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Novell Teaming: Automating Business Processes with Forms and Workflows


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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.

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Novell Teaming: Automating Business Processes with Forms and Workflows

  1. 1. Novell Teaming: ® Automating Business Processes with Forms and Workflows Robin Redgrave Adam Wingate Collaboration Technical Specialist Teaming Libriarian
  2. 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. 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. 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. 5. Workflow Creation Delegation
  6. 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. 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. 8. Forms
  9. 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. 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. 11. Container Elements • Radio Button • Selectbox • 2 and 3 column table • Box • Expandable area 11 © Novell, Inc. All rights reserved.
  12. 12. Advanced Elements • Custom JSP • HTML element • Remote application • User List Selectbox • Hidden 12 © Novell, Inc. All rights reserved.
  13. 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. 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. 15. Workflows
  16. 16. Creating a Workflow • Create States • Add Transitions • Set up notifications • Set up access control 16 © Novell, Inc. All rights reserved.
  17. 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. 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. 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. 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. 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. 22. Putting It Together
  23. 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. 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. 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. 26. Extensions • A way of packaging up your customisations – Forms – Workflows – JSPs – Images – Teamplates – Configuration files 26 © Novell, Inc. All rights reserved.
  27. 27. Further Information
  28. 28. 28 © Novell, Inc. All rights reserved.
  29. 29. 29 © Novell, Inc. All rights reserved.
  30. 30. 30 © Novell, Inc. All rights reserved.
  31. 31. 31 © Novell, Inc. All rights reserved.
  32. 32. Questions?
  33. 33. Unpublished Work of Novell, Inc. All Rights Reserved. This work is an unpublished work and contains confidential, proprietary, and trade secret information of Novell, Inc. Access to this work is restricted to Novell employees who have a need to know to perform tasks within the scope of their assignments. No part of this work may be practiced, performed, copied, distributed, revised, modified, translated, abridged, condensed, expanded, collected, or adapted without the prior written consent of Novell, Inc. Any use or exploitation of this work without authorization could subject the perpetrator to criminal and civil liability. General Disclaimer This document is not to be construed as a promise by any participating company to develop, deliver, or market a product. It is not a commitment to deliver any material, code, or functionality, and should not be relied upon in making purchasing decisions. Novell, Inc. makes no representations or warranties with respect to the contents of this document, and specifically disclaims any express or implied warranties of merchantability or fitness for any particular purpose. The development, release, and timing of features or functionality described for Novell products remains at the sole discretion of Novell. Further, Novell, Inc. reserves the right to revise this document and to make changes to its content, at any time, without obligation to notify any person or entity of such revisions or changes. All Novell marks referenced in this presentation are trademarks or registered trademarks of Novell, Inc. in the United States and other countries. All third-party trademarks are the property of their respective owners.