Process Design Studio

Process Design Studio

Feature Overview

The Process Design Studio is a feature in VisualVault designed to streamline and manage business process automation (BPA). It serves as the administrative interface where users can design and oversee workflows without needing complex coding.

Feature Objective

The Process Design Studio integrates machine learning and predictive analytics to optimize workflows and provide insights, helping organizations improve efficiency and make data-driven decisions.

Feature Description

The Process Design Studio offers a graphical, drag-and-drop interface for creating workflows, with customizable event triggers to start processes based on specific criteria. It also includes data tools like Data Views for querying existing data and Data Warehouses for storing datasets used in reporting and analysis.

Quick Start Guide

New to Process Design Studio? Use this guide to learn the basics.

Step-by-step instruction

Section 1. Navigate to Process Design Studio

1. Open VisualVault in your browser.

2. At the top, open the Control Panel.

   Note: Must be a VaultAccess user.

3. Select Enterprise Tools.

4. Click on Process Design Studio.

Learn more at the VisualVault Training Course, Process Design Studio - Introduction (350-VV-IMPL)

Section 2. Configure Events

1. Open VisualVault > Process Design Studio in your browser.

2. On the left, click Events.

3. On the top right, click New Event Source.

4. Enter a Name and Description for the event source.

5. Under the Type section, select either Form Data or Document Data.

6. In the Form Types section, select the name of the form template or document which you will use as your event source.

7. Select the Fields to include.

   Note: These fields will later become your Workflow Variables.

8. Choose the Additional Metadata Fields to include.

   Note: It is recommended to always include the FormID or DocID.

9. In the Event types included in stream section, select the actions (Created, Modified, and Deleted) that will trigger the process based on form or document submissions.

10. Click Create to finalize the Event Source setup.

Learn more at the VisualVault Training Course, Process Design Studio - Introduction (350-VV-IMPL)

Section 3. Design a Workflow

Part 1. Create a New Workflow

1. Open VisualVault > Process Design Studio in your browser.

2. On the left, click Workflow.

3. On the top right, click New Workflow.

4. Enter a Name and Description for the workflow > Save draft.

Part 2. Add an Event

1. On the top right of the Workflow page, click the Events tab.

2. Click Add new event.

3. Enter an Event Name and Description.

   Note: Adding information about the rules for filtering this event can be useful here.

4. Select an Event Source.

   Note: Choose from a list of Event Sources which were previously set up in Section 2. Configure Events. The Event Fields and Event Triggers displayed on the right correspond to the configurations of the Event Source and specify the data that has entered the pipeline.

5. In the Rule section, click New Row to create a new rule.

6. Configure a rule that will trigger the workflow based on specific conditions. For example, you might want to initiate the workflow when a particular field is not empty, equals a certain value, or meets other criteria.

   Note: Workflow rules can be simple, such as comparing a field to a static value, or more advanced, utilizing predictive analytics, data views, or dynamic event fields.

7. Add Mapping Conditions for each of the Event Fields.

   Note: Mapping transforms event fields into workflow Variables. It is recommended to map each field to a variable with the same name.

8. Once you are satisfied with the event configurations, click Create Event at the bottom right.

Part 3. Add and Configure Actions

1. On the top right of the Workflow page, click on the Designer tab.

2. Drag and drop an Action onto the + icons within the designer workspace.

   Note: Every workflow must include at least one Finish action for each path in the workflow.

3. Click on the Action card to display its configuration details on the right-hand side of the designer.

4. In the Step Name and Step Description fields, enter relevant information. This is especially useful for complex workflows, as it helps provide context for each action at a glance. This description is displayed on the action card within the designer.

5. Click the Configure button on the Action card, to start set up.

   Note: Changes in the Workflow Designer are not automatically saved. To avoid losing progress, it is recommended to click the Save draft button frequently as you make changes to the workflow.

6. Repeat steps 2 through 5 until you have designed the complete workflow for the business processes you need.

7. Once you've configured the Action details, click the Save button to apply your changes.

Section 4. Publish and Test the Workflow

Part 1. Publish the Workflow

1. Back in the Designer screen, click the Publish button to finalize and publish the workflow.

Part 2. Test the Workflow

1. On the top right of the Workflow page, click on the Test tab.

2. Click the + Create Test Data button to initiate the creation of test data.

3. Type a name for the test data in the Test Data Name field.

4. Provide values for Test Fields > click Save

5. Check the box next to the test you just created.

6. Enter an ObjectId. This value allows you to easily identify your test run when you review the run details in the History tab. If you do not enter a value manually, a random GUID will be assigned when the test runs.

7. Click the Run Test button.

8. Click OK in the popup that appears.

Part 3. Monitoring Workflow Progress

1. On the top right of the Workflow page, click on the History tab.

2. Find the workflow instance that you just tested and click its View icon. By default, the most recent run of the workflow will be listed first. You can also identify which run to select by the Object ID you entered.

3. Click on the Action cards within the Workflow Execution History to view details about the Workflow Variables.

Glossary