Building new FileNet P8 processes to complete activities

You can use FileNet P8 IBM® FileNet Process Designer to define and connect steps in a process that case workers must complete so that a workflow activity can be completed. The process automates the routing and processing of your case documents and case data for a specific business process.

About this task

You can build a FileNet P8 process that consists of the following information by using the Step Designer in Case Builder:

Graphical map

The graphical map shows the sequence of steps that must be completed for the business process. Each step represents a specific action in the business process.

Swimlanes

Each activity includes a System swimlane and a Launch Step swimlane. The System swimlane contains rule steps and system steps that are assigned to FileNet system processes, such as component steps and submap steps that can be created with IBM FileNet Process Designer. Steps in the System swimlane cannot be edited in the Step Designer. Placeholder steps, stub steps, can be added to the system swimlane for component, submap, or systems steps. You cannot add steps to the System swimlane and you cannot delete the System swimlane.

Each workflow contains a Launch Step swimlane. For activities that start automatically or manually, you cannot edit the steps in the Launch Step swimlane. For discretionary activities, you can edit the steps in the Launch Step swimlane. For example, you can assign a workgroup to the Launch Step for the case worker to assign the workgroup members.

You cannot add steps to the Launch Step swimlane. Supported steps that were added to the workflow by IBM FileNet Process Designer that do not have a workgroup or role associated are shown in the Launch Step swimlane. You cannot delete the Launch Step swimlane.

Steps

To create a step you must add it to a swimlane. Connectors set the routing between steps in the swimlanes. Connectors also have properties such as name, description, and condition. The step response can be used as a connector condition.

After a step is initially assigned to a swimlane, you can move it to another swimlane only by updating the Swimlane step property. A step that you move to a different swimlane retains all connectors.

You add details for each step, including who completes the step, which attachments are required, what data is necessary, what responses the participant can choose, deadlines, and other step properties.

You can add a stage step to move the case to handle the lifecycle of case stages. A stage step can be used to move the case to the next stage, put the current stage on hold, release the hold on the current stage, or restart the previous stage.

You can add a rule step to the System swimlane to determine process routing or update case properties based on a business rule. Before you create a rule step, you must define the business rule that you want to associate with the rule step.

You can add a property step to the System swimlane to set the value of a case or activity property. For example, you want to offer a 20% discount when the transaction amount is more than $1,000. You create an activity and specify a precondition that the activity runs only if the Transaction_Amount property is more than 1000. In the activity, you add a property step to set the Product_Discount property to 0.2. Alternatively, you can use the property step to set the Product_Discount property to the value of another property, such as Discount_Allowed.

You can add a placeholder step, or stub step, to the System swimlane for component, submap, or system steps.

To add data fields to a step, use IBM FileNet Process Designer.

Connectors

Routing logic specifies how work advances from one step to the next. Routing can branch based on the user responses that are defined for the step or the routing might be straight from one step to the next. Routes can cross swimlanes to permit workers in different roles or workgroups to complete the steps.

Procedure

To build a workflow by using FileNet P8 IBM FileNet Process Designer:

From the Activities page, click the Edit steps icon to display the step designer for an activity.
Optional: Click Manage Workgroups to add a workgroup that can include users or groups.
You must create a workgroup before creating a workgroup swimlane. A case worker can specify the workgroup members later.
From the Palette, add swimlanes.
- To create a swimlane for a specific role that is defined in this solution, drag Role Lane to the canvas.
- To create a swimlane for a specific workgroup that is defined in this activity, drag Workgroup Lane to the canvas.
By default, roles and workgroups are assigned to swimlanes in alphabetical order. You can change the role or workgroup for a swimlane in the Role Property or Workgroup Property section.
To create a new step, drag Step to a specific swimlane in the canvas.
Select the step and specify properties for the step in the Step Properties section, then click OK.
You can specify a step name, description for the step, the instructions that are displayed to the case worker for this step, a deadline for completing the step, case worker responses to the step, and other step properties.
You can also specify the case properties, attachments, or data fields, and the workgroup that the step is assigned to, in the Step Properties section.
Create routes in the workflow from one step to another.
You can define a name and description. Select the appropriate response or no condition.
Apply your changes and validate the workflow.
You can also specify the case properties, response, attachments, or data fields, and the workgroup that the step is assigned to, in the Step Properties section.

The steps and routes are validated and a message is displayed in the status bar. Correct any errors before proceeding.
Important: The validation tool performs syntactic validation only.
To save the workflow, the activity, and the solution, click Save.

Attention: If you add a swimlane, but you do not add any steps to the swimlane, the swimlane will not be saved when you save the workflow.