The Start element is the initial activity of a process and indicates where the flow starts. When a new process request is started, it will be the first activity to be performed.

To delete the element from the process diagram, simply click Delete, represented by a bin.

Description
Description of the initial activity of the process.

Instructions
Instructions that make it easy to understand the activity in the process. When preparing the instructions of an activity, it is common to need to search for information from other files or websites. There is the concept of hyperlinks, which allow adding access to both TOTVS Fluig Platform documents and Internet addresses via external documents, avoiding replication of information and making it easier to browse. To do this, add the tag [WD:999999], replacing 999999 by the document code in document browsing.

Working Hours
Working hours to which the start will be associated. Working hours are registered on the platform and are used for calculation of deadlines and delays for process activities. For example, if the working hours were configured as being from Monday to Friday, from 8:00 a.m. to 6:00 p.m., and there is an activity that lasts 1 hour and was created at 5:30 p.m. on Tuesday, its completion deadline will be Wednesday at 8:30 a.m., due to the working hours.

Assignment mechanism
The way how users will be selected to perform the start activity. It only displays the types of assignment mechanism that can be used in Start activities. When an assignment mechanism is selected for a Start activity, only users returned by the mechanism can start a process request. Available mechanisms:

• Assignment by association: when selected, the users that can perform this activity are the ones returned from the combination of group, role and/or specific user;
• Assignment by group: when selected, the ones that can perform this activity are all the users who belong to a group;
• Assignment by role: when selected, the ones that can perform this activity are all the users who belong to a role;
• Assignment by user: when selected, a specific user can perform this activity. 

Completion deadline

• By fixed value: Deadline to complete a task. The hourly value is considered, along with the selected working hours, to calculate the deadline for finishing the activity. This deadline is counted as of the activity’s receipt.

• By form field: When selected, allows choosing a form field that will define a deadline for the task whose property is being changed.

Request digital signature
When checked, digital signature will be required to complete the activity.

Confirm password
When checked, the user needs to enter their password to complete the task. If this option is already checked in the process configuration, it will come disabled. When sending the activity that requires password confirmation to the next one, the user who is performing the task has to enter their password. If the password is invalid, the activity performer can try as many times as necessary. The process will only be moved when the performer user enters their password correctly. The process history will indicate that the user has confirmed their password when moving the activity in the request. Please note: the activities checked for password confirmation use cannot be automated by WebServices.

Inhibits Transfer option
When checked, the activity cannot be transferred for another user to perform it.

Joint activity
When checked, the activity should be performed by more than one user. By doing so, the activity will only be considered completed and the request moved when % of the entered consensus is reached.

% Consensus
Percentage of consensus required to consider the activity as completed. This field is enabled only when the option Joint activity is checked.

When joint, it never selects employees: When selected, the activity will be assigned to all users listed by the defined assignment mechanism. When selecting this option, the Joint activity field is automatically checked, and you are also required to enter the % Consensus.

For information on assignment mechanism settings, see Configure assignment mechanism.

Required fields:

Title
Define a name for the request title, or choose a form field. Default: Description of the process.

Highlight
Define a form field to fill it. The field should be the highlight and should not be too long. Default: Activity name.

Description
Define a text for a preview description of the request and/or choose form fields. The information that exceeds the limit is available in the request. Default: Instruction about the activity and process + Identifier.

Available actions:

Decline
Select ‘Disable’ or ‘Problem solved’.

Approve
Select ‘Disable’ or ‘Problem solved’.

Required information:

Notify person in charge
When checked, the person in charge of the activity will be notified of its start by e-mail.

Notify requisitioner
When checked, the requisitioner of the request will be notified of the start of that activity by e-mail.

Notify manager
When checked, the manager of the process will be notified of the start of that activity by e-mail.

Required information:

Notify person in charge
When checked, the person in charge of the activity will be notified by e-mail if it is late.

Tolerance
Time during which the platform will wait, after the deadline for the activity expires, to start sending the e-mail notifying the person in charge, requisitioner or manager of the delay, according to the checked options.

Frequency
Time interval between the e-mails that are sent to notify the person in charge, requisitioner or manager of the delay, according to the checked options.

Expiration notification
Time prior to the expiration of the task when the e-mail will be sent to notify the person in charge, requisitioner or manager (according to the checked options) that the task is about to expire.

Notify requisitioner
When checked, the requisitioner of the request will be notified by e-mail when that activity is late.

Notify manager
When checked, the manager of the process will be notified by e-mail when that activity is late.

Required information:

Calculation
How to calculate activity effort. Available options:

• Do not control effort: when selected, the effort is not controlled.
• Based on estimated effort: when selected, the estimated effort is considered for the calculation. This value comes from the Expected Effort field.
• Based on time sheets: when selected, the effort entered on the time sheet must be considered. In this situation, to finish the task, the user must enter the number of hours spent working on the activity.
• Based on completion time: when selected, completion time is considered as activity effort. Completion time is the time that the user has to complete the activity, considering the working hours and holidays.

Expected effort
Number of hours expected for performing the activity. It is not necessary to enter this effort when it was set that it would not be controlled.

The End element indicates the process flow end. All processes must have at least one end.

To delete the element from the process diagram, simply click Delete, represented by a bin.

Required information:

Name
Name to be assigned to the end of the process.

Notify requisitioner
When checked, the requisitioner of the request will be notified of the end of the request by e-mail.

Notify manager
When checked, the manager of the activity will be notified of the end of the request by e-mail.

The activity is a task or action to be performed within the process flow. 

To delete the element from the process diagram, simply click Delete, represented by a bin.

Required information:

Description
Description of the activity to comprise the process.

Instructions
Instructions that make it easy to understand the activity in the process. When preparing the instructions of an activity, it is common to need to search for information from other files or websites. There is the concept of hyperlinks, which allow adding access to both TOTVS Fluig Platform documents and Internet addresses via external documents, avoiding replication of information and making it easier to browse. To do this, add the tag [WD:999999], replacing 999999 by the document code in document browsing.

Working Hours
Working hours to which the activity will be associated. Working hours are registered on the platform and are used for calculation of deadlines and delays for process activities. For example, if the working hours were configured as being from Monday to Friday, from 8:00 a.m. to 6:00 p.m., and there is an activity that lasts 1 hour and was created at 5:30 p.m. on Tuesday, its completion deadline will be Wednesday at 8:30 a.m., due to the working hours.

Assignment mechanism
The way how users will be selected to perform the activity. It only displays the types of assignment mechanism that can be used in regular activities. Available mechanisms:

• Assignment by association: when selected, the users that can perform this activity (the ones returned from the combination of several assignment mechanisms) are displayed for selection;
• Assignment by form field: when selected, the activity is assigned to the user that is entered in a field on the form associated to the process;
• Assignment by activity performer: when selected, the activity is assigned to the performer of a previous activity of the process;
• Assignment by group: when selected, the users that can perform this activity (all users belonging to a group) are displayed for selection;
• Assignment by collaborator group: when selected, the users that can perform this activity (the ones belonging to the same groups as the authenticated user or the user who started the request, as configured in the mechanism) are displayed for selection;
• Assignment by role: when selected, the users that can perform this activity (all users belonging to a role) are displayed for selection;
• Assignment for a group: when selected, the activity is assigned to a pool of resources, containing the users belonging to the group. In this case, any user from the group can be assigned the activity;
• Assignment to a role: when selected, the activity is assigned to a  pool of resources, containing the users belonging to the role. In this case, any user assigned to the role can be assigned the activity;
• Assignment by user: when selected, the activity is assigned to a specific user.

Completion deadline

• By fixed value: Deadline to complete a task. The hourly value is considered, along with the selected working hours, to calculate the deadline for finishing the activity. This deadline is counted as of the activity’s receipt.
• By form field: When selected, allows choosing a form field that will define a deadline for the task whose property is being changed.

Request digital signature

When checked, such activity must be digitally signed by its performer user. In this case, upon completion of the activity, it displays a window where the performer user needs to add their digital signature and, only then, can the request be sent to the next activity.

Confirm password
When checked, the user needs to enter their password to finish the activity. If this option is already checked in the process configuration, it will come disabled. When sending the activity that requires password confirmation to the next one, the user who is performing the task has to enter their password. If the password is invalid, the activity performer can try as many times as necessary. The process will only be moved when the performer user enters their password correctly. The process history will indicate that the user has confirmed their password when moving the activity in the request. Please note: the activities checked for password confirmation use cannot be automated by WebServices.

Inhibits Transfer option
When checked, the activity cannot be transferred for another user to perform it.

Joint activity
When checked, the activity should be performed by more than one user. By doing so, the activity will only be considered completed and the request moved when % of the entered consensus is reached.

% Consensus
Percentage of consensus required to consider the activity as completed. This field is enabled only when the option Joint activity is checked.

Selects collaborators
Frequency at which it is necessary to select the user to assign this activity when moving the request. Available options:

• Always: when checked, it is always necessary to select the user to be assigned this activity when moving the request;
• When there is more than one option: when selected, only when there is more than one user listed is it necessary to select which user must be assigned the activity when moving the request;

Never (valid for joint activities only): when selected, this activity will be assigned to all users listed by the defined assignment mechanism. When selecting this option, the Joint activity field is automatically checked, and you are also required to enter the % Consensus.

For information on assignment mechanism settings, see Configure assignment mechanism.

Attachment rules are events that will occur in the created activity whe moving to the next activity. These events only occur in normal activities or in the start activity of a process.

When adding a new rule, fill the following fields:

Operator
No
Equal to
Greater than
Greater than or equal to
Lower than
Lower than or equal to
Any

Amount
Number of attachments to be added.

Name
Default name or file name. Example: server.log or *.log

Message
Sentence or configured notification, concerning the attachments. Example: Attach a file.

Rule resolution order:

1- Check all “no” and, if you find a record that invalidates the rule, throw an exception;

2- Check all the equal to, greater than, greater than or equal to, lower than, and lower than or equal to. When you find the first one valid, add the number of valid attachments for this condition;

3- If you use “any” and do not find any valid conditions, consider the file as valid. If there is no “any” and you cannot find any valid conditions, moving it will not be allowed.

Forbid attaching files to the activity

Expected results:
No files: OK;
A PDF file: error;
A Zip file: error;
A PDF file and a zip file: error;
A JPG file: error;
A PDF file, a Zip file and a JPG file: error;

Force to attach files to the activity

Expected results:
No file: error;
One PDF file: OK;
A Zip file: OK;
A PDF file and a zip file: OK;
A JPG file: OK;
A PDF file, a Zip file and a JPG file: OK;

Attach a Zip file to the activity

Expected results:
No file: error;
A PDF file: error;
A Zip file: OK;
A PDF file and a zip file: error;
A JPG file: error;
A PDF file, a Zip file and a JPG file: error;

Attach a Zip file and a PDF file to the activity

Expected results:
No file: error;
A PDF file: error;
A Zip file: error;
A PDF file and a zip file: OK;
A JPG file: error;
A PDF file, a Zip file and a JPG file: error;

Attach a Zip file or a PDF file to the activity

Expected results:
No file: error;
One PDF file: OK;
A Zip file: OK;
A PDF file and a zip file: error;
A JPG file: error;
A PDF file, a Zip file and a JPG file: error;

Attach a zip file and choose to attach (or not) other file types to the activity

Expected results:
No file: error;
A PDF file: error;
A Zip file: OK;
A PDF file and a zip file: OK;
A JPG file: error;
A PDF file, a Zip file and a JPG file: OK;

Forbid attaching a zip file and choose to attach (or not) other file types to the activity

Expected results:
No files: OK;
One PDF file: OK;
A Zip file: error;
A PDF file and a zip file: error;
A JPG file: OK;
A PDF file, a Zip file and a JPG file: error;

Force to attach a zip file and at least one other file type to the activity

Expected results:
No file: error;
A PDF file: error;
A Zip file: error;
A PDF file and a zip file: OK;
A JPG file: error;
A PDF file, a Zip file and a JPG file: OK;

Attach one or more image files

Expected results:
No file: error;
A PDF file: error;
A Zip file: error;
A PDF file and a zip file: error;
A JPG file: OK;
A PDF file, a Zip file and a JPG file: error;

Allow only image files, but attachments are not mandatory

Expected results:
No files: OK;
A PDF file: error;
A Zip file: error;
A PDF file and a zip file: error;
A JPG file: OK;
A PDF file, a Zip file and a JPG file: error;

Force to attach a file with a specific name

Allowed: server.log
Not allowed: no attachments or abcserver.log, server-2018.log, server.txt, server.log.zip, server.zip

Force to attach a file with a partial name

Allowed: server.log, server-2018.log
Not allowed: no attachments or abcserver.log, server.txt, server.log.zip, server.zip

Allowed: server.log, server-2018.log, server.log.zip
Not allowed: no attachments or abcserver.log, server.txt, server.zip

Allowed: abcserver.log, server.log, server-2018.log, server.log.zip
Not allowed: no attachments or server.txt, server.zip

Forbid attaching a file with a partial name

Allowed: no attachments or anotherfile.anything
Not allowed: server.log, abcserver.log, server-2018.log, server.txt, server.log.zip, server.zip

Allowed: no attachments or anotherfile.anything
Not allowed: server.log, abcserver.log, server-2018.log, server.txt, server.log.zip, server.zip

Forbid attaching a file with a partial name and require file with a different name

Allowed: anotherfile.anything
Not allowed: no attachments, server.log, abcserver.log, server-2018.log, server.txt, server.log.zip, server.zip

Allow an extension file only with a specific name

Not allowed: server.log, server.txt, server.log.zip, server.zip
Not allowed: no attachments, abcserver.log, server-2018.log

Allowed: server.log, server-2018.log, server.txt, server.log.zip, server.zip, server.txt, server.log.zip, server.zip
Not allowed: no attachments or abcserver.log

Difference between using “No” or “= 0”

Yes, there is a difference. No is a priority rule, i.e. it will be executed before the others. Check out the example below:

If the user adds a file named server.zip, in the first case this attachment will not be accepted. In the second case, as the first rule is met by the filename, it will be accepted.

The information required in this tab will be used as a basis in the Approval application. By entering it correctly, it will provide the necessary information when using the application, and its functions will work properly.

Required fields:

Title
Set a name for the request title, or choose a form field. Default: Description of the process.

Highlight
Set a form field to fill it. The field should be the highlight and should not be too long. Default: Activity name.

Description
Set a text for a preview description of the request and/or choose form fields. The information that exceeds the limit is available in the request. Default: Instruction about the activity and process + Identifier.

Available actions:

Decline
Select ‘Disable’ or ‘Problem solved’.

Approve
Select ‘Disable’ or ‘Problem solved’.

Required information:

Notify person in charge When checked, the person in charge of the activity will be notified of its start by e-mail.

Notify requisitioner When checked, the requisitioner of the request will be notified of the start of that activity by e-mail.

Notify manager When checked, the manager of the process will be notified of the start of that activity by e-mail.

Required information:

Notify person in charge

When checked, the person in charge of the activity will be notified by e-mail if it is late. 

Tolerance
Time during which the platform will wait, after the deadline for the activity expires, to start sending the e-mail notifying the person in charge, requisitioner or manager of the delay, according to the checked options.

Frequency
Time interval between the e-mails that are sent to notify the person in charge, requisitioner or manager of the delay, according to the checked options.

Expiration notification
Time prior to the expiration of the task when the e-mail will be sent to notify the person in charge, requisitioner or manager (according to the checked options) that the task is about to expire.

Notify requisitioner When checked, the requisitioner of the request will be notified by e-mail when that activity is late.

Notify manager When checked, the manager of the process will be notified by e-mail when that activity is late.

Required information:

Calculation

How to calculate activity effort. Available options: 

• Do not control effort: when selected, the effort is not controlled.
• Based on estimated effort: when selected, the estimated effort is considered for the calculation. This value comes from the Expected Effort field.
• Based on time sheets: when selected, the effort entered on the timesheet must be considered. In this situation, to finish the task, the user must enter the number of hours spent working on the activity.
• Based on completion time: when selected, completion time is considered as activity effort. Completion time is the time that the user has to complete the activity, considering the working hours and holidays.

Expected effort
Number of hours expected for performing the activity. It is not necessary to enter this effort when it was set that it would not be controlled.

The automatic activity is a mechanism that, depending on the obtained result, establishes to which activity, among the possible ones, the process flow should be sent.

To delete the element from the process diagram, simply click Delete, represented by a bin.

The Condition option allows the user to configure the automatic activity without using any programming or coding, but only setting rules instead. In the Advanced condition option, users with technical knowledge may use coding to configure the activity, as previously done.

This is where the rules required to fulfill the condition are established, as well as the condition’s target activity and, optionally, the assignment mechanism. These are the rules defined in the condition for the activity to be automatic.

Define the requested information:

-Add a rule
The entries, operator and rule assignment are configured in this field. It is also possible to edit condition rules by clicking Edit or delete rules by clicking Delete.

-Target activity
Activity to which the request is moved when the logic expression in question is true.

-Mechanism
How users are selected to perform the target activity. It only displays the types of assignment mechanism that can be used in Automatic activities. The configuration of an assignment mechanism for a condition is optional. If an assignment mechanism is selected, it will be used along with the target activity assignment mechanism to define the person responsible for the activity by returning a group of common users between the two assignment mechanisms. If an assignment mechanism is not selected, only the target activity assignment mechanism will be used. Available mechanisms:

• Assignment by association: when selected, the users that can perform the target activity (the ones returned from the combination of several assignment mechanisms) are displayed for selection;
• Assignment by form field: when selected, the target activity is assigned to the user that is entered in a field on the form associated to the process;
• Assignment by activity performer: when selected, the target activity is assigned to the performer of a given previous activity of the process;
• Assignment by group: when selected, the users that can perform the target activity (all users belonging to a group) are displayed for selection;
• Assignment by collaborator group: when selected, the users that can perform the target activity (the ones belonging to the same groups as the authenticated user or the user who started the request, as configured in the mechanism) are displayed for selection;
• Assignment by role: when selected, the users that can perform the target activity (all users belonging to a role) are displayed for selection;
• Assignment for a group: when selected, the target activity is assigned to a pool of resources, containing the users belonging to the group. In this case, any user from the group can be assigned the activity;
• Assignment to a role: when selected, the activity is assigned to a  pool of resources, containing the users belonging to the role. In this case, any user assigned to the role can be assigned the activity;
• Assignment by user: when selected, the activity is assigned to a specific user.

For information on assignment mechanism settings, see Configure assignment mechanism.

• Description: Allows you to enter a name or title for the activity
• Execution: Select the configuration mode you want
  • Automated – asynchronous execution model. Used when execution does not require immediate feedback that the operation was successful or not.
  • Immediate – synchronous execution model. Used when execution returns an immediate feedback from the operation.
  • Manual – execution model shown in processes configured before the 1.6.5 update. It is recommended to update the configuration to the current model.

• Attempts: Enter the number of times the service can run.
• Frequency: Enter the time in which the service will be running.
• Frequency by: select the type of unit of time in which the service will be running, being able to select between minutes, hours and days.
• Message: Enter a message that will be displayed upon completion of the service execution.

Example of use:

• Service
  Select a service type Soap, already registered through the Services item, located in the Control Panel, General tab.

• Operation
  Selecting the magnifying glass icon will allow you to select one of the available operations. The operations will be listed by Name and PortType (ColleagueService).

• To set up
  In the settings of the selected operation, the Properties and SOAP Headers can be configured.

• Parameters
  Fill in the parameters as required:
  • Assignment
    - Value, Form, Variable or Null (When selecting Null, the Value field is automatically dispensed. For the Form option to be displayed, it is necessary to have a form attached to the process).
  • Value
    - Will be displayed when the assignment field is selected as Variable. They are: WKCompany, WKUser, WKCardId, WKCurrentState, WKDef, WKFormId, WKNextState, WKNumProcess, WKNumState, and WKUserComment.
• Return
  Fill in the returns as requested:
  • Assignment
    - In the Form option, you can search for and include a form in the Value field, and in the Note option, you can add a note message by tapping Edit object as icon in the Value field).

The Document element is used for providing access to a certain document posted on the platform from the process diagram.

To delete the element from the process diagram, simply click Delete, represented by a bin.

To select a document, simply click the magnifying glass icon below the Document field. In the pop-up window, find the document, select it and click Select.

The Note element is used to provide additional information in the process diagram.

When adding the note in the modeling area, it displays a text box where it is possible to enter the text corresponding to the note.

To delete the element from the process diagram, simply click Delete, represented by a bin.

Name
Name of the note.

Document
Text that corresponds to the note.

The Swimlane element is used to visually represent a process flow participating entity. So it is possible to organize the activities based on the entity responsible for performing them, making it easy to view and understand the process flow.

To delete the element from the process diagram, simply click Delete, represented by a bin.

Name

Name of the Swimlane to represent a participating entity in the process flow.

Color
Choose a color for the swimlane.

The Subprocess element represents other processes that are part of a main process.

To delete the element from the process diagram, simply click Delete, represented by a bin.

Name
Name to be assigned to the subprocess within the process being modeled.

Description
Description to be assigned to the subprocess within the process being modeled.

Subprocess
Subprocess to be added within the process being modeled. Any process on the platform can be used as a subprocess. When the request is moved to the subprocess, the main process request is ended and a new subprocess request is created. If the movement flow allows return, when the main process request is moved to the subprocess, a new request for the subprocess is created and the main process request will be blocked until the end of the subprocess request. As soon the subprocess request ends, the main process request is moved to the activity previous to the subprocess to continue its execution.

Transfers Attachments
When checked, all attachments to the main process request will be copied to the new request that will be created for the subprocess in question.

Cancellation along with main request
When checked, if the main request is canceled, so will the subprocess request. However, the other way around is not true, i.e. if the subprocess request is canceled, the main one is not.

Move to the next activity
When checked, it will be possible to start the subprocess request immediately when moving the request - without the need to access Task Central to do that. That is, when the request is moved to the subprocess, it displays the first activity of the subprocess for selection (or the first activities, if the subprocess flow is alternate), and it is also possible to define the person responsible for the selected activity.

This tab allows the user to configure the submission of values in form fields between a process and a subprocess. Thus establishing the fields that come from the parent process and go to the child process, and from the child process going to the parent process. Both parent and child processes should have a created form so that the sending of values and their respective directions can be set.
This allows the user to transfer information between parent and child processes in a simple and transparent way.

Here is an example of the directions that indicate source and destination of the information:

1st transfer the value from the parent field (source) to the child field (destination): Name-> User name.
2nd transfer the value from the child field (source) to the parent field (destination): Name<- User name.
3rd transfer and return the value of the field (both transfer the value from one to the other): Name<-> User name.

Information from the columns:

Process fields
Fields to be used from the form created in the parent process. Select a field from the parent form to relate the fields.

Direction
Direction that indicates the information flow between the process and sub-process fields. When clicking it, it changes the source and destination of the relationship with the fields.

Subprocess fields
Fields to be used from the form created in the child process. Select a field from the child form to relate the fields.

Status
Indicates the confirmation that the new relationship between the process and subprocess fields was created.

The New button allows adding new sending of values between process and subprocess. It is also possible to Edit or Delete a field relationship via the icons located in the right corner of the tab. The system does not allow relating two process fields with the same direction

Fork represents the start of parallel activities. All activities and flows that are after Fork and before Join will be performed in parallel.

To delete the element from the process diagram, simply click Delete, represented by a bin.

Join represents the end of parallel activities. All flows that come from a Fork at some point in the process should go to a Join. Whenever there are pending parallel activities, the process is placed in Join until all activities are completed. When the tasks are completed, the process is moved automatically to the next activity.

To delete the element from the process diagram, simply click Delete, represented by a bin.

Flows are mechanisms that define to which activity the process may follow

To delete the element from the process diagram, simply click Delete, represented by a bin.

Name
Name to be assigned to the flow.

Flow activ.
Text to be used to identify the advance action from the source activity to the target activity in the process flow. The entered text is displayed to the user as an action option when performing the source activity. That is optional and, if it is not entered, the target activity name will be used.

Automatic flow
When it is checked, the activity will be moved automatically to the target activity when its deadline expires. For this to happen, configure an Automatic Flow scheduling. For more details on how to configure scheduling, see Task Scheduler.

Allows return
When checked, it is possible to return the request from the target activity to the source activity.

Return activ
Text to be used to identify the advance action from the target activity to the source activity in the process flow. The entered text is displayed to the user as an action option when performing the target activity. That is optional and, if it is not entered, the source activity name will be used. This field is enabled only when the Allow return option is checked.

Title
Add a transaction title with up to 70 characters.

Description
Add a description with the main details, containing up to 255 characters.

Title of the description link
Add a description link title with up to 70 characters.