How to Evaluate Questetra (Step 3)

Hi there!

I’ve been introducing to you How to evaluate Questetra in a series. (Step 1) (Step 2)
I hope these are helpful for you.

People ask me,
“What do I do next?”
“How many configurations ahead?”
“Tell me how to create an Input form, quick!”

Last time, we discussed “Tips for drawing a Process diagram”.
The configurations of Questetra BPM Suite will be proceeded roughly in the following order of steps.

1) Creation of a Process Model Diagram
2) Setting of data (Process Data items)
3) Setting of Input form
4) Setting of Splitting conditions
5) Setting of operators of each Task

Today, we will discuss “2) Setting of data” and “3)” Setting of Input form”.
These are the parts which concern the people who will actually operate the Task in the flow. Let’s get started!

== Extracting the Process Data Items from Business Rules ==

Let’s do the setting based on the business operation which we discussed in Step 2.
Below is the “Business Rule: Summary” which we have summarized in Step 2.

<Business Rule: Summary>
#1) The Superior instructs creation of a report to the Subordinate.
#2) The Subordinate creates a report and submits it to the Superior.
#3) The Superior checks the report. If there was any problem, send it back to the Subordinate. If not, closes the operation.

Before anything, let’s organize it for the setting, suppressing the eagerness to “Want to set up Questetra BPM Suite, right now!”.
First of all, we need to work for Extracting the Process Data Items to be set.
The idea of Extracting is quite simple. It is simply extracting the “outputs of each Task”.
“Try to punctuate them with brackets “[]”.

<Business Rule: Summary: Extraction of Data Items>
#1) The Superior [instructs creation of a report] to the Subordinate. (Output: Instruction of report creation)
#2) The Subordinate creates [a report] and submits it to the Superior. (Output: a report)
#3) The Superior [checks] the report. If there was any problem, sends it back to the Subordinate. If not, closes the operation. (Output: result of checking)

[instructs creation of a report], [a report], [checks] have been extracted.
(Setting of Process Data items becomes easier if you have checked the Outputs upon organizing Business Rules for drawing a Process Model Diagram.)
To Name each Process Data Item, names that are easy-to-understand would be better for both of the Superior and the Subordinate, since the data are information which will be referred by both.

<Examples of Process Data Item Names>
1.[instructs creation of a report] -> [Report Overview]
2.[a report]————————> [Report File]
3.[checks]————————–> [Report Check]

Coincidentally, in this case, it is one Process Data item per Task, but it could be more than one process Data Items.
In the [instructs creation of a report], for example, there might be two Process Data Items of “Contents of Report” and “Submission deadline”.
It will be clarified by asking “What will be specifically instructed upon instructing Creating Report?”
(Or also, it will be recognized by the Superior when test-running the flow.)

== Setting the Attributes of Process Data Items ==

When you have determined all the Process Data items, the next is settings of attributes of each Process Data item.
At the same time, carry out the setup of input formats.
(You may carry out this setup later. However, it is more efficient to do it at the same time.)
For the input formats, consider Mandatory / Arbitrary data entry settings in addition to Data types.
In this case here, every data should be Mandatory since it will cause trouble in the next Task if it hasn’t been entered.
(For example, you wouldn’t know what kind of Report to create if it wasn’t for the data entered in the “Report Overview”.)

<Example of Process Data Item Attribute>
1. [Report Overview] —> String type (Required)
2. [Report File] ——-> File type (Required)
3. [Report Check] ——> Select type (Required)

The following are the setting samples.

(Figure 1: Process Data Item setting example)

questetra-bpm-suite-evaluation-step3-fig1-en

Now, it will be better if you put yourself in the Operator’s shoes.
For example, you may find that, “It is impossible to describe the Overview in one line!“When the Superior operates the Task “Report Overview”.
If so, you should setup a multiple line String type for “Report Overview”.

(Figure 2: Process Data Item “Report Overview” setting example)

questetra-bpm-suite-evaluation-step3-fig2-en

 

== Setting of Input Form ==

To finish the setup of Process Data Items, the next step is to take care of the settings for generating an Input form.
It is easy, as well!
The setting is carried out on the “Data editing permission” of the property screen for the Task in the Process Model Diagram.

(Figure 3: Input form of “Instruct creation” Task setting example)

questetra-bpm-suite-evaluation-step3-fig3-en-

It is simply selecting a permission type as either “Editable”, “Only display” or “No display”, for each of the Process Data Items.
Let’s take a look at figure 3.
In the Task of “Instruct creation”, it is sufficient if the Superior was capable of entering “Report Overview”. (Editable)
“No display” may be proper for “Report file” and “Report check”, since they will be entered later.
As for the “Title”, it is desirable to enable input at the first Task .

Apply these settings to the Tasks of “Create and Submit” and “Check” to complete all the settings.
When you finish setting a Task, click on the “Form Preview” button which is located below the “Note” section on the property screen to see the form.

(Figure 4: Preview of input form for “Instruction creation”)

questetra-bpm-suite-evaluation-step3-fig4-en-

== Conclusion ==

Now, we have (almost) completed the “2) Setting of data” and “3) Setting of Input form”.

As a matter of fact, this setting example is not always proper, and it depends on the situation.

But please don’t worry.

You will always be able to add Process Data Items and modify the Input form in the same way we have discussed above.
“Doing the best for creating a Process Model based on previously obtained information, and see how it works.”
That is the most characteristic of Questetra Bpm Suite.
Whereas, you will be able to complete a high-precision Process Model if you could organize the business rules beforehand.
Please try these steps after analyzing and organizing the business rules well.

Next, we are going to deal with the next step, “4) Setting of Splitting conditions” and “5) Setting of Operators of each Task”.
However, to tell you the truth the truth, settings of Process Data Items are not over.
What kind of Process Data Items are lacking?
I will tell you in the next post, for it is related to the next step.

Until then, see you!

About Masato Furukubo

Questetra, Inc. Sales Department
View all posts by Masato Furukubo

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