How to use Advanced BPMN Actions

1 - Table field
2 - Send newsletter
3 - Web service integration

1 - How to create a Table field

Table field use

This type of field allows to have more type of fields in it.
It is displayed as a table formed by N columns (depending on the number of fields configured) and N lines (depending on the number of lines the user decides to add). It is useful to store more information in one field.
Here below we can find and example.

First we proceed by creating a new table field in the desired module.
In this case the field will be used to manage the Asset renewals, therefore it will be created in the corresponding module.

Once the table field is created the configuration window above will open.
At this point, is possible to add and name the different type of fields in it (Text, Number, Date…).
In this case for each line 6 fields will be present (Text, Date, Email, Telephone, Text Area), 3 of which are mandatory.

1 - Basic Process configuration - Installation renewals

 

Let’s proceed with the creation of an easy process to manage the renewal of an Asset.
When an installation expires the user will switch the Status to “Out of Order”.
At this point the process will begin.
An eventual renewal will be notified to the user in charge through a pop up.
Once one ore more renewals are inserted the record will be updated.

Below you can display the process.
To enable it tick the “Active” box, once ended the chart and the settings.

 

This is the first Task of the process.
As previously said, this must be a Condition Task in order to define the starting entity and its starting features.
In this case the starting entity is the Asset module and the process will begin when the record status will be set on “Out of Service” and a previous renewal is not present, that is to say renewals lines (Table field) equal to zero.

 

In the following Task, ScriptTask, the Process Helper is set in order to show the pop up to the assignee for possible
renewals.

It is then assigned to the latter by “picking” the assignee of the module from the picklist, we link the entity Assets (related ID), we select the checkbox “show popup in the linked entity” and we include a block with the desired fields. In this case there are two fields:

 

This is the table field shown in the pop up, the one that, once filled, will be updated in the linked record. In fact the inserted fields are the same as the ones created in the module.

 

At this point, we check if the user has filled the renewal fields. It is possible to check the number of lines inserted,
for example “minimum one”, or check, like in this case, if the user has inserted the renewal notes.
The reference entity it’s the dynamic form previously set.
The process is on hold until that condition is true.

 

Once the conditional Task is done we proceed with the update of the renewal/s.
Therefore we create a Script Task with a Cycle type action.
We cycle the number of line inserted in the dynamic form (Possible Renewal field) and for every line “Add tab line” in the field “Renewal” created in the module.
Doing so the lines inserted in the pop up will be reported in the record.

 

Now we proceed by updating the existing fields.

For each of them we take the entity contained in the Dynamic Form and we select the value “Current” in the pick list, in order to obtain the correct value for each line. Even if this is not the case, if we wanted we could for example obtain the sum or the average of different fields from different lines.

 

We complete the process by setting the End Event, changing the status in “Ended” and linking it to the entity (Assets).

 

1 - Basic Process activation - Installation renewals

 

PROCESS ACTIVATION

We can test now the process in action. There are no existing renewal and we set the Status field on “Out of Service”.

Now the assignee of the record will display a pop up with the chance to add one or more renewals.
In this case we add an annual renewal and we fill all the proposed fields.

When saving a new line will be added in the field “Renewals”, and among the relates entities we will display the Process module.

2 - Send newsletter

Newsletter sending

It is possible to schedule the newsletter sending using the processes.
Doing so we can massively send emails to more addresses using preset template and campaigns (with the related target etc).

 

This is a Script Task. It was previously used in the process for the Lead management. After the link with the target a
newsletter sending is scheduled starting from an existing campaign.

New Action --> Send Newsletter

We now proceed by configuring this Task. We select a campaign, here we use an existing one (it is also possible to create a new one).
We select name and address of the sender and the receivers. In this case we select the “Partner Conference” target, doing so we take all the related email addresses.
Lastly, instead of writing the email it is possible to select a pre existing template (Email template es. Tell a friend about vtenext).

Send newsletter.

Here below is reported an example of the email received by the recipient of the email.

3 - Web service integration

Web service integration

Using WebServices it is possible to integrate different systems.
Using this function it is possible to receive data from external sources.
This is made possible by using set API that will give back json values, those will become variables that can be used within every process.

To exploit the potentialities of the Web Service first it is necessary to enter some fundamental parameters.
To do so we go to:

Settings  --> Business Process --> Manager External --> Web Services

Clicking on “Add” it is possible to set a new Web Service with the desired parameters.
In this case we use http://md5.jsontest.com

Once configured the desired Web Service it can be used in every process.
Let’s see an example:

 

In this Task we set the use of the previously configured Web Service:
New Action Call --> External Web Service

From the pick list Web Service we select the desired one and so all the related data will be displayed.
At this point it becomes an effective entity of the process. In the section Parameters it is possible to add dynamics values to pass to the URL.
The Parameter’s name and its value are indeed specified (it can be selected by the pick list “Values”.

 

It is now possible to update any field of the selected entity with the values obtained by the Web Service.
Here we decide to update the field “Description” and so we select in the pick list the entity Web Service.
After that, we select one of the given field, in this case the “crypt” field is highlighted which gives back the md5
value.