Defining and configuring a process

The definition of a process includes activities that were previously defined and optional steps.

Activities that make up a process

Different types of processes are made up by different sets of activities. The next table describes what activity modes go into a specific process.
Table 1. The activity modes that make up a process
Process Type Activity Modes
Workflow
  1. A starting GEN activity Generation icon (puzzle piece)
  2. Any number, including 0, of AUTH activities Authorization icon
  3. A final and single EXE activity Execution icon
Direct A single EXE activity Execution icon
Escalation At least one AUTH activity Authorization icon

Defining a process

To define a process, follow these steps:
  1. In the Process tab, select Actions > Add.
  2. In the Details tab, set the main attributes for the new process and click Next.
  3. Depending on the process type that you specified in the previous step, the Configuration tab is populated with a set of activity icons.

    A vertical bar of the activity block types is displayed on the left side of the pane. It shows the blocks that you can select based on the process type that you are defining.

  4. For a Workflow process, select the GEN activity block type (Generation icon (puzzle piece)) on the left to place the block in the center of the window. Select this block to configure the activity.

    The activity configuration pane is displayed.

  5. In this pane, you can:
    • Create a filter in the activities set, choosing a registered context in Context.
    • Select one of the activities in the list.
    • Click Details to view the configuration of the activity.
    • Click Create to create a new activity (see how to configure an Activity).
  6. Click Ok to close the Activity window and to confirm the previous operations.
  7. Click Add activity icon if you need to add one or more extensions to the activity that you defined.
  8. For a Workflow or Escalation process, select the AUTH activity block type (Authorization icon) on the left to place the block in the center of the window. Select this block to configure the activity.

    The activity configuration pane is displayed.

  9. Repeat steps 5, 6, and 7 for this block.
  10. Repeat steps 8 and 9 for every AUTH activity added to the process.
  11. For a Workflow or Direct process, select the EXE activity block type (Execution icon) on the left to place the block in the center of the window. Select this block to configure the activity.

    The activity configuration pane is displayed.

  12. Repeat steps 5, 6, and 7 for this block.
  13. Click Save.

In a Workflow process, the GEN activity sets the context. All the activities that can be selected in the steps that follow, inherit the activity context defined in the first step.

You must associate each block that describes the flow of a process with a specific activity context. If you do not make this association, you can still select the next block.

After you saved the process, you can at anytime click any of its activity blocks to view and optionally modify the setup of the activity.

You can add an extension to each activity to make the behavior of the activity more flexible. To add an extension, right-click the arrow Activity context icon that you find on the upper right of the activity block. A box menu is displayed. It contains options that are shown depending on the settings of the activity. The options are described in the next table.
Table 2. Activity extensions that you can define
Action Extension Description
Add Pre-action Displays the Insert Rule window where you can add a rule that was previously defined in Access Governance Core. The rule is carried out before the activity starts.

Appends a Pre-action icon, Icon portrays a right arrow, on the left of the activity block.
Post-action Displays the Insert Rule window where you can add a rule that was previously defined in Access Governance Core. The rule is carried out after the activity completed.

Appends a Post-action icon, Icon portrays a left arrow, on the right of the activity block.
Notification Displays a Notification window where you can define the details of an email or of an SMS message that is sent after the activity completed.

Appends a Notification icon, Icon portrays a mail envelope, on the right of the activity block.
Escalation Adds the possibility to escalate the authorization activity to another user. This action might be needed when the request presents a segregation of duties conflict.

Displays the Select Escalation Process window where you can select an escalation process from the ones that were already defined in Process Designer. These processes are based on the Incompatibility Management activity context. These processes are not based on the Redirect Management activity context, which is time based.

Appends an Escalation icon, Icon portrays a flag, on the left of the activity block.
Remove Pre-action Removes the pre-action from the activity. The rule is no longer run. The icon is removed from the activity block.
Post-action Removes the post-action from the activity. The rule is no longer run. The icon is removed from the activity block.
Notification Removes the notification from the activity. The notification is no longer sent. The icon is removed from the activity block.
Escalation Removes the link to the escalation process. The icon is removed from the activity block.
Remove Activity   Removes the activity block from the process. The activity block is removed.
Required Auth True Applies to authorization activity blocks. It specifies that the authorization step is required to complete the activity.

The frame of the authorization activity block shows in green.
False Applies to authorization activity blocks. It specifies that the authorization step is not required to complete the activity.

The frame of the authorization activity block shows in gray.
When you finished building the process in the Configuration tab, select one of the following actions.
  • To return to the Details tab, select Previous.
  • To proceed with the definition of a WorkFlow process, select Next and set up policies that manage the expiration of the associated authorization request.
  • To proceed with the definition of an Escalation process, select Next and choose an action for the associated escalation request.
  • To proceed with the definition of a Direct process, select Next and assign a role (with the Assign tab) to the activities of the process that you built.

Copying a process

If you need to modify a process that is online, your best option is to clone the project and to modify its copied version. In this way, you can keep the process online while you modify its clone and, when you are finished, replace the process online with the modified version.

Note: The activities of a process are copied along with the process.
Copying a process does not include these items:
  • The roles that are associated with the activities that form a process (see Process > Assign).
  • The user menu that is associated with the roles and activities (see Configure > Menu).

For this reason, after you copied a process, ensure that you associate the roles to the activities and create the menu for linking activities.

To copy a process, follow these steps:
  1. In the Process tab, select the process.
  2. Select Actions > Copy
  3. In the Details tab, change the Name and the Description of the process. The system automatically changes the process name from Process Name to Process Name-Copy
  4. Click Save.