Creating a Workflow Process

This chapter describes how to create a workflow process. It includes the following topics:

Creating the Workflow Process Object Definition

This task is a step in Roadmap for Developing Workflow Processes.

This topic includes the following topics. Each of these topics describes a possible option you can use to create an object definition for a workflow process:

For more information, see Object Hierarchy That Workflow Processes Use.

For an example that describes how to create a workflow process, see Defining a Workflow Process That Creates an Activity for a Sales Representative.

Naming a Workflow Process

When you name a workflow process, the combination of workflow process name and version must be unique. Two workflow processes can contain the same name as long as their version numbers are unique.

Reviewing Existing Workflow Processes

Review existing workflow processes to determine if the workflow process you require is already available or if a similar workflow process exists that you can copy and modify.

To review existing workflow processes

In Siebel Tools, in the Object Explorer, click Workflow Process.
The Object List Editor displays the Workflow Processes list, which lists object definitions for the workflow processes.
In the list of existing workflow processes, examine the following properties to determine if a workflow process exists that might meet your business requirements:
- Process Name
- Business Object
- Workflow Mode
If you find a workflow process that is a potential candidate, then right-click it in the Workflow Processes list, click Edit Workflow Process, and then use the Process Designer to examine the flow of steps and step properties.
If you find a workflow process that you can use as the basis for a new workflow process, then right-click it, and then click Copy Record.
For more information, see Copying a Workflow Process.

Copying a Workflow Process

If you copy a workflow process, then Siebel Tools creates a new workflow process that is identical to the original except that it creates a unique name for the new copy, such as 04-K88GQ, and it sets the version of the new workflow process to 0.

To copy a workflow process

Locate the workflow process you must copy.
For more information, see Locating a Workflow Process in the Workflow Processes List.
Right-click the workflow process in the Workflow Processes list, and then chose Copy Record.
Siebel Tools creates a new copy of the workflow process and displays it in the Workflow Processes list. It sets a unique numeric identifier in the Process Name property.
Update the Process Name property so it is meaningful.
Modify the other properties, as necessary, for the new workflow process.

Modifying a Workflow Process

You can modify an existing workflow process.

To modify a workflow process

Make sure the workflow process is editable.
To modify a workflow process, you must make it editable. For more information, see Making a Workflow Process Editable.
Modify the workflow process.
For example, add or remove the workflow process steps.
Revise the workflow process.
For more information, see Revising a Workflow Process.
Deliver the workspace.
For more information, see Activating a Workflow Process.
If the workflow process includes a run-time event, then you must reload the run-time event cache:
- To reload run-time events for a thin client, do the following:
  - In the Siebel client, navigate to the Administration-Runtime Events view.
  - Right-click the context menu, and then click Reload Runtime Events.
- To reload run-time events for the Siebel Mobile Web Client, log out of, and then log back in to the mobile client.
This step makes sure that Siebel CRM refreshes the cache for the workflow process.

Revising a Workflow Process

If you revise a workflow process, then Siebel Tools does the following work:

Creates a new workflow process that is identical to the original.
Does not change the name of the old or the new workflow process.
Increments the value in the Version property for the new workflow process by one. You can compare different versions of a workflow process, starting with Siebel CRM version 8.1.1.9. For more information, see the topic about Comparing Different Versions of a Workflow Process or Task UI in Using Siebel Tools.
Sets the Status of the new workflow process to In Progress.
Sets the Status of the old workflow process to Completed.
Makes the old workflow process not editable.

To revise a workflow process

Locate the workflow process you must revise.
For more information, see Locating a Workflow Process in the Workflow Processes List.
In the WF/Task Editor toolbar, click Revise.
For more information, see Using Process Properties.
Right-click the new workflow process, and then click Edit Workflow Process.
Modify this new version, as necessary.

Creating a New Workflow Process

If you cannot locate an existing workflow process that meets your requirements, then you can create a new one. For an example, see Creating the Workflow Process.

Defining the Primary Business Component

The primary business component is the business component that the Primary Business Component property of the business object references. The Business Object property of the workflow process references this business object. If the Primary Business Component property of the business object does not reference the business component that starts a run-time event, then Siebel CRM does not save the active row of the business component in the Object Id process property. In this situation, you must configure Siebel CRM to get it through some extra processing.

The business object that a workflow process references must contain a primary business component.

To define the primary business component

In Siebel Tools, in the Object Explorer, click Business Object.
In the Business Objects list, query the Name property for the business object that your workflow process references.
In the Properties window, in the Primary Business Component property, choose a business component.

Updating Fields That Reside in Nonprimary Business Component

You can configure Siebel CRM to update a field that resides in a nonprimary business component.

To update fields that reside in nonprimary business component

Make sure one of the following situations exists:
- A join exists between the base table of a primary business component and the field that Siebel CRM must update.
- A link exists between the primary business component and the business component that contains the field that Siebel CRM must update.

For example, assume Siebel CRM must update sales stage data in a workflow process, and that the Business Object property of this workflow process is set to Opportunity. The predefined Sales Stage join on the Opportunity business component allows Siebel CRM to update the Sales Stage field.

Guidelines for Configuring Joins and Links

If you configure joins or links, then it is recommended that you use the following guidelines:

If a predefined join or link does not exist, then you can define one.
In some situations, to update a field in a nonprimary business component, you can copy an existing business object, and then define it in the Business Object property of a workflow process. If you choose a different business component as the primary business component for this business object, then you must make sure the link or join information that is defined for this business component is removed or corrected. If you do not do this, then an error might result.

For more information about:

Defining a business component, see Defining the Primary Business Component
.
Modifying joins and links, see Configuring Siebel Business Applications
.

Diagramming a Workflow Process

This task is a step in Roadmap for Developing Workflow Processes.

Diagramming workflow process steps is an important part of defining a functioning workflow process. The Process Designer allows you to create a visual representation of the entire flow, including decision points and conditional logic. You can define the details for each step while you define each step in the Workflow Designer, or you can define the entire flow, and then define details for each step. For more information, see Using the Process Designer.

To diagram a workflow process

Drag, and then drop a Start step from the palette to the canvas.
A workflow process must contain only one Start step. For more information, see Adding a Start Step.
Drag, and then drop one or more middle steps from the palette to the canvas.
A workflow process can contain one or more steps that perform an action, such as a business service, decision point, sub process, task, stop, wait, or Siebel operation. A workflow process can include more than one of each type of step. For more information, see Adding Steps and Connectors.
Drag, and then drop an end step from the palette to the canvas.
A workflow process must contain at least one end step. For more information, see Adding an End Step.
To define the flow and path of the workflow process, drag, and then drop a connector from the palette to the canvas. Position one end of the connector on one side of a step, and then drag the connector handle to connect the other end of the connector to the next step in the flow.
A connector end point that is colored white is not connected correctly to a step. A red end point indicates that the connector is correctly connected. Make sure each end of every connector in the workflow process is colored red.
Repeat the last step until every step in the workflow process is connected correctly.

A connector that emanates from some step types can provide conditional logic for the workflow process. For more information, see Adding a Branch Connector.

Displaying the Label for a Connector

You can hide or display the label that Siebel Tools displays on a connector. You might prefer to suppress this text. For example, you can hide the text label for the connector that emanates from the Start step, which Siebel Tools sets to Connector 0.

To display the label for a connector

In the Process Designer, right-click the connector where Siebel CRM must display or hide the label.
From the pop-up menu, choose the Edit menu, and then the Hide Text menu item.
To display the label, repeat the last step.

Adding or Removing a Connector Point

You can add or remove a point in a connector.

To add or remove a connector point

Click the connector or error exception connector.
Right-click, and then do one of the following:
- Choose the Edit menu, and then the Add Point menu item.
- Choose the Edit menu, and then the Remove Point menu item.