Online Help

What is a workflow

The Workflow App on Bricsys 24/7 allows you to design, edit and manage workflows to automate processes (e.g. approvals of documents). A workflow on Bricsys 24/7 contains activities and transitions.

  • An activity can be a task to somebody or an automated action like copy document to another folder, move document to another folder,….
  • A transition is a path between activities and leads the continuity of the workflow.

Workflow running

Workflow App overview

Workflow App overview

App Menu

Here you find all Workflow folders you have access rights to.. If you select one of them, the App Content will show all the workflows of this particular Workflow folder.

App Content

If you select a workflow folder in the App Menu, the App Content will show all the workflows of this folder.

Workflow App actions

All the actions in the App Content are stored in two different places. They can be found on top of the App Content and the Hover Bar (See Bricsys 24/7 Overview > Actions). Here is an overview of all actions you can do in the Workflow App.

Add workflowAdd workflow

See setup a workflow

Workflow ReleaseRelease workflow

See setup a workflow

EditEdit workflow

See workflow editor

CopyCopy workflow

MoveMove workflow

Add to BinderAdd to binder

See The Structure App > Binder

DeleteDelete

Set up a workflow

  1. Select the workflow folder in which you want to add a workflow.
  2. Click add workflow (Actions).
  3. Fill in name of workflow and select a coordinator role (every workflow has a coordinator).
  4. Create your workflow in the Workflow-editor and save it (See Workflow-editor).
  5. Select the new workflow (in the App Content of the Workflow folder) and click edit.
  6. Set status from new to released.

Attach a workflow to a document/folder

Attach a workflow to a document

  1. Go to a document select and click add workflow (see Structure App > actions)
  2. Choose which workflow you want to attach, who will be the coordinator and give the workflow a name
  3. Start the workflow

Attach a workflow to a folder

If someone uploads a file in a folder, the workflow will be attached immediately to the document and will start right away (See Administration App > structure).

Workflow editor

In the editor you can create a workflow by drag and drop activities and transitions.

Workflow editor actions

Workflow editor

SaveSave

Do not forget to save before you shut down the editor.

Zoom possibilities

Zoom inZoom In
Zoom outZoom Out
Zoom widthFit Width
Zoom heightFit Height
Zoom pageFit Page

Drawing-tools

Add activityAdd Activity

To create an activity, select the Add Activity button and click the grid (See Create a Workflow for more options).

Add transitionAdd Transitions

Transitions are the paths between activities and are leading the continuity of the workflow. They can be added by selecting the Add Transition button and click 2 activities in the right order (See Create a Workflow for more options).

Add transition pointInsert Transition Point

If you want to add a transition point on a transition to get for example an overview-friendly workflow, select the Insert Transition Point action and click a transition.

Start ParallelStart Parallel Path

If you want to split a path, select the Start Parallel Path action and click the grid.

End parallelSynchronize Parallel Path

If you want 2 or more paths to come together, select the Synchronize Parallel Path action and click the grid.

EditEdit

If you want to change activities or edit transitions, select the Edit action and click an activity or a transition.

UndoMove

If you want to move something in the grid to get for example an overview-friendly workflow, select the Move action and drag and drop.

Erase (Delete)Erase

If you want to delete something from your grid, select the Remove action and click an activity, transition or a start/synchronize parallel path to remove.

UndoUndo
GridGrid

Tips on the grid

T: The overdue functions are set on this transition.

n: How many times has the workflow passed this transition

Create a Workflow

Add activity1. Add activities

Start Parallel2. Add start/synchronize parallel paths (optional)

Undo3. Move / Edit your workflow (optional).

Add transition4. Add transitions

Save5. Title and save the workflow

Workflow running

Add activity1. Add activities

Workflow activities

A. Add an activity to the grid
B. Fill in name of activity
C. Choose an action: (type of the activity)
  • Assign task to somebody: Someone will get a question and has to answer with some proposed answers. (The proposed answers will be the names of the transitions that are leaving the activity)
  • Copy document: Copy a document to another folder (all the attached annotations, links,….. won't follow the copy).
  • Set a document status: Switch the document status to a status you choose.
  • Add to binder: Add a document to a binder.
  • Remove from binder: Remove a document from a binder.
D. According to the action you chose (B), you have to choose some options or fill in some fields.
  • Fill in question:
    • Fill in the question of the task (For example: Do you approve?)
  • Move to:
    • Ask to select: If someone has to choose to which folder the document has to be moved.
    • Select the folder you want to move the document to
  • Copy to
    • Ask to select: If someone has to choose to which folder the document has to copied to.
    • Select the folder you want to copy the document to.
  • Set document status
    • Ask to select: If someone has to choose the document status.
    • Select the status for the document.
      • You can choose out of the standard statuses .
      • If you are an admin, you can edit these statuses(See Administration App > Document settings).
  • Folder (add/remove binder)
    • Ask to select: If someone has to choose which binder the document has to be added to /be removed from.
    • Select the folder to which you want to add/remove the document from.
E. Choose who needs to react (if you have chosen this in C)
  • Assign the task to:
  • Choose a role that has to do the task.
  • Specify who has to do the task
    • The actor of the previous activity or the coordinator has to select who will be the actor of the next activity.
    • The first to react. Everyone of the role will get the task but as soon as someone did the task, the others do not have to do it anymore.
    • Everyone: Everyone of the role will get the task and everyone has to do the task
F. Choose a reminder and/or a deadline (optional)
  • Send a reminder: After the selected time, the selected person will get a reminder of its task
  • Act within: If the selected person doesn't react in time, the workflow will continue. (If you're creating a transition you can specify on which transition the workflow has to continue, see add transition.

Start Parallel2. Add start/synchronize parallel paths (optional)

Workflow paths

A. Add Start Parallel Path

If the path of your workflow has to split, you have to add a start parallel path.

For example: Because of the split Management and Sales will get a task at the same time

A. Add Synchronize Parallel Path

If you want 2 or more paths to come together add a synchronize path.

For example: Because of the synchronize path, the workflow will continue if the previous tasks are both completed (Sales approved and Management approved)

Undo3. Move / Edit your workflow (optional).

Add transition4. Add transitions

Workflow transitions

After you created activities (and optionally added start/synchronize parallel paths) you have to add transitions.Transitions are the paths between activities and are leading the continuity of the workflow.They can be added by selecting the add activity button in the drawing-tools and by following the next steps.

A. Create a transition from one to another activity
  • Click the activity the transaction has to start from.
  • Click the activity the transition has to go to.
B. Transition settings
  • Add no status (automatically)
    • If you do not add a status to the transition, the workflow will continue automatically via this transition.
  • Add one status (non-automatically)
    • If you're adding a status to a transition, the actor of the activity has to respond to the activity before the workflow will continue. The status that is filled in the transition will be the proposed answer for the actor. When the actor selects this proposed answer the workflow will continue.
    • For example after a task-activity (See Add activity > Assign task to somebody).
      • The actor will get a task.
      • That actor now can select the proposed answer (status you filled in, for example I approve).
      • If the actor now selects this proposed answer, the workflow will continue via this transition to the next activity.
  • Add more statuses (non-automatically)
    • If you want several proposed answers leading to the same activity. (For example: I approve, I approve with comment).
C. Transition Overdue (optional)
  • When activity is overdue, change state of this transition to: (fill in)
  • If you selected that the actor of the task has to act within a certain time (See Add activity > Choose a reminder and/or a deadline), you can choose here that the workflow will continue automatically via this transition.
    • For example if the actor doesn't react within 2 weeks, the workflow will continue to the next action via this transition.

Save5. Title and save the workflow

After you created all your activities and transitions, do not forget to name and save your Workflow in the workflow editor before you close the editor.