Find out how you can replace time-consuming, error-prone and manual business processes with simple, automated forms and workflows. In this session, we'll show you how easy it can be with Novell Teaming. End users can easily create workflows themselves using a simple graphical user interface. We'll also show you the easy-to-customize templates—covering a number of common business processes—found in the Novell Teaming Library.

1. Novell Teaming: ®
Automating Business Processes with Forms and Workflows
Robin Redgrave Adam Wingate
Collaboration Technical Specialist Teaming Libriarian
rredgrave@novell.com awingate@novell.com

2. Agenda
• What is a workflow?
• How to create Forms
• How to create Workflows
• Putting it Together
• Further information
2 © Novell, Inc. All rights reserved.

3. What is a Workflow?
Workflows are processes that already exist in the business
– Processing resumes and hiring staff
– Reviewing, editing and publishing documents
– Human Resource functions: requesting and approving
time off, expense reports or supply requisition
– Help desk support request, diagnosis, resolution
– Change request
– Ticket tracking
– Moderated discussion forums
– Purchase Order request and Approval
3 © Novell, Inc. All rights reserved.

4. Pre-Workflow Design
• Talk to people
– Everyone involved
– What do the users need, what does the business need
– What controls and rights are required
• How can you improve the existing WF
– Reminders
– Escalations
– Let others know
– Feedback to originator
4 © Novell, Inc. All rights reserved.

5. Workflow Creation Delegation

6. Who Can Create Business Processes
• Administrator or Administrator equivelant
– Can create system Forms and Workflows
• Users
– Rights can be assigned at a Folder or workspace level
– Forms and Workflows will be available at that point
and below
– Workspace administrator has rights
– Specific rights can be delegated to user
6 © Novell, Inc. All rights reserved.

7. Add a Forms/Workflow Role
• As admin
– Create a new role and assign rights
> Design Entries
> Design Workflows
• On access control menu
– Assign the rights as required to users
7 © Novell, Inc. All rights reserved.

8. Forms

9. What is a Form?
• A way of entering information into Teaming
• Made up of elements
• Equivalent to your paper based form
9 © Novell, Inc. All rights reserved.

10. Basic Elements
• Text • User list/Group List
• Attachment/File upload • Buttons
• Description/HTML Editor • Date / Date and Time
• Guest user name • Picture
• Checkbox • Event
10 © Novell, Inc. All rights reserved.

11. Container Elements
• Radio Button
• Selectbox
• 2 and 3 column table
• Box
• Expandable area
11 © Novell, Inc. All rights reserved.

12. Advanced Elements
• Custom JSP
• HTML element
• Remote application
• User List Selectbox
• Hidden
12 © Novell, Inc. All rights reserved.

13. Entry Designer
• Form definition
– What the form looks like
• View definition
– How the form is viewed
– A subset of the form elements
• Summary definition
– Simple view
13 © Novell, Inc. All rights reserved.

14. Expanding Functionality with JSPs
• External database interaction
• Dynamically hiding and displaying fields
• Validation of data entries
• Text and number manipulation
• Populating fields with user profile information
• Populating fields for workflow routing
• Adding additional elements to the designer
14 © Novell, Inc. All rights reserved.

15. Workflows

16. Creating a Workflow
• Create States
• Add Transitions
• Set up notifications
• Set up access control
16 © Novell, Inc. All rights reserved.

17. States
• Points of transition within a business process
– Awaiting managerial approval
– Document published
– Holiday denied
– Grades submitted
• Action points for the workflow
– Routing options
– Notifications
– Add parallel processes
– Copy/move entries
17 © Novell, Inc. All rights reserved.

18. Transitions
• Custom transition • Entry data values
• Immediate • Modify
• Manual • Question and Response
• After time elapsed • Variable
• On comment or reply • Wait for Parallel threads
18 © Novell, Inc. All rights reserved.

19. Notifications
• Mail messages to users to inform on form progression
• Can be sent to
– Static Users or Groups
– Dynamic users or groups defined within the form
• Can include title and other information
• Can be sent on entering or exiting a state
– Multiple messages can be defined
– Can have CC and BCC recipients
19 © Novell, Inc. All rights reserved.

20. Access Controls
• Who can access a entry
– Delete
– Modify
– Read
• Who can Transition an entry
– Into a state
– Out of a state
• Modify specific fields on the form
20 © Novell, Inc. All rights reserved.

21. Other Bits
• Custom actions
• Remote application
• Start parallel thread
• Start separate workflow process
– Variables can be carried across
21 © Novell, Inc. All rights reserved.

22. Putting It Together

23. Need to Ensure Our Users Can Use It
• Create a folder
• Configure the folder
– Add the allowed entry type
– Assign the workflow to run automatically
• Test
– Form entry and view
– Workflow works as expected
> Notification and access controls
• Folder and workspace templates
can be created
23 © Novell, Inc. All rights reserved.

24. Reporting
• Report on Workflow State
– Show average time spent in each state by all entries
– Show number of entries currently in each state
• Workflow history
– Shows the path that has been taken through the workflow
– Who made the decision and when
• Useful for compliance and auditing
24 © Novell, Inc. All rights reserved.

25. Importing and Exporting
• Can import and export forms and workflows
– Create and test in an isolated environment
– Move to the production environment when ready
• Remember any JSPs will need to be manually moved
25 © Novell, Inc. All rights reserved.

26. Extensions
• A way of packaging up your customisations
– Forms
– Workflows
– JSPs
– Images
– Teamplates
– Configuration files
26 © Novell, Inc. All rights reserved.

27. Further Information

28. www.novell.com/teaming/starterpack
28 © Novell, Inc. All rights reserved.

29. www.novell.com/teaming_library
29 © Novell, Inc. All rights reserved.

30. www.kablink.org
30 © Novell, Inc. All rights reserved.

31. www.novell.com/documentation/teaming
31 © Novell, Inc. All rights reserved.

32. Questions?

34. Unpublished Work of Novell, Inc. All Rights Reserved.
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