8.2 Workflows

Revision as of 12:05, 21 December 2021

Introduction

In BlueSpice 4.1, workflows are based on BPMN 2.0. Four different types of page-based workflows are already integrated. Their purpose is a page review to obtain feedback via a user vote or to trigger a page approval. In the following, these workflows are therefore called review workflows.

Types of reviews
Workflow type	Participants	Description
Single user approval	1 user	A single user is asked to vote about a page. If a user submits a positive vote, the page is automatically approved.
Expert document control	3 users	After a page has been edited by a specific user, the page is reviewed by an expert and then approved by a user who is responsible for approvals.
Group feedback	1 group	A group (which needs to exist in the group manager) is requested to leave a comment on a page.
Single user feedback	1 user	A user is asked to send a comment regarding a page.

Notifications and reports

When a task gets assigned: When a user needs to complete a workflow task, both a notification and a task are created.
At the end of a worfklow: After a workflow has ended, the initiator receives a notification and an email is sent to a report recipient (as defined at the beginning of the workflow).

Workflow activities

All approval workflows start with a form where the necessary workflow data is entered by the workflow initiator. Each workflow results in one or more workflow activities.

Single user approval

Purpose: Approval of a draft page by a user with approval rights. This workflow only makes sense if the approval function (FlaggedRevs) is activated on a page.

Workflow instances: Only one approval workflow can run per page.

BPMN diagram of a "Single user approval" workflow

Activity	Description
CollectData	In the first workflow step, the workflow initiator enters the settings: User: ser who is assigned to the task. Instructions: A comment or instructions for the user to understand the task. Send report to: An email report with the results will be sent to this email address when the review is finished. If a username is specified here, an email address must be stored in the user administration so that the report can be sent.
PageCheckout	The page is locked for the upcoming vote for editing.
UserVote	The assigned user carries out a vote and either agrees to the page or rejects it. Alternatively, the task can be delegated. In the event of a rejection, the workflow will be terminated.
ApprovePage	If the user has submitted a positive vote (YES), the page is set to an approved state.
SendMail	An email report is sent to the report recipient who was specified in the first step.
PageCheckin	The page is unlocked.

Expert document control

Purpose: Approval of a draft page according to the "4-eyes principle".

Workflow instances: A page can only have one approval worfklow at a time.

BPMN diagram of the "Expert document control" workflow

Activity	Description
CollectData	In the first workflow step, the workflow initiator enters the settings: User: User who is assigned to the task. Three different users have to be specified. Instructions: A comment or instructions for the users to understand their tasks. Send report to: An email report with the results will be sent to this email address when the review is finished. If a username is specified here, an email address must be stored in the user administration so that the report can be sent.
PageCheckout	The page is locked for users who do not participate in the workflow. Only the Editor (first workflow participant) and Reviewer (second participant) of the workflow can edit the page during checkout.
EditPage	The Editor user can edit the page and completes the task without comment.
UserVote	The Reviewer user can also edit the page and submits a vote. If the vote is positive, the workflow continues. If the reviewer rejects, the workflow goes back to the Editor who has to complete another task.
PageCheckin	After the Reviewer submits a positive vote, the page is checked in and the workflow continues.
PageCheckout	TIn this step, the page checkout locks the page for editing completely. The Approver user will not be able to change the page, but needs to approve it.
ApprovePage	After the Approver finishes the assigned task, the page is set from "draft" to "approved" status if the page was in draft status (only if the approver submits a positive vote). If not, this step is skipped.
SendMail	If an email or user was specified in the workflow settings, the report is now getting sent to that user.
PageCheckin	The page gets unlocked for editing.

Group feedback

Purpose: Obtaining feedback from the members of a user group. The group must exist in the group manager.

Workflow instances: Several feedback workflows can run independently of one another on one page at the same time.

BPMN diagram of the "Group feedback" workflow

Activity	Description
CollectData	In the first workflow step, the workflow initiator enters the settings: Group: User group who is assigned to the task. Instructions: A comment or instructions for the users to understand their task. Send report to: An email report with the results will be sent to this email address when the review is finished. If a username is specified here, an email address must be stored in the user administration so that the report can be sent.
GroupFeedback	All users in the assigned group provide feedback via a comment field. This is a parallel workflow, which means that the order of the feedback does not matter.
SendMail	If an email or user was specified in the workflow settings, the report is now getting sent to that user.

Feedback

Purpose: Obtaining feedback from a single user on a page.

Workflow instances: Multiple feedback worfklows can run independently of one another on one page at the same time.

BPMN diagram of the "Single user feedback" workflow

Activity	Description
CollectData	In the first workflow step, the workflow initiator enters the settings: User: User who is assigned to the task. Instructions: A comment or instructions for the users to understand their task. Send report to: An email report with the results will be sent to this email address when the review is finished. If a username is specified here, an email address must be stored in the user administration so that the report can be sent.
UserFeedback	The assigned user sends a comment.
SendMail	If an email or user was specified in the workflow settings, the report is now getting sent to that user.

Overview page

All workflows in the wiki are listed on the page Special:Workflows overview. A view for all active workflows and a view for all workflows can be selected.

File:Manual:wf-übersicht.png

Workflows Übersicht

Tasks overview

Users are informed about new and pending tasks in their notifications. They can view assigned workflows on their My tasks page.

How to add a workflow

Users can upload an xml-file of a BPMN diagram with custom activities to the wiki. Currently, the following predefined activities exist:

Extension: Workflows

Extension: PageCheckout

Extension: BlueSpiceFlaggedRevsConnector

ApprovePage

Example of a customized workflow (coming soon)

Technical Reference: Workflows

To submit feedback about this documentation, visit our community forum.

@@ Line 1: / Line 1: @@
 ==Introduction==
-In BlueSpice 4.1, workflows are based on [[:de:Business_Process_Model_and_Notation|BPMN 2.0]]. Four different types of page-based workflows are already integrated. Their purpose is page reviews to obtain feedback via a vote or to trigger a page approval. In the following, these workflows are therefore called review workflows.
+In BlueSpice 4.1, workflows are based on [[:de:Business_Process_Model_and_Notation|BPMN 2.0]]. Four different types of page-based workflows are already integrated. Their purpose is a page review to obtain feedback via a user vote or to trigger a page approval. In the following, these workflows are therefore called review workflows.
 {| class="wikitable" style="width:100%;"
@@ Line 16: / Line 16: @@
 |After a page has been edited by a specific user, the page is reviewed by an expert and then approved by a  user who is responsible for approvals.
 |-
-| style="width:300px;" |'''[[Manual:Extension/Workflows#Goup Feedback|Group Feedback]]'''
+| style="width:300px;" |'''[[Manual:Extension/Workflows#Goup Feedback|Group feedback]]'''
 | style="width:100px;" |1 group
-|A group (needs to exist in the group manager) is requested to leave a comment on a page.
+|A group (which needs to exist in the group manager) is requested to leave a comment on a page.
 |-
 | style="width:300px;" |'''[[Manual:Extension/Workflows#Single user feedback|Single user feedback]]'''
@@ Line 46: / Line 46: @@
 |In the first workflow step, the workflow initiator enters the settings:
-*''User:'' user who is assigned to the task.
+*''User:'' ser who is assigned to the task.
-*''Instructions:'' A comment/instructions for the user that should help to complete the task.
+*''Instructions:'' A comment or instructions for the user to understand the task.
-*''Send report to:'' An diese Email-Adresse wird beim Abschluss der Begutachtung ein Email-Report mit den Resultaten gesendet. Wird hier ein username angegeben, so muss in der userverwaltung eine Email-Adresse hinterlegt sein, damit der Report versendet werden kann.
+*''Send report to:'' An email report with the results will be sent to this email address when the review is finished. If a username is specified here, an email address must be stored in the user administration so that the report can be sent.
 |-
 |PageCheckout
@@ Line 57: / Line 57: @@
 |-
 | ApprovePage
-|If the user has agreed, the page is set to an approved state.
+|If the user has submitted a positive vote (YES), the page is set to an approved state.
 |-
 |SendMail
@@ Line 69: / Line 69: @@
 '''Purpose:''' Approval of a draft page according to the "4-eyes principle".
-'''Workflow-Instanzen:''' Es kann immer nur ein Freigabe-Workflow pro Seite laufen.
+'''Workflow instances:''' A page can only have one approval worfklow at a time.
-[[File:Manual:bpmn-ExpertDocControl.svg|verweis=https://bs4-de.wiki.bluespice.com/wiki/File:Manual:bpmn-ExpertDocControl.svg|alternativtext=BPMN Diagramm des Workflows "Qualitätsgesicherte Bearbeitung"|center|thumb|550x550px|BPMN Diagramm des Workflows "Qualitätsgesicherte Bearbeitung"]]
+[[File:Manual:bpmn-ExpertDocControl.svg|center|thumb|550x550px|BPMN diagram of the "Expert document control" workflow|alt=BPMN diagram of the "Expert document control" workflow]]
 {| class="wikitable" style="width:100%;"
 !Activity
@@ Line 77: / Line 77: @@
 |-
 |CollectData
-|Im ersten Workflow-Schritt werden die Einstellungen des Worfklows vorgenommen:
+|In the first workflow step, the workflow initiator enters the settings:
+''User:'' User who is assigned to the task. Three different users have to be specified.
+''Instructions:'' A comment or instructions for the users to understand their tasks.
-*''user:'' user (oder Gruppe, die in der Gruppenverwaltung angelegt ist), die die Begutachtung durchführen soll(en).
+''Send report to:'' An email report with the results will be sent to this email address when the review is finished. If a username is specified here, an email address must be stored in the user administration so that the report can be sent.
-*''Anweisungen:'' Eine Mitteilung an den user oder die usergruppe zur Durchführung der Begutachtung.
-*''Reportempfänger:'' An diese Email-Adresse wird beim Abschluss der Begutachtung ein Email-Report mit den Resultaten gesendet. Wird hier ein username angegeben, so muss in der userverwaltung eine Email-Adresse hinterlegt sein, damit der Report versendet werden kann.
 |-
 | PageCheckout
-|Die Seite wird für die anstehende Abstimmung zur Bearbeitung gesperrt.
+|The page is locked for users who do not participate in the workflow. Only the '''Editor''' (first workflow participant) and '''Reviewer''' (second participant)  of the workflow can edit the page during checkout.
 |-
 |EditPage
-|Begutachter 1 kann die Seite bearbeiten und schließt die Aufgabe kommentarlos ab.
+|The '''Editor''' user can edit the page and completes the task without comment.
 |-
 |UserVote
-|Begutachter 2 und 3 stimmen ab. Sobald ein Begutachter ablehnt, started die Begutachtung erneut mit Begutachter 1.
+|The '''Reviewer''' user can also edit the page and submits a vote. If the vote is positive, the workflow continues. If the reviewer rejects, the workflow goes back to the '''Editor''' who has to complete another task.
+|-
+|PageCheckin
+|After the '''Reviewer''' submits a positive vote, the page is checked in and the workflow continues.
+|-
+|PageCheckout
+|TIn this step, the page checkout locks the page for editing completely. The '''Approver''' user will not be able to change the page, but needs to approve it.
 |-
 |ApprovePage
-|Nach Zustimmung von Begutachter 2 und 3 wird die Seite freigegeben.
+|After the '''Approver''' finishes the assigned task, the page is set from "draft" to "approved" status if the page was in draft status (only if the approver submits a positive vote). If not, this step is skipped.
 |-
 |SendMail
-|Eine Email-Report wird an die angegebene Email-Adresse versandt.
+|If an email or user was specified in the workflow settings, the report is now getting sent to that user.
 |-
 |PageCheckin
-|Die Seite wird abschließend entsperrt.
+|The page gets unlocked for editing.
 |}
 ===Group feedback===
-'''Zweck:''' Einholen von Feedback von einer usergruppe. Die Gruppe muss in der Gruppenverwaltung angelegt sein.
+'''Purpose:''' Obtaining feedback from the  members of a user group. The group must exist in the [[Reference:BlueSpiceGroupManager|group manager]].
-'''Workflow-Instanzen:''' Es können unabhängig voneinander mehrere Feedback-Worfklows gleichzeitig auf einer Seite laufen.
+'''Workflow instances:''' Several feedback workflows can run independently of one another on one page at the same time.
-[[File:Manual:bpmn-GroupFeedback..svg|alternativtext=BPMN Diagramm des Workflows "Gruppen-Feedback"|center|thumb|450x450px|BPMN Diagramm des Workflows "Gruppen-Feedback"]]
+[[File:Manual:bpmn-GroupFeedback..svg|center|thumb|450x450px|BPMN diagram of the "Group feedback" workflow|alt=BPMN diagram of the "Group feedback" workflow]]
 {| class="wikitable" style="width:100%;"
-!Aktivität
+!Activity
-!Beschreibung
+!Description
 |-
 | CollectData
-| Im ersten Workflow-Schritt werden die Einstellungen des Worfklows vorgenommen:
+| In the first workflow step, the workflow initiator enters the settings:
-*''user:'' user (oder Gruppe, die in der Gruppenverwaltung angelegt ist), die die Begutachtung durchführen soll(en).
+* ''Group:'' User group who is assigned to the task.
-*''Anweisungen:'' Eine Mitteilung an den user oder die usergruppe zur Durchführung der Begutachtung.
+* ''Instructions:'' A comment or instructions for the users to understand their task.
-*''Reportempfänger:'' An diese Email-Adresse wird beim Abschluss der Begutachtung ein Email-Report mit den Resultaten gesendet. Wird hier ein username angegeben, so muss in der userverwaltung eine Email-Adresse hinterlegt sein, damit der Report versendet werden kann.
+* S''end report to:'' An email report with the results will be sent to this email address when the review is finished. If a username is specified here, an email address must be stored in the user administration so that the report can be sent.
 |-
 |GroupFeedback
-|Alle user in der zugewiesenen Gruppe geben über ein Kommentarfeld ein Feedback ab.  Hierbei handelt es sich um einen parallelen Workflow, das heißt, die Reihenfolge der Rückmeldungen ist egal.
+|All users in the assigned group provide feedback via a comment field. This is a parallel workflow, which means that the order of the feedback does not matter.
 |-
 |SendMail
-|Eine Email-Report wird an die angegebene Email-Adresse versandt.
+|If an email or user was specified in the workflow settings, the report is now getting sent to that user.
 |}
 ===Feedback===
-'''Zweck:''' Einholen von Feedback eines einzelnen users zu einer Seite.
+'''Purpose:''' Obtaining feedback from a single user on a page.
-'''Workflow-Instanzen:''' Es können unabhängig voneinander mehrere Feedback-Worfklows gleichzeitig auf einer Seite laufen.
+'''Workflow instances:''' Multiple feedback worfklows can run independently of one another on one page at the same time.
-[[File:Manual:bpmn-UserFeedback.svg|alternativtext=BPMN Diagramm des Feedback Worfklows|center|thumb|500x500px|BPMN Diagramm des Feedback-Worfklows]]
+[[File:Manual:bpmn-UserFeedback.svg|center|thumb|500x500px|BPMN diagram of the "Single user feedback" workflow|alt=BPMN diagram of the "Single user feedback" workflow]]
 {| class="wikitable" style="width:100%;"
-!Aktivität
+!Activity
-!Beschreibung
+!Description
 |-
 |CollectData
-|Im ersten Workflow-Schritt werden die Einstellungen des Worfklows vorgenommen:
+|In the first workflow step, the workflow initiator enters the settings:
-*''user:'' user (oder Gruppe, die in der Gruppenverwaltung angelegt ist), die die Begutachtung durchführen soll(en).
+* ''User:'' User who is assigned to the task.
-*''Anweisungen:'' Eine Mitteilung an den user oder die usergruppe zur Durchführung der Begutachtung.
+* ''Instructions:'' A comment or instructions for the users to understand their task.
-*''Reportempfänger:'' An diese Email-Adresse wird beim Abschluss der Begutachtung ein Email-Report mit den Resultaten gesendet. Wird hier ein username angegeben, so muss in der userverwaltung eine Email-Adresse hinterlegt sein, damit der Report versendet werden kann.
+* Send report to: An email report with the results will be sent to this email address when the review is finished. If a username is specified here, an email address must be stored in the user administration so that the report can be sent.
-|-
-|PageCheckout
-|Wenn eine Begutachung läuft, ist die Seite für eine Bearbeitung gesperrt. (Hinweis: In der ''Qualitätsgesicherten Bearbeitung'' wird erst nach dem ersten Begutachter gesperrt)´).
 |-
 | UserFeedback
-|Der zugewiesene user gibt über ein Kommentarfeld ein Feedback ab.
+|The assigned user sends a comment.
 |-
 |SendMail
-|Eine Email-Report wird an die angegebene Email-Adresse versandt.
+|If an email or user was specified in the workflow settings, the report is now getting sent to that user.
 |}
 ==Overview page==
-Alle Workflows sind auf der Seite ''Spezial:Workflows overview'' aufgeführt. Es gibt eine Ansicht der aktuellen Workflows und eine Ansicht aller Workflows:
+All workflows in the wiki are listed on the page ''Special:Workflows overview''. A view for all ''active'' workflows and a view for ''all'' workflows can be selected.
 [[File:Manual:wf-übersicht.png|center|thumb|750x750px|Workflows Übersicht|link=Special:FilePath/Manual:wf-übersicht.png]]
-=== Tasks===
+=== Tasks overview===
-user werden über ihre Workflows auf ihrer Benachrichtungsseite sowie auf der Seite [[Manual:Extension/UnifiedTaskOverview|Meine Aufgaben]] über zugewiesene Workflow-Aufgaben informiert.
+Users are informed about new and pending tasks in their notifications. They can view assigned workflows on their  [[Reference:UnifiedTaskOverview|''My tasks'']]  page.
 ==How to add a workflow==
-Die xml-Datei eines BPMN-Diagramms kann durch das Einfügen sogenannter Aktivitäten angepasst werden. Derzeit gibt es folgende definierte Aktivitäten:
+Users can upload an xml-file of a BPMN diagram with custom activities to the wiki. Currently, the following predefined activities exist:
 '''Extension: Workflows'''
@@ Line 184: / Line 188: @@
 *[[Manual:Extension/Workflows/Activity/ApprovePage|ApprovePage]]
+Example of a customized workflow (coming soon)
-Beispiel zum erstellen eines neuen Workflows