EMC Documentum Business Process Suite

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1 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial P/N A01 EMC Corporation Corporate Headquarters: Hopkinton, MA

2 Copyright 2009 EMC Corporation. All rights reserved. Published March 2009 EMC believes the information in this publication is accurate as of its publication date. The information is subject to change without notice. THE INFORMATION IN THIS PUBLICATION IS PROVIDED AS IS. EMC CORPORATION MAKES NO REPRESENTATIONS OR WARRANTIES OF ANY KIND WITH RESPECT TO THE INFORMATION IN THIS PUBLICATION, AND SPECIFICALLY DISCLAIMS IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. Use, copying, and distribution of any EMC software described in this publication requires an applicable software license. For the most up-to-date listing of EMC product names, see EMC Corporation Trademarks on EMC.com. All other trademarks used herein are the property of their respective owners.

3 Table of Contents Preface... 7 Chapter 1 Overview... 9 Requirements... 9 The Mail Manager Sample Application... 9 Creating the Sample Application Chapter 2 Creating the New Application Chapter 3 Creating Object Types Chapter 4 Creating the Directory Structure Chapter 5 Creating Work Queues Chapter 6 Creating a Superuser and Extending Privileges Chapter 7 Creating a Process Create the structured data types Add process data Add the activities to the canvas Connect the activities Define the activities Creating the Set Document Attribute activity Add a decision split activity Define the manual activities for the mail processors Add a join Create the archiving activity Set the archival attributes Save, install, and validate the process Chapter 8 Creating a Document View Template Chapter 9 Creating a User Task List Template Chapter 10 Creating a Work Queue Task List Template Chapter 11 Creating a Task Template for Sales Mail Chapter 12 Creating a Task Template for Accounting Mail Chapter 13 Creating a Task Template for Other Mail Chapter 14 Creating a Search Template EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 3

4 Table of Contents Chapter 15 Creating an Initiate Process Template Chapter 16 Creating a Folder Contents Template Chapter 17 Creating an Electronic Form Chapter 18 Adding Components to TaskSpace Chapter 19 Configuring an Importer Chapter 20 Creating a Configurable Action Chapter 21 Creating Tabs Chapter 22 Adding a Process Chapter 23 Creating a Role Chapter 24 Editing the ts_designer Role Chapter 25 Creating Users and Adding Them to a Role Chapter 26 Assigning Queues Chapter 27 Importing the Sample Data Chapter 28 Starting a Process Chapter 29 Completing a Process Chapter 30 Searching for Mail Chapter 31 Logging into PRS Chapter 32 Creating Report Categories Chapter 33 Designing the Count of Started, Inflight, and Completed Processes Report Chapter 34 Designing the Average Process Duration Report Chapter 35 Designing the Inflight Process Details Report Chapter 36 Designing the Activities by Performer Report Chapter 37 Designing the Average Daily Duration per Performer Report Chapter 38 Designing the Total Purchase Order Amount for each Customer Report Chapter 39 Designing the Total Invoice Amount for Each Vendor Report Chapter 40 Designing a Crystal Report Chapter 41 Designing a Dashboard EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

5 Table of Contents Chapter 42 Adding Dashboards to Tabs Chapter 43 Adding Dashboard Tabs to a Role Appendix A Activating the Preconfigured Dashboards Appendix B Completing the remaining processes EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 5

6 Table of Contents List of Tables Table 1. Object Attributes Table 2. Work Queue Policy Table 3. New User Table 4. Invoice attributes Table 5. Purchase Order attributes Table 6. Process variables Table 7. Activity Templates Table 8. Flow Connections Table 9. IF Query Conditions Table 10. ELSE IF Query Conditions Table 11. Manual activities Table 12. Global Search Configuration Table 13. Global Search Configuration Table 14. New User Table 15. Sender Information Table 16. Process Information Table 17. Metadata for Purchase Order Table 18. Metadata for Purchase Order Table 19. Metadata for Purchase Order Table 20. Metadata for Invoice Table 21. Metadata for Invoice Table 22. Metadata for Invoice Table 23. Metadata for Purchase Order Table 24. Metadata for Purchase Order Table 25. Metadata for Purchase Order Table 26. Metadata for Invoice Table 27. Metadata for Invoice Table 28. Metadata for Invoice EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

7 Preface This tutorial describes how to create a sample Business Process Suite application. Intended Audience The sample application should be created by the Business Process Suite designer who will be creating Business Process Suite applications. This tutorial is not intended to replace Process Suite, Forms Builder, TaskSpace, or Business Activity Monitory (BAM) documentation but should be used as a supplement to those guides. Revision History The following changes have been made to this document. Revision History Revision Date March 2009 Description Initial publication EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 7

8 Preface 8 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

9 Chapter 1 Overview This chapter provides a brief overview of the steps necessary to create the sample Business Process Suite application, as well as the requirements for building the application. Requirements To use this tutorial, you must have a working Documentum environment installed, including the following Business Process Suite: Documentum TaskSpace Documentum Process Builder Documentum Forms Builder Documentum Business Activity Monitor (including Process Reporting Services, the Preconfigured Dashboards, and Crystal Reports) This environment will be used to create the sample application. Ideally you will be working with a Business Process Suite installation that does not already have roles and users created. It is not a problem if this is not the case, but some steps might vary slightly. It is imperative that the Mail Manager application you are creating in this tutorial does not already exist in the environment, or there will be conflicts in the repository due to the overlapping in the naming of objects. If you have already created the application described in this tutorial, change the names of the DAR (Documentum Archive), objects, processes, templates, roles and users that you create in subsequent applications to avoid conflicts and possible confusion. The Mail Manager Sample Application The Business Process Suite application we will be creating is called Mail Manager, and it addresses a common business function (albeit in a simplified format) that many organizations might need. Mail Manager is designed to route mail to the appropriate end user. In our scenario, you are creating an application for a company that has the following business process: 1. Mail comes into the organization and is scanned and converted into PDF documents. 2. The PDF documents are imported into the Mail Manager application. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 9

10 Overview 3. A process is initiated that will route the mail documents to the appropriate mail processor s work queue based on the type of mail that it is. 4. The company has three types of mail processors: one to process purchase orders for the sales department, one to process invoices for the accounting department, and one to process any other mail that is delivered. 5. The information we are interested in capturing for any given piece of mail is: the sender the date the mail item was postmarked the type of document it is (for example, an invoice) the date the mail item entered the work queue the date the mail item is processed 6. To successfully process and monitor the mail, the mail processor receives the item in the appropriate queue, opens the item, views the document, and enters the following information for the document: the customer or vendor name (which may or may not be the same as the sender) the address information of the vendor or customer the dollar amount of the purchase order or invoice 7. The processor indicates that the processing is completed. 8. After the mail has been processed, it is moved to an archived folder. 9. The processor uses the search functionality to locate documents in various stages of processing using a variety of search criteria. The diagram below provides a graphic overview of the process flow of the Mail Manager application. By completing this tutorial, the user will be able to experience the beginning to end process of successfully building and monitoring a TaskSpace application, including the following: creating a DAR creating a process building the templates building and using a TaskSpace application designing a BAM dashboard 10 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

11 Overview Creating the Sample Application This section provides a brief overview of the steps you will be following in this tutorial to create and deploy the Mail Manager application. The steps you will follow are: 1. Create the new application From the base TaskSpace application, you will be creating a new child application called Mail Manager. This creates the DAR (Documentum Archive) of the same name. Refer to Chapter 2, Creating the New Application for more information. 2. Create object types You must create custom object types using TaskSpace and assign the necessary attributes for Mail Manager to properly process mail. Refer to Chapter 3, Creating Object Types for more information. 3. Create the directory structure You will use the Mail Manager application to create a new directory structure specific to your users needs. Refer to Chapter 4, Creating the Directory Structure for more information. 4. Create queues You will create a work queue governing what tasks are assigned to users. Refer to Chapter 5, Creating Work Queues for more information. 5. Create a Superuser and extend privileges If you use BAM for reporting, you need to extend Config, Purge and Audit privileges to the owner of the Mail Manager process, which for this tutorial is Administrator. You can skip this chapter if you will not be using BAM reporting or if your Administrator already has Config, Purge and Audit privileges. Refer to Chapter 6, Creating a Superuser and Extending Privileges for more information. 6. Create a process Using Documentum Process Builder, you will create the process that controls how mail is handled by Mail Manager. Refer to Chapter 7, Creating a Process for more information. 7. Create TaskSpace templates. Using Documentum Forms Builder, you must create templates that determine what the end users will see and what activities they can do when using the Mail Manager application. Create a document view template. The document view template provides instructions to the system on how documents are displayed when opened by a mail processor. Refer to Chapter 8, Creating a Document View Template for more information. Create a task list template. This template regulates how tasks are displayed in the mail processor s inbox in Mail Manager. Refer to Chapter 9, Creating a User Task List Template for more information. Create a work queue template. This template controls how tasks are displayed in the mail processor s work queue in Mail Manager. Refer to Chapter 10, Creating a Work Queue Task List Template for more information. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 11

12 Overview Create task templates. A task template governs how an opened task will display in Mail Manager, and actions a mail processor can take with that piece of mail. You will need to create three task templates, one for each mail type. Refer to Chapter 11, Creating a Task Template for Sales Mail, Chapter 12, Creating a Task Template for Accounting Mail, and Chapter 13, Creating a Task Template for Other Mail for more information. Create a search template. This template determines how searches can be conducted and what data is displayed for the returned documents. Refer to Chapter 14, Creating a Search Template for more information. Create an initiate process template. This template controls how the process you created in Documentum Process Builder is initiated within the Mail Manager application. Refer to Chapter 15, Creating an Initiate Process Template for more information. Create a folder contents template. This template regulates what information is displayed in the directory structure you created in the Mail Manager application. Refer to Chapter 16, Creating a Folder Contents Template for more information. Create an electronic form template. This template will be used by mail processors to assign metadata to the mail documents imported into TaskSpace. Refer to Chapter 17, Creating an Electronic Form for more information. 8. Add components to TaskSpace Now that you have created the necessary templates, you must add them to the Mail Manager application. Refer to Chapter 18, Adding Components to TaskSpace for more information. 9. Configure an importer To import mail documents into Mail Manager, you must create a TaskSpace importer. Refer to Chapter 19, Configuring an Importer for more information. 10. Create a configurable action To make the importer available, you must create a configurable action that invokes the importer. Refer to Chapter 20, Creating a Configurable Action for more information. 11. Create tabs The mail processors will not see the same tabs as the user who is creating the Mail Manager application. You must create the tabs they need to see to accomplish their assigned tasks. Refer to Chapter 21, Creating Tabs for more information. 12. Add a process You must add the process you created in Documentum Process Builder to the Mail Manager application. Refer to Chapter 22, Adding a Process for more information. 13. Add a role You will create a role that governs the mail processors Mail Manager experience. Refer to Chapter 23, Creating a Role for more information. 14. Edit the ts_designer role The ts_designer will need to import mail into Mail Manager, so you must give him access to the Mail Manger folder you created where the new mail will be imported. Refer to Chapter 24, Editing the ts_designer Role 15. Create users and add them to a role 12 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

13 Overview You are now ready to create the mail processors who handle the various types of mail. Note that these are test users that you create to complete and test your application. Users do not deploy with the application to a new environment. Refer to Chapter 25, Creating Users and Adding Them to a Role for more information. 16. Assign queues You must assign the appropriate users to the proper queues so that tasks are routed to them based on your process. Refer to Chapter 26, Assigning Queues for more information. 17. Load the sample data You must simulate the task of scanning and categorizing mail so that the process and mail processors have data upon which it acts. Refer to Chapter 27, Importing the Sample Data for more information. Note: The PDF documents representing the mail can be found on the download site of Powerlink. 18. Start a process You will simulate the task of triggering the mail on its route through the process. Refer to Chapter 28, Starting a Process for more information. 19. Complete the process As a mail processor, you will view the mail and complete the task. Refer to Chapter 29, Completing a Process for more information. 20. Conduct a search You can test the search functionality you created to locate particular pieces of mail. Refer to Chapter 30, Searching for Mail for more information. 21. Log in to PRS If using BAM for reporting, you must log in to Process Reporting Services (PRS), which is a software application used for creating reports and alerts on monitored processes. Refer to Chapter 31, Logging into PRS for more information. The remaining steps involve using BAM. If you are not using BAM, you do not need to complete steps 21 through Create report categories Report categories contain reports. The primary purpose of report categories is to help you manage reports. Refer to Chapter 32, Creating Report Categories for more information. 23. Design the Count of Started, Inflight, and Completed Processes report This report uses the Process Execution 5 Minutes report entity to count the number of processes that have started, are inflight, and are completed. Refer to Chapter 33, Designing the Count of Started, Inflight, and Completed Processes Report for more information. 24. Design the Average Process Duration report The Average Process Duration report is a dial gauge that measures the average amount of time six inflight processes are taking to complete. Refer to Chapter 34, Designing the Average Process Duration Report for more information. 25. Design the Inflight Process Details report EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 13

14 Overview Inflight Process Details is the target of a multi-drill-down report that displays duration and process start time data for processes that are currently inflight. Refer to Chapter 35, Designing the Inflight Process Details Report for more information. 26. Design the Activities by Performer report This report is designed with the Activity Execution report entity and includes start and end time, duration, and activity instance ID data. Refer to Chapter 36, Designing the Activities by Performer Report for more information. 27. Design the Average Daily Duration per Performer report The Average Daily Duration per Performer report is designed with the Activity Performer Daily report entity and includes three columns of data: Activity, Average Duration (min), and Performer Name. Refer to Chapter 37, Designing the Average Daily Duration per Performer Report for more information. 28. Design the Total Purchase Order Amount for each Vendor report This report calculates the total amount of purchase orders submitted by each customer. Refer to Chapter 38, Designing the Total Purchase Order Amount for each Customer Report for more information. 29. Design the Total Invoice Amount for each Vendor report This report calculates the total amount of invoices submitted by each vendor. Refer to Chapter 39, Designing the Total Invoice Amount for Each Vendor Report for more information. 30. Design a Crystal Report This report calculates the average amount of time (in minutes) it takes to complete a purchase order process as well as the average amount of time purchase order processes are inflight. You must have Crystal Reports installed on the same machine as PRS to create this report. Refer to Chapter 40, Designing a Crystal Report for more information. 31. Design a dashboard A BAM dashboard is a display environment for monitoring executing processes in real-time. Refer to Chapter 41, Designing a Dashboard for more information. 32. Add dashboards to tabs Each dashboard is displayed on its own tab within the Mail Manager application. Refer to Chapter 42, Adding Dashboards to Tabs for more information. 33. Add dashboard tabs to a role TaskSpace users must be granted access to dashboard tabs in order to view dashboard reports. Refer to Chapter 43, Adding Dashboard Tabs to a Role for more information. 14 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

15 Creating the New Application Chapter 2 Chapter 1 describes the new application you are going to create as part of this tutorial. That application, called Mail Manager, is a child application of the TaskSpace base application. When you create your Mail Manager application, make sure the user is the same user who installed your content server. That user is already assigned to the roles ts_designer, form_designer, queue_admin, and queue_advance_processor with System Administrator and Super User rights. However, you can choose to create a different user for this tutorial. To do this, log in to TaskSpace as the user who installed your content server and create a user with System Administrator and Super User rights and assign that user to the roles listed above. Refer to Chapter 25, Creating Users and Adding Them to a Role for guidance. In our example, we will be using Administrator to signify the user who installed the content server. Substitute the user who installed your content server or the user you created for Administrator whenever this tutorial uses Administrator in text or image. To create the Mail Manager application in TaskSpace: 1. Log in to TaskSpace by typing the appropriate information into the Login Name and Password fields and click Login. 2. Click the Configuration tab and then click New Application. 3. In the Name field, type mailmanager and in the Title field, type Mail Manager (which is what will appear in the user interface for this application). Click OK. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 15

16 Creating the New Application 4. On the Confirmation dialog box, click Bookmark this link to add the URL to your favorites. This is the URL for the new application, and if this were a production application this is the URL that would be distributed to users. Click Close to exit the Confirmation dialog box, then exit the TaskSpace application. 16 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

17 Creating the New Application You have successfully created the Mail Manager application. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 17

18 Creating the New Application 18 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

19 Creating Object Types Chapter 3 For the Mail Manager sample application, you will need to create two object types, both of which are required for this application. Use TaskSpace to do this. One of these object types is for your mail documents, and the other is for your mail folders. First you create an object type, then you add attributes to the new object type. To create the Mail Manager document object type: 1. Log in to the Mail Manager application. 2. Navigate to Configuration > Types to access the Types list page. 3. Click Create to access the New Type - Info dialog box. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 19

20 Creating Object Types 4. Enter the following information on the New Type - Info dialog box: a. In the Type Name field, type mm_mail_doc as the name of the new object type. Note: This tutorial uses an mm_ for Mail Manager before many objects, form templates, and other items you will create. This has no real meaning, but can be useful in locating these items if your repository is not empty. b. Select Standard as the Model Type. c. In the Select Super Type field, leave the value as dm_document. d. In the Default Storage field, select filestore_ Click Next to access the New Type - Attribute dialog box. A list of the properties inherited from the supertype is displayed on the screen. 6. Select Non Inherited Attributes to display only the attributes that you will add to your type for this tutorial. 20 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

21 Creating Object Types 7. Click Add to access the Attribute Info: New Attribute dialog box. 8. Enter the following information for the new attribute: a. In the Attribute Name field, type mail_type. b. In the Type list box, select String. c. In the Size field, type 32. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 21

22 Creating Object Types 9. Click OK. The Attribute Info: New Attribute dialog box closes and the new attribute appears on the New Type - Attribute dialog box. To add a second attribute to the type: 1. Click Add on the New Type - Attribute dialog box to add another attribute. The Attribute Info: New Attribute dialog box appears. 2. Enter the following information for the new attribute: a. In the Attribute Name field, type sender. b. In the Type list box, select String. c. In the Size field, type Click OK. 4. Repeat steps 1 3 to add standard attributes using the attribute values provided in the following table: Table 1. Object Attributes Attribute Name date_postmarked date_queued date_processed Attribute Type Time Time Time 5. After adding all the attributes, click Finish. 22 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

23 Creating Object Types To create the Mail Manager folder object type: 1. Navigate to Configuration > Types to access the Types list page. 2. Click Create to access the New Type - Info dialog box. 3. Enter the following information on the New Type - Info dialog box: a. In the Type Name field, type mm_mail_folder as the name of the new object type. b. In the Model Type field, select Standard. c. Click Select Super Type and navigate to and select dm_folder. Click OK. d. In the Default Storage field, select filestore_ Click Next. 5. You will not be assigning any attributes to the folder where mail is stored, only to the mail documents themselves, so click Finish. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 23

24 Creating Object Types 24 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

25 Creating the Directory Structure Chapter 4 Your mail processors will need a folder structure to store mail that is being processed and mail that has been archived. The following procedures describe how to create the folder structure for your application in TaskSpace. You will first create the mail manager folder and then create subfolders. To create the Mail Manager folder: 1. Log in to the Mail Manager application. 2. Click the My Folder tab. 3. Click More Actions and select Create folder from the fly-out menu. The New Folder: Create dialog box appears. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 25

26 Creating the Directory Structure 4. In the Name field, type MailManager and in the Type list box, select Folder (dm_folder). 5. Click Next. The New Folder: Info tab appears. 6. In the Title field, type Mail Manager. 7. Click Finish. The Mail Manager folder you created appears in the Open Items tab. Now that the top-level Mail Manager folder is created, you can create subfolders for the different types of mail. 26 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

27 Creating the Directory Structure To create the Mail Manager subfolders: 1. With the Mail Manager folder open in the Open Items tab, click More Actions and select Create folder from the fly-out menu. The New Folder: Create dialog box appears. 2. In the Name field, type in_process and in the Type list box, select Folder (mm_mail_folder). Click Next. The New Folder: Info tab appears. 3. In the Title field, type In Process and then click Next. The New Folder: Permissions tab appears. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 27

28 Creating the Directory Structure 4. In the Additional Permissions table under User/Group, right-click dm_world and select Edit from the context menu. The Set Access Permissions: in_process dialog box appears. 5. In the Basic Permissions list box, select Write and then click OK to return to the Set Access Permissions dialog box. 28 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

29 Creating the Directory Structure 6. Click Finish. The In Process folder appears in the Open Items tab. Close it. 7. Return to the Mail Manager folder in the Open Items tab and repeat steps 1 6, but in step 2 type archived in the Name field and in step 3 type Archived in the Title field. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 29

30 Creating the Directory Structure 30 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

31 Chapter 5 Creating Work Queues The Mail Manager business process will require work queues to facilitate routing mail through the process. To create and configure work queues for the Mail Manager business process, you need to: 1. Create a work queue policy that contains the logic that the system uses to track and manage tasks in the work queue, including assigning priorities to tasks. 2. Create a work queue category that helps organize queues. 3. Create three work queues, one for each type of mail being routed through the process. To create the Mail Manager queue policy: 1. In the Mail Manager application, click the Administration tab. 2. In the navigation tree panel, select and expand Work Queue Management, then Policies, and then select Work Queue Policies. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 31

32 Creating Work Queues 3. Click New Policy. The Create New Work Queue Policy dialog box appears. 4. In the Policy Name field, type mm_mail_queue_policy. Using the information in the following table, complete the remaining fields, then click OK. Table 2. Work Queue Policy Field Value Threshold 100 Max Priority EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

33 Creating Work Queues Field Initial Priority 20 Increment Policy 10 Percent Quality Check 10 Value You have successfully created the Mail Manager work queue policy. Next, you need to create a work queue category. To create the Mail Manager work queue category: 1. In the navigation tree panel on the Administration tab, select and expand Work Queue Management and then click Work Queues. 2. Click New Category. The Create New Work Queue Category dialog box appears. 3. In the Name field, type mm_mail_queue_category and click OK. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 33

34 Creating Work Queues You have successfully created the Mail Manager work queue category. Next, you need to create the work queues. To create the Mail Manager work queues: 1. In the navigation tree panel on the Administration tab, navigate to Work Queue Management > Work Queues and double-click mm_mail_queue_category. 2. Click New Work Queue. The Create New Work Queue dialog box appears. 34 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

35 Creating Work Queues 3. In the Name field, type mm_acct_queue. In the Policy Name field, select mm_mail_queue_policy. Keep all other default settings and click OK. 4. Repeat steps 2 and 3 twice to create two more work queues. In the Name field, type mm_sales_queue for one work queue and mm_other_queue for the other queue. In the Policy Name field, select mm_mail_queue_policy for both queues. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 35

36 Creating Work Queues You have successfully created the necessary work queues for the Mail Manager application. 36 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

37 Chapter 6 Creating a Superuser and Extending Privileges If you use BAM for reporting, you need to extend Config, Purge and Audit privileges to the owner of the Mail Manager process, which for this tutorial is Administrator. As a security precaution, users are not allowed to give themselves certain extended privileges; therefore, you must create a new user with superuser privileges who can then extend this privilege to your Administrator. Note: You can skip this chapter if you will not be using BAM reporting. If your Administrator already has Config, Purge and Audit privileges, proceed to the next chapter. To configure these privileges, follow the procedures in this chapter. To verify privileges, check the Administrator tab in the Mail Manager application. To create a Superuser in the Mail Manager application: 1. In the Mail Manager application, click the Administration tab and under User Management in the navigation tree select Users. 2. Click Create User. The New User dialog box appears. 3. Create a new user by entering the following information: EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 37

38 Creating a Superuser and Extending Privileges Table 3. New User Field Name User Login Name User Source Password Verify Password Address Privileges Extended Privileges Client Capability Value security_admin security_admin Inline Password Type a password of your choosing. Re-type the password you chose above. Type an address of your choosing. Superuser Config, View and Purge Audit System Administrator 4. Click OK. The New User dialog box closes. To assign the Superuser to a role: 1. In the Mail Manager application, click the Administration tab and under User Management in the navigation tree select Roles. 38 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

39 Creating a Superuser and Extending Privileges 2. Double-click ts_designer. The Groups ts_designer screen appears. 3. Click Add Member(s). The Choose a user/group dialog box appears. 4. Select security_admin and use the arrow to move it to the other box, which adds it to the role. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 39

40 Creating a Superuser and Extending Privileges 5. Click OK. The security_admin user is now a member of the ts_designer role. 40 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

41 Creating a Superuser and Extending Privileges 6. Log off the Mail Manger application. To extend the Administrator s privileges: 1. Log in to the Mail Manager application as security_admin. 2. Select the Administration tab, and using the tree navigate to User Management > Users. 3. In the User Name field type Administrator and click Search. The Administrator user is returned in the list. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 41

42 Creating a Superuser and Extending Privileges 4. Select the Administrator and click Properties. The User Properties dialog box appears. 5. In the Extended Privileges list box select Config, Purge and Audit. Click OK. 42 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

43 Creating a Superuser and Extending Privileges 6. Log off the Mail Manager application and log in as Administrator. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 43

44 Creating a Superuser and Extending Privileges 44 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

45 Chapter 7 Creating a Process Using Documentum Process Builder, you now need to create a process that will govern the flow and disposition of the mail in Mail Manager. You will be creating data types for the three types of mail that are managed by this process. As the mail moves through the process, it will be routed for processing based upon these different types. After the mail has been processed, it will be archived within the repository. Follow these steps to create the mm_mail_manager process: 1. Create the structured data types, page Add process data, page Add the activities to the canvas, page Connect the activities, page Define the activities, page Save, install, and validate the process, page 72 Create the structured data types A structured data type is a way to represent business data that pertains to the flow of your process. In this section, you will create two structured data types that identify incoming mail: an invoice for mail directed to the accounting department and a purchase order for the sales department. From these types of mail, you will be creating reportable attributes for the customer s name, address, and invoice or purchase order amounts. All other mail will be directed to other departments but will not be included in BAM reporting. To create the structured data types for the Mail Manager application: 1. Log in to Documentum Process Builder. 2. From the File menu, select New > Structured Data Type. The Add Structured Data Type Wizard appears. 3. In the Name field, type invoice. 4. In the Display Name field, type Invoice and enter a description. 5. Click the + button above the structured data type tree view to create the attributes for the invoice. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 45

46 Creating a Process 6. In the Name field, type vendor_name and type Vendor Name in the Display Name field. 7. In the Type field, select STRING. 8. Define other options for the attribute: Select Searchable to enable BAM to create indexes for the attribute. Select Reportable to expose this type to the BAM database and use in BAM reports. 9. Click the + button and create these additional attributes for Invoice: Table 4. Invoice attributes Name Display Name Type Other options amount Amount FLOAT Searchable, Reportable street Street STRING Searchable, Reportable city City STRING Searchable, Reportable state State STRING Searchable, Reportable ZIP ZIP STRING Searchable, Reportable 10. Select Update BAM Database tables based on this SDT definition to update the data type definitions with BAM. This sends the new data type definitions to the BAM database where they are added to the tables used for reporting. 46 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

47 Creating a Process 11. Click OK. 12. Repeat steps 2 11 and create another structured data type named Purchase Order using the following six attributes: Table 5. Purchase Order attributes Name Display Name Type Other options customer_ name Customer Name STRING Searchable, Reportable amount Amount FLOAT Searchable, Reportable street Street STRING Searchable, Reportable city City STRING Searchable, Reportable state State STRING Searchable, Reportable ZIP ZIP STRING Searchable, Reportable Add process data Next, you need to add a package and process variables to the workflow. Both of these types of data must be defined at the process level to be used in an individual activity within that process. When you configure an activity, you need to specify what process data is worked on during the activity and define how the activity deals with each package or process variable that is part of the process template. A package can be a document, a form, or other data that is associated with an activity. In this tutorial, the package contains the mail document that is carried throughout the workflow. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 47

48 Creating a Process Process variables are individual or grouped data types or execution data used during the life of the process. The different data elements like customer name and address that are part of the incoming mail are examples of process variables. To add a package to the Mail Manager process: 1. From the Tools menu, select Process Properties. 2. On the General tab, select the option to turn on the template Audit Trail Settings by selecting On. Auditing must be turned on to enable the system to publish reporting data to the BAM database. Note: If your Administrator does not have Config, Purge and Audit privileges, this option will be disabled. 3. Select the Data tab to add the package and process variables to your process so the mail document is included in all activities for your process. 4. To add a package to the business process, select the Packages node in the tree view panel and click the + button above the panel. The Package Definition panel appears. 5. In the Name field, type mm_mail_doc and select Document (mm_mail_doc) as the Type. 6. To enable Process Builder to publish reporting data to the BAM database for the package, select This package can be used to generate reports. 48 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

49 Creating a Process 7. Click Apply. To add process variables to the Mail Manager process: 1. On the Data tab, select the Process Variables node in the tree view panel and click the + button to add a new process variable. 2. In the Name field, type mail_type and in the Type field, select STRING. 3. Repeat these steps and create additional process variables using the information in the chart below: Table 6. Process variables Name sender date_postmarked date_queued other_mail Type STRING DATE DATE STRING EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 49

50 Creating a Process 4. To add the Invoice structured data type that you created for accounting mail, click the + button to add another process variable. 5. In the Name field, type accounting_mail. 6. In the Type field, select <More Types...>. 7. From the Choose Structured Data Type dialog box, select Invoice and click OK. 8. Click the + button and type sales_mail in the Name field. 9. In the Type field, select <More Types...> and select Purchase Order. 50 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

51 Creating a Process 10. Click Apply to save your changes and OK to close the Process Properties window. To update the BAM database with the object types contained in the package: 1. To update the object types used in a package with the BAM database, select Tools > Update BAM Data Definitions. The Update BAM Data Definitions dialog box appears. The structured data types that you created earlier were updated when you created them and do not appear in the Structured Data Types text box. 2. Click Update in the Object Types group box. The system displays a message indicating that the update is successful. 3. Click Close. Add the activities to the canvas The next step is to drag the activity templates onto the Process Builder work area or canvas. To add activities to the canvas: 1. Using the following table to guide you, drag the activity templates from the different nodes of the Activity Templates panel and drop them onto the canvas. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 51

52 Creating a Process Table 7. Activity Templates Node Activity Template Number Required Integration Process Data Mapping 2 Flow Decision Split 1 Flow Join 1 Content Services Link to Folder 1 2. Click the Create Manual Activity button on the Process Builder toolbar, and click three times on the canvas to add three manual activities. Note: Right-click the canvas to turn off the Create Manual Activity function. 3. Drag the activity templates into position based on the following illustration. Connect the activities In this step, you will connect the activities into a workflow using flow lines. Flow lines connect the activities together in the process and enable the movement of data through the process. 1. From the toolbar, click the Create Flow button to enable the connector tool. 2. Move the cursor over the first activity until you see its selection box, then click the activity and drag the mouse to the second activity. Release the mouse button when you see the selection box for the second activity. Process Builder draws a line between the activities. Note: Right-click the canvas to turn off the connector tool function. 3. Use the following table to guide you in connecting the activities of your process. 52 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

53 Creating a Process Table 8. Flow Connections Activity Name Initiate Process Data Mapping Connect to Process Data Mapping Decision Split Decision Split Activity 1, Activity 2, Activity 3 Activity 1, Activity 2, Activity 3 Join Link to Folder Process Data Mapping Join Link to Folder Process Data Mapping End The workflow should resemble the following illustration: Define the activities Next, you will define the logic that governs each activity within the process. Creating the Set Document Attribute activity This activity sets the attributes that will send the mail to the appropriate processor based upon its document type. 1. Double-click the first Process Data Mapping activity to open the Activity Inspector dialog box. 2. In the text field at the top, delete the words Process Data Mapping and type Set Document Attributes. 3. Click the Process Data Mapping tab. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 53

54 Creating a Process 4. In the Source panel, expand the following nodes: Process Data > Packages > mm_mail_doc Process Data > Variables Process Data > Execution Data> workflow 5. In the Destination panel, expand the following nodes: Process Data > Packages > mm_mail_doc Process Data > Variables 6. From the center list box, select the Copy function. 54 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

55 Creating a Process 7. In the Packages > mm_mail_doc node of the Source panel, click the attribute sender and link it by clicking sender in the Variables node of the Destination panel. When the mail processor enters the name of the sender as an attribute of a mail document, that attribute will become a variable for this process. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 55

56 Creating a Process 8. Select Copy function and in the Source Variables node, map mail_type to the mail_type attribute in the Packages node of the Destination panel. When a mail type is assigned to a document at the start of this process, it will become an attribute of the mail document. 56 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

57 Creating a Process 9. Select Copy function and open Execution Data > workflow node in the Source panel to map the start_date variable to the Packages > mm_mail_doc attribute date queued in the Destination panel. The date the document entered the work queue becomes the process start date. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 57

58 Creating a Process 10. Click Apply to save your mappings and OK to close the Activity Inspector. Add a decision split activity In this workflow, the incoming mail needs to be routed to different processors based upon its mail type. To route mail based upon mail type attributes, define the branching logic within the decision split activity. To define a decision split activity: 1. Open the Decision Split activity and rename it Route Document. 2. Click the Transition tab and select Select next activities based on conditions. 58 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

59 Creating a Process 3. Select the IF statement. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 59

60 Creating a Process 4. In the Transition Wizard tab, change the fields as follows: Table 9. IF Query Conditions Field Value Query on [List box following Query on] Condition = Value Select one or more of these next activities Process Data mail_type Purchase Order Activity-1 (In the next section, you rename this activity Process Sales Mail.) 5. Click the + button to add a new query. 6. Select the ELSE IF statement. 7. Change the fields as follows: Table 10. ELSE IF Query Conditions Field Query on [List box following Query on] Value Process Data mail_type 60 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

61 Creating a Process Field Condition = Value Select one or more of these next activities Value Invoice 8. Select ELSE and then select Activity-3 as the final activity. Activity-2 (In the next section, you rename this activity Process Accounting Mail.) 9. Click Apply to save your changes and OK to close the Activity Inspector. Define the manual activities for the mail processors After the system routes the document to the correct manual activity based upon its mail type. The manual activity adds the incoming mail to the inbox of the designated mail processor. 1. Open Activity-1 and rename it Process Sales Mail. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 61

62 Creating a Process 2. On the Performer tab, select By one or more manual performers and click Select Performer. 3. In the Select Performer dialog box, use the list box to select Work queue. 62 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

63 Creating a Process 4. Select Assign performer(s) now and click Next. 5. Select mm_sales_queue and click Next. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 63

64 Creating a Process 6. Click Finish. In this tutorial, there is no need to map process data. 7. Verify that in the text box labeled The performer(s) may do the following the options Delegate the activity s work to someone else and Assign to Workflow Supervisor if auto delegation fails boxes are selected. 8. Click the Data tab, select Process Data > Process Variables > sales_mail, and select This variable can be used to generate reports. 64 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

65 Creating a Process Selecting this option enables the BAM database to use process data from this activity to create reports. 9. Click OK to close the Activity Inspector. 10. Repeat these steps for the other two manual activities, but use the following names and work queues: Note: Do not set a reporting option for the Process Other Mail activity. Table 11. Manual activities Manual Activity Name Performer Reporting Variable Activity-2 Process Accounting Mail Activity-3 Process Other Mail mm_other_ queue mm_acct_queue Process Data > Process Variables > accounting_mail Not required Add a join The next activity needs to bring the three different mail processing paths back together into one flow so that the packages following different paths can be processed in the same manner. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 65

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