Workflow Management

Organize your business processes quickly and easily with Workflow in Fabasoft Folio.

Agile business processes

The user combines steps in a process to form re-usable business procedures. For routine processes in specialist departments, Fabasoft Folio offers structured processes that can be modeled in a graphical process editor. Steps in a process can be prescribed serially or in parallel. The logical elements (IF), (LOOP) and (CASE) are also available.

Tasks

The „tasks“ tab on a user’s desktop contains a list of workflow activities in structured business processes that have been assigned to that user.

Via the „tasks“ screen the user has access to the relevant business objects and can carry out individual steps in a procedure. The carrying out of work steps can be confirmed using electronic signatures. Versioning ensures a fully traceable and transparent documentation of the different editing statuses.

Work steps in a workflow activity

A workflow activity encompasses a list of work steps in a check list, in order to work through the different activities. “Must steps” in a procedure have to be carried out before the activity can be concluded. “Can steps” are optional.

Referencing business objects in a workflow

Each workflow activity references one or more business objects as a pointer. This ensures that also in workflows only references to business objects are transported and no copied information. Each user therefore has access to the most up to date status of information.

Organizational structure and workflow activities

Recipients of workflow activities are concrete employees. Typically the organizational structure defines rolls and groups, which guarantee the process independent of organizational and personnel changes. The Fabasoft workflow supports the assignment of workflow activities to groups and rolls. In the case of multiple users being assigned to the same group or having the same role, all users in the relevant group or role see the activity in their “tasks” screen. As soon as one user begins working on the activity, it disappears from the other users’ “task” screens.

Workload distribution based on metrics (distribution system)

The product implements a metric for workload distribution, which allows workflow activities to be distributed to users’ “task” screens taking into consideration the current workload in an organization.

Signatures in workflow

The signing of a business object brings about the transparent conclusion of an editing phase.

Types of signature

The product offers predefined types of signature, e.g. „Initial” or “Approve”. More formal signatures can require the entering of a user’s password.

Recording of signatures for a business object

Each signature is saved to the business object with the type of signature, the user, the date and the roll in which the signature was carried out.

Securing a version with a signature

Typically a signature secures a version of a business object, so that the status at the time of the signature remains transparent and traceable.