Using Applications in Processes

If applications are linked with processes and their elements in particular, then processes and process steps affected by updates or problems can be easily identified.

Linking Processes with Applications

You can link the entire process, lanes or elements with one or more applications. User, script, service, send and receive tasks are executed by definition with resources which support the respective process step. Realization of data stores and data objects can also be substantiated using applications.

If availability is limited for certain applications due to updates, maintenance or unforeseen problems, then these effects can be easily identified in the affected process steps. Process Participants can also be identified, e.g. they must have the appropriate skills for using these applications and resources.

The Process Owners are primarily responsible for linking applications.

The following situations are differentiated between for process elements and lanes:

  • Only the  icon can initially be seen next to the Applications to Elements heading or Applications to Lanes. You can select one or more process elements or one or more lanes in the dialog and then link it/them with one or more applications.

  • The  icon can be seen next to process elements or lanes which have already been linked. You can link this element with further applications in the dialog. Existing links are shown and can be modified and extended.

  • If links already exist and you want to select multiple elements or lanes using , then the following message appears below in the link dialog when selecting an element which has already been linked: "Existing links from applications to process elements will be overwritten!" or "Existing links from applications to lanes will be overwritten!". As this dialog is used for linking multiple elements, these links must be the same links to the same applications for these elements and will therefore not be shown in step 2. Existing links are overwritten.

If an application does not exist yet, then it can be created and added. The new application is added in alphabetical order to the list of applications and selected for linking.

Linking Process Elements with Applications

Prerequisites

You are Process Owner or BPM Manager.

You are on the process page.

Context

A link to user/script/service/send/receive tasks, data stores or data objects is used for precisely identifying process steps the application is used in.

Only the  icon can initially be seen next to the Applications to Elements heading. Process elements are linked in two steps with one or more applications in the Link Applications to Process Elements dialog.

If the process element you have selected is already linked, then the following message appears in the dialog: "Existing links from applications to process elements will be overwritten!"

 Editing should be carried out directly in the Link Applications to '{{name}}' Process Element dialog for a process element which is already linked.

How to proceed

  1. Click on to the top-right and on Settings and Information in the menu.

    The dialog of the same name appears.

  2. Click on Link Applications.

    The overview of the process' applications appears. It is split into applications for the process, lane and elements.

  3. If links already exist for a process element, then click on the  icon to the right of the process element's entry.

    The Link Applications to '{{name}}' Process Element dialog appears.

    The published and draft applications are listed in the dialog.

    Continue with 7.

  4. If no links exist for process elements yet, then click on the  icon next to the Applications to Elements heading.

    The Link Applications to Process Elements dialog appears.

    The process' elements are listed in step 1 in the dialog.

  5. Use the search and  filter to find a certain element.

  6. Activate the check box next to the process elements you want to link with an application and click on Continue.

    The dialog jumps to Select Applications step 2. The published and draft applications are listed.

  7. Use the search and  filter to find a certain application.

  8. To link an existing application, activate the check box.

  9. To create a new application, click on the  icon, enter the relevant information in the Add New Application dialog and confirm with Save.

    The application is added in alphabetical order to the list of applications and selected for linking.

  10. Confirm the link with Apply Selection.

    The first application is listed under Applications to Elements.

Linking Lanes with Applications

Prerequisites

You are Process Owner or BPM Manager.

You are on the process page.

Context

A link with a lane shows that all process steps in the lane depend on the application.

Only the  icon can initially be seen next to the Applications to Lanes heading. Lanes are linked in two steps with one or more applications in the Link Applications to Lanes dialog.

If the lane you have selected is already linked, then the following message appears in the dialog: "Existing links from applications to lanes will be overwritten!"

 Editing should be carried out directly in the Link Applications to '{{name}}' Lane dialog for a lane which is already linked.

How to proceed

  1. Click on to the top-right and on Settings and Information in the menu.

    The dialog of the same name appears.

  2. Click on Link Applications.

    The overview of the process' applications appears. It is split into applications for the process, lane and elements.

  3. If links already exist for a lane, then click on the  icon to the right of the lane's entry.

    The Link Applications to '{{name}}' Lane dialog appears.

    The published and draft applications are listed in the dialog.

    Continue with 7.

  4. If no links exist for lanes yet, then click on the  icon next to the Applications to Lanes heading.

    The Link Applications to Lanes dialog appears.

    The process' lanes are listed in step 1 in the dialog.

  5. Use the search and  filter to find a certain lane.

  6. Activate the check box next to the lane you want to link with an application and click on Continue.

    The dialog jumps to Select Applications step 2. The published and draft applications are listed.

  7. Use the search and  filter to find a certain application.

  8. To link an existing application, activate the check box.

  9. To create a new application, click on the  icon, enter the relevant information in the Add New Application dialog and confirm with Save.

    The application is added in alphabetical order to the list of applications and selected for linking.

  10. Confirm the link with Apply Selection.

    The first application is listed under Applications to Lanes.

Linking the Entire Process with Applications

Prerequisites

You are Process Owner or BPM Manager.

You are on the process page.

Context

A link with a the entire process shows that all process steps depend on the application.

How to proceed

  1. Click on to the top-right and on Settings and Information in the menu.

    The dialog of the same name appears.

  2. Click on Link Applications.

    The overview of the process' applications appears. It is split into applications for the process, lane and elements.

  3. Click on the  icon next to the Applications to Process heading.

    The Link Applications to '{{name}}' Process dialog appears.

    The published and any draft applications are listed in the dialog.

  4. Use the search and  filter to find a certain application.

  5. To link an existing application, activate the check box.

  6. To create a new application, click on the  icon, enter the relevant information in the Add New Application dialog and confirm with Save.

    The application is added in alphabetical order to the list of applications and selected for linking.

  7. Confirm the links with Apply Selection.

    The listed applications are listed under Applications to Process.