primer business process management

ECM Tutorial

Business Process Management

Neil WilsonTechnical Marketing Manager

April 8, 2023

Copyright © Open Text Corporation. All rights reserved.

Slide 2

Introduction

This series of short tutorials is intended to help you understand the basic technologies of the Open Text ECM Suite

Each session lasts only 15 minutes

Today’s session will coverBusiness Process Managementand Workflow

Open Text ECM Suite

Copyright © 2008 Open Text Corporation. All rights reserved.

Slide 3

Process

What is BPM? and What’s Workflow?

“Workflow” is the technology that moves content around the enterprise.

Workflow technologies are used to capture and model complex processes that involve routing content and tasks to different users.

For example, a typical document management workflow would include steps to author, review, authorize and publish a specific document.

“BPM” extends workflow into a data integration tier. That is, BPM enables automation of processes that not only work on documents, but also data that exists in other business applications and databases.


Slide 4

Why Do Organizations Need BPM/Workflow?

BPM/Workflow systems create efficiencies by ensuring processes are followed consistently and accurately.

BPM/Workflow tools provide auditing capabilities making them ideal for managing regulated processes.

For processes that involve hundreds or thousands of transactions/day, BPM can offer significant cost reductions/transaction.

Integrating electronic forms into BPM/workflow processes reduces errors and acceleratestransaction processing.

Typical Applications

Workflow:

Staff Recruitment and Onboarding, Travel Request Approvals, Timesheet approvals, SOP Approvals, Feature Requests, Case Management, Complaint Handling, Bug Reporting, .. etc

Business Process Management:

Claims Processing, Loan Applications, Expense Claims, PurchasingOrder Processing, Admission Forms (e.g. Students)


Slide 6

Open Text ECM Suite


Slide 7

Business Drivers

ProductivityProcess Accountability

ReduceCosts per

Transaction

Regulatory Compliance

Reduce Risk

Forms processingImprove efficiency

Accelerate Approvals

Escalation Management

Reduce Paper Consumption

ERP integration

Process

Electronic Signatures

Open Text BPM/Workflow Products

Open Text has multiple product offerings.

Workflow capabilities built into our core document management system can be extended to include advanced e-forms and electronic signatures.

Open Text’s BPM server is sold separately – it integrates with business applications including ERP and legacy systems, such as SAP.

Integrating BPM/Workflow with email is a key to user adoption and a successful deployment.

Process Management


Slide 9

Demonstration

Let’s see some examples…

Workflow

ManagerReview

SubmitDraft

AddMeta-Data

PublisherAgent

Notify

Using the Workflow Painter, first map out the business process.

Initiation

SubmitDraft

You can initiate a workflow by sending an email to the workflow’s email address with the draft document attached – as shown.

Approve

ManagerApproval

The workflow sends out an Action Request email to the person(s) required to approve the document.

The approver can simply click on a link in the email message to complete the task.

SubmitDraft

Reviewer’s Comments

Each reviewer can add his/her comments to the step by simply adding a text message to the email before sending.

Content Manager

Now that the document is approved it can be passed along to a content manager for publication.

In this example, the content manager checks his Livelink ECM workflow assignments by opening a browser window.

Clicking on the link provided opens up a page of detailed instructions to complete the task.

Complete Meta-data Form

The content manager completes all of the required meta-data attributes in the workflow form before sending the document to the next step in the process.

ManagerReview

AddMeta-Data

Publish

The final two steps are performed automatically by the Livelink ECM Workflow Agent.In this simple example, the agent moves the new document into an Enterprise Library folder and sets permissions for public access.

The final step of the workflow triggers the agent to send out an email alert to notify users of the newly published IT policy.

PublisherAgent

Notify

Audit

A complete audit of the workflow process is captured automatically by Livelink ECM providing proof that the process was carried out according to corporate policy.

Notification

Users receive an automatic email alert to inform them of the new policy and the initiator also receives a message to confirm that their document is approved and published.

Manage/Review - Workflow

Review Approve

CollaborativeReview

EditDraft

RenderPDF

ApprovalSignature

Publish

In this example, we’ll use eSignworkflow features to add

an electronic signature step toa review/approval workflow


Review Approve

CollaborativeReviewEdit

DraftRender

PDFApprovalSignature

Publish


Review Approve

CollaborativeReview

EditDraft

RenderPDF

ApprovalSignature

Publish


Approve

RenderPDF

ApprovalSignature

Publish

Workflow and Forms

Workflows can also includeelectronic forms to accelerate internal

business processes

primer business process management

Documents