Business Process Stats Dashboard
The Business Process Stats Dashboard shows summary information on the different elements that form processes. It also holds a list of workflows currently “In Progress”
Events
Events are actions that can be configured based on a form or document, selecting the relevant fields that will trigger the event depending on the creation, modification and/or deletion of these items. Whenever the Event is triggered, it can, for instance, start a workflow or complete a data warehouse, depending on how it was set up.
Data
Data views
Data Views are queries that can join multiple data sources, used for Workflow rules and/or Analytics and Reporting.
Data Warehouse
Store Event Data for Analysis and Reporting
Data Warehouse is a tool that allows setting information on database tables. Data can be created based on the information collected from Events, as well as uploaded via CSV files.
Workflows
A Workflow is a configurable course of actions that can be designed based on specific work procedures, with the objective of optimizing and automatizing,
Workflow Actions
Actions are work commands that will interact with different sources within VisualVault and process information as a way of automating processes. They are the main components of the Workflow's structure, each action added is configured individually and accordingly to its purpose
| Term | Meaning |
|---|---|
| Approve | This action will automatically evaluate the information received, based on the comparisons established between different sources, and then proceed to affirm it is True or False. The action will be set up as to follow different paths depending on the result of the comparisons. |
| Copy or move Document | This action is meant to copy or move Documents, depending on the configuration, from one path to another when triggered by the workflow, allowing you to modify the Index Fields. |
| Copy or move Folder | This action is meant to copy or move folders, depending on the configuration, from one path to another when triggered by the workflow. These folders are always located under the Document Library on VisualVault's core page. |
| Create Document from Template | This action is meant to copy Documents from one path to another when triggered by the workflow, allowing you to modify the Index Fields. These Documents are always located under the Document Library on VisualVault's core page. This functionality is the same as the one found under Copy or Move Document action. |
| Create Folder | Use this action in order to set the creation of a new folder whenever it is triggered by the workflow. These folders or subfolders will be set to be created under the Document Library of VisualVault's core page. |
| Decision | This action will automatically evaluate the information received, based on the comparisons established between different sources, and then proceed to affirm whether it is True or False. The action will be set up to follow different paths depending on the result of the comparisons. |
| Document Classifier | Sets a machine learning model to classify documents. A use case would be: Any uploaded document must be persisted for at least a year. I have a folder in which new documents will be uploaded. An event is set to trigger a workflow with a document classifier. The classifier is then connected with a Decision action to take action according to the resulting classification for the document. |
| Document Data Lookup | This action will be used to fulfill Data Set Variables with information collected from Documents. These Variables will be used later as a source of data for other actions, such as Loop and some actions added within it. |
This action is used for sending e-mails automatically when triggered by the workflow. | |
| Finish | The Finish action is the end indicator of Workflow's diagram and it is a mandatory item. A Workflow can have more than one path, and each one must have its own Finish action. |
| Form Data Lookup | This action will be used to fulfill Data Set Variables with information collected from Forms. These Variables will be used later as a source of data for other actions, such as Loop and some actions added within it. |
| Human Task | This action needs manual intervention. It is intended to ask specific users to perform a task, which will be available for them under their User Task List. The flow will only continue once the task is finished. |
| Loop | A Loop works based on Data Set Variables, so it is frequently used after Form and Document Data Lookup actions, however, this is not mandatory, since manually created Data Set Variables can be used as well. Other actions can be added inside a Loop. It will be configured to compare the information with established conditions, as long as the break-out condition is not met, the Loop will go to the next action inside its own flow. Once all inside actions are completed, the Loop End is reached and the next action on the Workflow can be started. |
| Microservice | When triggered, this action will execute a script previously created Microservice/script. This script will be selected on the configuration |
| Parallel Start & Join | This action allows setting multiple actions to be performed simultaneously and independently from each other; however, all of them must be successfully performed before going to the next step of the Workflow. If at least one of the actions within the Parallel Start & Join fails, the Workflow won't proceed. |
| Update Document | This action will be used to update Index Fields on already created Document with information collected from Variables and manually entered Values. |
| Update Form | This action will be used to update Form Fields on already fulfilled Forms with information collected from Variables and manually entered Values. |
Test Workflow
Available only after the Workflow is published. It allows it to be tested to make sure it works properly. This cannot be done if the Workflow was created as a draft but not published.
Executions History
Allows checking the results of the tests ran and the executions performed on the Workflow.
Workflow Events
A space to configure which Events and conditions will automatically trigger the Workflow execution, and set the creation of WF variables based on selected sources.
This setting is only available for Draft version, if the Workflow version you are working on is published, then the creation button will be grayed out.
Analytics
The objective of Analytics is to predict a certain aspect of an Event’s data, based on a machine learning tool that will use Data Warehouses as a source for analysis.
The result of a Data Model will be used in the comparison that will initiate a Workflow. This is set up on the Rule Builder tab of the Workflow Event´s configuration.
Data Models
Allow to Define the field of an Event to be predicted by a machine learning tool, based on Data Warehouses tables.
Create a machine learning model in order to predict a field of the form, giving the user the ability to expose an endpoint in order to use it later as a workflow trigger.
Classifier Models
The Document Classifier feature allows VisualVault users to create and train their own machine-learning models, which will be used to automatically classify documents through a specific action on Workflows.
Creates a model from a folder directory or a CSV file