workflow

indicates which user (the document approver) is assigned to the Approver step.

Allow participant assignment when launching a workflow You can allow participants to be assigned at launch time in an entry template workflow. In

the workflow definition for the entry template, select the check box for "Yes, display

participant selection at launch time. "

Reassign option available for a step in workflow definition When you define the entry template workflow, a Reassign option is available for each step.

You select the "Allow participants to reassign step" check box to permit a user to assign the

step to a different user.

This diagram shows what happens when you define a workflow by modifying an entry

template with a fixed approval workflow. This process is described from a high-level

viewpoint and is not intended to be a detailed explanation showing all components.

1. In Workplace, the user opens the Entry Template wizard and modifies the workflow

definition properties.

2. The system updates the entry template file and the workflow definition file in the

object store.

3. The system transfers a copy of the updated workflow definition information to the

Process Engine database. This copy is an executable version of the workflow

definition file that can be used to launch workflows. This executable copy is saved

and maintained in the Process Engine database. The original workflow definition

file remains saved in the Content Engine object store.

This related topic is presented for you to explore on your own. More information about this

topic can be found in the IBM FileNet P8 online Help.

Voting approval routing for participants When assigning the participants for a step during entry template creation, you can specify

that only a certain number of approvals are required, rather than requiring that all

participants approve a step. Select the "Yes, create voting approval routing" option.

For information on voting approval routing, see the following Help topic:

FileNet P8 Documentation > User Help > Actions, preferences, and tools > Tools > Entry

Template Designer > Entry templates for new items > Define the workflow > Set workflow

properties > Step Information

Several options are available for creating work in IBM FileNet P8. The workflow author

can determine how and when work is created, based on options set in the workflow

definition. At workflow launch time, the business user can be presented with options for

assigning the workflow properties and for assigning who is going to process the work.

Why do you need to launch a workflow? You launch a workflow to start the process specified in a saved workflow definition. The

launch creates an electronic package of the work in the Process Engine. The Process Engine

manages and maintains this work package throughout its processing until the last task in the

workflow is completed.

Options for workflow launch Workflows are typically designed to process specific documents or other items in an object

store. You can launch an appropriate workflow either manually or automatically from a

document. You can also directly launch a workflow definition.

Automated launch An administrative user specifies the conditions that trigger the launch for a particular

workflow. The most common events that trigger an automatic launch of a workflow are

adding or checking in a document of a specific document class. For example, adding an

expense report document to the object store can automatically launch an expense approval

process.

Manual launch To launch a workflow manually in Workplace, you select the document or workflow

definition file in the object store, and then select the Launch command.

If the entry template is designed to launch the workflow automatically, the workflow starts

when the add operation is completed. If the template is designed to prompt you to launch

the workflow, a confirmation page is displayed. In the Add Confirmation page, click

Launch to launch the workflow.

If the workflow author has allowed it, the business user can reassign participants or

workflow properties. In this case, a Launch Step Processor page opens.

The primary attachment for the workflow is automatically assigned with the document that

you are adding.

Launch step processor When a workflow is first started, the work item is opened in the Launch Step processor.

This page is used to enter the initial values for workflow properties. After the Launch step

is completed, the work item moves to the Step Processor for subsequent steps.

Workplace supports a standard launch processor, the step processor, and an HTML form

processor (if you have the optional IBM FileNet P8 eForms installed). Custom applications

can use custom step processors.

User interface for entering initial workflow properties In the Launch Step page, you enter any information for the launch step. You can add

comments, modify the Subject, and set any parameters defined for this step. For example,

you can add and edit attachments, edit data field values, or edit the workflow group

members if these are defined as available in the launch step by the workflow author. When

you click Apply, your settings are saved, but are not committed until you click Launch.

Custom launch step processors and eForms Your site might use customized launch step processors that have been tailored to your

workflow requirements.

If your site has eForms installed, the work item might be presented as a form to fill out,

with buttons for accessing the task actions.

If the workflow is designed to launch a form, the form opens instead of the Launch Step

page. You use the form to enter the information necessary to complete the workflow.

This diagram shows what happens when you add a document using a Fixed Approval entry

template that launches a workflow. This process is described from a high-level viewpoint

and is not intended to be a detailed explanation showing all components.

1. In Workplace, the user opens the entry template and uses it to add a new document.

2. The system saves the document to the object store.

3. The system launches the workflow using the executable version of the workflow

definition in the Process Engine database. This action creates a work item in the

Process Engine. A work item is a unique electronic package containing all the steps,

routes, property values, and other information needed to process the workflow.

4. The system places the work item in the Inbox for the reviewer user (the first step in

the workflow). The Inbox is a queue located in the Process Engine database. Queues

are managed by the Process Engine and work items are placed in various queues, as

determined by the workflow definition. The work item is maintained by the Process

Engine database throughout the workflow lifecycle.

Tasks involved in processing a workflow require different processing options, depending

on the nature of the work. For example, a document review and approval workflow depends

on access to the document attachment.

IBM FileNet P8 includes various features available to the workflow participant for

completing tasks using a step processor application. Participants use these features to obtain

the information necessary to perform tasks and to determine how work is routed and

assigned. You need to learn to use these features so that you can use the tools necessary to

process work.

Workflow participants use step processors to process work A step processor is a software application that provides the information that a participant

needs to complete a step in a workflow. The workflow participant interacts with the step

processor to complete a task. When a participant opens a work item in a running workflow,

the step processor displays the necessary instructions, attachments, current data field

values, response options, or other resources. A step processor can also accept input from

the participant and modify property values in the work item.

Types of step processors In a workflow definition, the workflow author specifies the step processor to use for a

particular step.

IBM FileNet provides sample general-purpose step processors that are suitable for many

workflow applications. In addition to step processors for participant steps, there are sample

launch step processors that a workflow participant uses to start a workflow.

You can use the IBM FileNet-provided step processors as is. Or, an application developer

can modify these step processors or create custom step processors tailored to use with

specific workflows.

Options available in a step processor In addition to the ability to complete work, there are several options available in a step

processor that might be exposed to a workflow participant.

• Milestones: Displays the list of milestones and date reached. A milestone is a

designated point in the workflow set to track the progress of work. Milestones are

defined by the workflow definition creator. For the fixed approval workflow created

by an entry template, a milestone is defined for every step (Reviewers, Approvers,

Editor, Publishers).

• History: Displays the step history for a work item, including the date and time that a

step was completed and comments made by the participant.

• Reassign: Allows you to reassign the current work item to another user. In addition,

there is a check box option to have the currently assigned participant approve work

before it progresses to the next step in workflow. Otherwise, the work item is

returned to you after the other user completes the step.

• Track Status: This option opens the Process Tracker application, which is presented

in another lesson.

Work items in IBM FileNet P8 Work is packaged in the IBM FileNet P8 system as a work item.

A work item is a single unit of work, the smallest component of work to be done in a

workflow. It is a collection of both data and references to the system information necessary

for processing the data.

A work item is transitory. After it has been processed as defined by the workflow map, it

ceases to exist.

A workflow can have multiple work items Each workflow has one or more work items associated with it, depending on the process.

For example, if a workflow has a step assigned to three participants (a multiparticipant

step), three work items are created for processing that step. One work item is placed in the

Inbox of each of the three participants.

Example workflow map The Reviewers step has three participants, and therefore, has three work items. The Editor

step has one participant and, therefore, has one work item.

Different types of queues used in FileNet P8 Work items exist in Process Engine queues, where they wait to be opened and processed by

the participants in a workflow.

The Process Engine uses different types of queues to process workflows. For example,

work queues (called Public Inboxes in Workplace) hold work items that can be completed

by one of a number of users, rather than by a specific participant. In contrast to a Public

Inbox, the My Inbox queue is assigned to only one user. Each user has an Inbox that holds

only work items assigned to that user. Other types of queues are used for system purposes

or by external software components that process steps in a workflow.

Workplace access to queues Workplace users access My Inbox and Public Inboxes from the Tasks page.

Work processing example In the fixed approval workflow diagram above, a work item is created at the launch step by

the entry template user. The FileNet P8 system moves the work item containing the

document attachment into the Inbox for the workflow participant assigned as the Reviewer.

If there is more than one workflow participant assigned as Reviewer, a work item is placed

in each Inbox. The reviewer opens the work item in his Inbox and views the document

attachment. When the reviewer selects "Approved" and completes the task, the work item is

removed form the Reviewer Inbox and is placed into the Inbox for the participant assigned

as the Manager. If the reviewer selects "Rejected," the work item is placed in the Inbox for

the user assigned at the Editor step.

The system moves the work item into and out of the Inbox queues for each participant until

all the steps in the workflow have been completed.

If a user reassigns work at a step to another user, the work item is removed from the

original user's Inbox and placed in the other user's Inbox. The work item no longer appears

in My Inbox of the originally assigned user.

Attachments and the work item An attachment is a reference to an object stored in the Content Engine. A work item

contains the attachment reference. An email attachment contains the actual file.

This diagram is an example of what happens when you process a step in a workflow. This

process is described from a high-level viewpoint and is not intended to be a detailed

explanation showing all components.

1. In Workplace, the user opens the task in his Inbox.

2. The system locks the work item in the user's Inbox so that no other participant can

work on it. The system retrieves information from the work item. The system

displays the work item in the step processor using Workplace.

3. The user completes the actions requested in the step processor. These actions can

include interaction with documents on the Content Engine object store.

4. In Workplace in the step processor, the user clicks Complete, indicating that the

task is completed.

5. The system updates the property values in the work item, if needed. The system

removes the work item from the user's Inbox and places it in the Inbox of the

workflow participant assigned to the next step.

Note: Steps 1 through 5 are repeated for each task in the workflow until all tasks are

completed.

6. The work item is deleted from the Process Engine. The document and other

attachments remain in the object store.

IBM FileNet P8 provides the capability to monitor the status of your work in progress using

Process Tracker. The following questions are examples of the kinds of information that you

can obtain about a currently active workflow through the Process Tracker tool.

• Where is your work in the process and what is its current status?

• When was the work initiated?

• When did the work reached a certain step or milestone?

• Who has processed the work to date and what were their responses and comments?

Use Process Tracker to monitor work status You use the Process Tracker application to view the status of work that you have launched

or the status of work that has been assigned to you to process. The Process Tracker

application is a tool for viewing a graphical representation of a workflow that is currently in

process, including property values at active steps and historical information. You can see

which steps have been completed, when they were completed, and which steps are

currently active.

Monitor work in My Active Workflows view In Workplace, the My Active Workflows view displays a list of any workflows that you

launched from an object store. From the information page of a workflow, you can view

some properties of the workflow, view the list of milestones, and open Process Tracker.

Open Process Tracker from a step processor When processing a work item from within a step processor, you click the Track Status

action to open Process Tracker for the workflow.

Two views of Process Tracker available There are two views of the Process Tracker application: a read-only view and a

management view.

• Read-only view for monitoring work—The read-only view of Process Tracker is

available for workflows that you have launched (including entry template

workflows) and for workflows that you are assigned to process. In the read-only

view, you can view, but not change, information about the workflow.

• Management view—In the management view of Process Tracker, you can change

data field values, add and remove attachments, and complete work.

The next lesson presents information on how to use Process Tracker to manage workflows.

Process Tracker map pane The Process Tracker map pane displays the workflow map with the steps and routes defined

for the workflow. The map also shows the current status of the workflow: steps that are in

progress, steps that have not been visited, and steps that are locked.

Map symbols Many symbols are used in the map pane of the Process Tracker application to indicate the

status of a step and the work item. For example, steps currently being processed are

indicated with the "in progress" hourglass symbol. Steps that have been executed are

indicated by the "completed" check mark.

For a complete listing of these Process Tracker symbols and their meaning, see the FileNet

P8 help for Process Tracker:

Locked and unlocked symbols The currently active step is labeled with a symbol indicating if the work item is locked to a

participant and in progress or is unlocked and awaiting processing. When a workflow

participant opens and processes a work item, the work is locked to that user and other

participants do not have access to the work item.

Four views in the history pane of Process Tracker The history pane at the bottom of the Process Tracker window shows historical information

about the workflow. Four tabs show different views of the history pane.

• The Milestones tab lists milestones defined for the workflow. A milestone that has

been reached displays its specified message.

• The Workflow History tab lists steps that have executed on each map, both

completed and in progress. Unvisited steps are not listed.

• The Step History tab displays historical information about the step that you select

on the map. Only active steps and steps that have been executed have information

displayed about them. If an unvisited step is selected, no information is displayed in

the Step History tab.

• The Work Items tab lists the step, status, and other information for all active work

items in the workflow. If multiple participants are processing a step, more than one

work item can be in a workflow.

If you double-click an item displayed in the Workflow History, Step History, or Work

Items tab, a Status Details window opens.

Milestones help you to monitor work A milestone is a designated point in the workflow that is set in order to track the progress

of work. You can set multiple milestones in a workflow. Milestones are defined by the

workflow definition creator. For the default fixed approval workflow created by an entry

template, a milestone is defined for each step (Reviewers, Approvers, Editor, Publishers).

If a milestone is set for a particular step in a workflow, a milestone message is logged when

the workflow reaches that step. You can view these milestone messages to determine where

the work is in the overall process.

Milestone icon on a workflow map If a milestone is set for a step, a milestone icon (a diamond symbol) appears on the

workflow map next to the step. A milestone can be set before, after, or both before and after

a step.

View milestone information In Process Tracker, the Milestones tab contains the milestone information. For each

milestone occurrence, you can view the milestone message, the date and time the milestone

was reached, and the step name.

You can also view milestone information in the step processor Task Status page and in the

information page for a task in located in My Active Workflows.

This diagram shows what happens when you open a work item in Process Tracker read-

only view in order to monitor your work. This process is described from a high-level

viewpoint and is not intended to be a detailed explanation showing all components.

1. In Workplace, the user locates the task in My Active Workflows and opens Process

Tracker for the item.

2. The system retrieves information from the active work items associated with the

workflow, from workflow history tables, and from the transferred workflow

definition and displays the information in the Process Tracker using Workplace.

3. The user views the information in Process Tracker. No changes are made to the

work item. The work item remains in the same state, and the work item status does

not change.

The roles identified above are examples of the different types of users who might be

involved in IBM FileNet P8 work. For these business roles, Process Tracker is a useful tool

to help manage work.

Workflow trackers are designated for workflows A workflow tracker is a user who is designated to monitor the progress of a specific

workflow. The workflow tracker can be a participant in the workflow, a business user, a

manager, or an administrator. The tracker might not be the person responsible for

completing all the steps or the person who launched the workflow. If necessary, the tracker

can modify various step and workflow properties is his assigned workflows. The workflow

tracker uses the Process Tracker application for managing his assigned workflows.

Each workflow can have zero, one, or more trackers assigned to monitor and manage the

work. A tracker for a workflow is assigned by the workflow author at the time the

workflow definition is created. A workflow tracker can also be reassigned at launch time

and during processing of the workflow.

How trackers are assigned Although it is not required, every workflow definition ought have one or more users or

groups assigned as workflow trackers to monitor events and help resolve problems when

the workflow is running. The workflow author uses Process Designer to create the

workflow definition, which includes workflow properties. One of the workflow properties

is a special workflow group called F_Trackers. If the workflow author assigns specific

users or groups to F_Trackers, these users track the workflow every time it runs.

To specify different trackers each time the workflow runs, the workflow author can make

F_Trackers a parameter on the Launch Step. In this case, the launch user assigns

appropriate participants to the F_Trackers workflow group as part of the launch tasks.

Workflow trackers can also be reassigned during processing using an option in Process

Tracker.

Two views of Process Tracker available As described in the previous lesson, Process Tracker is a tool for viewing a graphical

representation of a workflow that is currently in process, including values at currently

active steps and historical information. You can see which steps have been completed,

when they were completed, and which steps are currently active.

There are two views of Process Tracker: a read-only view and a management view. A

participant assigned as a workflow tracker has access to the management view of Process

Tracker in order to manage his assigned workflows.

Locate tasks for which you are a tracker In Workplace, the Task Tracker view (under Tasks view) displays work items that you have

been designated to monitor as a tracker. You can click a work item name to open it in the

Process Tracker management view. From the Process Tracker application, you can make

changes to the work.

Management view of Process Tracker In the management view of Process Tracker, the user can change data field values, add and

remove attachments, and complete work. In order to have management access to a work

item in Process Tracker, you must be assigned as a tracker user for a workflow. The

workflow author allows for this when creating the workflow definition.

If the workflow author assigned you as a tracker for a workflow, you can monitor the

progress, manage participants, and modify data fields, attachments, and workflow groups

used in the workflow. You can also complete or delete work.

Make changes to a workflow in progress In the management view of Process Tracker, you can change the values of data fields,

assign documents or other files to attachments, specify workflow groups and trackers, and

complete work. You cannot change the workflow map or the workflow definition itself,

which is saved in the object store.

My Active Workflows view (under Tasks view) displays any workflows that you launched

from an object store. If you select a workflow for which you have tracker privileges, you

can open Process Tracker in the management view for that workflow.

Changes allowed only to active steps You can make changes only to the work items associated with an active step in Process

Tracker. You cannot change information for visited (completed) steps or unvisited steps in

the workflow. Before editing a work item, Process Tracker must lock the work item you

want to change. You cannot make changes to work items that are currently locked by other

users.

Lock and unlock work Process Tracker must lock a work item before you can make any changes. You can

explicitly lock the work at the selected steps, or Process Tracker can prompt you to do so

when necessary. When you lock a step, Process Tracker locks all of the underlying work

items. A step assigned to multiple participants has multiple work items. You can also

choose to lock an individual work item.

When you are done modifying a work item, you unlock it to make it available to other

participants. Toolbar options are available to perform these lock and unlock actions.

Save changes When you are finished making changes to work items, you must save the changes. Toolbar

options are available to save and cancel all changes.

Closing Process Tracker If you use File > Exit to close Process Tracker, the application prompts you to unlock any

items you locked and save any unsaved changes before it closes.

If you click Close in the upper-right corner of the window, the program closes immediately

and any unsaved changes are lost and items remain locked.

Process Tracker tasks menu The Tasks menu option in Process Tracker contains several actions for managing work

items.

Two ways to complete work in Process Tracker You can complete work by opening the work item in the associated step processor and

performing all of the steps that the user would perform to complete the work. From the

Tasks menu, click Open Work Item.

You can also manually complete work and send it on to the next step. From the Tasks

menu, click Complete Work. When you complete a work item in this way, Process Tracker

does not check to see if all required actions have been performed.

Use the Complete Work option when you have several work items to process and when

those work items do not require additional information.

If you are processing only one work item, use Open Work Item on the Tasks menu.

Important notes on terminating work The Terminate Work option in the Tasks menu ends the processing of a work item. Use

extreme caution when terminating a work item. If a work item is terminated, it cannot be

recovered.

If there is only one active work item, terminating that work item ends the workflow. If there

are multiple work items (multiple users processing work), the workflow can continue. You

can choose to terminate the work for one participant in a multiparticipant step.

Adding and removing trackers You can add or remove trackers for a workflow using the Manage Trackers option from the

Tasks menu. When you add or remove a tracker, Process Tracker automatically adds or

removes the associated work item in the Tracker queue.

This diagram shows what happens when you open a tracker item in Process Tracker

management view, lock the item, make a change, and save the change. This process is

described from a high-level viewpoint and is not intended to be a detailed explanation

showing all components.

1. In Workplace, the user locates the task in Task Tracker and opens Process Tracker

for the tracker item.

2. The system retrieves information from the tracker item, work items, workflow

history tables, and the transferred workflow definition.

3. The user views the information in Process Tracker and decides to make a change to

the workflow. The user locks the work item.

4. The system locks the work item in the Inbox.

5. The user makes a change using Process Tracker and saves the change.

6. The system updates the work item and unlocks it in the Inbox.

These related topics are presented for you to explore on your own. More information about

these topics can be found in the IBM FileNet P8 online Help.

Access Roles for Process Designer In order to use the Process Designer tool, a user must belong to either the PWAdministrator

access role (defined in Site Preferences > Access Roles) or the PWDiagram role. These two

access roles have different levels of access to the Process Designer. On the student system,

the Managers group is in the PWAdministrator access role, and the Approver, Reviewer,

and Supervisor groups are members of the PWDiagram role.