© 2004, The Trustees of Indiana University 1 OneStart Workflow Basics Brian McGough, Manager, Systems Integration, UITS Ryan Kirkendall, Lead Developer of OneStart Workflow, UITS

© 2004, The Trustees of Indiana University 2 Agenda Why Workflow? Core Concepts An example workflow Future technologies

© 2004, The Trustees of Indiana University 3 Why Workflow? Workflow Opportunities abound –Have you ever walked into a department on campus that did not have some paper forms that required signatures? Business Process opportunities –Putting processes into electronic workflow allows for process streamlining, and evolution Process Tracking capabilities –Have you ever wondered where in the process one of your transactions was?

© 2004, The Trustees of Indiana University 4 Why Workflow? For the Users –Single system for notification of official University Business Transactions For the Administrators –Single system to track all kinds of Transactions and their progression through the University For the Developers –Workflow is in nearly every significant University Application

© 2004, The Trustees of Indiana University 5 Workflow Offerings Java API (for the java shops) –Easy to Use –Easy to setup –Client application in control –Requires client application written in java Web Services API (for other technology shops) –Fairly easy to use –Client application in control Edoc Lite (for departments without programmers) –Easy to use –XML document definition based –Small amount of technical expertise required

© 2004, The Trustees of Indiana University 6 Core Concepts E-Doc –Individual business transaction –Holds transaction specific information Title Business data (xml) –‘Instance’ of a Document Type; behavior is dictated by its Document Type, sometimes referred to as a ‘Document’ –The ‘thing’ that travels through the Workflow System

© 2004, The Trustees of Indiana University 7 Core Concepts Document Type –Brings Workflow components together into a cohesive unit (routing configuration) Post Processor Doc Handler (access point into client application from Action List) Access Control for certain actions –Defines E-Doc routing paths –Defines E-Doc routing policy –Defines E-Doc Rule configurations

© 2004, The Trustees of Indiana University 8 Core Concepts Action List –Each user has an Action List –E-Docs are delivered to the Action List when an E- Doc requires action of a user –Configurable by user –Provides notifications through –Can view delegated E-Docs –Provides entry point into client application owning the E-Doc Defined as Doc Handler –Provides link to Route Log –Limited customization through plugable java/xml components

© 2004, The Trustees of Indiana University 9 Core Concepts – Action List

© 2004, The Trustees of Indiana University 10 Core Concepts Route Log –An aggregate view of an E-Doc’s relevant routing state –Shows who the E-Doc has been routed to –Shows where in the route chain the E-Doc currently is –Shows the E-Doc’s routing status –Shows the E-Doc’s future recipients

© 2004, The Trustees of Indiana University 11 Core Concepts – Route Log

© 2004, The Trustees of Indiana University 12 Core Concepts Document Search –Find E-Docs based on various Workflow criteria –Alternate entry point into client application owning the E-Doc –Provides link to Route Log –Basic and Advanced (more search options) search –Named Searches allows users to save a search for later use –Provides Entrance into Super User Functionality (Administrative Routing)

© 2004, The Trustees of Indiana University 13 Core Concepts – Document Search

© 2004, The Trustees of Indiana University 14 Core Concepts Client Application –Application using Workflow to route E-Docs –Uses Workflow through web services and java components installed in Workflow –Users take actions on Workflow documents in the client application. The client application calls Workflow on behalf of its users

© 2004, The Trustees of Indiana University 15 Core Concepts Workflow and Client Application Interaction

© 2004, The Trustees of Indiana University 16 Core Concepts Rules –Application Routing Data Stored in Workflow Prevents client applications from writing screens and logic to maintain their routing data Routing data for multiple applications housed in a single location Routing for client applications can be managed from a single place Good for users that have responsibilities in multiple applications –Determine to whom an E-Doc will go based on business data –Will automatically reroute any affected documents when rule changes

© 2004, The Trustees of Indiana University 17 Core Concepts Rule functionality driven by java/xml components that are reusable across client applications –Rule components represent an organizational routing “Tool box” that can be used by any client application in the university to efficiently deliver standard routing behavior –Routing behavior is sharable across applications and therefore more easily standardized –Rule sets created using components not sharable – each client application has rules available only to their document types –Components tell Rule framework how to draw rule data collection fields –Components evaluate each rule against an E-Doc –Components tell client application developers how to attach business data to E-Docs

© 2004, The Trustees of Indiana University 18 Core Concepts – Rule Creation Circled area represents functionality exposed by reusable Workflow Rule java component

© 2004, The Trustees of Indiana University 19 Core Concepts Route Modules –Tell Workflow to whom an E-Doc will route –Route based on data maintained by client applications (Workflow has no knowledge of data) –Accomplishes same thing as Rules – Workflow doing less work for you Post Processors –Client application code contacted throughout the routing process –Simple notification mechanism to allow client applications to do operations based on their E-Docs progression through routing

© 2004, The Trustees of Indiana University 20 Core Concepts Delegation –Allows users to delegate their authority to other users –A user that I delegate to can take action on my behalf –Done on an E-Doc by E-Doc basis and controlled by Rules or Route Modules This means delegation can be based on business data (i.e. delegate to Sally if E-Doc total dollar amount > $100) –2 kinds of delegation Primary – the person who delegates their authority never sees their E-Docs in their Action List. The E-Docs go directly to the delegate’s Action List Secondary – the delegate only sees the E-Docs if they check for E-Docs delegated to them.

© 2004, The Trustees of Indiana University 21 Core Concepts - Delegation

© 2004, The Trustees of Indiana University 22 Example Workflow Show how the pieces fit together using a sample workflow –Document Type routing chains are assembled using “Route Nodes” –A route node is a pointer to a collection of Workflow Rule Components in the Rule system or a Route Module with a name –Policies can be applied at the node level that affect how E-Docs travel though Workflow

© 2004, The Trustees of Indiana University 23 Example Workflow Workflow with an E-Doc passing through three route nodes

© 2004, The Trustees of Indiana University 24 Example Workflow Each route node connects reusable routing components with specific Document Types Policies and behaviors can be configured through route nodes Each node uses different business data attached to the E-Doc to determine where to send the E- Doc Lets examine a single node up close and see how it interacts with all the core workflow concepts to form a cohesive route

© 2004, The Trustees of Indiana University 25 Example Workflow Workflow’s interaction with a single node in routing a document

© 2004, The Trustees of Indiana University 26 Example Workflow E-Doc comes into the system –Workflow is a service available to the client application via web services –Workflow is user action driven - a client application must tell Workflow that user X has taken action on E- Doc Y –When E-Doc comes into system Workflow determines which route node to send the document to for further processing Route Node configuration determines which set of Rules the document will be evaluated against

© 2004, The Trustees of Indiana University 27 Example Workflow Rule System Compares document content to rules and creates action requests

© 2004, The Trustees of Indiana University 28 Example Workflow - Rules E-Doc is evaluated against rule set for node. If document business data matches rule business data the people and workgroups associated with the rules are sent a request Java/XML components ‘plug’ into the rule system and are ultimately responsible for evaluating the business data contained in the document against the rule data Route Module could do the same job with data outside the workflow system

© 2004, The Trustees of Indiana University 29 Example Workflow Document is sent to appropriate Action Lists with a link back to the client application

© 2004, The Trustees of Indiana University 30 Workflow Example - Action List Action List has a link back to the Client Application Client Application draws screen and informs Workflow of any E-Doc actions taken by the user When user takes action on E-Doc the E- Doc is removed from the users Action List

© 2004, The Trustees of Indiana University 31 Workflow Example – Post Processor The Document Type’s Post Processor is notified as the E-Doc transitions through routing

© 2004, The Trustees of Indiana University 32 Workflow Example – Post Processor Post processor is Client Application’s ‘hook’ into routing process Notified during transition from one node to the next Notified when document routing status changes Can prevent any transition from occurring Generally, sanity checks are done here and client application data is updated as necessary

© 2004, The Trustees of Indiana University 33 Future E-Doc Lite –Workflow renders the UI –Single xml file configures Document Type and UI –UI Configurable across universities and applications using XSLT –Lowers barriers of entry to doing Workflow

© 2004, The Trustees of Indiana University 34 Future Rules without java –Currently all rules run from java code Will continue to support Will continue to be most flexible –Drive rule/business data matching solely from xml technologies –Only most complex cases will require java programmers