Workcube BPM
Process Management and Workflows

At the core of Workcube is BPM – Business Process Management, which organizes workflows and distributes functions to users according to authority and responsibilities. BPM tools ensure that every module and function of the Workcube application works in accordance with the processes. It also regulates transaction transitions between modules and functions. Integrates with 3rd party software and applications. It allows your application to be extended.

What is Workflow Designer?
In each business function screen in Workcube, a select box labeled “Process” appears mostly in the first row of the form elements within the forms. This selectbox is the most critical element in Workcube forms. It controls the operation you will do, determines the direction it will go, makes warnings, sends emails, triggers another machine, makes a query for you from another server, and decides whether you can do the operation. Briefly, this selectbox is the process core of Workcube that is visible to the user and includes a comprehensive approach and logic behind it.

In institutions, there are those who do, control, approve, audit, and make the final decisions. In organizations, procedures, company rules, limits, limits, rewards, sanctions are formed. The workflow designer provides opportunities for the business to adapt to changing conditions.

The following 3 model cases will guide you to explain what the Workflow Designer does and how it is used.

Model Case 1
The customer representative in the sales team goes to a new customer visit. It saves the customer information with the "FIRST REGISTRATION" step in the process selectbox on the relevant screen. With the save operation, a warning is sent to the risk control specialist in the Finance department. The expert performs the risk control in accordance with the procedure. There are two stages in the process selectbox on the customer screen. If "APPROVAL and REJECT" is selected, the notification that you can sell up to 10,000 USD to the customer representative will be sent. If he chooses Reject, the information that you can only sell in advance will be gone.

With the approval of the risk unit, the customer representative brings the selectbox on the customer screen to the "SALE" stage, and the accounting account connections are made automatically and the accounting unit is informed that a code has been assigned for a new customer in the chart of accounts.

Sample Case 2
Customer Representative receives a new order from a customer. When it wants to save with the "CONTROL" stage in the process selectbox on the order screen, it warns that the order amount is higher than the customer's free risk limit and that it should notify the customer of this situation. This indicates that one of the products requested in the order is not in the warehouse and will have to be produced. In this case, the customer representative records the order with the "ORDER PENDING PAYMENT" selectbox status.

Sample Case 3
When the bank transfer from the customer is saved, the workflow designer automatically updates the customer's free limit and the order with the status "PENDING PAYMENT" is activated. It comes to the stage of "SHIPMENT - PRODUCTION". The missing product in the Production Orders list is displayed on the production planning screen and the Production team is notified. It detects the missing materials in order to make the production.

As you will see in the examples above, businesses can have very different workflow cases. Workcube is designed to meet the different needs that occur in workflows.

You must understand the following 6 definitions to design a workflow;

1. Work Object: They are work objects defined as Fuseaction= in the URL section of your browser. Each work object has events such as Add, Upd, List according to its structure. For example, the sum of 3 screens consisting of adding, updating, and listing employees is the "Employee" work object.
2. Process: It is a basic structure that can be used in one or more work objects and that provides document flow, premise control capability to the work object during registration, updating or deletion of work objects, and causes a series of additional actions sequentially when it performs operations.
3. Process Stage: It is the stage that regulates the document flow in which logical workflow setups such as approval, rejection, partial approval, control, warning of different users or departments can be added while performing a transaction.
4. Control Code/File: It is a short or long code snippet (according to its function) that makes controls when the "SAVE" or "UPDATE" buttons are clicked before the process is concluded in all or at a stage of the process, and can give warnings accordingly and decide whether to terminate/not terminate the process.
5. Action Code/File: It is a short or long code snippet (depending on its function) that performs additional functions when the "SAVE" or "UPDATE" buttons are clicked after the operation is performed in all or at one stage of the process.
6. Roles: It is the role-authorization mechanism that defines who is authorized at which stage of the process and who should be warned or requested for approval information.

A new "stage" can be added to the process by clicking the + button, or the stage can be updated by clicking the Stage column.

Suggestion

Analyze your organization and business processes before designing a workflow. Review your control and audit approaches. Identify roles within your business. Try to situate your workflow setup on the Workcube work families and work objects list with a logical approach. Who should assume which roles in which transactions? This should be your main question.

Note

You can find Workflow designs suitable for your business in the ecosystem consisting of Workcube employees, business partners and customers.