.. _PageNavigation admin_processmanagement_processexample_index: An Example Process ################## Lets build an example process for checking in a user to a building. We will call this access management. **Process name:** Building Access Request Steps to Creating a Process *************************** You should always document your process first. 1. Build the model 2. Write the prose 3. Identify data 4. Define data in the system 5. Build the process parts 6. Model the process 7. Test, review, repeat from 5 if necessary 8. Implement Model Process ************** .. mermaid:: graph TD style End stroke-width:6px, width: 10px Start((Start)) A[Register for visit] B[Check-in] C[Check-out] End((End)) Start --> A A --> B B --> C C --> End To build this process we need to prepare our system by creating the identified fields, for which we need to collect data. Prose text ********** A verbal description of the process, to help identify data and the parts of a process. A user requests access to a facility beginning at ond ending on specific dates. The user must provide the dates of attendance per visitation, the facility to be visited, and the contact person within the organization. Upon arrival and on departure, the desk agent must enter the time and date of entry. Identify Data ************* The ticket requires, in addition to the user provided data, ticket data. It will be registered to the postmaster queue as a new ticket. It will be unlocked and of type "Access Request" with the normal priority. It will not be assigned to a specific user. Define Data *********** Dynamic field data to be collected: Facility As a drop down field. Personal Contact As a text field. Purpose of Visit As a text area. Begin of Visit As a date field. End of Visit As a date field. Check-in Time As a date time field. Check-out Time As a date time field. .. note:: I will not show how to create dynamic fields. See :ref:`pagenavigation admin_dynamicfields_index` Build Process Parts ******************* To build the process, we must understand our workflow and identify its different parts. We recommend using `BPMN `_ . .. note:: BPMN The Business Process Modeling Notation (BPMN) is visual modeling language, which is an open standard notation for graphical flowcharts that is used to define business process workflows. It is popular and intuitive graphic that can be easily understand by all business stakeholders, including business users, business analysts, software developers, and data architects. Roughly stated, each activity is represented as an user activity in Znuny and consists of an :ref:`pagenavigation processmanagement_activities` and one or more :ref:`pagenavigation processmanagement_activitiydialogs`. We will start by modeling the process with tow activities and three dialogs. Create a New Process ==================== 1. Navigate to ``Admin > Process Management`` 2. Click *Create New Process* .. figure:: images/create_process.PNG Process Management Actions Menu 3. Add process name and description .. figure:: images/add_process.png Name and Description 4. Save Add Activities ============== We will identify two activities here. You can create a new activity in the process elements list. .. figure:: images/process_element_activity.png Add an activity. 1. Register for Visit .. figure:: images/process_element_activity_add_register_visit.png Register for Visitation 2. Record Visit .. figure:: images/process_element_activity_add_record_visit.png Record Visitation 3. Process End .. figure:: images/process_element_activity_add_process_end.png Process Ended .. note:: Process End This is used as a general place holder, to allow us to later apply final ticket data via the :ref:`pagenavigation processmanagement_transitionactions` Add Activity Dialogs ==================== We will identify some of the activities in our model, as dialogs of the activity *Record Visit*, where we collect the check-in and checkout time. You can create a new activity dyalog in the process elements list. Here we will: - define who can use the dialog - define the fields and field order .. seealso:: For more information read the following :ref:`pagenavigation processmanagement_activitiydialogs` .. figure:: images/process_element_activity_dialog.png Add an activity dialog. 1. Visitation Application .. figure:: images/process_element_activity_dialog_add_visitation_record.png Register for Visitation Dialog 1. Check-in .. figure:: images/process_element_activity_dialog_add_check_in.png Check-in Dialog 3. Check-out .. figure:: images/process_element_activity_dialog_add_check_out.png Check-out Dialog Add Transitions =============== We will add a transition to evaluate the data entered, and move our process between activities. You can create a new transition in the process elements list. .. figure:: images/process_element_transition.png Add a transition. 1. Application Recorded: Verify the ticket state via a regular expression, because a ticket always has state and we made all fields mandatory. 2. User checked out: Verify the user checked out. Add Transition Actions ======================= We will add actions to be applied to the ticket during each step of the process. This automation allows us to streamline the process for the user. This eliminates many confusing aspects, and allows us to modify the process at any time, without it changing for the user. The user just has to enter data. You can create a new transition action in the process elements list. .. figure:: images/process_element_transition_action.png Add a transition action. 1. Pending 24 Hours .. figure:: images/process_element_transition_action_add_Pending_24_Hours.png Set pending state and Time 2. Ticket closed .. figure:: images/process_element_transition_action_add_Ticket_closed.png CLose TIcket 3. Ticket unlock .. figure:: images/process_element_transition_action_add_Ticket_unlock.png Unlock Ticket Model the Process ***************** By dragging the pieces onto the model, we can quickly assemble the process. .. figure:: images/model_process.gif Modelling the Process 1. Drag all activities on to the canvas. 2. Drag and drop the dialogs on to the activities. 3. Drag the transition on to an activity, and connect the arrow to the following activity. 4. Drag and drop tho transition actions onto the transition. Test, Review, Revise, Release ***************************** Customer Creation ================== The customer fill and submits the request. .. figure:: images/customer_form.png Customer Form Agent View =========== The agent opens the pending ticket, and checks the user in and out. .. figure:: images/agent_data.png Agent View Process End ============ The process ends and the ticket is automatically closed. .. figure:: images/process_end.png Process Ended Touch-ups ========= To get the full effect as seen above in the screenshots, you must: .. figure:: images/assing_to_process_widget.png Add the Dynamic Field for Process Widget Screen .. figure:: images/group_data.png Grouping the Fields via System Configuration This process is by no means complete, and should be enhanced with notifications and articles, but this cannot be covered by documentation alone.