EMC Documentum Business Process Suite

Transcription

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

66 Creating a Process 1. Open the Join activity template, and select the Trigger tab. 2. Select This number of input flows selected. The system displays 1 out of 3 possible input flows. 3. Click OK to close the Activity Inspector. Create the archiving activity This activity will add the objects from the different packages into an archive folder in the repository. 1. Open the Link to Folder activity and rename it Move to Archived Folder. 66 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

67 Creating a Process 2. Click the Link to Folder tab and click the to the right of Packages to add a package. 3. In the Select from list box, select mm_mail_doc and click Add to move it to the Selected items panel. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 67

68 Creating a Process 4. Click OK. 5. Click the button to the right of the Destination Folder text box. The Repository Explorer appears. 6. Double-click the Administrator cabinet. 7. Browse to MailManager and select Open. MailManager appears as the Destination Folder in the Activity Inspector. 8. In the New Folder Name field, type archived. 9. In the Unlink from Original Folders(s) field, select Yes. 68 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

69 Creating a Process 10. Click OK to close the Activity Inspector. Set the archival attributes This activity sets the attributes that are used to archive the process data. 1. Open the Process Data Mapping-2 activity and rename the activity to Set Archival Attributes. 2. Click the Performer tab and select Automatically on behalf of a performer. 3. Click Select Performer and in the Select Performer dialog box, select Workflow Supervisor and click Finish. 4. In the Automatic execution parameters group box, select BPSIntegration. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 69

70 Creating a Process 5. Select the Process Data Mapping tab and in the Source panel, expand the Process Data > Execution Data > task node and in the Destination panel, expand the Process Data> Packages > mm_mail_doc node. 70 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

71 Creating a Process 6. Using the Copy function from the central list box, map the task creation_date to the mm_mail_doc date_processed. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 71

72 Creating a Process 7. Click OK to close the Activity Inspector. Save, install, and validate the process Before you can use a process template to create a running workflow, it must be saved, validated, and installed. To save a new process template: 1. From File menu, select Save As. The Save Process Template As dialog box appears. 2. Type mm_process_mail as the name for the process template. 3. To create a folder in which to store the template and its associated objects, make sure the Create new folder for associated items checkbox is selected. 4. Click OK. The Validate Template dialog box appears. 5. Select OK to validate the process template. The Install Template dialog box appears. 6. Select OK to install the process template. 72 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

73 Creating a Process The Documentum Process Builder dialog box appears informing you that the process is now installed. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 73

74 Creating a Process 74 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

75 Chapter 8 Creating a Document View Template Mail processors will need to be able to view the documents that are routed to them. A document view template displays documents and controls which data associated with the documents the mail processors see and how they see it. Note: For details on how to localize this template, please refer to Documentum Forms Builder User Guide. To create a document view template for the Mail Manager application: 1. Log in to Documentum Forms Builder. 2. On the Welcome to Forms Builder dialog box: a. In the Create new template panel, select TaskSpace Component. b. In the Template type panel, select Document View. c. In the Name field, type Mail Manager Doc View. d. Click OK. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 75

76 Creating a Document View Template 3. On the New Template Step 2 dialog box, select Document (mm_mail_doc) as the object type. 4. Click Finish. A document view template appears with pre-configured controls based on the selected object type. Now that you have a draft template for your Document View, you can use Documentum Forms Builder to customize the basic template to create the look and feel that best serves the needs of mail processors using the Mail Manager application. Refer to the Documentum Forms Builder User Guide for the specific use of that application. To customize the document view template for Mail Manager: 1. Select the date_processed field and click the delete icon in the Forms Builder toolbar, as your mail processors will be viewing the document before processing is complete. Also, select date_processed in the Data Model pane and click the delete icon in the Forms Builder toolbar. 76 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

77 Creating a Document View Template 2. Reorder the fields by dragging and dropping them in the Design panel. Use the following order: a. mail_type b. sender c. date_postmarked d. date_queued 3. The Mail Type field needs to be changed to a list box that contains the values Purchase Order and Invoice. Select mail_type and click the delete icon in the Forms Builder toolbar. Also, select mail_type in the Data Model pane and click the delete icon in the Forms Builder toolbar. 4. Drag and drop the Dropdown list control onto the Design panel above the sender field. 5. Open the Display tab under Properties. In the Name field, type mail_type and in the Label field, type Mail Type. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 77

78 Creating a Document View Template 6. Open the Data & Storage tab under Properties. In the Data name field, type mail_type. 7. Open the Special tab under Properties and verify that the value for Data binding is set to /MailManagerDocView/mail_type. 8. The values for the dropdown list control are, by default, created as value1 and value2. These need to be changed to Purchase Order and Invoice. Select the value1 row in the Possible values table and click Modify. The Modify Choice dialog box appears. 9. In the Value field type purchase_order, in the Display field type Purchase Order, and deselect the Default value box. Click OK. 10. As you did in steps 8 and 9, select the value2 row and click Modify. In the Value field type invoice, in the Display field type Invoice, and deselect the Default value box. Click OK. 78 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

79 Creating a Document View Template The Possible values table should now have the correct values. 11. Select ImageViewer from the UI Model pane and click the Special tab. 12. Next to the listing for Adobe Reader, click Configure. 13. On the View Properties: Adobe Reader dialog box, type 600 in both the Width and Height fields and click OK. 14. Select the sender field and in the General > Display tab, type Sender in the Label field. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 79

80 Creating a Document View Template 15. Select the date_postmarked field and in the General > Display tab, type Date Postmarked in the Label field. 16. Select the date_queued field and in the General > Display tab, type Date Queued in the Label field. 80 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

81 Creating a Document View Template 17. Save the template, validate it by clicking Tools > Validate, and then install it by clicking Tools > Install. Click OK when the confirmation dialog box appears. Your document view template is now complete. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 81

82 Creating a Document View Template 82 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

83 Chapter 9 Creating a User Task List Template In the Mail Manager application, a mail processor needs to have an inbox, which provides access to assigned tasks generated by the business process. The user task list template governs the look and feel of that inbox. Note: For details on how to localize this template, please refer to Documentum Forms Builder User Guide. To create a user task list template: 1. Log in to Forms Builder, or click the Create New Template icon on the toolbar if already logged in. 2. On the Welcome to Forms Builder dialog box: a. In the Create new template panel, select TaskSpace Component. b. In the Template type panel, select Task List. c. In the Name field, type Mail Manager Inbox. d. Click OK. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 83

84 Creating a User Task List Template 3. On the New Template Step 2 dialog box, select Task List and Show tasks of current login user and click Next. 4. On the New Template Step 3 dialog box, select to show the tasks from the selected processes, select mm_process_mail, and then click Next. 5. On the New Template Step 4 dialog box, don t select either structured data type, as they won t be used for the inbox. Click Next. 84 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

85 Creating a User Task List Template 6. On the New Template Step 5 dialog box, select the items from the Available Columns panel that you want to appear in your task list as columns and move them to the Columns to search on panel using the arrow. The up and down arrows can be used to determine in what order the columns will appear. You should select mail_type, sender, and Priority, in that order. Click Next. Note: Choose the sender with the lower case s, not the Sender with the uppercase S. 7. On the New Template Step 6 dialog box, select the element labeled All, click Remove, then click Next. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 85

86 Creating a User Task List Template 8. On the New Template Step 7 dialog box, click Finish. The created template appears in the Forms Builder Design panel. Now that you have a draft user task list template, you need to customize it for the Mail Manager application. To customize the user task list template: 1. In the Design panel, delete the Vertical Box above the columns by selecting it and clicking the delete icon in the Forms Builder toolbar. (The Vertical Box contains a Search button, a Horizontal Box, and two other Vertical Boxes.) 86 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

87 Creating a User Task List Template 2. In the UI Model panel, expand the ListGroup node, select tasklist, and click the Special tab. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 87

88 Creating a User Task List Template 3. Select the mail_type column listed in the Special tab and click Modify. The Edit Column dialog box appears. 4. In the Column Label field, delete mail_type and type Mail Type. Click OK. 5. Repeat steps 3 and 4, but select the sender column and in the Column Label field, change sender to Sender. 6. On the Special tab, change the Table Width by deselecting Auto Fit, selecting Width, and typing EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

89 Creating a User Task List Template 7. Save, validate, and install the template. You have successfully customized the user task list template for the Mail Manager application. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 89

90 Creating a User Task List Template 90 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

91 Creating a Work Queue Task List Template Chapter 10 Mail processors retrieve the mail they need to process from work queues. A work queue task list template determines what information mail processors see concerning each mail document in a work queue. Note: For details on how to localize this template, please refer to Documentum Forms Builder User Guide. To create a work queue task list template: 1. Log in to Forms Builder, or click the Create New Template icon on the toolbar if already logged in. 2. On the Welcome to Forms Builder dialog box: a. In the Create new template pane, select TaskSpace Component. b. In the Template type pane, select Task List. c. In the Name field, type Mail Manager Queue. d. Click OK. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 91

92 Creating a Work Queue Task List Template 3. On the New Template Step 2 dialog box, select Work Queue Task List then click Next. 4. On the New Template Step 3 dialog box, select to show the tasks from the selected processes, select mm_process_mail, and then click Next. 92 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

93 Creating a Work Queue Task List Template 5. On the New Template Step 4 dialog box, do not choose any Structured Data Types, as you will not be displaying these in your work queue task list. Click Next. 6. On the New Template Step 5 dialog box, select the items from the Available Columns list that you want to appear in your task list as columns. The up and down arrows can be used to determine in what order the columns will appear. You should select mail_type, sender, and Priority, in that order. Note: Do not select Sender with an uppercase S. Select sender with a lowercase s. Click Next. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 93

94 Creating a Work Queue Task List Template 7. On the New Template Step 6 dialog box, select the element labeled All, click Remove, then click Next. 8. On the New Template Step 7 dialog box, select Match all and click the plus sign (+) button. In the Variable list box, select sender and in the Condition list box select equals. Note: Do not select Sender with an uppercase S. Select sender with a lowercase s. Select Get user input and click Finish. 94 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

95 Creating a Work Queue Task List Template The newly created template appears in the Forms Builder Design panel. Now that you have a draft work queue task list template, you need to customize it for the Mail Manager Application. To customize the work queue task list template: 1. Delete the extra vertical box between the search field and the Search button by selecting it and clicking the delete icon in the Forms Builder toolbar. 2. Select the sender field, and in General > Display change the Label to Sender. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 95

96 Creating a Work Queue Task List Template 3. In the UI Model panel, expand the ListGroup node, select tasklist, and click the Special tab. 4. Select the mail_type column listed in the Properties panel and click Modify. The Edit Column dialog box appears. 5. In the Column Label field, delete mail_type and type Mail Type. Click OK. 96 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

97 Creating a Work Queue Task List Template 6. Repeat steps 4 and 5, but select the sender column and in the Column Label field, change sender to Sender. 7. On the Special tab, change the Table Width by deselecting Auto Fit, selecting Width, and typing Save, validate, and install the template. You have successfully customized the work queue task list template for the Mail Manager application. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 97

98 Creating a Work Queue Task List Template 98 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

99 Chapter 11 Creating a Task Template for Sales Mail When a task is opened by mail processors, the task template determines what they see and what actions they can take to process the task. You will need to make task templates for each of the three types of mail processors: sales, accounting, and other. Start with the sales mail task template. Note: For details on how to localize this template, please refer to Documentum Forms Builder User Guide. To create a task template: 1. Log in to Forms Builder, or click the Create New Template icon on the toolbar if already logged in. 2. On the Welcome to Forms Builder dialog box: a. In the Create new template panel, select TaskSpace Component. b. In the Template type panel, select Task. c. In the Name field, type Mail Manager Process Sales Mail. d. Click OK. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 99

100 Creating a Task Template for Sales Mail 3. On the New Template Step 2 dialog box, select mm_process_mail and click Next. 4. On the New Template Step 3 dialog box, select Process Sales Mail and click Next. 100 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

101 Creating a Task Template for Sales Mail 5. On the New Template Step 4 dialog box, select which process variables to include on the Task template. For the sales processing task, select the following Available process variables and move them to the Selected process variables panel and order them using the arrows: a. sales_mail:purchase_order/customer_name b. sales_mail:purchase_order/street c. sales_mail:purchase_order/city d. sales_mail:purchase_order/state e. sales_mail:purchase_order/zip f. sales_mail:purchase_order/amount Click Next. 6. On the New Template Step 5 dialog box, you can select how the documents will be seen by mail processors while processing a task by integrating a document view template into the task template. Select Use document view to show the package content and then select Mail Manager Doc View. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 101

102 Creating a Task Template for Sales Mail 7. Click Finish. Your new Task template appears in the Design panel. Now that you have a draft task template, you need to customize it for the Mail Manager application and add it to the business process you created in Process Builder. To customize the task template: 1. Delete the Instructions text box at the top of the template by selecting it and clicking the delete icon in the Forms Builder toolbar. 102 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

103 Creating a Task Template for Sales Mail 2. Select customer_name, and in Properties > General > Display change the Label field to Customer Name. 3. Select street, and in Properties > General > Display change the Label field to Street. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 103

104 Creating a Task Template for Sales Mail 4. Select city, and in Properties > General > Display change the Label field to City. 5. Select state, and in Properties > General > Display change the Label field to State. 104 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

105 Creating a Task Template for Sales Mail 6. Select amount, and in Properties > General > Display change the Label field to Amount. 7. Save, validate, and install your form. You have successfully customized the sales task template for the Mail Manager application. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 105

106 Creating a Task Template for Sales Mail 106 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

107 Creating a Task Template for Accounting Mail Chapter 12 You must now create a task template for accounting mail. Note: For details on how to localize this template, please refer to Documentum Forms Builder User Guide. To create a task template: 1. Log in to Forms Builder, or click the Create New Template icon on the toolbar if already logged in. 2. On the Welcome to Forms Builder dialog box: a. In the Create new template panel, select TaskSpace Component. b. In the Template type panel, select Task. c. In the Name field, type Mail Manager Process Accounting Mail. d. Click OK. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 107

108 Creating a Task Template for Accounting Mail 3. On the New Template Step 2 dialog box, select mm_process_mail and click Next. 4. On the New Template Step 3 dialog box, select Process Accounting Mail and click Next. 5. On the New Template Step 4 dialog box, select which process variables you wish to include on the Task template. For the accounting processing task, select the following Available process variables and move them to the Selected process variables panel and order them using the arrows: a. accounting_mail:invoice/vendor_name b. accounting_mail:invoice/street c. accounting_mail:invoice/city d. accounting_mail:invoice/state e. accounting_mail:invoice/zip f. accounting_mail:invoice/amount Click Next. 108 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

109 Creating a Task Template for Accounting Mail 6. On the New Template Step 5 dialog box, you can select how the documents will be seen by mail processors while processing a task by integrating a document view template into the task template. Select Use document view to show the package content and then select Mail Manager Doc View. 7. Click Finish. Your new Task template appears in the Design panel. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 109

110 Creating a Task Template for Accounting Mail Now that you have a draft task template, you need to customize it for the Mail Manager application and add it to the business process you created in Process Builder. To customize the task template: 1. Delete the Instructions text box at the top of the template by selecting it and clicking the delete icon in the Forms Builder toolbar. 2. Select vendor_name, and in Properties > General > Display change the Label field to Vendor Name. 110 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

111 Creating a Task Template for Accounting Mail 3. Select street, and in Properties > General > Display change the Label field to Street. 4. Select city, and in Properties > General > Display change the Label field to City. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 111

112 Creating a Task Template for Accounting Mail 5. Select state, and in Properties > General > Display change the Label field to State. 6. Select amount, and in Properties > General > Display change the Label field to Amount. 112 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

113 Creating a Task Template for Accounting Mail 7. Save, validate, and install your form. You have successfully customized the accounting task template for the Mail Manager application. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 113

114 Creating a Task Template for Accounting Mail 114 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

115 Chapter 13 Creating a Task Template for Other Mail You must now create a task template for processing other mail. Note: For details on how to localize this template, please refer to Documentum Forms Builder User Guide. To create a task template: 1. Log in to Forms Builder, or click the Create New Template icon on the toolbar if already logged in. 2. On the Welcome to Forms Builder dialog box: a. In the Create new template panel, select TaskSpace Component. b. In the Template type panel, select Task. c. In the Name field, type Mail Manager Process Other Mail. d. Click OK. 3. On the New Template Step 2 dialog box, select mm_process_mail and click Next. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 115

116 Creating a Task Template for Other Mail 4. On the New Template Step 3 dialog box, select Process Other Mail and click Next. 5. On the New Template Step 4 dialog box, do not select any process variables. Other mail does not have a Structured Data Type associated with it, and the object type variables will appear on the document view template we will associate with this task template. Click Next. 116 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

117 Creating a Task Template for Other Mail 6. On the New Template Step 5 dialog box, you can select how the documents will be seen by mail processors while processing a task by integrating a document view template into the task template. Select Use document view to show the package content and then select Mail Manager Doc View. 7. Click Finish. Your new Task template appears in the Design panel. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 117

118 Creating a Task Template for Other Mail Now that you have a draft task template, you need to customize it for the Mail Manager application. To customize the task template: 1. Delete the Instructions text box at the top of the template by selecting it and clicking the delete icon in the Forms Builder toolbar. 2. Save, validate, and install your form. 118 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

119 Creating a Task Template for Other Mail You have successfully customized the other mail task template for the Mail Manager application. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 119

120 Creating a Task Template for Other Mail 120 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

121 Creating a Search Template Chapter 14 Mail processors may need to search for particular pieces of mail. A search template allows you to create a search interface tailored to the Mail Manager application. Note: For details on how to localize this template, please refer to Documentum Forms Builder User Guide. To create a search template: 1. Log in to Forms Builder, or click the create new template icon in the Forms Builder toolbar if already logged in. 2. On the Welcome to Forms Builder dialog box: a. In the Create new template panel, select TaskSpace Component. b. In the Template type panel, select Search. c. In the Name field, type Mail Manager Search Mail. d. Click OK. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 121

122 Creating a Search Template 3. On the New Template Step 2 dialog box, select Simple search and for the object type, select Document (mm_mail_doc). Click Next. 4. On the New Template Step 3 dialog box, select Only custom attributes (if not already selected by default). In the Available attributes panel, select all the custom attributes listed and move them to the Search results columns panel using the arrows. Put the attributes in the following order using the up and down arrows, then click Next: a. mail_type b. sender c. date_postmarked d. date_queued e. date_processed 122 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

123 Creating a Search Template 5. On the New Template Step 4 dialog box, use the list boxes to create filters for the search. Select Match all and in the Variable list box select mail_type, in the Condition list box select equals, and select Get user input. Click the plus sign (+) to add another filter. Enter the same options as the first filter, except in the Variable list box select sender. When you are finished, click Next. 6. On the New Template Step 5 dialog box, select Maximum number of results and type 500. Click Finish. The search template appears in the Design panel. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 123

124 Creating a Search Template Now that you have a draft search template, you need to customize it for the Mail Manager application. To customize the search template: 1. Select the sender text box in the Design panel, open the General > Display tab, and in the Label field type Sender. 2. Delete the mail_type text field by selecting it and clicking the delete icon in the toolbar. 3. Select the Dropdown List control and drag and drop it onto the Design panel, placing it just above the Sender field, inside the Vertical Box. 124 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

125 Creating a Search Template 4. On the General > Display tab, in the Name field, type mail_type and in the Label field, type Mail Type. 5. On the Special tab, in the Data binding list box, select /MailManagerSearchMail/mail_type. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 125

126 Creating a Search Template 6. Next to the Possible values table, which allows for specifying values for the dropdown list box, click Add. 7. In the Add Choice dialog box, in the Value field, type purchase_order and in the Display field, type Purchase Order. Select the Default value box and then click OK. 8. Click Add twice more and repeat step 7 each time, entering the following values in the Value and Display fields: Value invoice other Display Invoice Other Do NOT select the Default value box for either of these two values. 126 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

127 Creating a Search Template 9. In the Design panel, drag the Search button to below the Sender field, inside the Vertical Box. 10. With the Search button selected, open the Style tab and select Center for the horizontal alignment. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 127

128 Creating a Search Template 11. Select the search results element in the Design panel and click the Special tab. In the Columns table, verify the properties of your search results columns, including ensuring that they have user friendly names in the Label column. 12. On the Special tab, click Modify Query. On the Query Simulation dialog box, make the following changes to your search query: Delete the two equals signs ( = ) and type the word like in their places. Type a % between each apostrophe ( ) and dollar sign ( $ ). 128 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

129 Creating a Search Template 13. Click Sync terms and Execute to verify your search has no errors. Then click Accept to save the modified search and close the dialog box. 14. Save, validate, and install the template. You have successfully customized the search template for the Mail Manager application. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 129

130 Creating a Search Template 130 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

131 Chapter 15 Creating an Initiate Process Template In many cases, business processes are either initiated automatically or initiated by other applications. In the Mail Manager application, the owner of the process will initiate the process manually. An initiate process template allows you to create a customized interface for initiating a business process. Note: For details on how to localize this template, please refer to Documentum Forms Builder User Guide. To create an initiate process template: 1. Log in to Forms Builder, or click the create new template icon in the Forms Builder toolbar if already logged in. 2. On the Welcome to Forms Builder dialog box: a. In the Create new template panel, select TaskSpace Component. b. In the Template type panel, select Initiate Process. c. In the Name field, type Mail Manager Start Mail Process. d. Click OK. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 131

132 Creating an Initiate Process Template 3. On the New Template Step 2 dialog box, select mm_process_mail (the process you created earlier) and click Next. 4. On the New Template Step 3 dialog box, from the Available process variables panel, select mail_type and move it to the Selected process variables panel using the arrow. Click Next. 132 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

133 Creating an Initiate Process Template 5. On the New Template Step 4 dialog box, from the Available packages panel, select mm_mail_doc and move it to the Selected packages panel using the arrow. Click Finish. The initiate process template appears in the Design panel in Forms Builder. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 133

134 Creating an Initiate Process Template Now that you have a draft initiate process template, you need to customize it for the Mail Manager application. To customize the initiate process template: 1. Insert a Vertical Box control by dragging and dropping it onto the Design panel from the list of Design Boxes. On the Select data binding dialog box, click No. On the General > Display tab, delete the default text in the Label field. 134 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

135 Creating an Initiate Process Template 2. Drag the Horizontal Box, mm_mail_doc, and mail_type field into the new Vertical Box. 3. Select the mail_type field and click the Display tab. In the Label field, change the name to Mail Type. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 135

136 Creating an Initiate Process Template 4. Select the mm_mail_doc field and click the Display tab. In the Label field, change the name to Mail Document. 5. Center the Horizontal Box containing the buttons using the Horizontal align setting on the Style tab. 136 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

137 Creating an Initiate Process Template 6. Insert a Spacer control between the Mail Document field and the Horizontal Box. On the Select data binding dialog box, click No. 7. Save, validate, and install the template. You have successfully customized the initiate process template for the Mail Manager application. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 137

138 Creating an Initiate Process Template 138 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

139 Chapter 16 Creating a Folder Contents Template The mail processors will have access to the folders you created as part of the directory structure. A folder contents template determines how information in folders is displayed in the application. Note: For details on how to localize this template, please refer to Documentum Forms Builder User Guide. To create a folder contents template: 1. Log in to Forms Builder, or click the create new template icon in the Forms Builder toolbar if already logged in. 2. On the Welcome to Forms Builder dialog box: a. In the Create new template panel, select TaskSpace Component. b. In the Template type panel, select Folder Contents. c. In the Name field, type Mail Manager Folder Contents. d. Click OK. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 139

140 Creating a Folder Contents Template 3. On the New Template Step 2 dialog box, in the list of document types, select Document (mm_mail_doc) and use the arrow to move it to the Document types selected panel. Click Next. 4. On the New Template Step 3 dialog box, in the list of columns, select all five of the available elements and use the arrow to move them to the Columns selected panel. Use the up and down arrows to put them in the order listed below, then click Next: mail_type sender date_postmarked date_queued date_processed 5. On the New Template Step 4 dialog box, select the filter labeled All, click Remove, then click Next. 140 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

141 Creating a Folder Contents Template 6. On the New Template Step 5 dialog box, select Match all and then click the plus sign (+). For the Variable, select mail_type(mm_mail_doc) and for the Condition, select equals. Select Get user input. 7. Click the plus sign (+) and repeat step 6 but select sender(mm_mail_doc) as the Variable. Click Finish. The draft folder contents template appears in the Design pane. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 141

142 Creating a Folder Contents Template Now that you have a folder contents template, you need to customize it for the Mail Manager application. To customize the folder contents template: 1. Select the Horizontal Box containing the list box. On the General > Display tab, select Hidden. 142 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

143 Creating a Folder Contents Template 2. Delete the Mail Type text box by selecting it and clicking the delete icon on the toolbar. In its place, drag and drop a Dropdown List control. On the General > Display tab, in the Name field, type mm_mail_doc.mail_type and in the Label field, type Mail Type. 3. On the General > Data & Storage tab, in the Data name field, type mm_mail_doc.mail_type. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 143

144 Creating a Folder Contents Template 4. On the Special tab, in the Data binding field, select /MailManagerFolderContents/SearchTerms/ mm_mail_doc.mail_type. Next to the Possible values table, click Add. 5. In the Add Choice dialog box, in the Value field, type purchase_order and in the Display field, type Purchase Order. Deselect the Default value box and click OK. 6. Click Add twice more and repeat step 5 each time, entering the following values: Value Display invoice Invoice other Other Do NOT select the Default value box for either of these two values. 144 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

145 Creating a Folder Contents Template 7. Select the search results element in the Design pane and click the Special tab. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 145

146 Creating a Folder Contents Template 8. In the Columns table, verify the properties of the search results columns and ensure that the label names are user-friendly. Under Display options, for Table Height and Table Width, select Autofit. 9. Select sender, and on the General > Display tab, in the Label field, type Sender. 10. Save, validate, and install the template. You have successfully created a folder contents template for the Mail Manager application. 146 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

147 Creating an Electronic Form Chapter 17 Mail processors will need to assign metadata to the mail documents imported into TaskSpace. This template governs what data will be entered for a given document. Note: For details on how to localize this template, please refer to Documentum Forms Builder User Guide. To create an electronic form: 1. Log in to Forms Builder or, if already logged in, click the create new template icon on the toolbar. 2. On the Welcome to Forms Builder dialog box: a. In the Create new template pane, select Electronic form. b. In the Template type pane, select Form. c. In the Name field, type Mail Manager Import Mail. d. Click OK. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 147

148 Creating an Electronic Form 3. On the New Template Step 2 dialog box, select Create based on existing type, select Document (mm_mail_doc) from the list box, and then click Finish. The electronic form template appears in the Design pane. Now that you have an electronic form, you need to customize it for the Mail Manager application To customize the electronic form template: 1. Select the Sysobject in the UI Model pane and delete it by clicking the delete icon in the toolbar. 148 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

149 Creating an Electronic Form 2. Select the first Document listed in the UI Model pane and delete it by clicking the delete icon in the toolbar. 3. In the UI Model panel, select Mail Manager Import Mail and in the Properties panel under the General > Display tab, delete the default text entered in the Label field. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 149

150 Creating an Electronic Form 4. In the UI Model panel, select Document and in the Properties panel under the General > Display tab, delete the default text entered in the Label field. 5. Select and delete the date_queued field, as you do not need to enter this on import. The system will assign this date when the process is started. 150 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

151 Creating an Electronic Form 6. In the UI Model panel, select sender and in the Properties panel under the General > Display tab, change the text in the Label field to Sender. 7. In the UI Model panel, select date_postmarked and in the Properties panel under the General > Display tab, change the text in the Label field to Date Postmarked. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 151

152 Creating an Electronic Form 8. Select and delete the mail_type and date_processed fields. 152 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

153 Creating an Electronic Form 9. Click View > Storage. In the View All Storage Mappings dialog box, select Store in repository attributes and click OK. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 153

154 Creating an Electronic Form 10. Save, validate, and install the template. You have successfully customized the electronic form template for the Mail Manager application. 154 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

155 Chapter 18 Adding Components to TaskSpace Now that you have created these components in Documentum Forms Builder, it is time to load them into the Mail Manager application in TaskSpace. To add components to the Mail Manager application: 1. Log in to the Mail Manager application by entering the Login Name and Password and clicking Login. Since you have not previously created roles, you will automatically log in as ts_designer. 2. Click the Configuration tab and select Components from the navigation tree. 3. Click Add. The Add Components dialog box appears. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 155

156 Adding Components to TaskSpace 4. Locate and select the components you created in Forms Builder in the Select Components to Add pane, and use the arrow to move them to the Selected Components pane. The components you wish to add are: Mail Manager Doc View Mail Manager Folder Contents Mail Manager Import Mail Mail Manager Inbox Mail Manager Process Accounting Mail Mail Manager Process Other Mail Mail Manager Process Sales Mail Mail Manager Queue Mail Manager Search Mail Mail Manager Start Mail Process When you are finished, click OK. 156 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

157 Adding Components to TaskSpace 5. For Mail Manager, you are only going to be using the components you created, so deselect the Show Inherited Components box. Note: When building an application other than Mail Manager, you can use the list box to filter the visible components that are available. If you wanted to see all of the folder contents templates available to you, including those inherited from TaskSpace or other parent or grandparent applications, you would select the Show Inherited Components box and set the list box to Folder Contents. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 157

158 Adding Components to TaskSpace 158 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

159 Configuring an Importer Chapter 19 You must now configure your TaskSpace importer so that mail documents can be imported into Mail Manager for processing. To configure a TaskSpace importer: 1. In the Mail Manager application, click the Configuration tab and select Components > Importers in the navigation tree panel. 2. Click Create. The Importer dialog box appears. 3. In the Name field, type mm_importer and then select mm_mail_doc as the Object Type and Mail Manager Import Mail as the Metadata Template. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 159

160 Configuring an Importer 4. Click Add Mapping. 5. Click OK. The Configuration tab reappears with the newly mapped importer. 160 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

161 Configuring an Importer EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 161

162 Configuring an Importer 162 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

163 Creating a Configurable Action Chapter 20 You must now create a configurable action that allows the user to invoke the importer you created in the previous chapter. To create a configurable action: 1. In the Mail Manager application, click the Configuration tab and select Actions in the navigation tree panel. 2. Click Create. The Select target action dialog box appears. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 163

164 Creating a Configurable Action 3. Select Advanced and then select TaskSpace import. 164 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

165 Creating a Configurable Action 4. Click Next. The Set action control properties for action TaskSpace import dialog box appears. 5. In the Action Name field, enter mm_import_mail_action and in the Action Label field enter Import Mail. 6. Click Next. The Set supplied action arguments for action TaskSpace import dialog box appears. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 165

166 Creating a Configurable Action 7. Click Choose folder at runtime. The Select input type for Target Folder parameter dialog box appears. 8. Select Current Folder and click OK. The Set supplied action arguments for action TaskSpace import dialog box reappears. 166 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

167 Creating a Configurable Action 9. In the Importer configuration ID list box, select mm_importer and in the Multiple file selection list box select true. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 167

168 Creating a Configurable Action 10. Click Finish. The mm_import_mail_action action is now shown in the list of configurable actions on the Configuration tab. Your configurable action for importing mail is completed. 168 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

169 Creating Tabs Chapter 21 Now that the components are in Mail Manage and you have configured the action for importing mail, you must create the tabs that give the user access to the various templates and activities necessary to use the Mail Manager application. In the Mail Manager application, click the Configuration tab and select Tabs in the navigation tree panel. A list of tabs inherited from the parent application appears. When you deselect the Show Inherited Tabs box, you will see that no tabs have been created for the Mail Manager application. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 169

170 Creating Tabs You will need to create the following tabs for the Mail Manager application: A task list tab for processing mail A search tab to search for mail A folder tab for viewing in process mail A folder tab for viewing archived mail A folder tab for mail folders A folder tab to use for importing mail Note: You can not assign a configurable action to a default tab in TaskSpace. You will be creating a folder tab to which you can assign your import mail action. In addition, if you are using BAM reporting, you will need to configure a BAM tab for each dashboard that you create. The creation of these dashboard tabs is detailed later in this tutorial. The following procedures guide you through creating all the necessary tabs. To create the task list tab: 1. On the Tabs pane, click Create. The Create Tab dialog box opens. 2. In the Select Tab Type list box, select Task List and click Next. The Tab Configuration Task List dialog box appears. 3. In the Name field, type process_mail and in the Label field type Process Mail. In the Available task lists pane select Mail Manager Inbox from the templates and use the arrow to move it to the Selected task lists pane. Click Next. The Tab Configuration Assign Actions dialog box appears. 170 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

171 Creating Tabs 4. Select Display standard tab actions. 5. Click Finish. You have now created your first Mail Manager tab. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 171

172 Creating Tabs To create the search tab: 1. On the Tabs pane, click Create. The Create Tab dialog box opens. 2. On the Create Tab dialog box, select Search from the Select Tab Type list box and click Next. The Tab Configuration Search dialog box appears. 3. In the Name field, type search_mail and in the Label field type Search for Mail. In the Available search templates pane select the Mail Manager Search Mail template and use the arrow to move it to the Selected search templates pane. Click Next. 4. Select Display standard tab actions and click Finish. 172 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

173 Creating Tabs Your search tab is complete. To create the folder tab for in process mail: 1. On the Tabs pane, click Create. The Create Tab dialog box opens. 2. On the Create Tab dialog box, select Folder from the Select Tab Type list box and click Next. 3. On the Tab Configuration Folder dialog box, do the following: a. In the Name field, type in_process_mail and in the Label field type In Process Mail. b. In the Root folder path field, type /Administrator/MailManager/in_process where Administrator is your user. c. Deselect the Display tree and Show folder information check boxes. d. Select Override default content template. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 173

174 Creating Tabs e. From the Folder content template list box, select Mail Manager Folder Contents. 4. Click Next. The Tab Configuration Assign Actions dialog box appears. 5. Select Display standard tab actions and click Finish. You have created the folder tab for in process mail. To create the folder tab for archived mail: 1. On the Tabs pane, click Create. The Create Tab dialog box opens. 174 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

175 Creating Tabs 2. On the Create Tab dialog box, select Folder from the Select Tab Type list box and click Next. 3. On the Tab Configuration Folder dialog box, do the following: a. In the Name field, type archived_mail and in the Label field type Archived Mail. b. In the Root folder path field, type /Administrator/MailManager/archived where Administrator is your user. c. Deselect the Display tree and Show folder information check boxes. d. Select Override default content template. e. From the Folder content template list box, select Mail Manager Folder Contents. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 175

176 Creating Tabs 4. Click Next. The Tab Configuration Assign Actions dialog box appears. 5. Select Display standard tab actions and click Finish. You have created the folder tab for archived mail. 176 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

177 Creating Tabs To create the folder tab for mail folders: 1. On the Tabs pane, click Create. The Create Tab dialog box opens. 2. On the Create Tab dialog box, select Folder from the Select Tab Type list box and click Next. 3. On the Tab Configuration Folder dialog box, do the following: a. In the Name field, type mail_folders and in the Label field type Mail Folders. b. In the Root folder path field, type /Administrator/MailManager where Administrator is your user. c. Deselect the Show folder information check box. d. Leave the Folder content template field empty. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 177

178 Creating Tabs 4. Click Next. The Tab Configuration Assign Actions dialog box appears. 5. Select Display standard tab actions and click Finish. You have created the folder tab for archived mail. You have created the folder tab for mail folders. To create the folder tab for importing mail: 1. On the Tabs pane, click Create. The Create Tab dialog box opens. 2. On the Create Tab dialog box, select Folder from the Select Tab Type list box and click Next. 3. On the Tab Configuration Folder dialog box, do the following: a. In the Name field, type import_mail_folder and in the Label field type Import Mail. 178 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

179 Creating Tabs b. In the Root folder path field, type /Administrator/MailManager where Administrator is your user. c. Deselect the Show folder information check box. d. Leave the Folder content template field empty. 4. Click Next. The Tab Configuration Assign Actions dialog box appears. 5. Select Assign the action that should be displayed for the tab. A list of available actions appears. 6. In the Available actions pane, select mm_import_mail_action and use the arrow to add it to Assigned actions which are displayed in the button panel. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 179

180 Creating Tabs 7. Click Finish. You have now created your Mail Manager tabs. 180 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

181 Adding a Process Chapter 22 You must add the Mail Manager process (created in Chapter 6) to the Mail Manager application so that mail will be delivered to the right mail processor. To add the process to Mail Manager: 1. In the Mail Manager application, click Configuration and select Processes from the tree pane. There are no processes, inherited or added. 2. Click Add. The Add Processes dialog box appears 3. On the Add Processes dialog box, in the Select Processes to Add pane, locate and select mm_process_mail, and use the arrow to move it to the Selected Processes pane. Click OK. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 181

182 Adding a Process The process is now available in the Mail Manager application. 182 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

183 Creating a Role Chapter 23 A role is a group that contains users or groups of users that perform certain duties in TaskSpace. A user s role determines what tabs the user will see. In Mail Manager, the mail processor is a role that you must create. To create a role in Mail Manager: 1. In the Mail Manager application, click the Configuration tab and select Roles. There is one role that is inherited by all new applications: ts_designer. 2. Click Create. The Add Role dialog box appears. 3. On the Add Role dialog box, click the Role Identity tab and in the Role Name field type mail_processor. Click Next. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 183

184 Creating a Role 4. On the Assign Tabs tab, in the Available tabs pane, select the tabs you wish to assign to the mail_processor role and use the arrow to move them to the Assigned Tabs pane. Use the up and down arrows to put the tabs in the order you want them to appear for the users you will assign to this role. For the mail_processor role, assign process_mail, search_mail, and mail_folders, in that order. Click Next. 5. On the Global Search tab, select Enable Global Search, and then create the Global Search by entering the following information: 184 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

185 Creating a Role Table 12. Global Search Configuration Field Search Tab Search Component Search Field Tooltip Search Button Text Search Term Click Next. Value search_mail Mail Manager Search Mail Leave this field blank. Search mail_type 6. On the Workflow tab, map your TaskSpace components to the appropriate Documentum object types: a. In the Process Instance List/Work Queue field, select mm_acct_queue. b. In the Content Template field, select Mail Manager Queue. c. Click Add Mapping. The mapping appears in the box. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 185

186 Creating a Role 7. Repeat step 6 for the object types and content templates in the table below. When you have completed all of them, click Next. Table 13. Global Search Configuration Process Instance List/Work Queue mm_sales_queue mm_other_queue Content Template Mail Manager Queue Mail Manager Queue 8. On the Folder View tab, map your folder object type to the appropriate folder content template. a. In the Types available for configuration list, select mm_mail_folder and click Add. b. In the Content panel form template list, select Mail Manager Folder Contents. c. Select Display standard tab actions. d. Click Next. 186 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

187 Creating a Role 9. On the Document View tab, map your TaskSpace components to the appropriate Documentum object types: a. In the Document Types list, select mm_mail_doc. b. In the Content Templates list, select Mail Manager Doc View. c. Click Add Mapping. d. Click Next. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 187

188 Creating a Role 10. On the Menus tab, leave the default settings. Click Finish. 188 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

189 Creating a Role Your mail_processor role is now added to the Mail Manager application. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 189

190 Creating a Role 190 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

191 Editing the ts_designer Role Chapter 24 You must now edit the ts_designer role to include the Import Mail tab you previously created. This allows the ts_designer to import the mail into that folder so the process can be initiated. To edit the ts_designer role for Mail Manager: 1. In the Mail Manager application, click the Configuration tab and select Roles in the navigation tree panel. 2. Select ts_designer and click Edit. The Edit Role ts_designer dialog box appears. 3. On the Tabs tab, click Manage. The Assign Tabs dialog box appears. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 191

192 Editing the ts_designer Role 4. In the Available Tabs box, select import_mail_folder and click the arrow to move it to the Assigned Tabs box. 5. Use the up and down arrows to move import_mail_folder to where you wish it to appear in the tab order for the ts_designer role. 192 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

193 Editing the ts_designer Role 6. Click OK and then click Close. 7. If you log out of Mail Manager and then log back in (as ts_designer), you will see the Import Mail tab is now available, and the Import Mail action is available as a button in the lower right corner. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 193

194 Editing the ts_designer Role 194 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

195 Chapter 25 Creating Users and Adding Them to a Role Now you are ready to create your mail processors and assign them to the queue_advance_processor role and to the mail_processor role you created. To create users 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: Table 14. New User Field Name User Login Name User Source Value sales_processor sales_processor Inline Password EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 195

196 Creating Users and Adding Them to a Role Field Password Verify Password Address Click OK. The New User dialog box closes. Value Type a password of your choosing. Re-type the password you chose above. Type an address of your choosing. 4. On the Administration tab, click Create User. 5. In the New User dialog box, repeat step 2, but in the Name and User Login Name fields type acct_processor. Enter information in the other required fields as instructed in step 2 and click OK. 196 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

197 Creating Users and Adding Them to a Role 6. On the Administration tab, click Create User. 7. In the New User dialog box, repeat step 2, but in the Name and User Login Name fields type other_processor. Enter information in the other required fields as instructed in step 2 and click OK. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 197

198 Creating Users and Adding Them to a Role To assign the users to roles: 1. In the Mail Manager application, click the Administration tab and under User Management in the navigation tree select Roles. 198 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

199 Creating Users and Adding Them to a Role 2. Double-click queue_advance_processor. The Groups queue_advance_processor screen appears. 3. Click Add Member(s). The Choose a user/group dialog box appears. 4. Select the three users you created and use the arrow to move them to the other box, which adds them to the role. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 199

200 Creating Users and Adding Them to a Role 5. Click OK. All three users are now members of the queue_advance_processor role. 6. Repeat steps 2 5 for the mail_processor role that you created. 200 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

201 Assigning Queues Chapter 26 Now you must assign your mail processors to the appropriate queues so that your process will route the correct documents to them. To assign users to queues: 1. In the Mail Manager application, click the Administration tab. Navigate to Work Queue Management > Work Queues > mm_mail_queue_category. The queues you created earlier are visible. 2. Select mm_acct_queue and click View Member(s). The mm_acct_queue Users and Groups dialog box appears. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 201

202 Assigning Queues 3. Click Add Member(s). The Select User(s) And/Or Group(s) dialog box appears. 4. Double click queue_advance_processor. The Select User(s) And/Or Group(s) queue_advance_processor dialog box appears. 202 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

203 Assigning Queues 5. Select acct_processor and Administrator and use the arrow to move them to the other box, which assigns these users to the queue. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 203

204 Assigning Queues 6. Click OK. The acct_processor and Administrator users are now both assigned to the mm_acct_queue. 7. Click Close. Note that there are now two users assigned to the mm_acct_queue. 204 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

205 Assigning Queues 8. Repeat steps 2 through 7, assigning the sales_processor and Administrator users to the mm_sales_queue, and the other_processor and Administrator users to the mm_other_queue, respectively. 9. Navigate back to mm_mail_queue_category in the navigation tree. Note that there are now two users assigned to each queue. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 205

206 Assigning Queues 206 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

207 Importing the Sample Data Chapter 27 You are very close to processing some mail! Now you need to import the mail (PDF files representing scanned documents) into the repository. You must also modify the permissions for each document so that the mail can be processed. Note: Twelve PDF files representing purchase orders and invoices are used for this tutorial. They can be obtained from the download site on Powerlink. To load sample data into the Mail Manager application: 1. Ensure that you are logged in to the Mail Manager application using Administrator (the owner of the process) as the user and ts_designer as the role. 2. Click the Import Mail tab. The folder structure for /Administrator appears. 3. Click Import Mail. The Import: File Selection: MailManager dialog box appears. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 207

208 Importing the Sample Data 4. Click Add Files. The Select Files dialog box appears. 5. Navigate to the PDF files that you will be importing, select them, and click OK. Note: If you are not using BAM reporting, you can use any PDF files you wish for this exercise, as you are assigning fictional metadata to them. If using BAM reporting, please use the PDF files provided by EMC and enter the specific metadata provided in this tutorial. 208 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

209 Importing the Sample Data 6. After the files appear in the Selected Files/Folders pane, click Next. The first document appears in the document viewer. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 209

210 Importing the Sample Data 7. In the Sender field, type CBK Infotech, and in the Date Postmarked field, enter a date for the document (because the postmark date will not be used for BAM reporting, you can enter any date you wish). 8. Click Next. The next document can be viewed. 210 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

211 Importing the Sample Data 9. Enter the appropriate data for each of the files you are importing, clicking Next after each one. The following table provides the correct information for each PDF file provided by EMC: Table 15. Sender Information PDF File Name CBK_Infotech_PO1.pdf CBK_Infotech_PO2.pdf Computers_n _Stuff_Invoice1.pdf Computers_n _Stuff_Invoice2.pdf elbrus_global_po1.pdf elbrus_global_po2.pdf Furniture_Land_Invoice1.pdf Furniture_Land_Invoice2.pdf Power_Views_Tech_PO1.pdf Power_Views_Tech_PO2.pdf Sofas_Etc_Invoice1.pdf Sofas_Etc_Invoice2.pdf Sender CBK Infotech CBK Infotech Computers n Stuff Computers n Stuff elbrus Global elbrus Global Furniture Land Furniture Land Power Views Technologies Power Views Technologies Sofas, Etc. Sofas, Etc. After entering metadata for the last document, click Finish. The imported documents are now in the MailManager folder. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 211

212 Importing the Sample Data To give the processors the necessary permission to process the documents: 1. Right-click an imported document in the Mail Manager folder and select Properties. 2. In the Properties dialog box, click Permissions EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

213 Importing the Sample Data 3. In the Additional Permissions section, right-click the user dm_world and select Edit. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 213

214 Importing the Sample Data 4. In the Set Access Permissions dialog box, select Write from the Basic Permissions list box. 5. Click OK to close this dialog box. 6. Click OK to close the Properties: Permissions dialog box for the current document. 214 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

215 Importing the Sample Data 7. Repeat steps 1 6 for each document that you imported. You can select multiple objects at the same time and make this change to all of them at once. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 215

216 Importing the Sample Data 216 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

217 Starting a Process Chapter 28 You are now ready to start processing mail. You will, as Administrator, initiate the process, which routes mail to the appropriate mail processor. Completing the process (as the mail processor) in the next chapter will send the mail to the archive folder. To initiate the process: 1. Ensure that you are logged in to the Mail Manager application with Administrator (the owner of the process) as the user name and ts_designer as the role. 2. Click Processes and select mm_process_mail. Click Start Process. 3. Your process opens in the Open Items tab. Type Purchase Order (case sensitive) in the Mail Type field and click select next to Mail Document. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 217

218 Starting a Process 4. Navigate to your PDF files in Administrator/MailManager and select CBK_Infotech_PO1.pdf. Click OK. The document is now shown as an attachment in the Open Items tab. 5. Click Submit. The Processes tab appears. 6. Repeat steps 2 through 5 for the documents in the table below, assigning them the mail type provided. Start the processes in the order provided in the table, as this will impact the completion of the processes and BAM reporting later in this tutorial. Table 16. Process Information Mail Type Invoice Purchase Order Invoice Purchase Order Invoice Invoice Purchase Order Invoice PDF File Name Computers_n _Stuff_Invoice2.pdf elbrus_global_po2.pdf Furniture_Land_Invoice1.pdf Power_Views_Tech_PO1.pdf Sofas_Etc_Invoice1.pdf Computers_n _Stuff_Invoice1.pdf elbrus_global_po1.pdf Furniture_Land_Invoice2.pdf 218 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

219 Starting a Process Mail Type Invoice Purchase Order Purchase Order PDF File Name Sofas_Etc_Invoice2.pdf CBK_Infotech_PO2.pdf Power_Views_Tech_PO2.pdf 7. Log out of the Mail Manager application. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 219

220 Starting a Process 220 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

221 Completing a Process Chapter 29 Now that you have started a process, you must log in as a processor and complete the process. In this chapter, you will be logging in first as the sales processor, and then as the accounting processor. In order to have interesting data for BAM reporting, you will then be logging back in as these two processors to complete additional processing. If you are not using BAM reporting, then you can just process all the documents in your queues. To complete the Mail Manger process: 1. Log in to Mail Manager using sales_processor as the login name. Notice that the Mail Manager application appears differently to the sales processor than it did to the Administrator, based on how you configured it in the previous chapters. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 221

222 Completing a Process 2. On the Process Mail tab, navigate to the sales processor work queue (mm_sales_queue) under the Work Queues node. 3. Right-click the purchase order from CBK Infotech at the bottom of your list. Select Get Task. 222 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

223 Completing a Process 4. The document opens using the task and document view templates you created. The metadata you entered on import appears (sender and date postmarked), as well as the system-generated date queued. Enter the following information in the other metadata fields: Table 17. Metadata for Purchase Order Field Value Customer Name CBK Infotech Street 4148 Trainer Ave. City Peoria State IL Zip Amount Mail Type Purchase Order 5. Click Finish to complete the task. 6. Click OK on the Finish dialog box. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 223

224 Completing a Process The work queue appears, and the completed task is no longer in the queue. To process the other pieces of sales mail: 1. Repeat steps 3 6 from the previous procedure for the next purchase order, from elbrus Global. Enter the following information in the other metadata fields: Table 18. Metadata for Purchase Order Field Value Customer Name elbrus Global Street 47 Woodrow Way City Timpson State TX Zip EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

225 Completing a Process Field Value Amount Mail Type Purchase Order 2. Repeat steps 3 6 from the previous procedure for the next purchase order, from Power Views Technologies. Enter the following information in the other metadata fields: Table 19. Metadata for Purchase Order Field Customer Name Street City State Value Power Views Technologies 2926 Deercove Dr. Fort Worth TX Zip Amount Mail Type Purchase Order Note: If you are using BAM reporting, do not process the last three purchase orders. You will do this in a later chapter. 3. Log out of the Mail Manager application. To process the accounting mail: 1. Log in to Mail Manager using acct_processor as the login name. 2. On the Process Mail tab, navigate to the accounting processor work queue (mm_acct_queue) under the Work Queues node. 3. Right-click the invoice from Computers n Stuff on the bottom of the list. Select Get Task. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 225

226 Completing a Process 4. The document opens using the task and document view templates you created. The metadata you entered on import appears (sender and date postmarked), as well as the system-generated date queued. Enter the following information in the other metadata fields: Table 20. Metadata for Invoice Field Vendor Name Street Value Computers n Stuff 3703 Maple St. City Westminster State CA Zip Amount Mail Type Invoice 5. Click Finish to complete the task. 226 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

227 Completing a Process 6. Click OK on the Finish dialog box. The work queue appears, and the completed task is no longer in the queue. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 227

228 Completing a Process To process the other pieces of accounting mail: 1. Repeat steps 3 6 from the previous procedure for the next invoice, from Furniture Land. Enter the following information in the other metadata fields: Table 21. Metadata for Invoice Field Vendor Name Street Value Furniture Land 4450 Snyder Ave. City State Concord NC Zip Amount Mail Type Invoice 2. Repeat steps 3 6 from the previous procedure for the next invoice, from Sofas, Etc. Enter the following information in the other metadata fields: Table 22. Metadata for Invoice Field Vendor Name Street Value Sofas, Etc McVaney Rd. City State Asheville NC Zip Amount Mail Type Invoice Note: If you are using BAM reporting, do not process the last three invoices. You will do this in a later chapter. 3. Log out of the Mail Manager application. 228 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

229 Searching for Mail Chapter 30 Now that you have processed some of the mail, you are going to search for mail using the search template you created in Documentum Forms Builder. Note: These searches are based on the metadata that you entered earlier for the mail documents to be used for BAM reporting. If you entered metadata different from that provided in this tutorial, modify your search criteria accordingly in this chapter. To search for mail: 1. Log in to Mail Manager as the user sales_processor. 2. Click Search for Mail. 3. From the Mail Type list box select Purchase Order. This search should return purchase orders from any senders. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 229

230 Searching for Mail 4. Click Search, and as expected, a list of purchase orders from a variety of senders is returned. Note that the Date Processed field is only populated for those purchase orders that you have processed. 5. Likewise, if you enter the name of a sender in the Sender field, you could expect only documents from that sender to be returned, regardless of mail type. Try that now. Type CBK Infotech (or the name of a sender that you used) in the Sender field and leave the Mail Type field blank. 6. Click Search, and as expected, a list of documents from CBK Infotech (or the sender you chose) is returned. 230 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

231 Searching for Mail 7. Try a search with both a mail type and a sender. Select Invoice from the Mail Type list box, and type CBK Infotech in the Sender field. 8. Click Search. Notice the search returns no documents, as no documents of that mail type were received from that sender. 9. And lastly, leave both search fields blank and click Search for a return of all documents. You will see documents of all mail types from all senders, with their dates postmarked and queued. If you have completed processing a piece of mail, it will also have a date processed. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 231

232 Searching for Mail 232 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

233 Logging into PRS Chapter 31 Process Reporting Services (PRS) is a software application used for creating reports and alerts on monitored processes. Reports include a data source which is a query that runs against the BAM database. A data source is defined with report entities and fields. All BAM report entities and fields are stored in the repository and are made available to PRS. In this exercise you will log in to Process Reporting Services. It is assumed that PRS is installed on your machine. For instructions on installing PRS, refer to the Business Activity Monitor Installation Guide. It is also assumed that the SDTs used in the process are being monitored. Please see Create the structured data types, page 45 for more information. To log into PRS 1. Locate the Process Reporting Services software and double-click PRS.exe. The location of the program depends on your particular installation of Process Reporting Services. A PRS Client Login window appears. 2. In the Repository list box, select the repository with which you want to work. 3. In the User Name field, enter a user name for the repository and in the Password field, enter the password. 4. Click OK. The Process Reporting Services window appears. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 233

234 Logging into PRS 234 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

235 Creating Report Categories Chapter 32 Report categories contain reports. The primary purpose of report categories is to help you manage reports. In this exercise you will create a report category called Tutorial Reports. This report category will hold all reports you define throughout this tutorial. To create a report category 1. Log in to PRS. 2. Select the Reports tab, if not already selected. 3. At the top of the navigation tree select Report Categories. 4. From the File menu, select New > Category. The New Category dialog box appears. 5. In the New Category Name field enter Tutorial Reports. 6. Click Finish. The category name appears in the navigation tree. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 235

236 Creating Report Categories 236 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

237 Chapter 33 Designing 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. The results of this report are updated every five minutes, coinciding with the running of the BAM aggregation engine. As you design this report you will learn how to apply a data source filter. Specifically, this report filters the result set to only include counts of processes that are started, inflight, and completed as of the last time the aggregation engine ran. This report is configured as the source of a multi-drill-down report. Specifically, when the Count of Ongoing Instances column in the report is clicked, the Average Process Duration report changes to display the Inflight Process Details report. To design the Count of Started, In-flight, and Completed Processes report 1. Within PRS, select the Reports tab, if not already selected. 2. From the navigation tree select the Tutorial Reports category. 3. From the File menu select New > Simple Report. The New Simple Report dialogue appears. 4. In the Name field enter Count of Started, Inflight, and Completed Processes and click Finish. This adds the report to the category. 5. On the Palette, click the Process Aggregation report entity category. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 237

238 Designing the Count of Started, Inflight, and Completed Processes Report 6. Click the Process Execution 5 Minutes report entity. 7. Then, left-click in the report design area. The report entity is added to the design area. 8. Deselect the Average Duration (seconds), Finished Date and Time, and Start Date and Time fields. 9. Select the following data source fields: Count of Completed Instances Count of Ongoing Instances Count of Started Instances Process ID 238 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

239 Designing the Count of Started, Inflight, and Completed Processes Report 10. Right-click the Process Execution 5 Minutes report entity and select Filter. This opens the Filter dialog box. You are going to add a filter so that the report shows you data as of the last time the aggregation engine ran. 11. In the Filter dialog box, click the Standard (STD) tab. 12. Click the plus sign (+) next to Relative Calendar. 13. Double-click Latest Aggregation. STD.Latest-Aggregation = True appears in the Filter Expression field. 14. Click OK to close the Filter dialog box. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 239

240 Designing the Count of Started, Inflight, and Completed Processes Report 15. Select the Chart Type tab. 16. In the Properties panel, click the Type property and then select Bar + Line from the list box. 17. Click the Refresh button in the Data Source Preview window. Note: You may not see a bar chart when you select Bar + Line as the report type. This is not an error. You will apply the appropriate chart data settings in the next steps. 18. Click the Chart Data tab. 19. In the Properties panel click the Category (X) axis property and select Process from the list box. 240 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

241 Designing the Count of Started, Inflight, and Completed Processes Report 20. Click the plus sign (+) to expand the Values (Y) axes property. 21. Click the plus sign (+) to expand the Series-1 property. 22. Click the Column field and select Count of Started Instances from the list box. 23. Click the Type field and select Bar from the list box. 24. Format Series-2 as follows: a. Click the plus sign (+) to expand the Series-2 property b. Click the Column field and select Count of Ongoing Instances from the list box. c. Click the Drilldown field and then click the browse button next to the Drilldown field. The Drilldown dialog appears. d. In the Drilldown dialog box, select Dashboard Event, then select Process from the list box and click OK. This brings you back to the Properties window. 25. Click the plus sign (+) to expand the Series-3 property and then: a. Click the Column field and select Count of Completed Instances from the list box. b. Click the Type field and select Bar from the list box. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 241

242 Designing the Count of Started, Inflight, and Completed Processes Report 26. Click the plus sign (+) to expand the Series-4 property, click the Column field and select none from the list box. 27. Click the Refresh button in the Data Source Preview window. The bar chart appears. 28. In the State list box, select Published. This makes the report available for use in a dashboard. 29. From the File menu select Save. 30. Click the Close button to close the report. 242 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

243 Designing the Average Process Duration Report Chapter 34 The Average Process Duration report is a dial gauge that measures the average amount of time six inflight processes are taking to complete. This report is designed to calculate a single duration value that falls within one of three zones, either green, yellow, or red. Zone ranges and the lower and upper limit of the dial are configured in the Chart Properties tab. In this exercise, the green zone extends from the dial s lower limit (zero) to 20 minutes. The yellow zone extends from 20 to 60 minutes, and the red zone range is 60 to 180 minutes. For the purpose of this lesson these ranges are somewhat arbitrary and have been chosen based on the amount of time it should take you to complete the BAM portion of the Process Suite Tutorial. If the BAM portion of the Tutorial takes a long time, you may find these ranges to be insufficient. For example, if you start all of the processes listed in the exercise, and then complete the tutorial the next day, you will notice that the needle of the dial gauge points to the very edge of the red zone. You can adjust the zone ranges as necessary. Report aggregation is used to calculate average duration. To design the Average Process Duration report 1. Within PRS, select the Reports tab, if not already selected. 2. From the navigation tree select the Tutorial Reports category. 3. From the File menu select New > Simple Report. The New Simple Report dialog box appears. 4. In the Name field enter Average Process Duration and click Finish. This adds the report to the category. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 243

244 Designing the Average Process Duration Report 5. On the Palette, click the Process report entity category. 6. Click the Incomplete Process Execution report entity. 7. Then, left-click over the design area. The report entity is added to the design area. 8. Deselect the Ongoing Duration (hh:mm:ss), Ongoing Duration (seconds), and Start Date and Time fields. 9. Select the Ongoing Duration (minutes) data source field. 244 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

245 Designing the Average Process Duration Report 10. Click the report aggregation button. The Aggregation window appears. 11. For the Process field, select the Group box. 12. For the Ongoing Duration (minutes) field, select Average from the list box. 13. Click OK. The Aggregation window closes. 14. In the Data Source Preview window, click the Refresh button. The data set of the report appears. 15. Click the Chart Type tab. 16. In the Properties panel, click the Type property and select Gauge from the list box. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 245

246 Designing the Average Process Duration Report 17. In the Data Source Preview window, click the Refresh button. Note: You may not see a dial gauge when you select Gauge as the report type. This is not an error. You will apply the appropriate chart data settings in the next steps. 18. Click the Chart Data tab. 19. Click the Category (X) axis property and select Ongoing Duration (minutes) from the list box. Note: You may need to click the Refresh button in the Data Source Preview window to see the gauge. 20. Click the Chart Properties tab. 21. In the Dial Lower Limit property enter In the Dial Upper Limit property enter Click the plus sign (+) to expand the Ranges property. 246 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

247 Designing the Average Process Duration Report 24. Click the plus sign (+) to expand the Range-1 property and in the From field enter 0 and in the To field enter Click the plus sign (+) to expand the Range-2 property and in the From field enter 20 and in the To field enter Click the plus sign (+) to expand the Range-3 property and in the From field enter 60 and in the To field enter In the State list box, select Published. This makes the report available for use in a dashboard. 28. From the File menu select Save. 29. Click the Close button to close the report. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 247

248 Designing the Average Process Duration Report 248 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

249 Chapter 35 Designing the Inflight Process Details Report Inflight Process Details is the target of a multi-drill-down report. When the Count of Ongoing Instances column is selected in the Count of Started, Inflight, and Completed Processes report, the Average Process Duration report changes to display the Inflight Process Details report. This allows users to drill-down from an aggregated report, to a report that includes process instances that are currently inflight. This is a table report designed with the Process Execution report entity with columns that display process name, start date and time, and inflight duration in hours. Inflight duration is a computed column calculated from durations measured in seconds. In addition, a filter is applied to the data source limiting the report to include only those processes that are currently inflight. To design the Inflight Process Details report 1. Within PRS, select the Reports tab, if not already selected. 2. From the navigation tree select the Tutorial Reports category. 3. From the File menu select New > Simple Report. The New Simple Report dialog box appears. 4. In the Name field enter Inflight Process Details and click Finish. This adds the report to the category. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 249

250 Designing the Inflight Process Details Report 5. On the Palette, click the Process report entity category. 6. Click the Process Execution report entity. 7. Then, left-click over the design area. The report entity is added to the design area. 8. Deselect the Duration (seconds) field. 9. Select the Duration (minutes) field. 10. Right-click the Process Execution report entity and select Filter. This opens the Filter dialog box. You are going to add a filter so that the report displays processes that have started, but not completed. 250 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

251 Designing the Inflight Process Details Report 11. In the Filter dialog box, click the Miscellaneous (MSC) tab. 12. Click the plus sign (+) next to Ongoing. 13. Double-click Yes. MSC.Is Ongoing = True appears in the Filter Expression field. 14. Click OK to close the Filter dialog box. 15. Click Computed Column. The Computed Column window appears. 16. In the Name field, enter Inflight Duration (hours). 17. Place your cursor in the Expression field and press the Ctrl key and spacebar on your keyboard simultaneously. A list of data source fields that can be used in the computed column expression appears. 18. From the list of data source fields, double-click ${Duration (minutes)}. 19. Then, enter /60 after the duration field and click OK. The Computed Columns entity is added to the report. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 251

252 Designing the Inflight Process Details Report 20. In the Data Source Preview window, click the Refresh button. The data set of the report appears. 21. Click the Chart Type tab. 22. In the Properties panel, click the Type property and select Table from the list box. 252 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

253 Designing the Inflight Process Details Report 23. Click the Chart Data tab. 24. In the Properties panel, click the plus sign (+) to expand the Columns property. 25. Click the plus sign (+) to expand the Column-1 property, click the Column field and select Process from the list box. 26. Click the plus sign (+) to expand the Column-2 property, click the Column field and select Start Date and Time from the list box. 27. Click the plus sign (+) to expand the Column-3 property, click the Column field and select Inflight Duration (hours) from the list box. 28. Click the plus sign (+) to expand the Column-4 property, click the Column field and select none from the list box. 29. In the State list box, select Published. This makes the report available for use in a dashboard. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 253

254 Designing the Inflight Process Details Report 30. From the File menu select Save. 31. Click the Close button to close the report. 254 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

255 Chapter 36 Designing the Activities by Performer Report The Activities by Performer report is the target in a single drill-down report. Single drill-down reports are configured so that dashboard users can navigate from one report (the source) to another report (the target) by clicking on a particular column or row in the source report. In this example, the content of the Activities by Performer report is displayed when a performer name in the Average Daily Duration per Performer is clicked. The Average Daily Duration per Performer report is designed to reference the target report. Therefore the target report in a single drill-down report should be designed first, followed by the source report. The Average Daily Duration per Performer report is designed in the next chapter. This report is designed with the Activity Execution report entity and includes start and end time, duration, and activity instance ID data. As designed, this report displays all activities in all process instances. However, when this report is displayed in conjunction with the Average Daily Duration per Performer report, the list of activities is filtered to include only those activities completed by a specific performer. The filter is defined as part of the source report. To design the Activities by Performer report 1. Within PRS, select the Reports tab, if not already selected. 2. From the navigation tree select the Tutorial Reports category. 3. From the File menu select New > Simple Report. The New Simple Report dialog box appears. 4. In the Name field enter Activities by Performer and click Finish. This adds the report to the category. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 255

256 Designing the Activities by Performer Report 5. On the Palette, click the Activity report entity category. 6. Click the Activity Execution report entity. 7. Then, left-click over the design area. The report entity is added to the design area. 8. Deselect the Duration (hours), Duration (minutes), and Duration (seconds) fields. 9. Select the Activity Instance ID, Duration (hh:mm:ss), and Finished Date and Time fields. 256 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

257 Designing the Activities by Performer Report 10. Click the Chart Type tab. 11. In the Properties panel, click the Type property and select Table from the list box. 12. In the Data Source Preview window, click the Refresh button. The data set of the report appears. 13. Click the Chart Data tab. 14. In the Properties panel, click the plus sign (+) to expand the Columns property. 15. Click the plus sign (+) to expand the Column-1 property, click the Column field and select Activity from the list box. 16. Click the plus sign (+) to expand the Column-2 property, click the Column field and select Start Date and Time from the list box. 17. Click the plus sign (+) to expand the Column-3 property, click the Column field and select Activity Instance ID from the list box. 18. Click the plus sign (+) to expand the Column-4 property, click the Column field and select Duration (hh:mm:ss) from the list box. 19. Click the plus sign (+) to expand the Column-5 property, click the Column field and select Finished Date and Time from the list box. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 257

258 Designing the Activities by Performer Report 20. In the State list box, select Published. This makes the report available for use in a dashboard. 21. From the File menu select Save. 22. Click the Close button to close the report. 258 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

259 Chapter 37 Designing 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. The report aggregation feature is used to calculate the average duration for each performer and activity combination. In the Mail Manager process the sales and accounting queues act as performers. And since each performer is responsible for completing just a single activity, the report is filtered to include only the Process Accounting Mail and the Process Sales Mail activities. This report is the source of a single drill-down report and is designed so users can click the name of a performer and see the Activities by Performer report. The relationship between this report and the Activities by Performer report is configured in the Chart Data tab. In addition to selecting Activities by Performer as the target report, a dynamic filter is defined so that the activities displayed in the target report are only the activities completed by a specific performer. To design the Average Daily Duration per Performer report 1. Within PRS, select the Reports tab, if not already selected. 2. From the navigation tree select the Tutorial Reports category. 3. From the File menu select New > Simple Report. The New Simple Report dialog box appears. 4. In the Name field enter Average Daily Duration per Performer and click Finish. This adds the report to the category. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 259

260 Designing the Average Daily Duration per Performer Report 5. On the Palette, click the Performer Aggregation report entity category. 6. Click the Activity Performer Daily report entity. 7. Then, left-click over the design area. The report entity is added to the design area. 8. Deselect the Average Duration (seconds), Finished Date and Time, Performer Id, and Start Date and Time fields. 9. Select the Average Duration (minutes) field. 260 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

261 Designing the Average Daily Duration per Performer Report 10. Click the report aggregation button. The Aggregation window appears. 11. For the Activity field, select the Group box. 12. For the Performer Name field, select the Group box. 13. For the Average Duration (minutes) field, select Average from the function list box. 14. Click OK. The Aggregation window closes. 15. Right-click the Activity Performer Daily report entity and select Filter. This opens the Filter dialog box. You are going to add a filter so that the report displays data for the process accounting mail and process sales mail activities only. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 261

262 Designing the Average Daily Duration per Performer Report 16. In the Filter dialog box, click the Activities (ACT) tab. 17. Click the plus sign (+) next to Processes. 18. Click the plus sign (+) next to mm_process_mail. 19. Double-click the Process Sales Mail filter item. ACT.Activity-Name = Process Sales Mail AND ACT.Process-Name = mm_process_mail appears in the Filter Expression field. 20. Click OR on the keypad. 21. Double-click the Process Accounting Mail filter item.act.activity-name = Process Accounting Mail AND ACT.Process-Name = mm_process_mail appears in the Filter Expression field. 22. Click OK to close the Filter dialog box. 23. Click the Chart Type tab. 262 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

263 Designing the Average Daily Duration per Performer Report 24. In the Properties panel, click the Type property and select Table from the list box. Note: You may not see any data in the Preview window. This is because the Activity Performer Daily report entity only displays once a full day has passed since the first process was started. If you don t see data, please continue designing this report and the dashboard. Make sure to check this report in a day. 25. Click the Chart Data tab. 26. In the Properties panel, click the plus sign (+) to expand the Columns property. 27. Click the plus sign (+) to expand the Column-1 property, click the Column field and select Activity from the list box. 28. Click the plus sign (+) to expand the Column-2 property, click the Column field and select Performer Name from the list box. 29. Within Column-2, click the Drilldown property and then click the browse button. This opens the Drilldown window. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 263

264 Designing the Average Daily Duration per Performer Report 30. Select Report and then click the Browse button. The Select Target Report window opens. 31. Click the Activities by Performer report and then click OK. This brings you back to the Drilldown window. 32. Within the Drilldown window, click the Filter button. The Filter window opens 33. Click the Standard (STD) tab. 34. Click the plus sign (+) next to Performer. 35. Double-click the Performer Name filter item. STD.PERFORMER_NAME= appears in the Filter Expression field. 36. In the Filter Expression field, place your cursor between the single quotes and press the Ctrl key and spacebar on your keyboard simultaneously. A list of filter values appears. 37. Double-click ${Performer Name}, which is added to the filter expression. 38. Click OK. This brings you back to the Drilldown window. 264 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

265 Designing the Average Daily Duration per Performer Report 39. Click OK in the Drilldown window. This brings you back to the Properties window. 40. In the Properties window, click the plus sign (+) to expand the Column-3 property, click the Column field and select Average Duration (minutes) from the list box. 41. Click the plus sign (+) next to the Sort property. 42. Click the Column property and then select Average Duration (minutes) from the list box. 43. Click the Direction property and then select Ascending from the list box. 44. In the State list box, select Published. This makes the report available for use in a dashboard. Note: The screen capture below illustrates what the report looks like the day after processes were started. 45. From the File menu select Save. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 265

266 Designing the Average Daily Duration per Performer Report 46. Click the Close button to close the report. 266 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

267 Chapter 38 Designing the Total Purchase Order Amount for each Customer Report This report calculates the total amount of purchase orders submitted by each customer. In this scenario, three different customers submit two purchase orders each, which are summed and presented in a pie chart. The X-axis of the pie chart displays the customer name, and the Y-axis displays the total purchase order amount. The data used in this report is captured in Structured Data Type attributes displayed on a form as the process runs. One aspect of configuring BAM is to select specific attributes as reportable, which makes the SDT available as a reporting entity in PRS. This report uses the purchase_order report entity, and within it, the amount and customer_name fields are selected. Report aggregation is used to calculate the total purchase order amount, and then group those results by customer. To design the Total Purchase Order Amount for each Customer report 1. Log in to PRS. 2. Select the Reports tab, if not already selected. 3. From the navigation tree select the Tutorial Reports category. 4. From the File menu select New > Simple Report. The New Simple Report dialog box appears. 5. In the Name field enter Total Purchase Order Amount per Customer and click Finish. This adds the report to the category. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 267

268 Designing the Total Purchase Order Amount for each Customer Report 6. On the Palette, click the Business Data report entity category. 7. Click the purchase_order report entity. 8. Then, left-click over the design area. The report entity is added to the design area. 9. Deselect the ZIP, city, State, and street fields. 268 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

269 Designing the Total Purchase Order Amount for each Customer Report 10. Click the report aggregation button. The Aggregation window appears. 11. For the amount field, select Sum from the list box. 12. For the customer_name field, select the Group box. 13. Click OK. The Aggregation window closes. 14. Click the Refresh button in the Data Source Preview window. The data set of the report appears. 15. Click the Chart Type tab. 16. In the Properties panel, click the Type property and select Pie from the list box. 17. Click the Refresh button in the Data Source Preview window. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 269

270 Designing the Total Purchase Order Amount for each Customer Report Note: You may not see a pie chart when you select Pie as the report type. This is not an error. You will apply the appropriate chart data settings in the next steps. 18. Click the Chart Data tab. 19. In the Properties panel click the Category (X) axis field and select customer_name from the list box. 20. Click the Values (Y) axis field and select amount from the list box. 21. Click the Refresh button in the Data Source Preview window. 22. In the State list box, select Published. This makes the report available for use in a dashboard. 270 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

271 Designing the Total Purchase Order Amount for each Customer Report 23. From the File menu select Save. 24. Click the Close button to close the report. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 271

272 Designing the Total Purchase Order Amount for each Customer Report 272 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

273 Chapter 39 Designing the Total Invoice Amount for Each Vendor Report This report calculates the total amount of invoices submitted by each vendor. In this scenario, three different vendors submit two invoices each, which are summed and presented in a bar chart. The X-axis of the bar chart displays the vendor name, and the Y-axis displays the total invoice amount. The data used in this report is captured in Structured Data Type attributes displayed on a form as the process runs. One aspect of configuring BAM is to select specific attributes as reportable, which makes the SDT available as a reporting entity in PRS. This report uses the invoice report entity, and within it, the amount and vendor_name fields are selected. Report aggregation is used to calculate the total invoice amount, and then group those results by vendor. To design the Total Invoice Amount for each Vendor report 1. Log in to PRS. 2. Select the Reports tab, if not already selected. 3. From the navigation tree select the Tutorial Reports category. 4. From the File menu select New > Simple Report. The New Simple Report dialog box appears. 5. In the Name field enter Total Invoice Amount per Vendor and click Finish. This adds the report to the category. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 273

274 Designing the Total Invoice Amount for Each Vendor Report 6. On the Palette, click the Business Data report entity category. 7. Click the invoice report entity. 8. Then, left-click over the design area. The report entity is added to the design area. 9. Deselect the ZIP, city, State, and street fields. 274 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

275 Designing the Total Invoice Amount for Each Vendor Report 10. Click the report aggregation button. The Aggregation window appears. 11. For the amount field, select Sum from the list box. 12. For the vendor_name field, select the Group box. 13. Click OK. The Aggregation window closes. 14. Click the Refresh button in the Data Source Preview window. The data set of the report appears. 15. Click the Chart Type tab. 16. In the Properties panel, click the Type property and select Bar from the list box. 17. Click the Refresh button in the Data Source Preview window. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 275

276 Designing the Total Invoice Amount for Each Vendor Report Note: You may not see a bar chart when you select Bar as the report type. This is not an error. You will apply the appropriate chart data settings in the next steps. 18. Click the Chart Data tab. 19. In the Properties panel click the Category (X) axis field and select vendor_name from the list box. 20. Click the Values (Y) axis field and select amount from the list box. 21. Click the Refresh button in the Data Source Preview window. 22. In the State list box, select Published. This makes the report available for use in a dashboard. 23. From the File menu select Save. 276 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

277 Designing the Total Invoice Amount for Each Vendor Report 24. Click the Close button to close the report. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 277

278 Designing the Total Invoice Amount for Each Vendor Report 278 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

279 Designing a Crystal Report Chapter 40 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. There are three aspects to designing this report. First, the data source is defined in PRS with the Process Execution reporting entity filtered to include only processes where the mail_type attribute is Purchase Order. Then, the report is opened in Crystal Reports and designed. The report s design includes applying a formula and formatting a bar chart. One bar in the chart calculates the average duration for completed processes. The other bar calculates the average duration for processes currently in flight. Note: This chapter assumes that Crystal Reports has been installed on the same machine as PRS. A license of Crystal Reports is available on the EMC Download Center. This final step of designing a Crystal Report involves synchronizing the report back into PRS, which makes the report available for use in a dashboard. To define a Crystal Reports data source 1. Within PRS, select the Reports tab, if not already selected. 2. From the navigation tree select the Tutorial Reports category. 3. From the File menu select New > Crystal Report. The New Crystal Report dialog box appears. 4. In the Name field enter Completed vs. Inflight Purchase Order Duration and click Finish. This adds the report to the category. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 279

280 Designing a Crystal Report 5. On the Palette, click the Process report entity category. 6. Click the Process Execution report entity. 7. Then, left-click over the design area. The report entity is added to the design area. 8. Deselect the Duration (seconds) and Start Date and Time fields. 9. Select the Duration (minutes) and Status fields. 280 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

281 Designing a Crystal Report 10. Right-click the Process Execution report entity and select Filter. This opens the Filter dialog box. You are going to add a filter so that the report displays only purchase order processes. 11. In the Filter dialog box, click the BAM-SDT (BSD) tab. 12. Click the plus sign (+) next to Monitored Data Objects. 13. Click the plus sign (+) next to mm_mail_doc. A list of attributes appears. 14. Double-click mail_type. BSD.MMMAILDOCATTR10= appears in the Filter Expression field. 15. Place your cursor between the quotes and enter Purchase Order. 16. Click OK to close the Filter dialog box. 17. Click the Refresh button in the Data Source Preview window. The data source of the report appears. 18. Click Open in Crystal Reports. The Crystal Reports software application automatically starts and displays the data source of the report. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 281

282 Designing a Crystal Report To format a report in Crystal Reports 1. Within the Field Explorer panel, right-click Formula Fields and select New. The Formula Name dialog appears. 2. In the Name field, enter Status and click OK. The Formula Editor window opens. 3. In the center panel, click the plus (+) sign to expand Report Fields. A list of report fields appears. 4. Place your cursor in the formula panel and enter if IsNull. Then, double-click datasource.statusprocess Execution 3 from the list of Report Fields. 5. Enter parentheses ( ) at the beginning and end of datasource.statusprocess Execution On the second line, enter then Inflight. 282 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

283 Designing a Crystal Report 7. On the third line, enter else if and then double-click datasource.statusprocess Execution 3 from the list of Report Fields. 8. Enter = Success after datasource.statusprocess Execution On the fourth line enter then Success. 10. Click Save and close. You are brought back to the Preview window. 11. Click the Design tab and then press Ctrl-A on your keyboard. All data source columns are selected. 12. Press the delete key on your keyboard. This removes all data source columns from the report. 13. Right-click the Header report format element and select Suppress (No Drill-Down). This element is removed from the report. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 283

284 Designing a Crystal Report 14. Repeat step 13 three times and suppress the Page Header, Details, and Page Footer report format elements. These elements are removed from the report. 15. Expand the Report Footer element. Your next steps are to embed a chart in this area. 16. From the lowest toolbar, click the Insert Chart button and then click once in the Report Footer element. The Chart Expert window opens. 17. Within Available fields, click Status and then click to move it under the On change of list box. 18. Below the On change of list box, and then click Order. The Chart Sort Order dialog opens. 19. Select in ascending order from the list box. 20. Click OK to close the Chart Sort Order dialog. You are brought back to the Chart Expert dialog. 284 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

285 Designing a Crystal Report 21. Within Available Fields, click Duration_minutes)Process Execution 2 and then click to move it into the Show value(s) field. 22. In the Show value(s) field, click Sum of datasource.duration_(minutes)process Execution 2 and then click Set Summary Operation. The Edit Summary dialog opens. 23. From the Calculate this summary list box, select Average and then click OK. You are brought back to the Chart Expert dialog. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 285

286 Designing a Crystal Report 24. On the Chart Expert dialog, click OK. You are brought back to the Design view. 25. Right-click the report and select Chart Options. The Chart Options dialog opens. 26. Click the Titles tab and in the Title field enter Average Duration for Completed vs. Inflight Purchase Orders 27. Place your cursor in the Group Title field and 28. In the Data Title field enter Average Duration (minutes) and click OK. 286 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

287 Designing a Crystal Report 29. Click the Preview tab. The report appears as it will be seen in the dashboard. 30. Select Save from the File menu. To synchronize a Crystal Report back into PRS 1. Open PRS, right-click the Completed vs. Inflight Purchase Order Duration report, and select Synchronize. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 287

288 Designing a Crystal Report 2. Click the View tab. The report appears as it will be seen in the dashboard. 3. In the State list box, select Published. This makes the report available for use in a dashboard. 4. From the File menu select Save. 5. Click the Close button to close the report. 288 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

289 Designing a Dashboard Chapter 41 A BAM dashboard is a display environment for monitoring executing processes in real-time. The primary purpose of a dashboard is to provide line-of-business and IT personnel a tool for monitoring, understanding, and resolving process issues as they occur. Dashboards are designed in TaskSpace and consist of at least one, and typically multiple, dashlets. Dashlets display the contents of specific reports, process diagrams, or alerts. In this chapter you will design the Tutorial Dashboard, which includes all of the reports you have designed in the tutorial. In this chapter you will also learn to configure a multi-drill-down report using the Inflight Process Details report. To design the Process Monitor dashboard 1. Log in to the Mail Manager application. 2. Select the Configuration tab. 3. From the navigation tree, select Dashboards and then click Create. 4. In the Name field, enter Tutorial_Dashboard and in the Label field, enter Tutorial Dashboard. The label appears as the name of the dashboard. 5. Click Next. This opens the dashboard design canvas. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 289

290 Designing a Dashboard 6. From the navigation tree click the plus sign (+) next to Report Categories. 7. Click the plus sign (+) next to Tutorial Reports. A list of reports that can be added to the dashboard appears. 8. Click and drag the Count of Started, Inflight, and Completed Processes report from the list and place it on the dashboard design palette. This report takes up the entire dashboard. Additional reports can be added to the left or right of this first report. 9. Click and drag the Average Process Duration report from the list and place it on the dashboard design palette next to the Count of Started, Inflight, and Completed Processes report. 290 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

291 Designing a Dashboard 10. Click and drag the Average Daily Duration per Performer report from the list and place it on the dashboard design palette under the Count of Started, Inflight, and Completed Processes and Average Process Duration reports. 11. Click and drag the Total Purchase Order Amount per Customer report and place it next to the Average Daily Duration per Performer report. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 291

292 Designing a Dashboard 12. Click and drag the Total Invoice Amount per Vendor report and place it under the Average Daily Duration per Performer and Total Purchase Amount per Customer reports. 13. Click and drag the Completed vs. Inflight Purchase Order Duration report and place it next to the Total Invoice Amount per Vendor report. 292 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

293 Designing a Dashboard 14. Adjust the size of the reports by clicking and dragging the divider bar located between each of the dashlets. 15. Click the Multi-Drill tab. 16. Select the Process Event and Average Process Duration Dashlet box. A browse button appears. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 293

294 Designing a Dashboard 17. Click the browse button. The Choose Target window appears. 18. On the navigation tree open Report Categories > Tutorial Reports. 19. Select the Inflight Process Details report and click OK. This brings you back to the dashboard designer. 20. Click Refresh. 21. To test that the multi-drill-down report works correctly, click the Count of Ongoing Instances bar in the bar chart. The Average Process Duration report (containing the dial gauge) updates to display the Inflight Process Details report. 294 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

295 Designing a Dashboard 22. To test that the single drill-down report works, click either the mm_sales_queue or the mm_acct_queue performer name. The Average Daily Duration per Performer report updates to display the Activities by Performer report. Note: Data appears in this report one day after this report is designed. If you design the dashboard on the same day as this report, make sure to check back the following day to validate that the single drill-down report works. 23. To see the dashboard from a user s perspective, click the Configuration button. To toggle back to the design view, click the Configuration button again. 24. Click Finish. This brings you back to the Configuration tab. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 295

296 Designing a Dashboard 296 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

297 Adding Dashboards to Tabs Chapter 42 Each dashboard is displayed on its own tab within the Mail Manager application. In this chapter you will create a Tutorial Dashboard tab, and assign Tutorial_Dashboard to it. To add a dashboard tab 1. Within the Mail Manager application, click the Configuration tab. 2. On the navigation tree, select the Tabs node. 3. Click Create. 4. From the Select Tab Type list box, select Dashboard and click Next. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 297

298 Adding Dashboards to Tabs 5. In the Name field, enter Tutorial_Dashboard and in the Label field, enter Tutorial Dashboard. The label appears as the name of the dashboard tab. 6. From the Dashboard Component list box, select Tutorial_Dashboard and then click Finish. You are brought back to the Configuration tab. 298 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

299 Adding Dashboard Tabs to a Role Chapter 43 TaskSpace users must be granted access to dashboard tabs in order to view dashboard reports. In this chapter you will assign the Tutorial Dashboard tab to the ts_designer role. This particular role is associated with the Administrator user. Once assigned, you will log out and then log back in to the Mail Manager application, at which point you will see the dashboard. To add a dashboard to a role 1. Within the Mail Manager application, click the Configuration tab. 2. On the navigation tree, select the Roles node. 3. Click the ts_designer role and click Edit. The Edit Role ts_designer window appears. 4. On the Tabs tab, click Manage. The Assign Tabs window appears. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 299

300 Adding Dashboard Tabs to a Role 5. From the list of Available Tabs, click Tutorial_Dashboard and then click Add. The Tutorial_Dashboard tab appears in Assigned Tabs. 6. Click OK. You are brought back to the Edit Role ts_designer window. 7. In the Edit Role ts_designer window, click Close. This brings you back to the Configuration tab. 8. Log out of the Mail Manager application. 9. Log in to the Mail Manager application. You will see the Tutorial Dashboard tab now available. 300 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

301 Adding Dashboard Tabs to a Role 10. Click the Tutorial Dashboard tab. The dashboard displays each of the reports. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 301

302 Adding Dashboard Tabs to a Role 302 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

303 Activating the Preconfigured Dashboards Appendix A The Business Activity Monitor contains three preconfigured dashboards that provide you a quicker path to getting up and running with a BAM dashboard. Each preconfigured dashboard contains dashlets holding generic reports defined in Process Reporting Services. The Process Monitor dashboard displays information about process instances. The Process Summary dashboard provides aggregated views of processes, spanning longer time intervals. The Alert Monitor dashboard helps dashboard users manage and report on process and activity alerts. The preconfigured dashboards must first be deployed. Follow the instructions provided in the BAM installation guide. Once deployed, each dashboard must be activated. This involves adding each dashboard to the Mail Manager application, creating dashboard tabs, and assigning dashboard tabs to roles. This chapter address preconfigured dashboard activation. To activate the Preconfigured Dashboards 1. Log in to the Mail Manager application. 2. Select the Configuration tab. 3. From the navigation tree, select Dashboards and then click Add. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 303

304 Activating the Preconfigured Dashboards 4. Click the AlertMonitor, ProcessMonitor, and ProcessSummary dashboards and click the Add button to move them to the Selected Dashboards field. 5. Click OK. You are brought back to the Dashboards window. 6. From the navigation tree, select Tabs and then click Create. 7. In the Select Tab Type list box, select Dashboard and click Next. 304 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

305 Activating the Preconfigured Dashboards 8. In the Name field, enter ProcessMonitor 9. In the Label field, enter Process Monitor. The label appears as the name of the dashboard tab. 10. In the Dashboard Component list box, select ProcessMonitor and click Finish. You are brought back to the Tabs window. 11. Repeat steps 6 10 to create two more tabs for the remaining dashboards. Use the values below: Name Label Dashboard Component ProcessSummary Process Summary ProcessSummary AlertMonitor Alert Monitor AlertMonitor 12. From the navigation tree, select Roles, click the ts_designer role, and click Edit. The Edit Role window opens. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 305

306 Activating the Preconfigured Dashboards 13. On the Tabs tab, click Manage. The Assign Tabs window opens. 14. Click the ProcessMonitor, AlertMonitor, and ProcessSummary tabs and then click the Add button. Each tab is brought to the Assigned Tabs field. 15. Click OK. You are brought back to the Edit Role window. 306 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

307 Activating the Preconfigured Dashboards 16. On the Edit Role window, click Close. You are brought back to the Roles window. 17. Log out of the Mail Manager application and then log back in as the Administrator. You will see each of the tabs added to TaskSpace. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 307

308 Activating the Preconfigured Dashboards 308 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

309 Appendix B Completing the remaining processes You will now be completing the remaining six processes. You will be logging in first as the sales processor, and then as the accounting processor. This exercise is optional and are useful only if you want to see how the Tutorial Dashboard is updated in real-time as you complete these processes. To complete the Mail Manger sales processes: 1. Log in to Mail Manager using sales_processor as the login name. 2. On the Process Mail tab, navigate to the sales processor work queue (mm_sales_queue) under the Work Queues node. 3. Right-click the purchase order from elbrus Global at the bottom of your list. Select Get Task. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 309

310 Completing the remaining processes 4. The document opens using the task and document view templates you created. The metadata you entered on import appears (sender and date postmarked), as well as the system-generated date queued. Enter the following information in the other metadata fields: Table 23. Metadata for Purchase Order Field Value Customer Name elbrus Global Street 47 Woodrow Way City Timpson State TX Zip Amount Mail Type Purchase Order 5. Click Finish to complete the task. 310 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

311 Completing the remaining processes 6. Click OK on the Finish dialog box. The work queue appears, and the completed task is no longer in the queue. 7. Repeat steps 3 6 for the remaining purchase orders from CBK Infotech and Power Views Technologies. Enter the following information in the other metadata fields: Table 24. Metadata for Purchase Order Field Customer Name Value CBK Infotech EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 311

312 Completing the remaining processes Field Value Street 4148 Trainer Avenue City Peoria State IL Zip Amount Mail Type Purchase Order Table 25. Metadata for Purchase Order Field Customer Name Street City State Value Power Views Technologies 2926 Deercove Dr. Fort Worth TX Zip Amount Mail Type 8. Log out of the Mail Manager application. Purchase Order To complete the Mail Manger accounting processes: 1. Log in to Mail Manager using acct_processor as the login name. 2. On the Process Mail tab, navigate to the accounting processor work queue (mm_acct_queue) under the Work Queues node. 3. Right-click the invoice from Computers n Stuff at the bottom of your list. Select Get Task. 4. The document opens using the task and document view templates you created. The metadata you entered on import appears (sender and date postmarked), as well as the system-generated date queued. Enter the following information in the other metadata fields: Table 26. Metadata for Invoice Field Value Vendor Name Computers n Stuff Street 3703 Maple Street City Westminster State CA Zip Amount Mail Type Invoice 312 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

313 Completing the remaining processes 5. Click Finish to complete the task. 6. Click OK on the Finish dialog box. The work queue appears, and the completed task is no longer in the queue. 7. Repeat steps 3 6 from for the remaining invoices from Furniture Land and Sofas, Etc. Enter the following information in the other metadata fields: Table 27. Metadata for Invoice Field Vendor Name Street City State Value Furniture Land 4450 Snyder Avenue Concord NC Zip Amount Mail Type Invoice Table 28. Metadata for Invoice Field Vendor Name Street City State Value Sofas, Etc McVaney Road Asheville NC Zip Amount Mail Type Invoice 8. To see the impact of completing these processes on the BAM dashboard, click the Tutorial Dashboard tab. You will see something similar to the image below. Note: The Average Process Duration report is gray because there are no more inflight process instances. In addition, both the total purchase order amount and the total invoice amount reports display greater totals, and the Average Duration for Completed vs. Inflight Purchase Orders report shows a single blue bar to represent data for successful processes. This is also because there are no inflight processes available. EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 313

314 Completing the remaining processes 9. Log out of the Mail Manager application. 314 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

315 Index A activity templates, 51 add an attribute to an object type, 22 adding activities, 51 attribute add to object type, 22 attributes, 46 B BAM reporting computing columns, 249 configuring report aggregation, 243, 259, 267, 273 designing a Crystal Report, 279 designing Activities by Performer report, 255 designing Average Daily Duration per Performer report, 259 designing Average Process Duration report, 243 designing Count of Started, Inflight, and Completed Processes report, 237 designing Inflight Process Details report, 249 designing Total Invoice Amount for each Vendor report, 273 designing Total Purchase Order Amount for each Customer report, 267 exposing structured data types, 46 updating BAM definitions, 46 bar charts designing, 237, 273 C components adding to TaskSpace, 155 configurable action creating, 163 configuration audit extending privileges, 41 connector lines, 52 create a document object type, 19 create a document view template, 75 create a folder contents template, 139 create a folder object type, 23 create a search template, 121 create a task template, 99 create a task template for accounting mail, 107 create a task template for other mail, 115 create a user task list template, 83 create a work queue task list template, 91 create an electronic form, 147 create an initiate process template, 131 create Mail Manager folder, 25 create Mail Manager subfolders, 27 create object types, 19 create the directory structure, 25 create the mail manager application, 15 create the Mail Manager work queue category, 33 create the Mail Manager work queue policy, 31 create the Mail Manager work queues, 34 create work queues, 31 creating the sample application, 11 Crystal Report designing, 279 customize a task template, 102, 110, 118 customize a user task list template, 86 customize a work queue task list template, 95 customize the document view template, 76 customize the electronic form, 148 customize the folder contents template, 142 customize the initiate process template, 134 customize the search template, 124 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 315

316 Index D dashboards activating Preconfigured Dashboards, 303 adding tabs, 297 assigning tabs to roles, 299 configuring multi-drill-down reports, 289 designing, 289 data importing samples into TaskSpace, 207 decision split activities, 58 defining activities, 53 directory structure create, 25 document object type create, 19 document view template create, 75 customize, 76 drill-down reports configuring multi-drill-down reports, 237, 249 configuring single drill-down reports, 255, 259 E electronic form create, 147 customize, 148 F flow lines, 52 folder contents template create, 139 customize, 142 folder object type create, 23 G gauge reports designing, 243 I importer configuring, 159 initiate process template create, 131 customize, 134 installing a process, 72 J join activities, 65 M Mail Manager folder create, 25 mail manager sample application, 9 Mail Manager subfolders create, 27 Mail Manager work queue policy create, 31, 33 Mail Manager work queues create, 34 manual activities, 52, 61 mapping activities, 55 O object types create, 19 P packages, 48 pernmissions extending for mail processors, 212 pie charts designing, 267 Preconfigured Dashboards activating, 303 privileges extending to Administrator, 41 process adding to TaskSpace, 181 completing in TaskSpace, 221, 309 starting in TaskSpace, 217 process data, 47 Process Properties page, 48 Process Reporting Services logging in, 233 process variables, 49 Q queues 316 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial

317 Index R assigning in TaskSpace, 201 reporting creating categories, 235 exposing structured data types, 46 updating the BAM database, 51 requirements, 9 role adding a Superuser in TaskSpace, 38 adding users in TaskSpace, 198 creating in TaskSpace, 183 editing ts_designer, 191 S saving a process, 72 search template create, 121 customize, 124 searching in TaskSpace, 229 structured data types, 45 attributes, 45 reporting option, 46 searchable option, 46 Superuser adding to a role in TaskSpace, 38 T table report designing, 249, 255, 259 tabs assigning dashboard tabs to roles, 299 creating dashboard tabs, 297 creating in TaskSpace, 169 task template create, 99 customize, 102, 110, 118 task template for accounting mail create, 107 task template for other mail create, 115 TaskSpace adding components to, 155 adding the process, 181 assigning queues, 201 completing a process, 221, 309 configuring an importer, 159 creating a role, 183 creating tabs, 169 importing sample data, 207 searching, 229 starting a process, 217 transitions, 58 U updating BAM database, 46, 51 user creating a Superuser in TaskSpace, 37 user task list template create, 83 customize, 86 users adding to a role in TaskSpace, 198 creating in TaskSpace, 195 V validating a process, 72 W work queue task list template create, 91 customize, 95 work queues create, 31 EMC Documentum Business Process Suite Version 6.5 SP1 Sample Application Tutorial 317