open horizons - vibe: run, rabbit run

9/13/2016

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Vibe – Run, Rabbit Run

Diethmar Rimser

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About this Session

This is a real business use case.

Because of internal company changes only externalpeople will take care of IT requests.

A tool which• forwards requests to the right people including notification,

• makes it easy to check status and supports escalation,

• and is easy to use.

Vibe includes many features - in this case „workflowand forms“ is a fancy solution, isn‘t it?

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Agenda

● General/Background● Workflow basics

● Business Case

● Implementation

● Conclusion

Business Use Case

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Request

• No local IT administrator

• No local helpdesk

• External people will take care of requests, solveproblems and deliver required services

• Not only one single contact – even not only onecompany

• External service team:• Sometimes lack of availability

• Sometimes lack of communication

• Sometimes lack of feedback

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Brainstorming …

Elements• Inbox

• Who is responsible?

• Do it!

• Did it.

New form• Who

• Priority

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Brainstorming …

Three boxesInbox

In Progress

Archive

Move items from box to boxWorkflow

Form

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Form

Form/View Designer – Entry Definition

Describe Workflow Concepts

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What is Workflow?

• How does work flow?

• Workflows are processes that already exist in your business.

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Workflow Definition

• The path and systems used in the linked flow of activities with a specific start and finish that describe a process.

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Create a Workflow

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Defining Workflow Terms

• States

• Transitions

• Notifications

• Access Controls

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Viewing an Existing Workflow

1. Form/View Designer

• Site based

• Local based

2. Expand Workflow Processes .

3. Select the workflow you want to view.

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The Design Area

• The Workflow Designer has two sections:

– The top section is the Design Area.

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The Workflow Preview

– The Workflow Preview at the bottom displays a graphical representation of the workflow design.

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Elements of a Workflow

• The general relationships between the elements are:

– Workflow process

> Add States or Parallel Workflow Thread

> Modify Initial or End State

– States

> Set up On Entry or On Exit events

> Configure Workflow Questions

> Add Access Controls

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Transitions

• Transition types:

– Immediate Transition

– Manual Transition

– Transition After Time Elapsed

– Transition on a Variable

– Transition on a Comment or Reply

– Transition on Data Entry Values

– Transition on Modify

– Transition on Response

– Wait for Parallel Thread(s) to End

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Access Controls

• Access controls can be assigned at the:

– Workflow level

– State level

• Access controls define what can be done to the entry in this state and who can do it.

• Access control types:> Delete Access

> Modify Access

> Read Access

> Transition Into This State

> Transition Out Of This State

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Summary

State 1

State 2

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Summary

State 1

State 2

Transition

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Summary

State 1

State 2

Transition

On Exit

On Entry

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Summary

State 1

State 2

Transition

On Exit

On Entry

Access Control

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My Workflow

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My first Approach

A ticket „flows“ from entrance via „In Progress“ to „Archive“.

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Phase I

Ok, cool. It‘s working.

But if a ticket takes too much time?

Escalation!

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Phase I

Using conditional transitionsTransition after Time elapsed!

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Phase II

Notify peopleNotify team if a new ticket has been entered

Notify responsible people

Notify …?

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Phase II

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Phase III

Is there a possibility to support priorities?

Depending on priority – different escalation states.

I use „Entry Data“

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Phase III

Set a beginning point

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Phase III

Change the waiting cycle depending on priority.

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Final Phase?

Adding Access Controls

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Additional Work

Move item from folder to folder

Inbox listens to mails

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Time to test

Notification is working?

Folder to folder move is working?

Escalation is working?

Escalation depending on priority is working?

…

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Conclusion

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Ressource Library & Sandbox

Check this ressource!

Forms, workflows, sample workspaces.

Download, adjust and use!

Use sandbox to find out if you will like it!

vibe.novell.comSee complete library at:

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Conclusion

This request – a very interesting project!

Especially priority escalation was interesting (without programming).

In the beginning the responsible administrator was not really convinced but now he trusts this workflow!

A Short Session here,

but an AdvancedWorkshop at Our

OH Summit!

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