Business Process Designer > BPMN Processes > Graphical elements / Send document/app item

Send document/app item

sdai 1The Send document/app item graphical element is used in a process when its participants have to familiarize themselves with a file, a document or an app item. The users receive a task containing a link to the object that they have to view or read. After that, a list of informed users is created on the object's page.

Say, the CCO develops a sales plan which is then approved by the CEO and sent to the sales reps for reading. The sales reps receive a task that contains a link to the sales plan. Once a sales rep reads the message, he or she is added to the list of informed users.

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This operation does not suspend the process. The workflow will go to the next step regardless of whether all the participants have been familiarized with the file or app item, or not.

To open the element's settings, double-click on its shape on the process diagram.

начало внимание

Before configuring the settings, make sure that the process context contains a variable for storing the object that the users will have to view or read.

конец внимание

General tab

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  • Name*. Enter the text that will be shown on the process diagram.
  • Task name*. Enter a brief and informative subject. It will be used as the title for the task shown to users in their activity stream. To include context variables into the subject, click on the {+} symbol in the right corner of the field.
  • Item to send. Select the context variable to store the file, document or app item that you want the users to view or read.
  • Message body. Here you need to specify all the information that you want the employees to see. Also, you can use context variables to, for example, add a comment of a process participant. To include a variable, click on the {+} symbol in the right corner of the field.

Deadline tab

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On this tab, you can configure the due date for the task, as well as determine what happens if the task is not completed at the specified time.

There are two ways to set the deadline:

  • Exact time. Specify the number of days, hours or minutes that the executor has to complete the task. The business calendar can be taken into account;

If the task belongs to a swimlane with multiple executors, each of the executors will have the specified number of days, hours, and minutes to complete the task.

  • Variable. Sometimes it is important to complete the familiarization before a certain deadline. For example, an employee can specify the exact date when his colleagues should familiarize themselves with the new internal regulations. By this day, all specified users should already have read the document. In this case, you can use a context variable of the date/time type to define the deadline for the task.

If the approval task belongs to a swimlane with multiple executors, and a variable is used to define the deadline, all the executors will have to complete their tasks by this moment, otherwise, the task will be overdue.

In the Notification field, you can select users who will be notified if the executor fails to complete the task on time. You can select the current user, a context variable (for example, the process initiator), a user group or an org chart item.

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By default, a message will be sent to all employees specified in the swimlane settings. To select other recipients, click the Add button.

  • Current user. Executor of the swimlane where the graphical element is placed;
  • Context variable. You can define the recipient by using a process context variable of the User type ;
  • Group. The message will be sent to a specific user group;
  • Org chart item. You can define the recipient by specifying an org chart item.

 

In the Interrupt field, define what the next step in the process will be if the executor does not have time to complete the familiarization before the specified time.

 

ELMA365 will automatically select the specified connector if the specified time expires and the executor does not confirm that the task is completed. On the process diagram, such a transition is marked with a clock icon.

Informed users

Once users receive the message with a link to the file, document, or app item that they have to view or read, a list containing all informed users appears on the file's/document's/app item's page. It shows all the users who read the message and the time when they did it.

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Until the message is read, a question mark will be displayed next to the user's name. After the user reads the message, the question mark will be replaced with a checkmark.

If the document is modified in some way, for example, the text or the status is changed, the sheet listing informed users is archived. You can always view the archived sheets by clicking on the All sheets link on the right pane.

If necessary, the informed user list can be downloaded as an xls file. To do this, open the sheet archive and click on the upload button on the right.

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If necessary, the unloaded sheet can be printed and, for example, attached to a paper copy of the document. The sheet contains the name of the document, lists their familiarized and decisions, indicates the dates of the decision and their comments.

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