Business Designing for the First Time

This is a tutorial to learn the basic operation of the cloud-based workflow Questetra BPM Suite. Please try to experience the Business Process Management in the theme of very simple Business flow "Daily report".

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1Log in

Access to your dedicated Login URL, enter Login ID (Email)

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* For Free SaaS Edition, the URL is listed on the Email ‘Your Free SaaS BPM is Ready’.

2Add Users

Add a User by the name of ‘Test Subordinate’ for the sake to experience creating Workflow practically

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* In this tutorial, your name is shown as Jack Brown.


2-1. Open the System Setting.

When you click on your name shown at the top right of the screen (Top-right menu) and then select System Setting, a list of Users will be displayed.

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2-2. Click on the New User button

When you click on the New User button at the top left of the screen, you will enter the
User registration mode

List of Users
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2-3. Enter information about User to be added

A ‘Test Subordinate’ will be added after entering the necessary information and clicking on the New User button

Name Test Subordinate
Email Available email address
Password Enter a password of your choice
Main Organization Company
User registration mode
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* See M305 for another method of adding Users

3Create a Workflow

Let’s try creating a ‘Daily Report flow’

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The Workflow consists of the three following Steps

  • (1st Step) Subordinates create a Daily report and submit to the Superior
  • (2nd Step) The Superior confirms those reports and makes comments
  • (3rd Step) Subordinates confirm the Superior’s comments

3-1. Add a new ‘Daily Report flow’

Select ‘App Settings’ from the Top-right menu, to open a list of added Workflows

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When you click on the New App button at the top left of the screen, you will enter Workflow registration mode
List of added Workflows
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The Workflow will become editable after entering the necessary information and clicking on the Add new app button

Workflow registration mode
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3-2. Draw the flow

First, place three Steps onto the ‘Employee lane’ and ‘Supervisor lane’

Then, connect the icons of the Steps using arrow-pathways

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3-3. Determine the format of the data

Set up three Data Items containing the information to be passed along. i.e. 1)Date, 2)Report content, 3)Comments on the report

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Click on the Data Item tab, and add the data items one by one

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* Title is a common data item that is reserved to all Apps

In the movie, the [Add Item] button is displayed on the left side of the screen as [Add] button in the current version


3-4. Determine the data level of visualization in each Step

Set up the data item ‘1)Date, and 2)Report content, as writable in the 1st Step (‘Subordinates create a Daily report and submit to the Superior’)

Set up the data items ‘3)Comments on the report’ as writable at the 2nd Step (‘The Superior confirms those reports and makes comments’)

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In the current version, the setting interface for “Data editing permission” is changed from those of the above movie to those of the following capture screen. Please refer to the following captured image.

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3-5. Determine the person in charge of each step

Associate the “Employees lane” where the first Step has been placed, with a group of “People who belong directly to the company”, so that all employees can start a Daily report operation

Associate the “Supervisor lane” where the second Step has been placed, with a group of “Leaders in the company”, so that the Supervisor can check the employees’ Daily reports

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* See M209 M210 M211 M212 for other Allocation rules


3-6. Save the Workflow and exit

After you have set the three elements of the business flow i.e. “Flow”, “Data”, “Person in charge”, you can click on the Save button on the upper right side

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If there are no errors or warnings, simply click on the Close button

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You can Save anytime, even in the middle of editing. Also, you can resume editing of a saved Workflow at any time.

4Flow Business Data

Let’s flow Business data in the “Daily Report flow” which you have created.

4-1. Release to run as a workflow

Click on the Release developing Version 1 button to enable Business Data to run on the ‘Daily Report flow’ you just created.

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The date and time of release is registered as the “latest version”

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* See M201 for the detail


4-2. Try to submit a Daily Report from a subordinate role

Log out once, then log in with the newly created “Test Subordinates” account

Click on the Start button on the left side menu and select ‘Daily Report flow’

Enter ‘Title’, ‘Date’, and ‘Report content’, then click on the Finish button


4-3. Try making a comment on the Daily Report from Supervisor role

A Daily Report will be delivered to you from a Subordinate and will be marked as Your duty by the Workflow system

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Log out once again, then log in with Your supervisor account

Check the content of the ‘Daily Report by Test Subordinate’ which has been delivered to My Tasks

Enter your comment in the ‘Comments on the report’ section, then click on the Finish button


4-4. Try checking the comments from subordinate role

The Daily Report that has been reviewed by the supervisor will be delivered as a duty for Test Subordinate by the Workflow system

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Log out again, then log in with a ‘Test Subordinate’ account

Check the content of the ‘Daily Report by Test Subordinate’ which has been delivered to My Tasks

Check the comment, then click on the Finish button, to finish the Daily Report flow

5Conclusion

In this tutorial, you have learned how to define the Workflow with the three elements “Flow”, “Data” and “Person in charge”. In addition, you have learned how to flow the Business data on Workflow which you have defined.

The activity of defining business operations is referred to as “Business modeling”. In addition, its deliverable is referred to as App.

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Next, please try modeling the internal business of your own company.

* In Questetra, we offer more than 500 Business Templates. You can import and use them as they are, or modify and use them as well. Workflow Sample