Infor Lawson Administration: ProcessFlow · 2013. 5. 20. · Infor Lawson Administration: ProcessFlow | 11. ProcessFlow Terminology Term Meaning ProcessFlo w Designer pro vides a

Infor Lawson Administration:ProcessFlow

Version 9.0.1.xPublished May 2013

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Publication Information

Release: 9.0.1.x

Publication date: May 8, 2013

Document Number: PFAG_9.0.1.x_UWA_01

Contents

Part 1: Introduction...........................................................................................................................10

Chapter 1: ProcessFlow Overview..................................................................................................11

What is ProcessFlow?.....................................................................................................................11

ProcessFlow Terminology................................................................................................................11

ProcessFlow Components...............................................................................................................14

Creating a Flow: Examples..............................................................................................................16

Example Flow: Querying and Updating an M3 Database................................................................20

How ProcessFlow Works.................................................................................................................22

Chapter 2: ProcessFlow Connectors..............................................................................................26

How ProcessFlow Connectors Work...............................................................................................26

ProcessFlow Connector Component Overview...............................................................................27

Part 2: Implementation Considerations..........................................................................................29

Chapter 3: ProcessFlow Considerations........................................................................................30

ProcessFlow Implementor Roles.....................................................................................................30

Lawson Security Considerations.....................................................................................................32

ProcessFlow Implementation Tasks.................................................................................................32

Part 3: Preparing ProcessFlow for Use at Your Site......................................................................33

Chapter 4: Configuring ProcessFlow..............................................................................................34

Infor Lawson Administration: ProcessFlow | 3

Configuring the Servers...................................................................................................................34

Configuring the ProcessFlow Server for M3....................................................................................38

Configuring the ProcessFlow Server for Landmark.........................................................................38

Configuring JDBC............................................................................................................................39

Configuring ProcessFlow for Windows Clustering and Multiple IP Addresses................................40

Configuring IBM® WebSphere® Transformation Extender..............................................................40

Importing and Exporting ProcessFlow Configuration Data..............................................................41

Updating ProcessFlow Web Applications........................................................................................42

Preventing AUTOPURGE from Deleting Trace and Log Files..........................................................43

Enable Notification and Escalation E-mail Messages......................................................................43

Chapter 5: Defining ProcessFlow Users.........................................................................................45

ProcessFlow User Setup: Overview................................................................................................45

Defining ProcessFlow User Profiles................................................................................................46

Assigning Tasks to Users.................................................................................................................47

Chapter 6: Working with Categories................................................................................................49

What is Category Filtering?.............................................................................................................49

Assigning Categories.......................................................................................................................49

Chapter 7: Enabling and Creating Processes and Services.........................................................55

ProcessFlow Services.....................................................................................................................55

Creating New Services....................................................................................................................57

Defining Links to Lawson Forms......................................................................................................58

Defining Tasks..................................................................................................................................59

Testing Your New Service................................................................................................................60

Enabling Processes.........................................................................................................................61

4 | Infor Lawson Administration: ProcessFlow

Contents

Chapter 8: Enabling ProcessFlow Solutions Delivered Services (S3 only)................................65

Delivered Services for ProcessFlow Solutions: Overview................................................................65

Enabling Delivered Services Globally..............................................................................................66

Enabling Delivered Services by Data Area......................................................................................69

Chapter 9: Customizing Inbasket Displays....................................................................................75

What are Execs?.............................................................................................................................75

Types of Inbaskets...........................................................................................................................75

Creating DisplayExecs for ProcessFlow Inbox in Lawson Smart Office..........................................76

DisplayExec for Smart Office: Complete Example...........................................................................81

Customizing Displays for Portal Inbasket (XML)..............................................................................83

Customizing Inbasket Displays in Web Inbasket.............................................................................85

Customizing Displays for Mobile Inbasket.......................................................................................85

Suppressing the "Action Taken" Dialog Box in Portal Inbasket........................................................87

Part 4: ProcessFlow Administration Tasks.....................................................................................88

Chapter 10: ProcessFlow Administrator Tasks Overview.............................................................89

ProcessFlow Administration: Ongoing Tasks...................................................................................89

Chapter 11: Working with Servers...................................................................................................91

Enabling / Disabling ProcessFlow Servers......................................................................................91

Individually Starting and Stopping Servers for ProcessFlow...........................................................93

Verifying ProcessFlow Servers........................................................................................................95

Chapter 12: Flow Administration.....................................................................................................97

What is the Function of a Workunit?................................................................................................98


Contents

Maintaining Workunits......................................................................................................................98

Reviewing Completed Task History...............................................................................................100

What is the Event Management Console?....................................................................................100

Using the Event Management Console.........................................................................................101

What Trace Information is Gathered for ProcessFlow?..................................................................106

Error Log Information for the Workflow Engine..............................................................................107

Workflow Engine Log Summary....................................................................................................108

What Is the ProcessFlow Administrator?.......................................................................................109

How Does AUTOPURGE Affect the Display of Information in ProcessFlow Administrator?..........110

How is the Execution of a Flow Monitored?...................................................................................110

Starting the ProcessFlow Administrator.........................................................................................110

Setting Up Administrator Task Groupings......................................................................................112

Choosing the Workunit Information You Want to See.....................................................................113

Monitoring the Progress of a Flow's Execution..............................................................................113

Viewing the Activity Log for the Execution of a Flow Instance ......................................................114

Viewing the Error Log for an Instance of a Flow............................................................................115

Viewing the Workflow Engine Flat File Logs..................................................................................116

Changing Variable Information for an Instance of a Flow..............................................................116

Resuming the Execution of a Flow Instance..................................................................................118

Restarting or Terminating the Execution of a Flow Instance..........................................................121

Simulating an Inbasket Action.......................................................................................................122

ProcessFlow Administration Tool Overview...................................................................................124

ProcessFlow Administration Tool Menu.........................................................................................124

ProcessFlow Administration Tool Wizard.......................................................................................129

Chapter 13: Scheduling Flows.......................................................................................................132


Contents

What Are the ProcessFlow Scheduler Client and Server?............................................................132

How Is a Flow Initiated Using the Scheduler?...............................................................................133

What are Time Parameters?..........................................................................................................134

What is Schedule Frequency?.......................................................................................................135

Scheduling a Flow—an Overview..................................................................................................135

Scheduling a Flow to Run on a Daily Basis...................................................................................138

Scheduling a Flow to Run on a Weekly Basis...............................................................................140

Scheduling a Flow to Run on a Monthly Basis, by Date................................................................141

Scheduling a Flow to Run on a Monthly Basis, by Day.................................................................142

Scheduling a Flow to Run on a Yearly Basis..................................................................................143

Scheduling a Flow to Run Once....................................................................................................145

Part 5: Working with the Inbox and Inbasket: Information for End Users..................................146

Chapter 14: Working with ProcessFlow Inbox and Inbasket in Lawson Smart Office (M3 andS3)....................................................................................................................................................147

Distributing the Web Inbasket URL to Users..................................................................................147

Using the Lawson Smart Office Inbox to Access ProcessFlow Work Items..................................148

Working with ProcessFlow Inbasket in Lawson Smart Office........................................................150

Inbasket User Settings...................................................................................................................154

Chapter 15: Working with Portal Inbasket (S3 only)....................................................................156

Inbasket Terms...............................................................................................................................156

Portal Inbasket Lists......................................................................................................................157

Finding Tasks.................................................................................................................................158

Getting Information About a Workobject........................................................................................158

Working With Messages................................................................................................................159


Contents

Working With Folders.....................................................................................................................159

Completing a Task.........................................................................................................................160

Reviewing History of a Workobject................................................................................................161

Working with Portal Inbasket: Frequently Asked Questions...........................................................161

Chapter 16: Working with Web Inbasket (M3 and S3)..................................................................162

Main Inbasket Window...................................................................................................................163

Work Summary..............................................................................................................................163

Option Bar......................................................................................................................................163

Task and User Level Work List.......................................................................................................164

The WorkObjects List.....................................................................................................................164

Action and Summary.....................................................................................................................165

Action Window...............................................................................................................................165

Summary Window..........................................................................................................................165

Action Buttons................................................................................................................................165

Folder Window...............................................................................................................................166

Setting Inbasket Options................................................................................................................166

Controlling the Type of Workobjects You See.................................................................................166

Setting Up ProcessFlow for Category Filtering..............................................................................167

Finding Tasks in the Inbasket.........................................................................................................167

Getting Information About a WorkObject.......................................................................................167

Working With E-mail......................................................................................................................168

Working With Messages................................................................................................................168

Working With Folders.....................................................................................................................170

Completing a Task.........................................................................................................................171

Refreshing the Queue....................................................................................................................171


Contents

Exiting Inbasket.............................................................................................................................172

Reviewing the History of a WorkObject.........................................................................................172

Reviewing Your Completed Work...................................................................................................172

Reviewing Inbasket Work History..................................................................................................172

Working with Web Inbasket: Frequently Asked Questions.............................................................173

Chapter 17: Working with Mobile Inbasket (M3 & S3)..................................................................174

Mobile Inbasket Overview..............................................................................................................174

Working with Mobile Inbasket: Frequently Asked Questions.........................................................175

Part 6: Reference Information........................................................................................................176

Appendix A: Monitoring and Troubleshooting.............................................................................177

ProcessFlow: Common Error Messages.......................................................................................177

Appendix A: Monitoring and Troubleshooting.............................................................................177

ProcessFlow: Common Error Messages.......................................................................................177

Index................................................................................................................................................179


Contents

Introduction

This section contains topics that provide high-level overview of ProcessFlow.


1ProcessFlow Overview

• "What is ProcessFlow?" on page 11

• "ProcessFlow Terminology" on page 11

• "ProcessFlow Components" on page 14

• "Creating a Flow: Examples" on page 16

• "Example Flow: Querying and Updating an M3 Database" on page 20

• "How ProcessFlow Works" on page 22

What is ProcessFlow?ProcessFlow is a business process modeling (BPM) software product. It lets you create automatedLawson processes (flows) that use Lawson data.

ProcessFlow Designer, a key component of the ProcessFlow product, allows users to graphically definea "flow," that is a process, a group of activities that need to be executed in a particular sequence. Aflow transfers information and/or work from one user to the next until the work is completed.

A flow can also perform work that does not involve users, such as take information from one Lawsonform and add/change the same information on another Lawson form automatically. For example, whena new employee is added on the HR form Employee, that employee could also automatically (by meansof a flow) be set up as a Vendor for Employee Expenses.

Because of the powerful integration capabilities built into ProcessFlow, you are not limited to usingLawson data. ProcessFlow can receive data from virtually any source.

ProcessFlow TerminologyThis section describes some of the most common terminology used with ProcessFlow. The definitionshere should be considered high-level.


ProcessFlow Terminology

MeaningTerm

ProcessFlow Designer provides a set of activity nodes(sometimes called just "nodes" or just "activities") arethe building blocks of an automated process (flow).

activity node

Flows are made up of a set of interconnected activitynodes. Activity nodes are represented in ProcessFlowDesigner as icons.

A tool used by flow owners to monitor workunitmovement through a flow and to perform someworkunit administrative tasks.

Administrator

Industry-standard term for the type of software productthat Lawson ProcessFlow is.

Business Process Modeling (BPM)

A drag-and-drop, icon-based tool for creating flows.(See "flow" later in this section.)

Designer

A tool for viewing log files and to perform someadministrative procedures for the Event Managerserver.

Event Management Console

Receives workunits created by triggers and sendsthose workunits to the appropriate routing engine.

Event Manager

The set of instructions that you create when you useProcessFlow Designer to automate a process. A flow

flow

is represented on-screen as a diagram with each step(or activity) in the process represented by an icon.Internally, it is stored as XML.

A location in each ProcessFlow user's Portal wheretasks (that have been assigned through a flow) aresent for processing by the user.

Inbasket

See "M3, S3, and Landmark" below.Landmark only

See "M3, S3, and Landmark" below.M3 only


ProcessFlow Overview

M3, S3, and Landmark are Lawson terms.M3, S3, and Landmark.

• M3: Refers to a group of Lawson applications.

• S3: Also refers to a group of Lawson applications.

• Landmark: Refers to a platform that Lawsonapplications run under.

In this document, the terms "M3 only," "S3 only," andso on means that a particular feature being discussedis available only for the particular group of applicationsor the Landmark platform. When "M3 only" and so onis not included, the feature is available for allapplications on all platforms.

See "activity node" above.node

For monitoring status of and changing (stop, restart,pause) flow execution.

ProcessFlow Administration Tool

ProcessFlow ships with the following softwarecomponents that let users and administrators workwith the system.

ProcessFlow tools (client side)

• Designer

• Scheduler

• Event Management Console

• Administrator

• ProcessFlow Administration Tool

• Inbasket

Brief descriptions of each server are listedalphabetically in these sections.

ProcessFlow is managed by a group of softwareprograms called servers. These are:

ProcessFlow servers

• Event Manager

• ProcessFlow Server

• ProcessFlow RMI Server

• ProcessFlow Scheduler Server

Brief descriptions of each server are listedalphabetically in these sections.



Components that communicate with and withinProcessFlow (servlets, Inbasket, ProcessFlow

ProcessFlow RMI Server

Administration tool) use this server to get data fromProcessFlow tables.

Polls the job definition database looking for schedulinginstructions (job definitions) that were entered via theScheduler Client.

ProcessFlow Scheduler Server

Listens to requests to process events sent by the Eventmanager and executes predefined processes.

ProcessFlow Server

A client-side tool for scheduling when a flow shouldexecute and for reviewing status of a flow.

Scheduler

In ProcessFlow, a service represents a business event(for example, release of requisitions) that you want tobe the catalyst for (that is, to "trigger") a flow.

service

(See "trigger" below.)

Code that is placed in a Lawson application thatdefines an event within that application. When theevent occurs, a workunit will be created.

trigger

See "M3, S3, and Landmark" in this table.S3 only

A workobject is an item that gets sent to a user'sInbasket to be completed.

workobject

A workunit is a data set used to track the execution ofa flow. It is created when the business event specified

workunit

by a trigger occurs. Workunits get quered into thedatabase awaiting action. Event Manager watches forworkunits and passes them to the ProcessFlow Serverfor execution.

Workunits are the underpinnings of ProcessFlowbecause they gather data that is used to determinehow a flow is executing.

ProcessFlow ComponentsProcessFlow is Web deployable and server based, consisting of server pieces, client pieces, and webbased tools. The server pieces are ProcessFlow Server, Event Manager, ProcessFlow RMI Server,and ProcessFlow Scheduler Server.The client pieces are ProcessFlow Designer, ProcessFlow Scheduler(Admin), Event Management Console, and ProcessFlow Administrator. The web based tools areProcessFlow Administration Tool, Portal Inbasket, and Web Inbasket.



ProcessFlow Server Pieces

FunctionComponent

A program that listens to requests to process events sent by theEvent Manager, and executes predefined processes.

ProcessFlow Server

A program that receives workunits created by triggers and sendsthose workunits to the appropriate routing engine.

Event Manager

The ProcessFlow Clients use ProcessFlow servlets to accessdata from the ProcessFlow tables and to upload/download flows

ProcessFlow RMI Server

or documents. The servlets, Portal Inbasket, Web Inbasket, andProcessFlow Administration Tool use the RMI Server to get datafrom ProcessFlow tables.

This program polls the Job Definition database, looking forscheduling instructions (job definitions) that were entered via the

ProcessFlow Scheduler Server

Scheduler Client. When it is time for a scheduled job to beinitiated, the Scheduler Server creates a workunit for that job.

ProcessFlow Client Pieces

FunctionComponent

A graphical tool that allows you to define a process by draggingand dropping icons that represent activities and connecting them

ProcessFlow Designer ("classic")

andwith arrow lines which indicate the order in which activities shouldtake place. This tool can also be used to simulate a flow.ProcessFlow Designer Built on

EclipseAs of Lawson System Foundation release 9.0.1.7, two versionsof the Designer are available for use with ProcessFlow Integrator,the "classic" ProcessFlow Designer and the Eclipse-based tool,known as ProcessFlow Designer--Built on Eclipse. Flowdevelopers at your site can use either version.

In general operation of both tools is similar. Instructions for eachone are available. Refer to the ProcessFlow Developer's Guidetable of contents for information about how to locate each set ofinstructions.

A graphical tool that allows you to schedule the execution of aProcessFlow flow and to review the status of scheduled jobsbased on a given date and time.

Scheduler (Admin)

A tool to view the log files, enable trace for a flow, and stop theevent management servers.

Event Management Console



ProcessFlow Client Pieces

FunctionComponent

A tool used by the owners of each flow to ensure that the workunitmoves through the process correctly. The Administrator also

Administrator

enables you to modify certain workunit information and terminatethe processing of a workunit.

Web Based Tools

FunctionComponent

The ProcessFlow Administration Tool enables you to monitorthe status of flows currently in the system. Flows can be stopped,paused, and restarted using the functions provided by this tool.

ProcessFlow Administration Tool

The Web Inbasket is a combination of HTML, JavaScript andservlets to present workunit data on the system to users via abrowser.

HTML-based Web Inbasket

The Portal Inbasket uses JavaScript and servlets that enableoutput in an XML presentation.

XML-based Portal Inbasket

Note: You must have Lawson Portal in order to use the XML-based Portal Inbasket.

Creating a Flow: ExamplesOne of the strengths of ProcessFlow is its flexibility in allowing customers to create custom applications.As a result, there is no one way to use ProcessFlow.

That is why the most effective way to describe how to create a flow is to show some examples andwalk you through the process of creating them.

For the purposes of this high-level discussion, we will start with some simple examples.

Creating a simple flow: Request for confirmation

The flow in the sample below checks travel records and requests confirmation from employees thatthe travel record information is correct.



Figure 1. Illustration: ProcessFlow Designer showing a simple flow that requests confirmation

A query node calls theEmployee database

looking for travel records.

This node always appears with aquery node and indicates that thequery is iterative.

When travel records are found for anemployee, the retrieved information issent to the employee for confirmationthat the information is correct

How this flow was createdThis section describes the nodes that appear in the simple flow above.

DescriptionNode

All flows have Start and End nodes. These appearautomatically on the Designer page when you start a newflow. All other appear between Start and End.

The query node, the label for which was renamed "TravelRecords" when the flow was created, includes two iconswhich indicate that the query is iterative (that is, iteratesor runs until all records that meet the query criteria havebeen found).

When the flow was created, the designer configured thequery string to search for records of users who hadrecently traveled and...

...when a record is found, the user receives an emailasking for confirmation of the travel record.



See "Start" above.

Creating a more complex flow: Goal approval process

This example flow walks you through a flow that is still relatively simple but adds some additionalfunctionality to show the capabilities of ProcessFlow. It also adds a few technical details about howthe flow was configured.

Figure 2. Illustration: Goals approval flow

DescriptionNode

Iterative query activity, in this example, labeled "QueryEmployee".

The activity is configured to locate all employee records.The activity was configured to run the query against theEMPLOYEE table.



DescriptionNode

MsgBuilder activity, in this example "ObjectiveRecs"

The MsgBuilder activity collects values under one variablewithin a loop.

In this example, MsgBuilder was configured to collect thevalues shown below.The variables for which the values arebeing collected (startMonth, startYear, endMonth and soon) are those that were available for the activity given theproduct line and table that are being queried:

Objective=

StartDate=//

DueDate=//

Priority=

Assign activity

The assign activity is for assigning a value to a variable thatis used in a flow. In this example, it is used to assign valuesfor emails.

Branch activity

The branch activity is where the logic is configured for theflow.

In this example:

• If the goal is found for the employee in thePAEMPGOAL table and the Accepted status is "NotReviewed," an email is sent to the employee telling themto review and accept the goals defined by their HRSupervisor.

• If the goal is found for the employee in thePAEMPGOAL table and the Accepted status is"Reviewed," then an HRAction is triggered and the goalis sent to the HR Supervisor's Inbasket.

• If a goal record is not found for an employee, the flowends.

HRAction activity, in this example, labeled "Goal ApproverIn-basket"

The goals are sent to the approver to be approved orrejected.



DescriptionNode

This activity updates the goal's Accepted status to "ManagerApproved" in the PAEMPGOAL table and then the flowends.

This activity updates the goal's Accepted status back to"Not Reviewed" in the PAEMPGOAL table and then triggersthe email activity to notify the employee that they need toreview and re-accept or reject the goal.

Depending on the result of the query or the transaction, anemail is sent.

• If the goal is found for the employee in thePAEMPGOAL table and the Accepted status is "NotReviewed," an email will be sent to the employee toreview and accept the goal defined by the HRSupervisor.

• If the goals were approved, an approval email is sentto the employee...

• If the goals are not approved, a reject email is sent tothe employee...

...the flow ends

Example Flow: Querying and Updating an M3 DatabaseThis example flow walks you through a flow that adds, updates or deletes an M3 resource (throughM3 form CRS530) based on field changes performed in an S3 transaction.

In this example, S3 is the HR system of a record for users who need to be assigned tasks in both S3and M3.



Note: This sample flow is complex because it queries and updates both S3 and M3 data. A flow thatmade use of only M3 or S3 data would be similar but slightly less complex.

DescriptionNode

This iterative query was configured to run against the S3EMPLOYEE table.

The Assign node is used to assign strings to variables. Inthis case, the strings compare Company and Workunitvalues.

This iterative query searches the S3 EMPLOYEE table foran employee's supervisor.

The branch node sets up the conditions that determine howthe flow should behave on the M3 side. Four conditionshave been established:

• Employee not found

• Employee should be added

• Employee should be updated

• Employee should be deleted



This activity updates the M3 database based on the keyfields that are returned from S3.

This Branch activity looks for an error in M3.

• If no error is returned, send an email.

• if an error occurs, go to the Transaction node.

Auto-generated email describing the action taken on theS3 side is sent to a pre-defined recipient. The flow ends.

If an error occurred in M3, delete the S3 employee and...

...write an error to the database. The node ends.

How ProcessFlow Works

How a flow is initiated

Note: You must define a service for every flow that is to be initiated by an application trigger.

A flow can be initiated in the following ways:

• From the ProcessFlow Administration Tool, access the Trigger a Flow form.

• Automatically, by triggers activated as the by-product of a user performing a business action in anapplication, such as releasing a requisition

• By the ProcessFlow Scheduler (the client and server components working together)

• By a ProcessFlow Connector

What is the Inbasket?

The Inbasket is an application provided with ProcessFlow that displays work for users who have beenassigned to user tasks (job duties). From within the Inbasket, the user can see information related toparticular workunits and can perform actions, such as approve a salary change.You determine what



data the users can see for the work the users view. Work sent to an Inbasket must be acted uponbefore the flow can execute the next activity node. The Inbasket is viewable through a browser.

Currently, there are two versions of the Inbasket with the same functionality: the HTML-based WebInbasket, and the XML-based Portal Inbasket.

How work is routed to an Inbasket

Note: E-mail notification can also be sent according to the tasks that have been assigned to users.

If a flow has UserAction or HRUserAction activity nodes, work can be routed to user Inbaskets.

ProcessFlow users are assigned certain tasks in the ProcessFlow Administration Tool.When a triggeringbusiness event—such as the release of a requisition—occurs, a workunit gets created and is assignedto multiple users and tasks based on the setup for the service. ProcessFlow sends the work to be doneto the Inbaskets of users who have been assigned that task.

Workunits

A workunit (a data set used to track the execution of a flow) is created when the business event specifiedby a trigger in an application occurs. Workunits get queued into the database awaiting action. WhenEvent Manager is running, it picks up all the workunits initiated by application events and sends theones that have a flow defined for them to ProcessFlow Server. ProcessFlow executes the flow definedfor each workunit.

A workunit can also be created by a ProcessFlow Connector request.

If trigger code has been added to an external application, that application program causes a workunitto be created when a certain business event, such as the release of a requisition, occurs. TheProcessFlow Event Manager is notified when a workunit has been created. The workunit informationreceived by Event Manager includes the event type of the flow that should process the workunit. Fromthe event type, Event Manager determines which event management server should process the workunit.If the workunit is sent to ProcessFlow Server, ProcessFlow Server moves that workunit from activityto activity in the flow. When all activities are completed, the workunit is marked as completed.

Workunits allow work to be tracked and logs to be kept for history and troubleshooting purposes. Eachworkunit that is executed has its own log. Each execution of a flow initiated by an application triggerhas a reference to a specific workunit.

ProcessFlow architecture

This diagram provides you with a high-level view of ProcessFlow components and how they worktogether.



Figure 3. Illustration: ProcessFlow architecture

ProcessFlow server directory structure

ProcessFlow Server

Contains the .en resource file and pflow.jsGENDIR/bpm

Contains all workflow engine logsLAWDIR/bpm/wflog

Contains bpm.properties filesLAWDIR/system



ProcessFlow Server

Contains documentsLAWDIR/bpm/emailattachments

Contains ProcessFlow .jarsGENDIR/java/jars

Contains flowsLAWDIR/bpm/pfrepository



2ProcessFlow Connectors

• "How ProcessFlow Connectors Work" on page 26

• "ProcessFlow Connector Component Overview" on page 27

How ProcessFlow Connectors WorkProcesFlow Connectors enable customers to easily and seamlessly integrate their business operationsystems with Lawson's business management system and database. With the Connectors, Lawsonapplications can rapidly and effectively communicate with non-Lawson applications.

ProcessFlow Connector features

• Validates transaction data by executing Lawson business logic.

• Transforms data to a form that is recognized by Lawson applications.

• Transforms data to a form recognized by a foreign system.

• Performs complete business processes with supplied APIs.

• Facilitates upgrades because it is loosely coupled with Lawson applications.

• Transmits data into Lawson applications from a foreign system.

• Enables inquiry on and change of Lawson data from a foreign system.

• Transmits data from Lawson to a foreign system using Lawson workflow triggers.

How the Connectors work

The Connectors enable any system capable of sending data via socket, file, or message queue tocommunicate with any other system capable of receiving data similarly.

There are main components three main components: ProcessFlow Server, ProcessFlow activities, andProcessFlow Connectors. ProcessFlow Server is the central manager that controls connector activities.ProcessFlow Connectors transmit data and send requests to ProcessFlow Server in response to specificevents.You establish the actions of all three components by configuring the Connectors and by creatingthe ProcessFlow flow. When you create ProcessFlow flows, you specify all the steps that need to be


performed when a ProcessFlow connector sends a request to ProcessFlow Server to performProcessFlow flows.

ProcessFlow Server listens for messages sent by ProcessFlow Connector programs. A message froma ProcessFlow connector consists of data (or a path name to data) and a request for ProcessFlowServer to perform certain actions on this data. The actions to be performed are specified in the stepsof a ProcessFlow flow. ProcessFlow Server follows the steps in a ProcessFlow flow, so that the datacan be, for instance, transformed or perhaps used in a transaction with a Lawson application or witha non-Lawson program system.

In this manner, ProcessFlow Server directs the traffic of data and procedure request messages, ensuringthe proper flow of transactions between disparate systems.

With ProcessFlow Connectors, real time refers to transactions performed single or to records (of tablesor files) acted upon one at a time in sequence. Batch refers to transactions performe din bulk or tomulti-recod files handled as a whole.

Directory structure for the connectors

The connectors are stored in the following main directories:

ContentsDirectory

.cfg, .log, .err filesLAWDIR/system

clients, ProcessFlow Server, adapters, utilitiesGENDIR/bin

SDK librariesGENDIR/lib

ProcessFlow Connector Component Overview

ProcessFlow Server

• Controls activities within the connectors.

• ProcessFlow Server receives request messages from the connectors.

• ProcessFlow Server executes the steps of user-defined ProcessFlow flows.

• Data, such as the message from a Transaction Service (AGS) update, is returned to ProcessFlowServer and sent on to the calling connector.

• ProcessFlow Server logs its activity.

ProcessFlow Connectors

ProcessFlow connectors do the following:



• Transmit data from a messaging queue, file, or memory buffer.

• Request that a specific ProcessFlow flow be executed by ProcessFlow Server.

• Perform housekeeping tasks such as logging records and suspending messages that could not besuccessfully processed.

The connectors can reside on the same system as ProcessFlow Server and Lawson applications, oron a different system.

Custom connectors can be implemented in Java using the Software Development Kit (SDK). Standardand custom connectors both use Lawson-supplied SDK classes and methods.

ProcessFlow activities

ProcessFlow activities that enable connector functionality include Ascential DataStage™ TX Activity,Lawson Adapter, File Access, etc. In addition, all ProcessFlow activities can be used with ProcessFlowConnectors.

Repository

The repository consists of flows and tables where you define Lawson transactions. ProcessFlow Serverand LawsonAdapter read the repository data.

The connectors include forms for updating the Lawson transaction definitions.This eliminates the needto make programming changes to accommodate revisions to Lawson applications.

It is expected that customers will design ProcessFlow flows, Lawson transactions, and IBM®WebSphere® DataStage® TX maps to automate the integration of Lawson with other systems.



Implementation Considerations

This section contains topics that provide background information about what you need to think a aboutwhen implementing ProcessFlow.


3ProcessFlow Considerations

This chapter describes the knowledge and training requirements for ProcessFlow and gives an overviewof the tasks that need to be done during implementation.

• "ProcessFlow Implementor Roles" on page 30

• "Lawson Security Considerations" on page 32

• "ProcessFlow Implementation Tasks" on page 32

ProcessFlow Implementor RolesThis section describes the roles that are performed on-site when a customer implements ProcessFlow.

Busines process owner

You must assign at least one person to own the business processes. Depending on the number ofprocesses for your business, you might assign several process owners. The business process owneris responsible for defining, planning, implementing, and improving the assigned process.The businessprocess owner is not responsible for every phase of the process, but should have a basic understandingof the systems involved.

Required knowledge and skillsThe business process owner should have the following basic knowledge and skills for ProcessFlow:

• Operating system knowledge

• Familiarity with Lawson Software products

• Organizational skills

Training requirementsThe business process owner must receive ProcessFlow training.


ProcessFlow administrator

You must assign one person as the administrator. The time commitment required for this person willvary by implementation. The ProcessFlow administrator is responsible for overall process andimplementation decisions. In addition, the ProcessFlow administrator organizes the support andtroubleshooting systems for ProcessFlow, and plans and executes hardware and software upgrades.

The ProcessFlow administrator is not responsible for every phase of ProcessFlow operation, but shouldunderstand the basic systems and practices involved.

Required knowledge and skillsThe ProcessFlow administrator should have basic knowledge and relevant skills for these areas:

• Operating system knowledge

• E-mail setup and usage

• Web server configuration

Note: For Lawson ERP, you must have the following additional knowledge and skills: Portal, InternetObject Services (IOS), Lawson Software Administration, and Lawson Environment configuration.

Training requirementsIn addition to the required skills, the administrator must also receive ProcessFlow training.

ProcessFlow developer

The ProcessFlow developer builds flows in the ProcessFlow Designer based on information suppliedby business process owners.

Required knowledge and skillsThe ProcessFlow developer should have basic knowledge and relevant skills for these areas:

• Familiarity with the operating system you use

• Servlet container administration knowledge

• JavaScript knowledge

Note: For Lawson ERP, you must have the following additional knowledge and skills: LawsonPortal, Internet Object Services (IOS), Data Service (DME), Transaction Service (AGS), and LawsonApplications.

Training requirementsIn addition to the required skills, the developer must also receive ProcessFlow training.


ProcessFlow Considerations

Lawson Security ConsiderationsThe following ProcessFlow forms can only be accessed by an Administrator:

• Adding and changing tasks

• Adding and changing users

• Workunit triggering

• Uploading flows from Designer

For information about using Lawson Security, see Lawson Administration: Resources and Security.

ProcessFlow Implementation TasksThis section describes tasks that must be performed to implement ProcessFlow.

Identifying Users

User profiles are defined and stored in the ProcessFlow Administration Tool. The user profile identifiesa participant and assigns security rights to that participant.

You might not need to define all employees as users of ProcessFlow. That depends on the processesyou have defined and the tasks for which those processes call. An employee who receives e-mail bytask or Inbasket work by task must be set up on the User form and User Profile.

Assigning Tasks

Tasks are job duties assigned to a user. For example, a user can be assigned a Technical Approvertask. Task assignments determine the work that ProcessFlow users will see in their Inbaskets. A usercan be assigned more than one task and more than one user can be assigned to a task. A positionwithin an organization can have multiple tasks.

Assigning Categories

Categories provide filtering of work within a task. For example, capital approvers may be assigned byrequesting location. By enabling category filtering, each capital approver will see only the requisitionsfor their assigned requesting location.


ProcessFlow Considerations

Preparing ProcessFlow for Use at YourSite

This section describes the tasks that must be performed to get ProcessFlow ready for users at yoursite.


4Configuring ProcessFlow

This chapter describes required background setup and configuration steps.

• "Configuring the Servers" on page 34

• "Configuring the ProcessFlow Server for M3" on page 38

• "Configuring the ProcessFlow Server for Landmark" on page 38

• "Configuring JDBC" on page 39

• "Configuring ProcessFlow for Windows Clustering and Multiple IP Addresses" on page 40

• "Configuring IBM® WebSphere® Transformation Extender" on page 40

• "Importing and Exporting ProcessFlow Configuration Data" on page 41

• "Updating ProcessFlow Web Applications" on page 42

• "Preventing AUTOPURGE from Deleting Trace and Log Files" on page 43

• "Enable Notification and Escalation E-mail Messages" on page 43

Configuring the Servers

Perform the steps below to configure the servers.

Configuring ProcessFlow

1 Run GENDIR/bin/pfserv config

2 Answer all of the questions (see list of questions below).This configuration is a one time configurationunless you need to change the values.

Note: You can also update these properties in the bpm.properties configuration file.


MeaningCommand/Question

The socket port for the em default is port 16001.Please enter Event Manager port number:

The socket port for the pflow default is port16002.

Please enter ProcessFlow Server port number:

The socket port for the rmi default is port 16003.Please enter ProcessFlow RMI Server portnumber:

To be used to send e-mail notificationsPlease enter SMTP server name:

If the SMTP server is running on a port otherthan default port 25, then you must specify theserver name:port number.

The generic Resource Management ID whenmaking database calls into the PF tables. Thedefault is lawson.

Please enter RM ID for servers:

The initial number of threads in the thread poolused by ProcessFlow. This value must be less

Please enter ProcessFlow Server Initial ThreadPool Size:

than or equal to the value formaxDispatcherThreadPoolSize. The default is1.

The maximum number of threads in the threadpool used by ProcessFlow. The default is 4.

Please enter ProcessFlow Server MaximumThread Pool Size:

The time frequency in minutes for theProcessFlow Server to poll for escalation.

Please enter ProcessFlow Server EscalationPolling frequency in minutes:

The default value is 30 minutes.

The time frequency in minutes for theProcessFlow Scheduler to poll for schedulinginstructions.

Please enter Scheduler Polling Frequency inMinutes:

The default value for the poll interval is 5minutes.



The number of Java timer objects available foruse by the Scheduler Server at startup. The

Please enter Scheduler Initial Timer Pool Size:

Scheduler Server maintains an internal pool oftimer instances, which are used to schedulejobs. This pool has a configurable initial sizethat can expand automatically to include asmany timers as needed. The timer pool size"deflates" to its initial size when additional timerobjects are not needed.

Java timer objects trigger a job instance at aparticular time. In the Scheduler Server, eachtimer object sets the alarm that recognizes thearrival of a flow execution time that has beenscheduled. Increase this pool size if many jobshave been scheduled in a given polling interval.That is, increase the value in the property file ifthe polling frequency is large and more timerobjects may be required.


The default value for the poll interval is 1 minute.Please enter Scheduler Initial Thread Pool Size:


Please enter Scheduler Maximum Thread PoolSize:

yourserver.yourcompany.com:Please enter the IOS Host Name:

web server = The web server for making callsto Transaction Service (AGS)/Data Service(DME)

http or httpsIs IOS on a secured Server?

http = false

https = true

The login to the web server port.Please enter the IOS Login Name:

The IOS password.Please enter the IOS Password:

The default Application data area for theProcessFlow server, if app prodline is notspecified in the workunit.

Please enter the IOS Default Application DataArea



The name of the JDBC Driver.Please enter the JDBC Driver:

For example, for Oracle the driver name is:oracle.jdbc.driver.OracleDriver

The JDBC URL.Please enter the JDBC URL:

For example,jdbc:oracle:thin:@computername:port#:dbname

The name of the JDBC user.Please enter the JDBC User:

For example, jdbc:microsoft:sqlserver://ntdb:1433;DatabaseName=db00

The JDBC password.Please enter the JDBC Password:

The SPO & T&E URL.Please enter the SPO and T&E URL:

http: yourSPOserver.yourcompany.com

The ProcessFlow Web URL.Please enter ProcessFlow Web URL:

For example,

http: yourcompany.yourserver.com /bpm/daservlet

The ProcessFlow Web User.Please enter the ProcessFlow Web User:

The ProcessFlow Web Password.Please enter the ProcessFlow Web Password:

Y - Enter Y to debug the server.Do you want server trace ON?

N - No. The server trace is OFF. Generally, theservice trace is turned OFF.

Y - The process wise trace is ON. It turns onthe flow name .log created for each flow.

Do you want process wise trace ON?

N - The process wise trace is OFF. Generally,the process wise trace is turned off.

This is the number of times the ProcessFlowserver will attempt to try to connect with IOS ifit is not successful.

Please enter the IOS Connection Retry: (3)

This option is enabled and set to 3 by default.



This is the number of milliseconds theProcessFlow server will wait before attemptingto reconnect.

Please enter the IOS Connection Retry Intervalin milliseconds: (1000)

This option is enabled and set to 1000 bydefault.

Configuring the ProcessFlow Server for M3

This topic describes how to configure the ProcessFlow server for M3.

To configure the ProcessFlow Server for M3

1 At a command line, type

pfserv config m3

2 Respond to the prompts shown in the following table.The prompts display current (or default) valuesin parentheses.

What it meansPrompt

Type the Host name / IP address of the M3server.

Please enter the M3 Server Host Name (do notinclude port):

M3 MI server port.Please enter the M3 Server Port:

M3 user ID.Please enter the M3 User:

Password of the M3 user.Please enter the M3 Password:

3 To activate these changes, stop and restart the ProcessFlow server. Type

stoppfbpm

startpfbpm

Configuring the ProcessFlow Server for Landmark

This topic describes how to configure the ProcessFlow server for Landmark.


To configure the ProcessFlow Server for Lanmark

1 At a command line, type

pfserv config landmark

2 Respond to the prompts shown in the following table.The prompts display current (or default) valuesin parentheses.

What it meansPrompt

Type the Host name of the Landmark server,for example, YourServer.YourDomain.com

Please enter the Landmark Web Host:

Type the Landmark server port.Please enter the Landmark Web Port:

Y/N; if you are unsure contact your systemadmnistrator.

Is Landmark on secured Server?

Select "N" for No.Do you want to log in to the 9.0 server insteadof the Landmark server? (Y/N)

Select "Y" for Yes.Do you want to specify the user/password forLandmark?

Type the Landmark user name.Please enter the name of the Landmark user

Type the password of the Landmark user.Please enter the Landmark Password:

3 To activate these changes, stop and restart the ProcessFlow server. Type

stoppfbpm

startpfbpm

Configuring JDBC

Perform the designer side and server side configuration details.

Configuring JDBC for Designer

1 The driver jar file (for example, oracledriver.zip) needs to be placed on the client side (desktop) inthe /lib directory.

2 Configure the jdbc parameters.



Configuring JDBC for Server

1 Place the driver jar file (for example, oracledriver.zip) on the server side in the $GENDIR/bpm/jardirectory.

2 UNIX and IBM i only — The ProcessFlow server needs to be reconfigured with parameters (JDBCDriver, Database URL, user and password)

cd $GENDIR/bin

pfserv config

3 Windows only — From $LAWDIR/system/pfserv.cfg, edit the following lines:

pfserv.common.classpath.4 %GENDIR%/java/jar/bpm-commons.jar%GENDIR%/java/jar/bpm-server.jar

%GENDIR%/java/jar/lawsonrt.jar %GENDIR%/java/jar/lawsec.jar %GENDIR%/java/jar/lhc.jar

%GENDIR%/java/jar/lawsecres.jar %GENDIR%/java/jar/lawrm.jar

%GENDIR%/java/jar/lawrmresources.jar %LAWDIR%/system

Add the following:

pfserv.common.classpath.5 %GENDIR%/bpm/jar/oracledriver.zip

4 If the servers are already running, restart the ProcessFlow server.

Configuring ProcessFlow for Windows Clustering and Multiple IPAddressesThis topic applies only to Windows installations that use clustering.

All of the ProcessFlow servers are listening on any or all of the IP addresses for the machine they arerunning. If you need to specify a specific IP Address for the clients (ProcessFlow Clients, ProcessFlowConnectors, etc.) to connect to, you can specify this in LAWDIR/system/bpm.properties.

Modify or add the following:

emHost=

epsHost=

Configuring IBM® WebSphere® Transformation ExtenderThe following information provides details on how to configure IBM® WebSphere® TransformationExtender.



Note: IBM® WebSphere® Transformation Extender does not run on IBM i. If your Lawson server isIBM i, you would configure IBM® WebSphere® Transformation Extender on Windows and then connectremotely to it.

Windows — PATH must be set to include the IBM® WebSphere® Transformation Extender directorybefore the servers are started. Set PATH in laconfig to include the IBM® WebSphere® TransformationExtender directory. For example, “C:\Ascential\DataStageTX_7.5.1”. Then, perform a stoplaw/startlaw.

UNIX — The IBM® WebSphere® Transformation Extender library directory must be in the sharedlibrary path for ProcessFlow server.

$LIBPATHAIX

$LD_LIBRARY_PATHSUN

$SHLIB_PATHHP/UX

In addition, the following environment variables should be set:

MERC_HOME_DIR (example: /usr/local/Ascential/DataStageTX_7.5.1)

MERC_TMP_DIR (example: /usr/local/Ascential/DataStageTX_7.5.1/tmp)

PATH (include $MERC_HOME_DIR/bin)

If you change the environment variables, restart ProcessFlow server.

Importing and Exporting ProcessFlow Configuration DataYou can use the pflowimpexp.pl command to bring ProcessFlow configuration data from one LawsonEnvironment to another. The pflowimpexp.pl command allows you to export/import ProcessFlowconfiguration data from the following tables:

WFSERVICE — service definition

WFSERVCRIT — service criteria definition

WFSERVPROC — service Process def

WFSRVVAR — service variables

WFPROC — flow definition

WFOBJECT — object definition used by lawson applications

WFFORM — form definition used by lawson applications

WFFORMFLDS — form fields definition used by lawson applications

WFDOCS — docs definition

WFTASK — tasks



WFWORKCAT — category definition

The information below provides you with instructions on how to import ProcessFlow configuration data

To import ProcessFlow configuration data

perl %GENDIR%/bin/pflowimpexp.pl imp logandata.xml

The information below provides you with instructions on how to export ProcessFlow configuration data.

To export ProcessFlow configuration data

perl %GENDIR%/bin/pflowimpexp.pl exp logandata.xml

The information below provides you with instructions on how to override the existing logan data.

To override the existing logan data

perl %GENDIR%/bin/pflowimpexp.pl imp logandata.xml Y

Note: If logandata.xml is not in the same directory as the directory you are running from, then providethe absolute path.

Updating ProcessFlow Web ApplicationsUse the procedures below to update the ProcessFlow RMI Server and to add execs and pre-execs tothe archive files.

To update the ProcessFlow RMI Server

1 If the ProcessFlow RMI server is started from a port other than the default 16003 port, the deployedweb application archives (bpm.war and bpm.ear files) must be updated with the new port number.The update can be done using the script delivered as GENDIR/bin/updateArchive.pl.

2 This script must be executed from the same directory as the bpm.war and bpm.ear file location. Forexample,

$GENDIR/bin/updateArchive.pl



To add execs and pre-execs to the archive files

1 If you have customized pre-execs and execs, make backup copies of your customizations in adirectory that does not have any subdirectories. This is the location from which you will deploy intoWebSphere.

2 The customized files must be added to the ProcessFlow archives (bpm.war and bpm.ear). Use$GENDIR/bin/addExecsToArchive.pl to add them to the ProcessFlow archives.

3 This script must be executed at the same directory as the .war and .ear files.

Preventing AUTOPURGE from Deleting Trace and Log Files

Note: Trace and error log flat file data is NOT purged when AUTOPURGE is turned on.

By default, ProcessFlow purges information for workunits that have completed successfully (those withthe status Complete) or terminated (those with the status Cancel Completed).You may turn off theautomatic purging of this kind of information. If a record does not exist or the Field value is set to Y,then AUTOPURGE is turned on.

If AUTOPURGE is enabled in the ProcessFlow Administrator, no details will be displayed in the ActivityLog and Error Log for workunits with the status Complete or Cancel Complete. For more information,see "How Does AUTOPURGE Affect the Display of Information in ProcessFlow Administrator?" onpage 110.

To keep trace and error log information for successfully completed or terminatedworkunits

1 From the ProcessFlow Administration Tool Configuration menu, access Interface Definition.

2 Select WfConfig for the System Name.

3 Type AUTOPURGE for the Field Name.

4 In Field Value, enter N for No.

5 Select Add or Change.

Enable Notification and Escalation E-mail Messages

Note: The UserAction and HRUserAction activity nodes are available only in ProcessFlow Integratorand ProcessFlow Professional.



The UserAction and HRUserAction activity nodes enable you to send messages to Inbasket usersnotifying them that they have work in their Inbasket or that they have not taken timely action on workthat is in their Inbasket. In order for this e-mail functionality to work, you must set up an e-mail addressin Setup.

To enable notification and escalation e-mail messages

1 From the ProcessFlow Administration Tool Configuration menu, access Interface Definition.

2 Select GLOBAL for the System Name.

3 Enter Mail_From for the Field Name.

4 In Field Value, enter the e-mail address of a valid user of your e-mail.

Although you may use any valid e-mail user's address, Lawson recommends that you set up ane-mail user on your mail server specifically for this purpose.This user will appear as the From entityin the notification and escalation e-mail messages that are generated by ProcessFlow.

5 Select Add or Change.



5Defining ProcessFlow Users

This chapter provides information about users and how to set up users so that the appropriate workunits are sent to their Inbaskets.

• "ProcessFlow User Setup: Overview" on page 45

• "Defining ProcessFlow User Profiles" on page 46

• "Assigning Tasks to Users" on page 47

ProcessFlow User Setup: OverviewThis topic describes required user setup for ProcessFlow users and where to get information abouthow to perform the setup tasks.

Lawson general user requirements

The user must exist in the Lawson system and have all required attributes and security access needsconfigured.

Adding users to the Lawson system is performed using the Lawson Security Administrator tool and istypically performed by a security administrator.

Complete instructions for adding a user to the Lawson system are in: Lawson Administration: Resourcesand Security

ProcessFlow user requirements configured using the Lawson Security Administrator

The requirements listed here are specific to ProcessFlow users. They are special attributes thatProcessFlow users need.

The configuration described here is performed using the Lawson Security Administrator tool, typicallyperformed by a security administrator. The requirements are listed here for your convenience. Fordetails, see Lawson Administration: Resources and Security.


Regular ProcessFlow usersIn addition to the attributes required for all Lawson users, the following attributes must be populatedfor ProcessFlow users:

• Email: The user's email address

• ISOLocale: The user's locale. Use the correct format for your locale. For example, type en_usif your locale is the United States.

• Workflow User: A 1 must appear in this attribute for all ProcessFlow users.

ProcessFlow administratorsIn addition to the attributes required for all Lawson users and for regular ProcessFlow users, thefollowing attribute must be configured for ProcessFlow administrators:

• Role: The role "ProcessFlow" must be included in the user's list of security roles.

ProcessFlow user requirements configured in ProcessFlow

After the user has been added in Lawson, the ProcessFlow administrator completes adding the userby:

• Defining a ProcessFlow user profile

For more information, see "Defining ProcessFlow User Profiles" on page 46.

• Assigning a task to the ProcessFlow user

For normal users this can be any task.

For ProcessFlow administrators, it must be an administrative task.

For more information, see "Assigning Tasks to Users" on page 47.

Defining ProcessFlow User Profiles

Note: All Requestors need to be set up on User Profile Definition so they can receive an e-mail if theirrequisition is rejected or unreleased. Requestors DO NOT need to be ProcessFlow users.

Define a ProcessFlow user profile for anyone who needs to be notified that a ProcessFlow service hasbeen performed. Part of the user profile definition relies on information that you enter on the User ProfileDefinition form, a form that ProcessFlow shares with other applications so that user personal data canbe centrally stored.You can also use this form to enable category filtering.

To define a ProcessFlow user profile, you must define a user login name.


Defining ProcessFlow Users

To define a ProcessFlow user profile

1 From the ProcessFlow Administration Tool, access User Profile Definition.

Figure 4. Form clip: User Profile Definition

2 From the Id field, define a user. Select the arrow next to the field and select a user. For example,PFAdmin or Lawson.

3 Select values to turn the filter category on or off. Selecting Yes enables categories for all tasks andrequires that users have categories assigned. Selecting No turns off the filter category for all tasksfor this user.

The filter category can be disabled by task for each user profile. For more information, see "AssigningTasks to Users" on page 47. For more information, see "Assigning Categories" on page 49.

4 Click Add to add the User Profile Definition record.

Assigning Tasks to Users

Tasks are the job duties that a user will complete in ProcessFlow. Users commonly have more thanone task assigned to them. From the Task field on User Task Definition, you can drill to see all otherusers assigned to this task. From a Task field, list the tasks to choose from and then choose DrillAround for a selected task.

You can assign begin and end dates for a task to activate the task for a limited time. For example, anAdministrative task could temporarily be assigned to a subordinate if the system administrator is outof the office for an extended period.

You can further control the distribution of workunits to users by using tasks in conjunction with categoryfiltering. For more information, see "Assigning Categories" on page 49.

Use the User Task Definition form to assign tasks to users.You must assign one task to each user. Ifyou are adding an administrative user, you must assign an administrative task.

To assign user tasks

1 From the ProcessFlow Administration Tool Configuration menu, select User Task Definition.



Figure 5. Form clip: User Task Definition

2 From the ID field, define a user. Click the arrow next to the ID field and select the user. For example,select PFAdmin.

3 Define a task under the user if it is not already imported and click Inquire.

4 Optional. Complete the remaining fields to assign a task to the user (Id).

Determines whether a work category is assigned to the user in order tolimit workunits for this user's task. Valid values are Y-Yes or N-No.

Selecting Yes enables category filtering. Of the workunits assigned to thegiven task, this user can access only those workunits that have thefollowing:

• matching category names and values

– or –

• no category filters

Note: If the filter is set to Y-Yes and nothing has been defined on thecategory form, the user receives NO work for the task.

Selecting No disables category filtering so the user can access all workunitsdistributed to this task.

For more information, see "Additional Information about Category Filtering"on page 52.

Filter Category

The date when this task begins accepting work for the user.Start Date

The date when this task stops accepting work for the user.Stop Date

5 Select Process.



6Working with Categories

• "What is Category Filtering?" on page 49

• "Assigning Categories" on page 49

What is Category Filtering?Category filtering is the use of categories to restrict the work that appears in the Inbaskets of specificusers. When you turn on category filtering, the system allows users to access only those workunitsthat either have no category classification or have the same category classification as defined in theiruser profiles.

Categories are predefined for workunits based on the trigger code that created the workunit. Not allworkunits or processes use category classifications. Category filtering can be used only if the serviceyou are using supports (work) categories or if you have set up a UserAction activity node in a flow inProcessFlow Designer.

Category assignments for a workunit are either blank or have a value.

• A blank category assignment for a workunit allows all users who have the specified task to accessthe workunit.

• A nonblank category assignment for a workunit allows only those users who have a matchingcategory assignment and the specified task to access the workunit.

When category filtering is not on, the system ignores the matching process and allows all users to workon the workunit regardless of the category assignment. For more information, see "Example of CategoryFiltering" on page 51. For more information, see "Additional Information about Category Filtering" onpage 52. You can view a list of the predefined categories. For more information, see "AvailableCategories for a Service" on page 53.

Assigning Categories

Categories are used to restrict the flow of workunits to the user.This restriction of the flow of workunitsby category assignments is called category filtering. For more information, see "Additional Informationabout Category Filtering" on page 52.


To assign user categories

1 From the ProcessFlow Administration Tool Configuration menu, select User Task Definition.

2 Select a user from the ID field.

3 Select the task.

4 Choose User Task Category Definition from the menu.

Figure 6. Form clip: User Task Category Definition

5 Select Inquire. Assign work categories as appropriate for this task.

Note: The number of categories assigned to a user affects the time the system requires to displaywork in the Inbasket.

Note: Fields in bold are required.

DescriptionField

User ID of the person being assigned a category.Id

The type of work.Task

Name of the category. From Work Category.

Note: A user can have multiple assignments of the same workcategory, each with a different value.

Work Category

Value of this category for this user.Work Category Value


Working with Categories

6 Optional. Assign additional categories if needed.

Example of Category Filtering

The default category filtering settings in ProcessFlow provide an open system where users can accessall workunits for their assigned tasks.

For example, assume you are a manager over three technical approvers who routinely approve technicalrequisitions for their different locations. As the manager, you want to view the work for all locations,but technical approvers only need to view the work for their location.

We know that the Requisition Approval Process has the “Req Loc” work category predefined.Workunitscreated by this process will have the requesting location as their category value.

Setup ExampleComplete the following steps if you want technical approvers to access only the requisitions thatbelong to their location.

To filter by the Req Loc category

1 Access User Profile Definition and select a user from the Id field.

2 In the Filter Category field, select Y-Yes. Choose Change.

3 Access User Task Category Definition.

4 In the Task field, select Tech Appr.

5 Choose User Category from the menu.

6 Assign a work category name and work category value for this user.

For example, suppose that there are three users who are technical approvers for differentlocations. If technical approver 1 is for location MPLS, technical approver 2 is for STPAUL, andtechnical approver 3 is for ROCH, assign the following:

Note: Category values are case sensitive.

ValueWork CategoryUser

MPLSReq LocTechnical Approver 1

STPAULReq LocTechnical Approver 2

ROCHReq LocTechnical Approver 3

7 Repeat this process for each technical approver that reflects their area of concern.



8 For each technical approver, turn on category filtering at the task level: use User Task Definitionand set the Filter Category field to Y-Yes for the task of technical approver.

9 Save your work.

In the example above, the requisition workunits from the MPLS requesting location are accessibleonly to technical approver 1, those from the STPAUL requesting location are accessible only totechnical approver 2, and those from the ROCH requesting location are accessible only to technicalapprover 3.

Additional Information about Category Filtering

You can enable the Filter Category field at the user profile level using User Profile Definition.You canalso set up filtering at the task level.You must set the Category Filtering field on User Profile Definitionto Y-Yes for the flag for a task on User Task Definition to be checked.

Note: The settings for an individual user affect only that user; other users who have the same taskassigned are unaffected.

When you use filter category at the user task level, you create workunit restrictions for individual users(that is, not all workunits associated with a task will be sent to their Inbaskets or Inbox).

Category filtering at the user task level is determined by the Category Filter field. By default, categoryfiltering for user tasks is off.

The steps below explain how to set the two category filtering flags to achieve your desired purpose.

Do not restrict the flow of any workunits for any of a user's tasks

• On User Profile Definition, set Filter Category to N-No.

Regardless of what you do on any other form, this user will receive all workunits for all the tasksthat have been assigned to him or her.

Restrict the flow of workunits for all of a user's tasks (the user receives only thoseworkunits for matching categories)

1 On User Profile Definition, set Filter Category to Y-Yes.

2 On User Task Definition, set Category Filtering to Yes for each task.

3 On User Task Category Definition, enter matching categories and values for each task assigned tothat user.

Important: If you set the Filter Category field to Yes on User Profile Definition and on User TaskDefinition, and then fail to set the user up with categories on User Task Category Definition, theInbasket will be unable to determine the action to take and might terminate abnormally. It could bepossible that a workunit would not find anyone to process it if no one has been assigned the categoryvalue.



Restrict the flow of workunits for some of a user's tasks but not others

1 On User Profile Definition, set Filter Category to Y-Yes.

2 On User Task Definition, set Filter Category to N-No for the task or tasks that you do not want torestrict the flow of workunits to this user.

3 On User Task Definition, set Filter Category to Y-Yes for the task or tasks that you want to restrictthe flow of workunits to this user.

For tasks with a No setting for category filtering, the user will receive all workunits for that task; fortasks that have a Yes setting, the user will receive the workunits that flow to him or her based onthe categories and values entered on User Task Category Definition.

The following table summarizes the effects of the different combination of settings that are possible forcategory filtering.

Category filtering

ThenOn User TaskCategory Definition,matching categories,names, and values areassigned

On User TaskDefinition, if theCategory Filtering flagfor a specific task is

On User ProfileDefinition, if CategoryFiltering field is

User receives workunitsfor matching categories.(Most restricted.)

YesSet to YesSet to Yes

User receives allworkunits for this

YesSet to NoSet to Yes

specific task. (Lessrestricted.)

User receives allworkunits for all the

NA

(The system ignoreswhatever setting hasbeen entered.)

NA

(The system ignoreswhatever setting hasbeen entered.)

Set to No

tasks assigned to theuser on User TaskDefinition. (Notrestricted.)

Available Categories for a Service

The following list displays the available categories for a service.



CategoryService

Supervisor, composed of Company and Supervisor Code(Required)

Action Approval

Credit_AnalystCrd Lmt Warning

Credit_AnalystCredit Chk Fail

Credit_AnalystCst Add Crd Lmt

Authority CodeInv Approval

Department, composed of Process Level and DepartmentJobReq Approval

Buyer CodePO Overshipment

Req LocReq Approval

Buyer CodeRush Item



7Enabling and Creating Processes an

Documents

Infor Lawson Administration: ProcessFlow · 2013. 5. 20. · Infor Lawson Administration: ProcessFlow | 11. ProcessFlow Terminology Term Meaning ProcessFlo w Designer pro vides a