This instruction describes the procedure for working with incoming documents (registration, approval, execution) received by the organization by mail, fax, e-mail and subject to registration.
Registration
Registration of incoming correspondence is carried out in the “Office” module.
To register new document, the clerk needs to click on the “Register incoming document” link in the “Documents and Instructions” section:
A new registration and control card will open, which must be filled out and saved. The “Registration” tab contains registration data: information about the sender of the document, the contents of the document, date and number, etc. The “Registration” tab of the Incoming RCC directory card looks like this:
On the “Registration” tab, fill in the following fields: Journal, *Registration date, Correspondent, Document No., Document date, Group of documents, Signed, *Contents, Delivery method, *Grademark, Case and Note. If there is a possibility that this document has already been registered, then using the Find duplicates link you can find RRCs that match this RRC by the values of the fields: Document date, Document No., Correspondent.
If the registered document is accompanied by accompanying documents or applications, they can be displayed on the “Applications” tab. For each application, the following is indicated: document number and date, content, number of sheets, etc.
You can enter a document into the system using the buttons “Scan” (if the document is in paper form), “Attach a document.” (if the document is saved in the file system of the computer) and “Import Outlook” (if the document is received by email), located on the right side of the RKK.
In order to view, add or change the composition of electronic documents related to the RKK, you need to click the “Electronic” button. Documents" in RKK. As a result, a window will open containing electronic documents related to the RKK. In this window you can place links to any document DIRECTUM systems, for example, for applications to this document(usually they are not registered in individual RKK) or create a new document that should be associated with this RKK (in this case, the fields of the card of the created document will be filled in automatically).
Submitting a document for review
Registered documents are submitted to the manager for consideration to make resolutions. The procedure for reviewing documents depends on the organization of the manager’s work in the system. The following options for organizing the work of a manager in the system are possible:
The manager is not automated
In this case, the document is transferred to the manager in paper form. In this case, the clerk must fill out the “Location” tab in the RKK, indicating the name of the manager and the date the document was submitted for consideration.
The manager reviews the document, writes a resolution on the document, and passes the paper document to the clerk for further work. Upon receipt of the document, the clerk notes the return date on the “Location” tab, creates a new order according to the RKK (the instructions below discuss the creation of an order in detail), indicates the content, terms and executors of the order in accordance with the resolution issued, and sends the order for execution by clicking on the card instructions on the “Task” button and selecting the standard route “Execution of instructions for the RKK”.
The manager is automated
If the manager is automated, his review of the document is carried out in in electronic format. To do this, the clerk on the “Registration” tab in the “Addressees” field indicates one or more managers to whom the document is addressed.
After selecting a route, a new task will open to review the incoming document. The task will automatically include the document and the RKK, and the topic and route will be filled in. To send the task to the clerk, you need to click on the “Start” button.
Review of the document by recipients
The manager receives a new task in his inbox to review the incoming document. He reviews the attached electronic document, enters the resolution into the text of the task and completes it with the results “Resolution passed” or “Acquainted”.
1. If the manager has completed his task with the result “Acquainted”, the clerk receives a task with possible options execution:
- “Placed in file” - if a document needs to be placed in a file, then the clerk in the RKK on the “Registration” tab fills in the Case and Sent to file fields, places the paper document in the appropriate folder and completes the task with the “Placed in file” option;
- “Stop working on the document” - if no further work on the document is planned.
2. If the manager has completed his task with the result “Resolution passed,” the clerk receives a task to send the document for execution or to terminate work on the document, depending on the content of the resolution.
If the manager has appointed executors for the document, the clerk opens the RKK, clicks on the “Orders” button, as a result of which a new order card for the document opens, which must be filled out.
The clerk fills out the order card, where he changes the type of order to “Resolution”, also indicates the content, deadlines and executors of the order, the controller for the order, if necessary, then saves the order and completes the task with the result “For execution”.
After this, the performers receive tasks to carry out work according to the resolution.
Execution of orders
Executors appointed in the order receive tasks with the execution options “Completed”, “For execution” and “Request extension of deadline”.
Let's take a closer look at each of the options:
"Completed"
If the work requested is completed, you must fill out a performance report and complete the task with the result “Completed.”
"For execution"
If, while working on a task, it becomes necessary to send an order to another user for work, you must select the “For execution” option.
After selecting the “For execution” option, the user will be asked for the parameters of the new order:
Required parameters to fill:
- *Final report required - Yes/No choice. If you specify the value “Yes”, then after the new connected executors complete tasks, the executor on the main assignment will receive a task to write a final report. If you specify the value “No”, then he will not receive the task to write a final report;
- *Executors – select one or more employees of the organization to send them a task;
- *Text of the order.
The Plan.date and Controller parameters are optional and must be filled in as needed.
As a result, a new assignment for the RKK will be automatically created and the assigned performers will receive assignments.
"Request an extension"
If it is not possible to complete the work within the originally specified deadline, you can request an extension of the deadline by indicating in the text of the task the new deadline and reasons for the extension and selecting the “Request extension of the deadline” option.
After this, the author of the order receives a task to agree on a new deadline for execution of the order. The author of the order may refuse to extend the deadlines, or extend them by choosing one of the appropriate execution options.
Sending notifications based on a document
If a document under one registration number needs to be sent for review to several departments or to several users, then fill in the “Distribution List” tab.
- From the list - you can select a pre-created list of employees.
- By division - you can select specific divisions of the organization. In this case, the heads of these departments will be automatically selected as executors from the department.
Additionally, you can manually create a mailing list and save it using the Add to list link.
A new task will be created. After it starts, all users specified in the mailing list will receive notifications.
Before you start using software product, it must be installed first. This article will be devoted to the installation process of the DIRECTUM system.
In some cases, it is necessary to remove an application and install it from scratch, for example, when installing more than new version. Since such situations often arise, I could not ignore the issue of deleting information about a product; the corresponding section will be devoted to it.
All recommendations are taken from the documentation included in the delivery of the system and from the knowledge base; I will provide links to its articles further in the text.
So, let's imagine that in front of us is a distribution kit of the system. If you have no previous installation experience, many questions may immediately arise. In what order should the installation be performed? What parameters should I install with? Is there anything additional that needs to be configured? operating system?
Indeed, it is necessary to follow the sequence of actions during installation; it is often necessary to configure rights to NTFS directories in a certain way, include them in the necessary user groups, etc. For this reason, no matter how trivial it may sound, installation must be carried out in accordance with the instructions, which fully describe the installation procedure.
So, where to start the installation? First of all, even before starting the actual installation, you need to make sure that the computer meets the requirements for hardware and software. Can the application be installed on this computer in principle? Please note that updating system-wide software in some cases entails the need to update application software. In particular, a lot of questions are received regarding the compatibility of DIRECTUM with new Microsoft products, for example, Windows 8. All requirements can be found in the document “Typical hardware and software requirements”, which is always included in the system delivery package.
Often, distributions are stored on a network resource, and installation is carried out from there. Indeed, this is very convenient for many reasons - storage reliability, access from any computer over the network, etc. The client part, integration with office applications, as a rule, is installed exactly this way - from network “shares”. Please note that not every application can be installed this way - it may require installation with local disk. In particular, this nuance concerns the installation of the server part. When trying to install from network resource The following error may appear: "Error Windows package Installer. The installation completion script cannot be run..." ().
Some applications must be installed with permissions local administrator, there is always a corresponding note in the instructions. In OS Windows Vista and above, you must explicitly indicate this using the clause context menu"Run as" In cases where you need to perform actions on the command line, command line should also be run as a local administrator. If the installation is performed without local administrator rights, then you may not have enough access rights to perform some actions. Thus, the necessary libraries or COM servers will be unregistered in the operating system. Also, when installing some modules, a Windows log is created, which requires local administrator rights.
Special cases
In the previous section we looked at general recommendations on installation. Now I propose to examine several special cases that often occur in practice.
Let's start our review by installing Russian-language Microsoft SQL Server 2008 R2 RUNTIME. Distribution Microsoft SQL Server is supplied under a RUNTIME agreement and is designed to work only with the DIRECTUM system. In this case, the functionality of the system is guaranteed only with a certain set of components. What happens if you choose the composition of the components not according to the instructions, but, say, all the components in general? In particular, the Russian-language distribution of SQL 2008 R2 RUNTIME does not contain the Reporting Service component, so an installation error () will occur.
I recommend using special characters in SQL user passwords with great caution. I don’t encourage you to completely abandon special characters, but it’s better not to use them unless there is a special need for it. Why should you try to avoid this? If you specify a user whose password contains an apostrophe in the SQL server connection parameters, the error “There is a problem with this Windows Installer package…Format of the initialization strings does not conform to the OLE DB specification” will appear. Accordingly, to eliminate the error, you need to change the password ().
Removing product information
Sometimes a product is not completely deleted and the product record remains in the system. For example, in the case of the client part of the DIRECTUM system, this may cause incorrect installation of later versions of the DIRECTUM system on this computer. Also, there were cases when, when installing an application, messages appeared that the application was already installed.
To correctly remove information about an application installed with errors, many programs have been written. In such cases, we recommend using the MsiZap utility from the Windows Platform SDK. The utility is distributed along with the DIRECTUM distribution and is located in the \Utils\MsiZap folder.
To launch the utility and perform steps to remove data about an application installed with errors, you must run the following command MsiZap.exe T (ProductCode) ().
Conclusion
The search for a solution may not be limited to the knowledge base on the DIRECTUM support site. Useful information can be found, for example, on the sites Microsoft. Often knowledge base articles link to Microsoft resources (see articles #4301 and #4869).
Installation – very extensive subject area, we have only covered a small part. If this topic is of interest to site visitors, perhaps in the future articles will be written in which we will analyze the intricacies of installing individual modules.
Finally, it remains to wish everyone quick installation and stable operation of the system!
INSTRUCTIONS FOR WORKING WITH THE DIRECTUM SYSTEM VIA WEB ACCESS
(for EDMS users)
Login to web access site 3
Web Access Explorer 3
Lists of objects 5
Structure of object pages 5
6 predefined folders
Working with folders 7
Working with documents 7
Working with tasks and assignments 8
General information 9
Procedure for completing task 9
Search for objects 10
Search order 10
Exit from web access site 11
Web Access Purpose
The web access server allows you to work with the DIRECTUM system through browsers and is designed to organize access to the system in the following cases:
Over the Internet.
Via local network:
from computers on which it is not possible to install the client part of the DIRECTUM system, for example, the computer has low-power hardware or an inappropriate operating system is installed on it;
for users who do not need all the functionality of the client part of the DRECTUM system, for example, for users who view documents or perform tasks.
The instructions are intended for users familiar with the basic skills of working in the EDMS (Instructions for working with the Directum system).
Supported Browsers
You can work with the Directum system via web access from the following browsers: FireFox 3.6 and higher, Internet Explorer 6.0 and above, Opera 10.0 and above, Safari 4.05 and above.In other browsers, system functionality is not guaranteed.
Login to the web access site
To log into the web access site, do the following:
Open your browser and go to: directum.isu.ru. The login page will open.
In the fields " User" And " Password" Enter the username and password of the Directum system user accordingly.
Click the button To come in .
As a result, the web access explorer will open.
Web Access Explorer
The web access explorer has the following structure:Toolbar
Information section
Folder tree
Folder Contents Area
Information section. The information section displays the system name, organization name and name current user.
Toolbar. The toolbar contains buttons designed to perform basic actions in Explorer.
The composition of the buttons on the toolbar is fixed and does not depend on the contents of other sections of the explorer.
Folder tree. At the top level of the folder tree are four predefined folders. The user always sees these folders. On others
The tree levels contain folders created by system users. The user sees only those folders to which he has rights. The folder names are links. When you click a link, the contents of the folder are displayed in the folder contents area.
Folder Contents Area. The folder contents area displays links to those objects nested in the current folder for which the user has access rights. The folder content area is a list of objects.
Lists of objects
Filtering areaList item
Sorting area
Lists of objects in web access look like this:
Title line. The title bar displays the names of the fields. The composition of the fields depends on the type of objects displayed in the list.
Filtering area. In the filtering area there is a field for entering a value by which to filter the list. A prompt is displayed in this field before you enter a value.
To the left of the filtering field there is a checkbox that is used to mass select or deselect all elements. If a filter is installed, only filtered elements are highlighted.
List elements. Each list element contains general information about one object.
Structure of object pages
Pages of folders, documents, tasks, tasks and directory entries have the following structure:
Information section. The information section displays the system name, organization name and current user name.
Toolbar. The panel contains buttons designed to perform basic actions with the object.
Bookmarks area. The composition of bookmarks depends on the type of page.
Bookmark content area. The content area displays the contents of the active bookmark from the bookmarks area.
Predefined folders
At the top level of the folder tree there are four predefined folders:Favorites – designed to store links to documents needed by the current user;
The Inbox, Outbox, and Favorites folders are the user's personal folders. Each user changes their structure and content at his own discretion. Folder " a shared folder» is common to all users. Its structure and content are usually changed by one or more responsible users.
Working with folders
On the web access site you can perform the following actions with folders:
create folders;
view and change folder cards;
view and change the contents of folders.
Other actions available through the desktop client cannot be performed. For example, you cannot view the history of working with folders.
Work with documents
On the web access site you can perform the following actions with documents:
View and edit document cards. The list of cards available via web access is configured by the administrator.
View and change document texts.
Configure document access rights.
Export documents to files and import from files.
Create versions of a document by importing into a new version.
Link documents.
View the history of working with documents.
All other actions available through the win interface cannot be performed. For example, you cannot encrypt documents and view encrypted documents, you cannot delete versions and documents themselves, and you cannot change the life cycle stage of a document.
It is advisable not to create documents via web access. This procedure is very problematic.
Working with tasks and assignments
On the web access site with tasks and assignments, you can perform the following actions:
create tasks;
to complete tasks;
create subtasks;
work with task and task attachments;
stop and restart tasks;
configure access rights to tasks and tasks;
view the status of tasks and assignments;
view the history of work with tasks and assignments.
General information
While processing task routes, executors receive tasks. Links to tasks are automatically placed in the performers' inbox. Tasks can be of the following types:After all performers have completed the tasks, the initiator receives a control task. The link to the control task is automatically placed in the Inbox of the task initiator.
Procedure for completing the task
To complete the task, do the following:As a result, the task will move to the Completed state.
Search for objects
To access system objects that are not nested in any folder or it is not known in advance which folder the objects are nested in, searches are intended.On a standard web access site, you can use standard searches for documents, tasks, assignments, and general search.
General search allows you to simultaneously search for documents, tasks, assignments and folders using the same criteria.
Search order
To search for documents, assignments, or tasks, do the following:
In Web Access Explorer, on the toolbar, click one of the following buttons:
A form for specifying criteria will open in the folder tree area. The composition of the criteria depends on the type of search. For example, a form for specifying document search criteria looks like this:
Complete the criteria.
As a result, a list of objects that meet the entered conditions will open in the folder contents area. The list will only contain those objects for which the current user has rights.
Exit from the web access site
To exit the web access site, close the web access explorer. To do this, follow the link " Exit" located in the information section of the explorer.
As a result current session The work will complete and the login page will open. You can simply close the login page in your browser.
Let's briefly talk about the capabilities of DirectumRX, which make it easy to start working in the system.
1. Videos
If you are a new employee or a newcomer has joined your company, then it is best to use videos and help to get acquainted with DirectumRX. Invite him to spend 40 minutes on the first day to get acquainted and then a few more days, 15 minutes each, to review and study the sections of the help that the employee will work with.
It is also useful for an experienced user to look at the video. It is updated according to the capabilities of new versions and supplemented with recommendations, for example, “Techniques for working with tasks” or “Tasks of a replaced employee.”
2. Smart Help
Feel free to press F1 anywhere in the system (from a list or card, etc.), and help on the desired topic will immediately open. For example, if you are in the “Register of Contracts” list, a help section will open with its description and possible actions, plus useful filtering recommendations.
3. Widgets
Click on the most top level“My DIRECTUM” and you will see the widget area, they are clickable and visual - Each employee can customize widgets for themselves. Tip: go from the “My tasks” widget to the list of tasks for today.
4. Stream folders
Users have pre-configured folders into which incoming tasks are automatically placed based on certain criteria; they are convenient to use when there is a large flow of tasks. Employees most often use the “For approval” and “For execution” folders.
If you prefer to work only with the Inbox folder, uncheck the Hide checkbox in the filtering area. All tasks will appear in one inbox
5. Recent documents
The list is designed to search for documents that you have viewed, edited, or created during a specific period of time. For example, you can use it:
- find a document that you created a few days ago, but did not place a link to it in any of the folders;
- get a list of documents reviewed today;
- look at all the documents you worked with yesterday.
6. Drag"n"Drop
If you received a document by email or you want to download a document from your computer desktop, just open the desired folder and drag a file from a letter or folder from your computer. The system will automatically open the card, enter the “body” of the document and fill in the field *Content, based on the name of the document, you will only have to fill in the remaining fields.
7. No duplicates when creating incoming invoices
When filling out the fields *Account number, *Invoice date, *Amount, *Currency and *Counterparty The new account card is checked for duplicates. If duplicates are found, a warning will appear. To view duplicates in the incoming invoice card on the tab Search in Group Doubles click on the button " Show duplicates".
8. Lists are the most convenient thing
Register of contracts, incoming invoices, documents to be returned - all these are lists. Customize and group columns, filter the information in them according to the necessary parameters in a way that is convenient for you.
So, by filtering the list "Register of contracts" according to the necessary criteria, for example * Counterparty, *State or *Category, we can generate the list of contract documents we need, and then upload it to Excel for printing or further processing.
9. Search
Don’t forget that the system allows you to search by text fragment for documents, tasks, assignments, folders and objects - use the search field above the list or the bookmark Search in the feed.
As the saying goes, “You learn from mistakes.” In order not to wander around looking for an answer, first look at the list of frequently asked questions and answers, they are collected in and can be easily found in the help using the F1 button.
Look out for life hacks for advanced users in the next publication. Share your favorite tips for beginners in the comments.
Business Process Management- a module of the DIRECTUM system that allows you to automate both the movement of documents and arbitrary business processes. The module provides:
definition of tasks in electronic form and clear control of implementation (multi-level task setting, the implementation of which is monitored at each stage;
free and rigid routing (sequence of task execution);
prompt communication of employees during work activities;
support for document approval and processing processes at all stages of the life cycle (docflow).
Basic operating principles
In terms of the DIRECTUM system, any interaction between two or more employees is always based on some task, i.e. a certain amount of work determined by the initiator that needs to be performed.
The sequence of task execution is determined by the route specified by the initiator. The task route can be specified manually or using a standard route.
During the execution of a task, at each stage of its route, tasks or notifications to process participants appear, or a specified script is executed. The script allows you to automatically perform various actions over system objects (transfer data to the ERP system, change the state of versions and stages of the document life cycle, change directory entries, automatically create documents, etc.).
When assigning executors manually, the initiator independently creates a list of executors from system users. Routing to complete a task can be parallel, sequential, or complex, where a serial-parallel route for completing the task can be specified.
To manage business processes that are subject to strict regulation or frequently repeated, standard routes can be configured. The standard routes mechanism is a powerful tool for automated creation of tasks in accordance with specified business rules of any complexity. Using a standard route, a list of performers is automatically specified (including based on roles), any task fields can be filled in (for example, text or subject), information is read from attachments and related objects (tasks, subtasks, electronic documents, reference books).
The DIRECTUM system distinguishes two types of standard routes - free and rigid, each of them is formed by a certain set of blocks.
Free standard routes allow the user to create tasks according to a specific template and can be used, for example, for frequently repeated processes (distributing an order to department heads, preparing memo etc.). The task fields filled in when choosing a free standard route can be adjusted manually by changing the performers, deadlines, task topic, etc.
Rigid standard routes are used for strictly regulated processes, from which employees have no right to deviate. The basis of rigid standard routes is a description of the logic of business processes, the scheme of which can dynamically change depending on the results of the previous stages of the route. For hard routes, an expanded set of possible stages is specified through the use of basic blocks: transition conditions, scripts in the internal language, special waiting blocks, and event monitoring appear. Specialized application blocks can also be used to generate standard routes. The block library contains several dozen developed application blocks and is constantly updated. Due to this, in particular, convenient integration with ERP systems is possible (for example, creating a contract in the ERP system after agreeing and signing the digital digital signature of its text in the DIRECTUM system).
Sending tasks along a standard route is possible either manually or by launching the Action Wizard, which automates a certain area of work with contracts and organizational and administrative documents. The parameters requested by the action wizard will be automatically inserted not only into the document being created, but also into the parameters of the standard route. The result of the wizard will be a document created on the basis of the document, as well as a task started on behalf of the user.
Personal user folders are allocated for storing tasks and assignments.
The "Inbox" folder is intended for tasks that come to the user for execution. The Outbox folder contains tasks that the user creates. Within these folders, the user can create their own folders in order to organize and rank the amount of work required for execution. Also, to structure tasks and assignments, sorting and filtering by specified details (Topic, Initiator, Deadline, etc.) can be used.
Additionally, the user can create search folders for tasks and assignments. For such folders, search criteria are defined, which are used to generate the contents of the folder. In this case, the contents of the folder are updated every time it is opened.
An accessible and understandable interface allows the user to easily adapt to working in the system.
Creating tasks and monitoring execution
Each user in the system can initiate the creation of a task, and the task participants can be assigned manually or using standard routes.
In addition, observers can be specified for a task - conditionally passive participants in the task who are not performers, but, nevertheless, receive information messages during the execution of a task and, at will, can intervene in the process of its implementation.
Any number of arbitrary attachments can be added to a task: electronic documents, folders, tasks, tasks and directory entries of the DIRECTUM system. This provides convenient opening of system objects, in particular, documents related to the execution of work on a task, directly from the task received by the performer.
While working with a task card, the user has access to a preview of the documents attached to the task. Using a lightweight view in the preview window, the user can quickly familiarize himself with the text of the documents necessary to complete the task and decide on further actions for this task.
Spelling is automatically checked in the text of tasks and assignments. Also, when checking spelling, it is possible to add new words to the user dictionary.
As a task follows its route, performers receive tasks that are placed in their inbox and complete them. To increase the efficiency of completing typical tasks (for example, reviewing a contract), the contractor can use autotext in the response to the task (for example, “consider the possibility of extending the contract”). Autotext is configured by the system administrator or the user personally.). Autotext is configured by the system administrator or the user personally.
If necessary, performers can create subtasks, for example, to transfer part of the work to another performer. In this case, the content of subtasks is included in the content of the task itself. This creates a multi-level structure of subtasks, which, at the user’s discretion, can be displayed in the form of solid text or in the form of a “tree” with the ability to collapse and expand the content of subtasks. In addition, the task tree is available for any system object (document, directory entry); Using the task tree, you can trace all the work performed on an object.
If, in the process of completing a task, a performing employee must prepare any document, then this document is included in the task, after which any subsequent participant in the process can easily familiarize themselves with it, make comments, etc.
Each task and each of its stages can have its own deadline - the date and time by which they must be completed. If a task is not completed on time, it is automatically marked as overdue (highlighted in red). In addition, the task also has its own deadline; the initiator can also quickly find overdue tasks.
The ability to set reminders when a task/assignment is due allows users to schedule a time when they need to return to completing or monitoring the task/assignment. The reminder can be set both for a specific date and time, and for relative ones (for example, after 1 hour).
Business process management involves not only issuing tasks to employees, but also monitoring task completion. Based on the results of completing all tasks, if necessary, the task is returned to the initiator, and he accepts it (controls) and, if necessary, can send the task for revision.
The initiator of the task (or his replacement) at any time can see on the “Status” tab or on the graphical diagram what stage of execution the task is at, identify those who are delaying the completion of the work, and make the appropriate decision:
- change the document flow pattern to speed up processes;
- appoint another executor;
- interrupt the execution of a task in case the work needs to be paused or postponed (to continue in right moment) and so on.
To certify and guarantee the authenticity of tasks and assignments, as well as the information contained in them, an electronic digital signature can be used.
Electronic digital signature in tasks and assignments
The initiator of the task can sign its text with an electronic digital signature to ensure the authenticity of the information.
In the process of completing a task, performers can also use an electronic signature and sign their comment in the text of the task (if the performer has an electronic signature and such an opportunity is provided for by the task). Moreover, the initiator may require performers to sign their tasks upon completion. In this case, if the performer has an electronic signature, he will not be able to complete the task without confirming with his signature the accuracy of the comment in the text of the task.
In addition, users can set up automatic signing of all tasks they complete.
At the same time, when signing a task or task, only those texts are signed that will no longer change (i.e., the texts of initialization tasks and the texts of unfinished tasks are not signed).
Signed texts can be checked for accuracy either manually by the user or automatically (if provided for by the system settings).
Setting up standard routes
As an implementation of business-oriented workflow, the standard routes mechanism includes all the tools necessary to set up processes of any complexity. In this case, the configuration of routes can be carried out directly by a business analyst without the participation of a programmer.
Typical routes are configured using the standard route diagram editor. To set up free standard routes, the diagram editor is maximally simplified and allows you to specify a task route in a completely graphical form: the user just needs to place blocks on the diagram that define tasks and notifications, connect them with arrows, indicate executors and deadlines, after which the free standard route can be used to create tasks .
Setting up rigid standard routes has more options. In the process of setting up a rigid standard route, it is possible to define a list of typed parameters (integer or fractional number, string, date, user, role, etc.). Using these parameters, you can request data from the user, process it at any stage of the route, and also change the progress of the route depending on their value.
The circuit can use a wide range of elements, consisting of basic and application blocks.
Basic blocks
The set of basic blocks includes:
- Task - initiates sending tasks or notifications to executors. Further execution of the scheme can be continued only after the task has been completed.
- Notification - initiates sending notifications to conditionally passive task participants (observers).
- Scenario - arbitrary actions programmed in the built-in ISBL language. Using this element, tasks of integration, administration, automation of the execution of the system’s business logic (for example, changing data in the system), etc. can be performed.
- Condition - checks the fulfillment of a specified condition. The condition check can be specified visually (structured) or using the ISBL language. The condition ensures branching of the process depending on both user actions and factors beyond the control of the performers (for example, the amount of the contract).
- Wait - pauses the process for specified time. Further execution of the circuit will continue after the specified timeout has expired.
- Monitoring - performs with specified frequency checking for the occurrence of some event, for example, the appearance or change of an object in the system (electronic document, folder, etc.) or outside it (file, email). Further execution of the scheme will continue after the specified timeout interval has expired or when an event occurs.
- Subtask - starts a subtask with or without the specified standard route. Depending on the given parameters waits for the subtask to complete or not.
Each block has a number of specific parameters, configured in a special way, which the user can set when creating a route diagram.
For example, not only a specific user or group of users can be specified as the executor of a task, but also a role, which in the process of executing the route is transformed into a specific executor or group of executors. The role can be static or dynamic, calculated based on various factors (duty schedule, employee subordination, labor intensity, etc.).
The deadline is indicated in one of two options - absolute (specific date and time) or relative (labor intensity). When specifying a relative deadline, the performer will see an absolute deadline calculated using the working time calendar.
When setting up a task, the following can be specified: topic, attachments, parameters requested from the user, an arbitrary number of options for the result of the task (for example, agree / disagree / required Additional Information) etc. In addition, instructions can be written for each block, which will be available to the user from the task card. The instructions may specify the procedure, links to documents regulating this task, etc.
Application blocks
Using the IS-Builder development tool, the necessary application blocks of typical routes can be developed. Thus, blocks have been developed to control life cycle electronic documents, working with file system And by email, publishing documents on portals, exporting electronic documents, monitoring, integration with Microsoft SharePoint and other systems, as well as a block for extracting a barcode from a document image and a block for converting a document into PDF format.
The composition of application blocks is constantly expanding both by DIRECTUM and its partners. Today there are several dozen ready-made block libraries.
Additional features
Comfortable graphics editor and a standard route debugger allow you not only to quickly create a route, but also check it step by step and instantly adjust it if necessary.
Thus, setting up standard routes becomes a powerful tool for a business analyst, which formally describes processes using a wide range of ready-made blocks, using common user concepts. If it is necessary to specify specific logic, a business analyst turns to a programmer who easily develops new blocks. At the same time, the final process diagram is not cluttered with program logic and remains business-oriented.
Analysis of the organization's business processes
DIRECTUM mechanisms allow you to obtain statistical data on the flow of business processes, aggregate and analyze them. The results of the analysis are used to optimize business process management. This allows you to timely identify the need for changes, clearly formulate goals and, ultimately, achieve maximum optimization productivity.
If it is necessary to analyze a business process for a typical route, the statistics collection mode is activated. Statistical data is collected from blocks of a typical route, thanks to the recorder function built into the blocks (configured by the administrator). This data is converted into a form convenient for analysis, and is supplemented with data from documents and reference books involved in the process, and data about users.
All collected data is processed by an analyst. In this case, the analyst can use both built-in DIRECTUM reports and external systems for modeling and analyzing business processes (ARIS PPM, Business Studio, etc.).
Data analysis makes it possible, for example, to determine which approval stage is the longest, in which departments the approval deadlines were violated, how many iterations of approval the document went through, etc.
Search options
The system provides ample opportunities to search for tasks and assignments by various attributes (including the content of the task text).
It is possible to quickly find all tasks related to one or another electronic document or a directory entry to see, for example, the approval route and employee correspondence on a task. The system also provides specialized search folders for tasks, similar to document search folders. Administrators can configure additional searches based on the necessary criteria.
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