1. aras.com Confidential© 2007 Aras Corporation Advanced Administration Workflow Design and Management Aras Corporation 300 Brickstone Sq, Suite 904 Andover, MA 01810 (978) 794-7643 www.aras.com

2. aras.com Confidential© 2007 Aras Corporation Outline 1.Workflow Basic Concepts 2.Innovator Workflow Overview a)Data Model b)Permissions, Identities and Assignments 3.End-User Interface 4.Exercise 1 – First Simple Workflow 5.How-To Workflow 6.Advanced Workflow Topics a)Exercise 2 b)Exercise3

3. aras.com Confidential© 2007 Aras Corporation Workflow Basic Concepts

4. aras.com Confidential© 2007 Aras Corporation Why Workflow Automate multi-step processes Alert users when an action needs to be taken Electronic approval signatures Keep a permanent record of decisions made Drive repeatable, predictable, business processes

5. aras.com Confidential© 2007 Aras Corporation Workflow Engines Models  Messaging based Emails routing from one mailbox to next Send and forget (no way to find current location)  Database based Emails are sent to engage Current location stored in DB Each action updates the DB

6. aras.com Confidential© 2007 Aras Corporation Workflow Engines Features  Serial steps - Parallel steps - Looping  Activities assigned to programs  Activities assigned to people  Activity Sub-Tasks  Sub-Workflows (hierarchies)  Automatic Branching logic  Dynamic assignments  Group assignments (pooling)  Delegation / Escalation / Task Refusal  Voting logic {equal votes, veto votes, weighted voting}           Microsoft Enterprise Open Source

7. aras.com Confidential© 2007 Aras Corporation Outline 1.Workflow Basic Concepts 2.Innovator Workflow Overview a)Data Model b)Permissions, Identities and Assignments 3.End-User Interface 4.Exercise 1 – First Simple Workflow 5.How-To Workflow 6.Advanced Workflow Topics a)Exercise 2 b)Exercise3

8. aras.com Confidential© 2007 Aras Corporation Innovator Workflow Data Model Workflow Item ECR Process Activity Item Submit ECR Form Activity Item Review ECR Form Activity Item Approve ECR Path Item Done Path Item OK Identity Items CM I, Management

9. aras.com Confidential© 2007 Aras Corporation Innovator Workflow Data Model ItemType ECR Workflow Map ECR Process ECR 001 ECR 104 ECR 356 ECR Items ECR 001 Workflow Processes ECR 104 ECR 356

10. aras.com Confidential© 2007 Aras Corporation ItemTypes & Workflow Maps

11. aras.com Confidential© 2007 Aras Corporation WFL Process instance is created Automatically with the Item Instance

12. aras.com Confidential© 2007 Aras Corporation Identity Membership Management Item ECN 123 Permission Set Engineers – G,U Purchasing – G Ron Regan – G,U,D Creator – G,U,D,C Owner – G,U Manager – G,U,C Permission_id Property Activity Item Review ECR Form Assignees Engineers Purchasing Manager Assignment Relationship Group Identity1 User Identity Logon User Group Identity2 Member Alias “USC091” “Ron Regan” “Engineers” “All Employees” Virtual Identity “World” Group Identity3 “Purchasing” Member

13. aras.com Confidential© 2007 Aras Corporation Workflow - Lifecycle ECN 123456DescriptionEffectivityOriginator… Lifecycle Map Workflow Process Permissions Integration Events CM Behaviors Email Notification People Short Activities Email Notifications

14. aras.com Confidential© 2007 Aras Corporation Outline 1.Workflow Basic Concepts 2.Innovator Workflow Overview a)Data Model b)Permissions, Identities and Assignments 3.End-User Interface 4.Exercise 1 – First Simple Workflow 5.How-To Workflow 6.Advanced Workflow Topics a)Exercise 2 b)Exercise3

15. aras.com Confidential© 2007 Aras Corporation In Basket

16. aras.com Confidential© 2007 Aras Corporation Graphic Process Monitoring

17. aras.com Confidential© 2007 Aras Corporation Completing an Activity

18. aras.com Confidential© 2007 Aras Corporation Outline 1.Workflow Basic Concepts 2.Innovator Workflow Overview a)Data Model b)Permissions, Identities and Assignments 3.End-User Interface 4.Exercise 1 – First Simple Workflow 5.How-To Workflow 6.Advanced Workflow Topics a)Exercise 2 b)Exercise3

19. aras.com Confidential© 2007 Aras Corporation Exercise 1 Prototype Item Type Prototype Requisition Workflow Map

20. aras.com Confidential© 2007 Aras Corporation New Workflow Map Use Right Mouse menu’s to Edit the Map

21. aras.com Confidential© 2007 Aras Corporation Activity Properties

22. aras.com Confidential© 2007 Aras Corporation Path Properties

23. aras.com Confidential© 2007 Aras Corporation Exercise 1 Steps 1.Create new Workflow Map A.Add Activities – with Assignees B.Add Paths with Votes C.Save 2.Edit the Prototype Itemtype A.Set the new Workflow Map as an Allowed Workflow B.Set the Default Flag (for auto-start) 3.Create a new Instance of Prototype and Save 4.Check your InBasket

24. aras.com Confidential© 2007 Aras Corporation Outline 1.Workflow Basic Concepts 2.Innovator Workflow Overview a)Data Model b)Permissions, Identities and Assignments 3.End-User Interface 4.Exercise 1 – First Simple Workflow 5.How-To Workflow 6.Advanced Workflow Topics a)Exercise 2 b)Exercise3

25. aras.com Confidential© 2007 Aras Corporation How-To Workflow Gather data first 1.Process map the business process with users  eliminate Non Value Added work  build consensus  identify process owner 2.Complete a new Item worksheet for parent Item, if needed 3.Complete a Workflow worksheet

26. aras.com Confidential© 2007 Aras Corporation How-To Workflow Worksheet

27. aras.com Confidential© 2007 Aras Corporation In Innovator 4.Create required Identity’s for assignments, members and groups 5.Create a new Workflow Map 6.Draw map with Activities and Paths 7.Make sure Path from Start is Automatic & Default 8.Add assignments to activities, voting weight at least100 9.Add Tasks to Activities 10.Save Workflow Map 11.Create new parent ItemType, if needed 12.Add Allowed Workflow, make it default 13.Save parent Item Type How-To Workflow Development

28. aras.com Confidential© 2007 Aras Corporation To test a new Workflow Map  Create a new instance of parent Item  Check that Workflow Process is created  Check that Assigned Identities have Assignment’s in their InBasket To inspect an active or closed Workflow Process  Open instance of parent Item  Views>>Workflow  Highlight process, right click, select Workflow Process  Double-click activities to drill down How-To Workflow Development

29. aras.com Confidential© 2007 Aras Corporation Outline 1.Workflow Basic Concepts 2.Innovator Workflow Overview a)Data Model b)Permissions, Identities and Assignments 3.End-User Interface 4.Exercise 1 – First Simple Workflow 5.How-To Workflow 6.Advanced Workflow Topics a)Exercise 2 b)Exercise3

30. aras.com Confidential© 2007 Aras Corporation More Advanced Activity Tasks Emails Assignment and Routing Logic Dynamic Assignments with Methods

31. aras.com Confidential© 2007 Aras Corporation Activity Task

32. aras.com Confidential© 2007 Aras Corporation Email Notification  To User’s email address, defined by Identity “All Assignments”= all assigned to Process “Open Assignments”= all open for Process “Closed Assignments”= all closed for Process “From Identity” only for Refuse/Delegate “To Identity” only for Refuse/Delegate “Alternate” = individual User

33. aras.com Confidential© 2007 Aras Corporation Email Notification  Does an email add value?  Email body can contain variables ${Item/name} = any property from parent Item  Email subject can contain variables

34. aras.com Confidential© 2007 Aras Corporation Exercise 2 - Email Configure an Email message on the first workflow 1.Edit the Workflow, and on the first Actity add an Email notification a)Create Email Item with Variables b)Select Event 2.Create a new instance of Prototype to test the Email Messages

35. aras.com Confidential© 2007 Aras Corporation Assignment & Routing Logic  Assign to Identity representing roles rather than individuals  Assignees do the work, and vote on outcome  Three ways to create Parallism  Consider how the following action is to be decided by one person alone By any one person from a group By a dispatcher who assigns work By everyone in a group  Allocate properties accordingly Required, For All Members, Voting weight

36. aras.com Confidential© 2007 Aras Corporation  Activity level “Wait for all inputs” = wait until all parallel paths have arrived before completing “Wait for all votes” = wait until all assignment votes are in before completing Voting weight 100+ for at least one path required to complete  Assignment level “Required” = this Assignment must be voted to complete For all Members = all members of assigned Identity share equal voting weight If not checked, any single member votes with assigned voting weight Voting weight set for each Assignment Total voting weight can be >100 Assignment & Routing Logic

37. aras.com Confidential© 2007 Aras Corporation Delegate Send to someone else’s inBasket Refuse Send to “Escalate To” Identity or “Process Owner” Identity if no escalate Specific emails available for these votes Assignment & Routing Logic

38. aras.com Confidential© 2007 Aras Corporation Workflow Methods  Activity Method Fired on activity event ie. “OnActivate”, “OnDelegate”, “OnRefuse”, “OnComplete”  Workflow Map Path Workflow Map Path Pre Before leaving the prior activity Workflow MapPath Post Before starting the next activity  Innovator API Class covers Method programming

39. aras.com Confidential© 2007 Aras Corporation Exercise 3 Using Workflow Methods for Dynamic Assignment 1.Download the Workflow Automation Package (good sample code) 2.Remove the Assignee from the 2 nd Activity 3.Create a Server method on the OnActivate event 4.In the Method, Assign the Activity to yourself. 5.Save the Workflow Map 6.Create a new Instance of Prototype to test.