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My Demeter Documentation

Processes

What is it used for (purpose)? 

  • See Processes you have access to and customise / filter the processes you view to fit your needs
  • See the Process Diagram for a selected process
  • Shows you where or which part of the process you are at. You have visibility of complete processes and ones which are active
  • You can go directly to the task using the process diagram
  • Process(es) that you started can be abandoned if the process set up allows users to do so. 

What is on this page? 

  • Filters (left pane)  
    • My Processes 
    • Processes I Am Involved in 
    • Processes 
    • Add Custom Filters 
    • Filter 
  • List of Processes (middle pane) 
    • Filter (default) 
    • Statuses (default Active) 
    • Search 
    • Sort 
    • Refresh 
    • Actual list of processes based on filters/sort/search applied 
    • Default grouping as follows: Important process at the top, then all others based on selects made by user 
  • Process Diagram for selected process (right hand pane) 
    • Process Diagram 
    • Information 
    • Notes 
    • History 
    • Security 
    • Action bar at the bottom of the page 

How to use the functionality on this page? 

Navigation 

  • There are two ways to navigate to this page 
    • When in the Home page 
      • Click WMS to go to the WMS app 
      • At the middle section of the Navigation Bar, click Processes tab 
    • When using the Navigation bar: 
      • Click ‘Apps’ on the right-hand side of the Navigation Bar 
        • You will see all available apps 
      • Click WMS to go to the WMS page then 
      • At the middle section of the Navigation Bar, click Processes tab

Filters (Left Pane)

Filter by My Processes

  • This filter is pre-selected when Processes Tab is open
  • The number of active processes is displayed next to the filter name
    • all your active processes are visible in the middle pane and the count matches
    • list is chronologically ordered, with the most recent at the top
    • If a process has important status, it will always display first in the list

Filter by Processes I Am Involved In

  • The number of active processes you are involved in is next to the filter name
    • all processes you are involved in are visible in the middle pane and the count matches
    • list is chronologically ordered, with the most recent at the top
    • If a process has important status, it will always display first in the list

Filer by Processes

  • By default, the list is already expanded and only 5 filters are seen in the list
    • If you have more than 5 filters, you can click “More...” to expand the list of the processes
      • Full list of processes will be visible
      • At the bottom of the list (scroll down), you will find “Less...”, when selected, the list will collapse and go back to the default display
  • The number of active processes is displayed next to each Process Name
    • When a process name is selected, the list of active processes is displayed in the middle pane
    • The count beside the process name will match processes displayed in the middle pane
  • You can collapse the list of processes when this filter is selected it will collapse

Add Custom Filters

  • When you click “Add Custom Filters” located at the bottom part of the left pane, Add Custom Filter dialog box will appear
    • Add Custom Filter’s fields
    • The required fields are Name, Description, either Process(es) or add a condition
    • Name field - you must replace the default text with what suits your purpose
    • Description - explain your filter’s purpose. Make it clear why it was set up and what to use it for.
    • Icon field - by default the icon is a filter. To customise an icon, click the Icon Button. You can choose an icon from the available list
    • In the Process(es) field, you can choose a single process or multiple processes you want to filter on
    • You can also select to Filter only Published processes
      • Field Filters – To filter the Process(es) based on condition(s) set. Using field filters will only display items where the fields match the condition used. There are 3 types of conditions to use:
        • Add Condition – You need to select a field from the list. The selectable options in this list are the fields in the process(es) in the filter. Operation and Value options will depend on the chosen field. In Value, some of the fields will require you to input the value manually.
          • To the right of a condition, you will see an ellipsis button. When clicked you will see these options:
            • Delete – This will delete the condition
            • Add Parent OR – This will add an OR Group Header
            • Add Parent AND – This will add an AND Group Header
        • Add AND Group – This will require at least 2 conditions. AND logic requires all conditions to be true in order to get results
          • In plus / add icon there are a few Options you can choose from:
            • Add Condition
            • Add AND Group
            • Add OR Group
          • Next to the plus / add icon, there is a dropdown button. By default, value is “AND”. You can change the value from “AND” to “OR” or vice versa
          • Delete button – This will delete the group and everything inside the group
        • Add OR Group – This will require at least 2 conditions. OR logic requires at least one of the conditions to be true in order to get the results
          • In plus / add icon there are a few Options you can choose from:
            • Add Condition
            • Add AND Group
            • Add OR Group
          • Next to the plus / add icon, there is a dropdown button. By default, value is “OR”. You can change the value from “OR” to “AND” or vice versa
          • Delete button – This will delete the group and everything inside the group
  • When a Custom Filter is saved, it will be visible below the “Processes” Filter in the left pane
    • Custom Filters will be alphabetically listed when you log back in or when you refresh the page
    • When you select a custom filter, it will expand and show all the results
      • When you click an ellipsis between the custom name and chevron an option will appear
        • Edit – you can edit the custom filter:
          • Name
          • Description
          • Icon
          • Process/es
          • Field Filters
          • You can also save the changes you made or cancel editing
        • Delete – you can delete the custom filter
      • When you click again the selected custom filter, it will hide the content and the chevron will change

Filter

  • When the “Filter” is selected (located at the bottom of the left pane) a filter will appear in the Right pane
  • It will clear the list of Processes in the middle pane and the Filters/Pre-saved Custom Filters on left pane
  • Results will be dependent on the conditions set on the Filter on the right pane when applied / saved
  • How to set up a Filter
    • You can close or cancel the Filter by clicking the cross located at the upper right corner
    • You can either choose Process(es) or Add Field Filters or you can do both
      • At least one of the fields is required to be populated
      • If you only select a Field, selectable options are system fields for a process. Such as: Process End Date, Process requestor, Process status.
    • Field Filters – These will filter the Process(es) on your condition(s) set 3 options you can use:
      • Add Condition – You need to choose a field from the list given
        • Values of Operation and Value fields will depend on the chosen field
        • For Value field, some of the fields will require you to input the value manually
        • On the right side of the condition, you will see an ellipsis button
        • When clicked you will see the options:
          • Delete – This will delete the condition
          • Add OR Parent – This will add an OR Group Header
          • Add AND Parent – This will add an AND Group Header
      • Add AND Group – This will require at least 2 conditions
        • AND logic requires all conditions to be true in order to get the results
        • In plus/add icon there are few Options you can choose from:
          • Add Condition
          • Add AND Group
          • Add OR Group
        • Next to the plus/add icon, there is a dropdown button
        • By default, value is the “AND”
          • You can change the value from “AND” to “OR” or vice versa
        • Delete button – This will delete the group and everything inside the group
      • Add OR Group – This will require at least 2 conditions
        • OR logic requires at least one of the conditions to be true in order to get the results
        • In plus/add icon there are Options you can choose from:
          • Add Condition
          • Add AND Group
          • Add OR Group
        • Next to the plus/add icon, there is a dropdown button
        • By default, value is the “OR”
          • You can change the value from “OR” to “AND” or vice versa
        • Delete button – This will delete the group and everything inside the group
    • There are 3 buttons located at the bottom of the right pane
      • Save
        • When save button is clicked, you will see the following fields:
          • Name – name your filter
          • Description - explain your filter’s purpose. Make it clear why it was set up and what to use it for.
          • Icon field - by default the icon is a filter. To customise an icon, click the Icon Button. You can choose an icon from the available list
          • Process(es) field - you can choose a single process or multiple processes you want to filter on
          • You can also select to Filter only Published processes
          • Field Filters – To filter the Process(es) based on condition(s) set. Using field filters will only display items where the fields match the condition used. There are 3 types of conditions to use:
            • Add Condition – You need to select a field from the list. The selectable options in this list are the fields in the process(es) in the filter. Operation and Value options will depend on the chosen field. In Value, some of the fields will require you to input the value manually.
              • To the right of a condition, you will see an ellipsis button. When clicked you will see these options:
                • Delete – This will delete the condition
                • Add Parent OR – This will add an OR Group Header
                • Add Parent AND – This will add an AND Group Header
            • Add AND Group – This will require at least 2 conditions. AND logic requires all conditions to be true in order to get results
              • In plus / add icon there are a few Options you can choose from:
                • Add Condition
                • Add AND Group
                • Add OR Group
              • Next to the plus / add icon, there is a dropdown button. By default, value is “AND”. You can change the value from “AND” to “OR” or vice versa
              • Delete button – This will delete the group and everything inside the group
            • Add OR Group – This will require at least 2 conditions. OR logic requires at least one of the conditions to be true in order to get the results
              • In plus / add icon there are a few Options you can choose from:
                • Add Condition
                • Add AND Group
                • Add OR Group
              • Next to the plus / add icon, there is a dropdown button. By default, value is “OR”. You can change the value from “OR” to “AND” or vice versa
              • Delete button – This will delete the group and everything inside the group
        • A filter can be saved or canceled using the buttons located on the bottom part of the right pane
          • If saved, the new filter is visible to the left pane under the custom filters
          • If cancelled, no filter is saved.
      • Clear –clears all the values you set up in the filter so far
      • Apply – applies the values you set up for grouping and conditions and the results will be shown in the middle pane (Functionality Broken)
      • If the results are as expected, save the filter. Once saved the new filter will be visible in the left pane under the custom filters
      • If the results do not meet your expectations, you can change the values and reapply until you are satisfied or clear the filter

List of Processes (Middle Pane)

Filter

  • Where you can filter the list by process status (Active or Completed). The default value of the filter is Active
  • You can change the filter applied to My Processes by clicking the Filter button. Check and uncheck the option you want to filter. You can have multiple selected options or at least one selected option

Statuses (default Active)

  • The Statuses used in the filter are displayed in the upper portion of the middle pane
  • The Status is a badge shape with color fill and name inside, depending on the filter selected
  • When filter is/are selected:
    • For Active – color fill is Green
    • For Completed – color fill is Violet

Search

  • To search for processes type word(s) or letter(s) in the search field. You will notice that return is based on what is typed
  • To clear a search, click the clear or cross button. The return is the full list of processes

Sort

  • Sort the Process List based on a selected option
  • By default, Recent is the selected option
    • The Process list will be sorted in chronological order (date and time stamp), most recent one at the top
  • To change sort option, click the dropdown button. The list of options is as follows:
    • Recent – list sorted in Chronological order, earliest one at the top of the list
    • Process – list sorted in Alphabetical order based on the Process Name
    • Owned by - list sorted in Alphabetical order based on the name of the Process Owner which is displayed beneath the date and time stamp

Refresh button

  • This will refresh the Process list without refreshing the whole page

Processes List

  • Click one of the processes in the list, the diagram and details will be visible in the right-hand pane

Processes Details (Right Pane)

  • On the upper left-hand side of the right-hand pane,
    • Process name is displayed (Matches the selected process name in the middle pane).
    • Zoom percentage of the process diagram is shown inside the button details
      • With your cursor on the page, scroll up or down to increase or decrease the zoom percentage
      • To reset zoom to original settings, Click the zoom button (Zoom is restored to 100% and diagram is in its original position)
  • On the upper right-hand side of the right-hand pane,
    • Process Status is displayed (matches filter(s) and badge)
    • Expand Button
      • Click to expand the Process Diagram occupying all panes
      • When in expand view, the expand button changes to collapse button. Click to go back to normal view
  • You can reposition the diagram by dragging in the space around the process diagram to reposition the diagram
    • Use your mouse scroll wheel to zoom in or zoom out
    • To reset diagram position to original settings, Click the zoom button (Zoom is restored to 100% and diagram is in its original position)
  • Process Status Key – Located at the bottom of the left corner of the diagram. Default display is expanded.
    • Click the collapse button on the Process Status key
      • The labels should be hidden and only the color codes are visible
    • Click the expand button on the Processes Status key
      • The labels should be visible
  • Process Diagram
    • You can see the status of each Task/Notification/Timer of the Process in respective color code
    • Click a Task on the process diagram
      • The Task Information should be displayed over the top of the process diagram
      • If you are the Process Owner or assigned user of the selected task
      • If you are involved in the process or task
        • You can reassign and reschedule the task using the ellipsis button
      • Close Task Information by clicking the cross or close button on the top right corner of the Task information Box
      • Go to the Task by clicking the “> Go to Task” found beneath the Effort Field
        • This will redirect you to the Task page of the selected task
  • On the bottom right corner of the right pane, you can click the button to abandon the process (on the proviso that the process settings allow this action)
    • A dialog box will appear, and you can either choose amongst the given list of reasons or choose ‘Custom Reason’ to type your own reason for abandoning the process
    • After adding a reason, you can click the Abandon Process button or cancel abandoning the process
    • When a process has a sub-process:
      • 'Has blocking' is enabled - you cannot abandon the sub-process, but you can abandon the main process and it will also abandon the sub-process.
      • 'Has blocking' is disabled -  you can abandon the sub-process directly and you can abandon the main process and it will also abandon the sub-process.

Process Details Menu (collapsible bar for processes)

Diagram

  • Process Diagram displayed, relevant to each process

Information

  • Process Owner
    • Displays name of who owns the Process
  • Created Date
    • Will display the date when the process was instanced
  • Last Scheduled
    • Will display the date of most recently completed task

Performance

  • See Process Performance vs SLA's
  • Understand how lean the process is
    • Obtain stats for troubleshooting and optimisation
  • The performance grid will contain all tasks within the process [for all versions or for a specific version - you can select the appropriate option to view relevant stats]
  • Each task will display:
    • SLA(hrs)
      • Duration assigned to this Task (the maximum amount of time it should take to complete this Task. Not to be confused with effort = actual time it takes to do the work).
    • Average Completion (hrs)
      • Average time it has taken to complete this Task. From when it first became active to when it was completed.
    • Standard Deviation (hrs)
      • Standard deviation indicates how far observed values vary from the mean. In any distribution, about 95% of values will be within 2 standard deviations of the mean.
    • Process Instance Count
      • The total number of process instances created for the process version.
    • Performance Score
      • Comparing SLA with actual, we want bigger performance = better, so we use the quotient: SLA/Avg Completion [so that >100% is good].
      • For example: if the SLA is 5 and the Avg. Actual is 1, then 5/1 = 500%, (i.e. performance is 500%, or 5x better than SLA, which is what we want). Similarly: if SLA is 5, and Avg. Actual is 25, then 5/25 = 20%.
    • Consistency Score
      • For this we need to set a BENCHMARK of how much variability is acceptable, then measure what % of that population is within that benchmark.
      • To do this we need to calculate "what % of results are within [SLA]"? [z-score] Unfortunately, this is a non-linear calculation, requiring us to integrate the area under the distribution curve between [0] and +-n.
      • As an approximate alternative we use a variation of the "standard deviations rule of thumb" [68% within 1SD | 95% within 2SDs | 99.7% within 3SDs] to create a RAG indicator:
        • SLA < AVG + 1SD = Green. (50+68/2=84% of popn within SLA).
          • This is an approximation to "if 80% are within SLA, then that's good"
        • SLA > AVG = Amber. (50% of popn within SLA)
          • This is saying "if Average is within SLA, then that's okay"
        • SLA < AVG = Red. (most of popn not within SLA)
          • This is saying "if Average is worse than SLA, then that's bad"
  • So assuming the SLA is 10, the Average is 15 and the SD is 5, then:
    • First: calculate SLA (AVG + 1SD) = 10 (15+5) = -10, which is negative, so it's not green.
    • Second: calculate SLA AVG = 10-15 = -5, which is still negative, so it's not amber.
    • Third: as it's neither green, nor amber, it must be red.
  • This can be expressed as: =if(( 'SLA (hrs)'-( 'Average Completion (hrs)'+ 'Standard Deviation (hrs)'))>0,"3 (green)",IF(( 'SLA (hrs)'- 'Average Completion (hrs)')>0,"1 (Amber)","1 (Red)")).
  • In the consistency score column of the performance grid: 3 = Green, 2 = Amber and 1 = Red.

 Notes

  • Notes are arranged chronologically (most recent at the top)
  • You will see all the notes added in the process
  • To refresh the list, click the refresh icon located beneath Notes
  • Notes Details:
    • Title name: Note
    • Task: (From which Task where the note is added)
    • If the note is added in Process level, it will be blank
    • User (User that added the note): (Content of the note)
    • The date when the note is added
  • To add a note, click the button at the lower right corner of the right pane
    • Type the note, click on the “Add Note” button
    • This will refresh the list and you will see the recently added note at the top of the list

 History

  • In this section you will see all activities that happened in the Process
  • Refresh the list by clicking the refresh button above the list
  • You can also filter the list by checking or unchecking the list of options in the filter. The filter options are the following:
    • Fields Saved
    • Task Status Change
    • Note
    • Process Completed
    • Task Reassigned
    • Task Referred
    • Process Abandoned
    • Task Rescheduled
    • Task Returned
    • Email Queued Successfully
    • Email Queued Failed
  • History will be arranged in chronological order (date and time of action is visible)

Security

  • Search – you can search the users or groups that have been given access to the process or user that has been assigned to or referred the task to them
  • Add a user or group by clicking on the add button (Currently Not Working)
    • Dialog box will appear. There are 3 options to choose from:
      • User – adding security permission to a user
      • User Group – adding security permission to a user group
      • User Field – adding security permission to a user field
  • In the list of users, an info icon is visible next to the user who has access to the task. When hovered, it displays a tooltip labeled as follows:
    • Process Creator
    • Inherited from Process Design
  • After adding a user, group or field, you can set their credentials to: (Currently Not Working)
    • Save & Complete
    • Full control
    • View
  • You can delete the user/group or field that you added (Currently Not Working)

Reports (This is still under development, and it might change the functions, UI, etc.)

  • Process Reports
    • This will show all saved report(s) under this process.
    • The list is chronologically ordered by most recent saved report will be at the bottom of the list.
  • Run Report - (Currently Not Working)
  • Download Report - (Currently Not Working)
  • Create Report - takes you to the report set up page

 

Last updated: 14 May 2024 08:18 AM
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