Configure and Activate a BP

The following procedure describes how to configure and activate a business process. If the business process form contains a data picker, you will also have to configure the data picker.

To configure and activate a BP:

Go to the Company Workspace tab (Admin mode).
From the left Navigator, click the Configuration grouping node to expand it.
Click the Business Processes sub-grouping node to open the Configuration - Business Processes log or window. The log lists the BPs that have been imported into your company.
Click to select a BP and click Open to open to go to the Configuration - <BP NAME> log or window of the BP that you have opened.
Repeat the step above to open the Configuration - <BP NAME> window. This window has the following tabs. Proceed to enter values in each tab as explained in the tables below.
- General tab
  In this tab, you can specify the log in which the BP records will appear, the numbering sequence for the records, the status, and record termination restrictions. The tab also shows whether the BP is company, project, or shell level.
- Workflow tab
  Applicable for workflow BPs, only. Business processes may have multiple workflows. Use this tab to activate one or more workflows that have been imported with the BP. Non-workflow BPs will not appear in this tab.
- Query tab
  In this tab, you can set the query conditions and refresh conditions.

The following explains the fields on the General tab:

In this field:	Do this:
Level	The options are: Company Project/Shell Select whether the BP should be displayed at the company level or project/shell level.
Default Location	Choose where the BP records will be stored. Some BP types will default to a log and cannot be changed. If you are using the user configurable Navigator, you may not see the BP in the User Mode log immediately, even after granting permissions. You need to manually move the BP into the correct User Mode node.
Sequence Policy	This determines how the record numbers for each BP record are sequenced. The record number is displayed on the form and in the Business Process log. Company Based: Record numbering starts with this number on the first record of the first project or shell and is sequential on each record after that, no matter what project a BP record is created in. Project/Shell Based: Record numbering starts over in each new project or shell, and is sequential within the project or shell.
Sequence Format	The prefix and starting number that will be used for BP record numbers. Use Base Commit's Record Number: This is for identifying workflow Change Commits (Line Items with CBS Code Cost BPs) at the project or shell level. For this type of change commit, you can use the base commit's record number as part of the prefix for the change commit's record number. This will clearly identify the base commit to which the change commit refers. It will also provide sequential numbering for the change commits so that users can see how many change orders have been initiated for the base commit. To specify this addition to the prefix number, you need to include a separator, such as a period, and a starting number for the change commits. The maximum number of characters for the starting number is 8. For the total format, including the base commit's record number and the sequential numbers, the maximum number of characters is 20. For example, a base commit record might be numbered PO-00123456. For a change commit record that refers to this base commit, the change commit record number could be PO-00123456, followed by a separator (such as - ) and a number for the change commit. The sequence format for change commits attached to this base commit could be numbered: PO-00123456-001 PO-00123456-002 PO-00123456-003 This numbering sequence will be frozen after it is used for a change commit in a project or shell. Any change to this numbering sequence will only affect change commits created in a new project or shell.
Business Process Log	There are two options: Standard Advanced If standard, the option Standard is selected.
Record Creator	Options available are: Do not allow to terminate record: Selecting this option will remove the default permission for the record creators, and it can be set in Access Control. Allow to modify record: Selecting this option lets the creator of a workflow BP modify the record at any time, whether or not the creator is an assignee on the step. Additionally, the creator can modify the record while an assignee is working on the record. Note: Updates made and saved by the creator are viewable at any time. The system lists all changes in the audit log. Do not allow to transfer ownership of records: Selecting this option will remove the default permission for the record creators, and it can be set in Access Control.
Enable audit of record print	Deselected by default. If selected, the user can view the audit log entries for print and discover the number of times that a record has been printed. When you select this option, the following user actions on a record will create an audit entry: Printing from BP record Single & Bulk Printing from the BP log. Single & Bulk Printing from the Tasks log For bulk print, the number of entries seen in the audit log will be the same as the number of records that were printed by way of the bulk print action.
Mobile Application	Enable This option will make this business process available for the native mobile apps. You can use the Mobile Log Views setup to configure customized log views. Allow camera as the only source for attachments and image fields For BP record and BP line item attachments, this option is applicable only when "My Computer" is a source of attachments. When checked, the user will only be allowed to take pictures from the device camera and add them as attachments and images in the image picker fields.
Email Notifications	Replace attachments with links Use this option when the BP record and the BP line item attachments are large in size. In order to reduce the load on email server and accommodate to maximum email size, the user receives the links to the attachments, in the email. The user must log in to view and download the attachments. Use the Replace attachments with links option when the BP record, and line item, attachments are large in size. When selected, to reduce the load on email server and accommodate to maximum email size, the user receives the links to the attachments in email. The user must log into the system to view and download the attachments. For Single-tenant instances, you (the Admin) must enable the option, if requested. For Multi-tenant instances, the option is selected by default. See the topic after this table for details about Email Notifications and Unifier users.
Status	Active enables the BP to be set up and used to create BP records. Inactive prevents set up or use of the BP.

Email Notifications and Users

The following functionalities are applicable to the following users:

Standard Users
Portal Users
Collaborator Users
Note: The user must have the appropriate permissions to access attached files.

For BPs that have the Replace attachments with links option enabled, the email notification will contain an organized list of attachment names (related to their origin) derived from the BP upper form, or the BP line item.
The attachment name:
- Contains an underlying unique link that enables the user to navigate through Unifier and access the corresponding attachments.
- Shows the file size beneath the name.
In the email notification the attachment names are listed in three columns, per row. The system will truncate any attachment name that exceeds the allocated width of the column (suffixed by ellipsis before the extension name so that extension name is evident to user). The user can hover over the attachment in order to see the full file name.
The system displays the list of attachments after the email notification content.
The View in Unifier option in the email notification contains a link that redirects the user to Unifier and opens the task or BP record. All email notifications have the View in Unifier option. The View in Unifier option redirects the user to Unifier, and after the user has signed in to the system will open the associated BP record. If the user has already signed in, clicking the View in Unifier option would open the associated BP record.
6. The Download All Attachments option enables the user to download all of the attachments together and at once. You can close the Your download is being prepared window and continue working in Unifier. The download is triggered after it is prepared in the background. The delay is to accommodate the processing of the zip file. The zip file has the files organized; therefore, the root folder has all the record attachments, and each BP line item attachment is in separate folder with the folder name being the name of line item tab name.
- If the user logs out before the download is initiated, then the download preparation is canceled.
- If an attachment is deleted after the email notification has been sent, then the attachment will not be included in the zip file, if the name of the zip file is the same as the one that is attached to email notifications.
Unifier will use the current permissions, and the BP configuration, for the signed in user.
- If the permissions are changed after the email notification has been sent, then the user will not have the permission to download any attachments.
- If the permissions are changed to 'download only a few files,' then the "Download All Attachments" option will include the files that the user has permissions to download, only.
- If the permissions for the BP record are changed, then the system redirects the user to the landing page and does not open the BP record.
If the user has set up a daily digest for the email notifications, then:
- Email notifications from the BPs that have the Replace attachments with links option enabled will have attachment links.
- Email notifications from the BPs that do not have the Replace attachments with links option enabled will not have attachment links and instead will contain the raw file as the attachment.
- If the daily digest email size exceeds the limit, then the attachment links are retained while the raw files are replaced with a warning message.
As a result of the BP setup at a project level or a shell level, and the user preferences:
- For workflow BPs:
  - If the Include both record and line item attachments option (in the BP configuration) is enabled, then the option will be selected, before every notification-triggering event.
  - Every email notification that has been sent to the user based on the user's preferences will have the "Include both record and line item attachments" option (in the BP configuration) selected.
- For non-workflow BPs:
  - If Include both record and line item attachments option (in the BP configuration) is enabled, then the option will be selected, before every notification-triggering event.
After the user clicks on download and signs in to Unifier, the user will be redirected to the Downloading Email Attachment Landing Page. The landing page opens in a new tab when a session is active.
Note: If you are not signed in to Unifier, the system will redirect you to the Unifier sign in page when you try to download an attachment.

Last Published Saturday, July 13, 2024