The activities of any company can be regarded as a set of business processes. Processing orders, approving invoices and contracts, hiring a new employee -all these are typical company processes.
In QuickBPM, you can quickly describe and automate your processes. To do this, draw a diagram that displays all the process steps and its participants. Once it is saved, the system will assign tasks and send notifications to the specified employees at the right stage in accordance with the diagram.
Step 1. Add new process
On the main page, click Add business process> Create.
In the pop-up window, type the name of the process, for example, "Orders", and then click Next. The business process modeling page opens.
Step 2. Identify process participants
A business process in QuickBPM is a diagram; each process participant is represented as a rectangle shape or a swimlane. All tasks and events the process participant is responsible for are placed inside a swimlane.
For example, the process of handling orders involves a sales rep, a head of production, an accountant, and a production employee. Therefore, create 4 swimlanes.
To add swimlane, click on the round + button on the diagram.
In the window that opens choose the option Select the executor later.
To improve the readability of the process diagram, rename the swimlanes. To do this, double-click on the swimlane and in type another name.
Here how it will look like:
Step 3. Add tasks to the diagram
Using modeling elements from the right toolbar, describe all the steps of the process. Drag to the diagram:
- user tasks (blue rectangle shapes) that every process participant should complete;
- notification (yellow rectangle shape);
- give names to connectors (arrows connecting graphic elements).
Step 4. Set up process start window
Indicate what data the employee should fill in at the start of the process. To do this, double-click on the green circle in the diagram. This is a start event; it shows where the process begins.
In the event settings, you can set up the process start window. To do this, go to the Form tab.
On the tab, you will see the "Name" caption. In the start window of the process, it will look like a separate field in which the sales manager will enter the name of the order (for example, Order No. 1).
In addition, the employee should give a detailed description of the purchased goods and specify the order date and amount. So you should provide fields for this too.
To add a field, click on the + Add button in the upper left corner.
In the pop-up window specify:
- Name* – for example, "Description";
- Tip – you can write a tip to help a user correctly fill in the field;
- Type* – Choose the type depending on what information you want to enter in this field. Since the employee will have to give a description of the order, in other words, enter text data, select the type String (Text). If you need to specify a date or amount, then select the type Date/Time or Money, respectively.
Similarly, create fields in which the employee can specify the order date and amount. Specify which fields are required and which are only available for reading.
Here's what you should get:
Step 5. Set up task forms
Each task is a step of the process that should be completed by a particular participant. QuickBPM assigns tasks in the order they are arranged on the diagram.
An employee opens a task and on its page finds all the information necessary to perform work: description, colleagues' comments, files, data, etc.
You can configure how the task will look like as you did it for the start event. Select a task on a diagram and double-click on it. Got to the Form tab. Here you will see the fields that you've added previously. You can hide some of them, or make them available only for reading and add new ones.
Step 6. Publish the process
To make a process executable, it must be published. When publishing a process, QuickBPM checks the flow chart. If a process contains errors, at the bottom of the page you will see respective warnings. Note that non-critical errors do not prevent the publication of the process.
Step 7. Run the process
To run the process:
1. Leave the modeling page by clicking on the button in the upper left corner.
2. In the left menu, select Orders.
3. On the page that opens, in the upper right corner, click on the green button +Orders.
4. The window that you configured in Step 4. Set up process start window will open. Type the name, for example, Order No. 1, fill in the remaining fields and click Save.
After that, the process will automatically start and the first task “Approve order” will be assigned to the Head of production.
When the process is completed, on the Orders page, you will see the card of the Order No. 1 with all the data entered during the process.
Click on the card to view detailed order information.
Each time you start a new process, a new card will be added to the Orders page.