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LOTUS WORKFLOW
The purpose of workflow systems is to automate
business processes, help in co-ordinating workforce activities and add more
control and transparency to the operation of the entire corporation. One such
system is IBM’s Lotus Workflow solution, a tool designed for the development of
workflow applications in any existing IT environment. The benefits of this
solution are stability, a multi-user interface (thousands of users possible),
easily customisable solution and a price more affordable than that of any of its
competitors.
We offer fast, reliable and stable implementation
of integrated business processes in the Lotus Workflow framework: process
assessment, design, electronic deployment and implementation. Other services
include system maintenance, operation management and regular updating.
The Lotus Workflow architecture
Lotus Workflow is a multi-faceted customisable
system integrating a number of different services:
§ the
Workflow Engine, in charge of process operation
§ the
Lotus Workflow Architect, in charge of designing processes for the Workflow
Engine
§ the
Organization Database, mapping the company’s organisational structure, which
should be kept up-to-date at all times to ensure process consistency
§ a
graphical user interface based on the Domino Server, providing access to the
system via a web browser or a Lotus Notes client
§ the
Workflow Viewer, which allows the user to view and replay currently or
previously running processes
Lotus Workflow can collaborate with any e-mail system (e.g. Notes, Outlook) and
database management software (e.g. Oracle, MS SQL Server, etc.).
Lotus Workflow Engine
The system provides supports at every phase of
the document filing process that can be associated with different user profiles
and functions. When a document is received, incoming document data are
registered in a file, which also includes the scanned image of the paper
document (in a single click of a button). The scanned image can be viewed any
time later on any authorised workstation.
Lotus Workflow takes control over the process.
When the process is launched by a user or if a process phase is completed, the
next person involved is notified. Certain automatic steps can also be defined in
the system (e.g. the end product of a process is a contract, which can be
automatically faxed to the contractual partner).
Certain tasks to be performed in one steps can be
easily customised, and many different tasks can be defined in one step, e.g.
interfacing with external databases or business management systems using
Domino’s excellent integration capabilities.
In a typical application environment, the initial
and/or final steps of the process take place outside the Lotus Workflow system.
One example is when Workflow is used to enter a purchase order in the company’s
SAP system after authorisation of the order.
Domino Workflow logs all the steps of the process
for subsequent queries, along with the following information:
§
Name of the user
§
Start and end date of the event
§
Projected end date
§
Document status after the event
The entire process can be literally replayed via
the Workflow Viewer, and the relevant data in each step can be displayed
separately both in the Notes client or on the browser.
Organization Database
The Organization Database of Lotus Workflow logs
and stores key staff-related information on every process:
§
Persons involved
§
Task groups (teams)
§
Hierarchic corporate units (departments)
§
Roles (e.g. purchase order authorisation)
§
Connections (e.g. “line superior”)
§
Job characteristics (e.g. “Office Project Manager”) available for query
§
“Out of office” rules, calendar and replacement contacts
The Organization Database is a Notes data store.
Notes can be integrated with Address Book or other user contact databases, and
can be updated with the changes in the Address Book. A simple script form can be
used to define more complex or ad-hoc contacts as well.
Workflow Architect
Lotus Workflow’s process designer module is Lotus
Workflow Architect. The module also includes an integrated workflow editor.
Screenshot:
Lotus Workflow Architect
Workflow editing actually involves the drawing of
the workflow and the setting of parameters of each action in the workflow (who
can do it, tasks do be performed in a step, etc.). Lotus Workflow processes can
incorporate junctions with any custom tailored condition, e.g. a move defined by
one document field. When a certain condition in the document field is satisfied,
the process proceeds on the exception branch.
The system also involves a timing switch for the
steps of the workflow, and the time to process the given action can be set for
each step. The system can be also configured to generate and send notification
before or after the completion date or deadline specified for the given step.
Notifications can be set to repeat until the given action is completed, or a
message can be sent to the person in charge once every hour. At any given moment
in the workflow, notification can be generated and sent automatically to the
process initiator or other persons (e.g. “purchase order authorised”, “new
tendering required”).
When the workflow is finalised, the system
generates the relevant workflow application in the Lotus Workflow Database by a
click of a button.
Lotus Workflow user functions
Lotus Worklow is a framework tool that can be
used to generate almost any authorisation or other process in a swift and
graphically descriptive manner. User features of generated process workflows
are:
§ Based
on electronic messaging, all tasks related to forwarding, urge warning and
notification are performed automatically by the software. The system can be
integrated with any electronic messaging platform.
§ Hardly
any training is required. All the process initiator needs to do is to fill in a
form sheet in the web browser (or Notes client), a form very similar to the
paper forms used earlier.
§ Extensive
configuration of access control and user privileges, use of electronic signature
for authorisations, encrypted transfer of data over the network (even the public
Internet network can be used for transmission).
§ Users
can control the actual status of the processes they initiated. Status reports
are graphically presented.
§ Interfacing
to current systems: e.g. invoice data after authorisation are transferred to the
company’s business management system.
All typical database management tools and
business systems (MS SQL, DB2, Oracle, SAP) are supported.
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