Defining and Maintaining Workflows

 

The following sections introduce you to WebLogic Process Integrator workflow templates and workflow template definitions. It also explains how to perform a number of workflow template definition and maintenance tasks.

• Understanding Workflow Templates and Workflow Template Definitions

• Opening Workflow Template Definitions

• Saving and Closing Workflow Template Definitions

• Printing Workflow Template Definitions

• Copying Workflow Template Definitions

• Deleting Workflow Template Definitions

• Deleting Workflow Templates

• Understanding Effective and Expiry Dates

• Exporting Workflow Template Definitions

• Importing Workflow Template Definitions

• Displaying Workflow Instances

 

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Understanding Workflow Templates and Workflow Template Definitions

A workflow template is, in essence, a folder or a container for WebLogic Process Integrator workflow template definitions. Each workflow template can hold one or more WebLogic Process Integrator workflow template definitions. WebLogic Process Integrator workflow template definitions are identified in the folder tree by an Effective and Expiry date. (See Understanding Effective and Expiry Dates.)

Figure 3-1 Workflow Templates and Workflow Template Definitions

Creating a New Workflow Template

To create a new workflow template:

1. Right-click on the Templates folder in the WebLogic Process Integrator main window.

2. Select New Template from the pop-up menu to display the Template Properties dialog box.

   Figure 3-2 Template Properties Dialog Box

   

3. In the Name field, enter a meaningful name for the workflow template. All workflow template definitions defined within this workflow template use this name for identification, once they are instantiated (placed into run time) and become workflow instances. The name must be unique.

4. In the Organizations section of the dialog box, select the organization (or organizations) under which you will define this workflow template.

5. To make the workflow template available to all organizations, click All Orgs; to make the workflow template available to no organization, click No Org.

6. Click OK. The new workflow template appears under Templates in the folder tree of the WebLogic Process Integrator main window.

Creating a New Workflow Template Definition

To create a new workflow template definition, proceed as follows:

1. Right-click the workflow template that will contain the new workflow template definition in the folder tree.

2. Choose New Template Definition from the pop-up menu to display the Template Definition dialog box.

   Figure 3-3 Template Definition Dialog Box

   

3. In the Template Definition dialog box, specify the following:

   • Effective — Select the exact date and time when this workflow template definition will become effective.

   • Expiry — Optionally select this checkbox to set an expiry date for the workflow template definition. For more information, see Understanding Effective and Expiry Dates.

     Note: If the Expiry option is not selected, the workflow template definition will always be valid and effective.

   • Enable auditing — Allows the workflow template definition analyst to send audit and error messages to the WebLogic Process Integrator audit topic: wlpi.AuditTopic. The JMS topic for audit entries defaults to wlpi.AuditTopic. This can be changed in the weblogic properties file.

   • Notes — Free-form optional field where general comments describing the workflow template definition can be entered.

4. Click OK to save changes and display the workflow drawing area.

In the workflow drawing area, a default workflow template definition is presented along with a toolbar containing drawing shapes used for defining the workflow template. The default workflow template definition contains three shapes: Start, Task, and Done. Modify and define properties for the default workflow template definition as needed.

More than one workflow template definition diagram can be opened simultaneously, and you can toggle between these within WebLogic Process Integrator.

Figure 3-4 Workflow Drawing Area

Specifying Workflow Template Definition Properties

To specify the properties of a workflow template definition:

1. Right-click anywhere in the workflow drawing area, and choose Properties from the pop-up menu to display the Template Definition dialog box.

   Figure 3-5 Template Definition Dialog Box

   

2. In the Template Definition dialog box, specify the following:

   • Id — Expression specifying the label the system will generate at run time to distinguish instances of the same workflow template definition. (Workflow instances are created when a workflow template definition is placed into run time. There can be multiple instances of the same workflow template definition.) This Id is used to tag both the workflow template definition instance and tasks within the workflow template definition, giving the user contextual information at run time. For example, an instance of a workflow template definition can include date and time, invoice number, customer name, and other relevant information that differentiates it from others.

     Note: Expressions are modeled on structured query language (SQL). If you know the syntax of the expression you want to use, you can type the expression directly in the field. Alternatively, click the A+B button to display the Expression Builder dialog box. The Expression Builder helps you construct an expression, which is made up of functions, operators, literals, and variables. For more information on constructing expressions, see Using Expressions and Conditions.

   • Active — If selected, indicates that the workflow template definition is active and available for processing. A new workflow template definition defaults to the inactive status and must be activated before it can be processed. Often workflow template definitions that are currently in development are inactive to prevent premature invocation. It is important to note that inactive workflow template definitions cannot be instantiated (placed into run time). Also, imported workflow template definitions are marked inactive and must be marked active in order for them to be processed.

   • Effective — Exact date and time when the workflow template definition will become effective and can be instantiated.

   • Expiry — Optional selection to set an expiry date for the workflow template definition using the available drop-down list.

   • Enable audit to JMS (Java Message Service) topic — Allows the workflow template definition analyst to send audit messages to any external program that may be listening on a particular JMS topic; the external program can then do what it needs to do with the audit information.

   • Notes — Free-form optional field where general comments describing the workflow template definition can be entered.

   • Last Changed On — Read-only field showing the date that the workflow template definition was last updated.

   • Last Changed By — Read-only field showing the userid of the last person to change the workflow template definition.

3. Click OK to save changes. If you click Cancel, any pending changes to the fields in the Template Definition dialog box are discarded.

 

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Opening Workflow Template Definitions

To open an existing workflow template definition:

1. Right-click the workflow template definition in the folder tree, and choose Open from the pop-up menu.

   Figure 3-6 Workflow Template Definition Menu

   

   The Existing Instances dialog box is displayed, if there are existing instances of the selected workflow template definition, meaning that the selected workflow template definition has been started and an instance of the template definition exists in the server. Multiple instances of a single workflow template definition can exist.

   Figure 3-7 Existing Instances Dialog Box

   

   This message warns that changing a workflow template definition might cause a problem with the workflow template definitions currently in process.

2. Select from the following options:

   • Open Read-Only — Open the selected workflow template definition for viewing purposes only.

     Note: Opening a workflow template definition in read-only mode prevents you from modifying a workflow. In fact all user interface options relating to making changes to workflows are not accessible. For example, you cannot access the OK button on a given Properties dialog box, shapes are browned out and cannot be added to the workflow drawing area, and so forth.

   • Open — Open the selected workflow template definition for view and update.

   • Cancel — Close this dialog box.

 

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Saving and Closing Workflow Template Definitions

When you make changes within WebLogic Process Integrator Studio, you must save them. If you make changes to a workflow template definition and attempt to close the workflow template definition in the drawing area without saving it, you will be prompted to save.

In the WebLogic Process Integrator Studio folder tree, an asterisk (*) appears to the left of each workflow template definition that needs to be saved. From the folder tree, you save by right-clicking the workflow template definition and choosing Save from the pop-up menu. From the workflow drawing area, you save by right-clicking in the drawing area and choosing Save.

A workflow template definition cannot be modified unless it is opened. When a definition is not open, you cannot modify its values. Once you open a definition, it is locked and cannot be opened by another user. When you close a definition, it is unlocked and available for use by another user.

 

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Printing Workflow Template Definitions

You can print workflow template definition diagrams from WebLogic Process Integrator. There are two methods for invoking the print facility.

• Right-click the workflow template definition in the folder tree of the Studio and select Print from the pop-up menu.

• Right-click anywhere in the workflow template definition diagram in the drawing area and select Print from the pop-up menu.

The following dialog box is displayed.

Figure 3-8 Print Workflow

The Text tab contains information relevant to each workflow node, including action and node notes, as well as details on actions within tasks, events, decisions and done nodes, including sub-actions within actions.

The Graphics tab contains a diagram of the workflow template definition.

Click Print to print the information on the selected tab, or click Print All to print both the information contained in the Text tab and the diagram contained in the Graphics tab.

The Print dialog box is displayed. Select the printer name and click OK.

Figure 3-9 Print Dialog Box

 

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Copying Workflow Template Definitions

WebLogic Process Integrator allows you to take an existing workflow template definition, copy it, and paste it as a new workflow template definition into the folder tree. When this is done, all of the assigned workflow template definition properties are copied as well. This saves you time when you must create more than one workflow template definition with similar properties. The properties of the new workflow template definition can be modified as needed.

In addition, WebLogic Process Integrator allows you to copy nodes (shapes) within workflow template definitions and paste them into the current workflow template definition or other open workflow template definitions. All properties assigned to nodes are copied as well.

Note: The copied (new) workflow template definition will not be marked active. You must mark it active in the workflow Template Definition Properties dialog box in order for it to be processed in the workflow.

Copying Entire Workflow Template Definitions

To create a new workflow template definition based on an existing workflow template definition and its assigned properties, in the folder tree, right-click the workflow template definition to be copied, and choose Copy from the pop-menu. A copy of the selected workflow template definition is instantly pasted as the last workflow template definition in the folder tree, and the new workflow template definition is opened and displayed in the drawing area. The new workflow template definition contains the same effective and expiry dates as the original workflow template definition. See Understanding Effective and Expiry Dates for more information on this topic.

To rename the new workflow template definition, right-click anywhere in the drawing area, choose Properties from the pop-up menu to access the Template Definition dialog box, and make changes as needed. Modifying the Expiry and Effective dates changes the name of the workflow template definition in the folder tree and reflects the new dates.

Copying Nodes within Workflow Template Definitions

You can copy a shape representing a node within a workflow template definition and paste it into the current workflow template definition or into another open workflow template definition. Any properties that have been defined within the node are also copied. To do so, proceed as follows:

1. Click the node that you will copy.

2. Right-click in the drawing area, and select Copy from the pop-up menu.

3. Place your cursor in either the current workflow template definition or another open workflow template definition, depending on where you want to paste the shape, and right-click.

4. From the pop-up menu, select Paste.

The shape is pasted in the indicated workflow template definition. Modify the properties of the node as needed.

Copying Actions within or between Workflow Node Shapes

WebLogic Process Integrator also allows you to copy actions within or between shapes representing a node within a workflow template definition. Any properties that have been defined within the action are also copied. The ability copy actions saves you time.

Copying Actions within Workflow Nodes

The ability to copy actions within workflow nodes is useful when, for example, you must define a new action within a workflow task node that will contain properties similar to an already defined action within that task node. By copying the existing action and pasting it as a new action within the same task node, you save yourself time. Rather than having to define a whole new action, which might be a complex action, you might only have to make one or two modifications to the pasted action.

To copy actions within the same node, proceed as follows:

1. From the drawing area, right-click the node shape containing the defined action that you will copy.

2. Select Properties from the pop-up menu to display the Properties dialog box for that node shape.

3. In the Actions portion of the window, select the appropriate tab containing the action to be copied: Created, Activated, Executed, or MarkedDone.

4. Right-click the defined action that you will copy, and select Copy from the pop-up menu.

   Figure 3-10 Copy Action

   

5. In the Actions portion of the window, select the appropriate tab where you will paste the action: Created, Activated, Executed, or MarkedDone.

6. Right-click anywhere in the Actions portion of the window.

7. Select Paste from the pop-up menu.

8. Depending on the copied action, a dialog box appears that corresponds to the copied action.

9. Make changes, if needed, to the action definition, and Click OK. The action is copied into the Actions portion of the window.

Copying Actions between Workflow Nodes

The ability to copy actions between workflow nodes benefits you in the same manner as the ability to copy actions within workflow nodes. However, rather than copying actions within the same workflow node, you copy actions within one node and paste them into another node within the same workflow template definition. The ability to copy actions between nodes simplifies and speeds up the workflow definition process. When an action is copied, all of its properties are also copied, so you do not need to redefine all of the properties in the pasted node.

To copy actions between nodes, proceed as follows:

1. From the drawing area, right-click the node shape containing the defined action that you will copy.

2. Select Properties from the pop-up menu to display the Properties dialog box for that node shape.

3. In the Actions portion of the window, select the appropriate tab containing the action to be copied: Created, Activated, Executed, or MarkedDone.

4. Right-click the defined action that you will copy, and select Copy from the pop-up menu.

   Figure 3-11 Copy Action

   

5. From the drawing area, right-click the node shape to which you will paste the defined action.

6. Select Properties from the pop-up menu to display the Properties dialog box for that node shape.

7. In the Actions portion of the window, select the appropriate tab to which the action is to be copied: Created, Activated, Executed, or MarkedDone.

8. Right-click anywhere in the Actions portion of the screen, and select Paste from the pop-up menu.

   Figure 3-12 Paste Action

   

9. Depending on the pasted action, a dialog box appears that corresponds to the action.

10. Make changes, if needed, to the action definition, and Click OK. The action is pasted into the Actions portion of the window.

 

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Deleting Workflow Template Definitions

To delete a workflow template definition, right-click the workflow template definition name in the folder tree, and choose Delete from the pop-up menu. The Delete Workflow dialog box asks you to confirm or cancel the delete.

Note: The workflow template definition must be closed in the drawing area before you delete it, or you will receive an error message.

Figure 3-13 Delete Workflow Dialog Box

When a workflow template definition is deleted, the following also occurs:

• All instances of that workflow template definition are deleted (including all tasks regardless of their current status).

• All history relating to that workflow template definition is deleted and is therefore no longer available in statistical reports.

• Workload reports that refer specifically to the deleted workflow template definition are changed to refer instead to all remaining workflow template definitions.

 

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Deleting Workflow Templates

You can delete a workflow template from WebLogic Process Integrator, in which case all workflow template definitions within the workflow template are also deleted. To delete a workflow template (and all of its workflow template definitions), proceed as follows:

1. Right-click on the workflow template name in the folder tree.

   Figure 3-14 Delete Template

   

2. Choose Delete to display the Delete Template dialog box.

   Figure 3-15 Delete Template Dialog Box

   

3. Click Yes to delete the workflow template and all of its workflow template definitions, or click No to cancel the delete.

 

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Understanding Effective and Expiry Dates

In the folder tree, a workflow template definition name consists simply of its Expiry and Effective dates. The effective and expiry dates represent the range of time within which the workflow template definition is available for instantiation.

The Effective and Expiry Date features are useful in that they allow you to make workflow template definitions valid for exact periods of time. Perhaps you have a cyclical business, which requires you to run a particular workflow template definition for the first six months of the year, followed by a second workflow template definition having different tasks or variables the remaining six months of the year.

Rather than having to manually inactivate one workflow template definition and activate another at different times, you can define separate workflow template definitions having different properties and make them available at the right time by managing the effective and expiry dates.

Within a single workflow template, a workflow template definition's timeline cannot overlap that of another workflow template definition. In other words, only one workflow template definition can run at a time within one workflow template.

You can not have two active definitions with the same effective date. When trying to make a workflow template definition active, WebLogic Process Integrator prevents you from doing so, if another definition with the same effective date exists.

 

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Exporting Workflow Template Definitions

You can export a workflow template definition from WebLogic Process Integrator to any drive mapped in your computer. You can, for example, move a workflow template definition from WebLogic Process Integrator Studio to another system, allowing you to use the workflow template definition in a third-party modeling tool. An exported workflow template definition is saved as an XML document.

To export a workflow template definition, right-click it in the folder tree, then choose Export from the pop-up menu. In the Save dialog box, select the drive where you will save the exported workflow template definition.

Figure 3-16 Save Dialog Box

 

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Importing Workflow Template Definitions

You can import a workflow template definition (that was previously exported) into WebLogic Process Integrator to create a new workflow template definition.

Note: Imported workflow template definitions are always marked as "inactive." Before an imported workflow template definition can be instantiated, you must change the definition to "active" in the Template Definition dialog box. Refer to Creating a New Workflow Template Definition.

To import a workflow template definition, proceed as follows:

1. In the WebLogic Process Integrator folder tree, right-click the workflow template into which you will import the workflow template definition.

2. From the pop-up menu, select Import Template Definition to display the Save dialog box.

3. In the Save dialog box, select the current location of the exported workflow template definition file on your hard drive, and click Save.

   Note: You cannot import a workflow template definition under a different name from that it contained when it was exported. Otherwise, you will receive a warning message.

   Figure 3-17 Save Dialog Box

   

4. After the file is read, an import confirmation dialog box is displayed that asks you to confirm the import. Click Yes to import the workflow template definition.

   Note: In some cases, importing workflows may display warning messages. When a workflow template definition contains a Perform Business Operation or Start Workflow action, the actions must be redefined when the actions are imported in a workflow.

 

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Displaying Workflow Instances

When a workflow template definition is started, the WebLogic Process Integrator server creates a new instance (or session) of that workflow template definition. Regardless of how many workflow template definitions exist for a given workflow template, the WebLogic Process Integrator server chooses only one of these definitions to instantiate. It chooses the most effective of the active workflow template definitions. For example, consider three definitions defined with the following effective dates:

• January to March

• April to June

• July to September

If you instantiate your workflow in February, the most effective of the active workflow template definitions for the workflow template is selected, in this case, the one with the effective date of January to March.

To display the instances of a workflow template definition for monitoring purposes, right-click the workflow template folder and choose Instances from the pop-up menu. Refer to Monitoring Workflows, for further details.