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Last Modified: 02.07.2013

Typical Business Processes are examples of the management tasks most commonly used in organizations. They are included standard with the Business Processes module. These business process templates can be used as they are, modified, or copied to create similar business process templates quickly.

Typical Business Processes For Documents

  • Two-stage Approval (sequential business process)
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    Recommended when a document requires preliminary expert evaluation before being approved. During the first process stage, a document is attested by an expert. If an expert rejects the document, the latter is returned to an originator for revision. Otherwise, in case the document is approved, it is conveyed for the final vote to be passed by a selected group of employees on the simple majority basis. If the final vote fails, the document is returned for revision, and the approval procedure starts from the beginning.
    • Expert Opinion (sequential business process)
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        Recommended for situations when a person who is to approve or reject a document needs expert comments on it. This process creates a group of experts each of which expresses their opinion on the document. Then, the opinions are passed over to the person who makes the final decision..
        • Read Document (sequential business process)
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            Recommended when employees are to familiarize with a document. On input, the process takes a group of users who are to be notified. The recipients have an option to leave comments on the document.
            • Simple Approval / Vote (sequential business process)
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                Recommended when a decision is to be made by a simple majority of votes. You can assign the persons whose votes are to be obtained, and give them an option to comment their decision. When voting completes, the persons involved are informed of the result.
                • Approve Document With Statuses (state-driven business process)
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                    This one is used when mutual agreement is required to approve a document.
                    • Publishing on controlled sites (available in BizPace and BizPace Enterprise editions)
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                        Submits a selected information block element for approval and publishes it to one or more client sites. The preview version of the element is published at the controller site for review before it becomes published at a client site.
                        • First Approval (sequential business process)
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                            Recommended when a single opinion is sufficient. When starting, the business process takes a list of persons who are allowed to make a decision. The process completes when a first vote occurs.

                            Make a Payment Against an Invoice

                            This business process runs in the context of an Invoicing common list (Services > Lists > Invoicing). The business process is integrated with tasks and access permission aware. It will pass an invoice through all the stages of approval, and if the invoice is finally a go, the BP will send it to the financial department for payment.

                            The invoice encounters the following activities along the business process flow.

                            • An author (a person initiating the payment) creates a new invoice in the Invoices list.
                            • Once the new invoice has been created, the head of department (or other person appointed as a supervisor) receives a notification via Instant Messenger or e-mail.
                            • After approval by the supervisor, the invoice is passed over to a "Marketing Director".
                            • Finally, the invoice needs to be approved by the CEO or other person with apt credentials.
                            • The invoice is now in "Payable" status.
                            • The financial department gets notified about the new invoice to be paid. Once payment has been completed, the person in charge changes the invoice status to "Paid".
                            • The author then receives a notification reading the invoice documentation is required.
                            • After the documentation has been delivered to the financial department, the author changes the status to "Documentation collected".
                            • If everything is correct, the financial department confirms the documentation.
                            • The business process completes.

                            Typical Organizational Business Processes

                            When in the public area, not only can a user run a business process for the system objects like documents, common list items, CRM items; almost anything, even a process, can be represented as a virtual document an act as an underlying entity, for example: applying for a business trip, submitting request for the annual leave, and the like.

                            The system comes geared with the two commonly used organizational business processes: Business Trip Application and Annual Leave Request.

                            • Business Trip Application (sequential business process)

                              The process starts by sending an application to a supervisor. If approved, the required financial and HR documentation is prepared. After the business trip is over, the applicant will have to finish the process by submitting a detailed report.

                            • Annual Leave Request (sequential business process)

                              This business process is used by an employee to submit a request for the annual leave. The process will complete successfully only if all the conditions in the process are true, which effectively means the leave is approved by all supervising persons and departments.

                            The templates for typical business processes are created automatically. If, however, the typical constructions have not been created, the business process templates page will show the notification message:

                            Click Create Standard Business Processes. The page will reload showing the created templates.



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