tmXsuite Workflow Methodology

Workflow in its simplest form, is the way work, or a process, gets done from start to finish.

At each stage in a workflow, an individual or group is responsible for a specific task. Once the task is completed, the workflow software ensures that the individuals responsible for the next task are notified and receive the data they need to execute their stage of the process.

tmXsuite workflow methodology comprises six elements which, when configured, allow almost any requirement of a specific business process to be met and enforced.

Start point

  • Configured business process start point

Whilst "Start" is not actually referenced within the workflow configuration tool itself, it is important, as it defines where the in-built system validation finishes and the configurable workflow starts.

Route node

  • Node name
  • Node status

The route node describes a single stage, or step, in workflow progression.

For example, for a multi-review workflow, we may have a route node defined for "Managing Director approval". The node status is what users will see on documents within the workflow at this stage, perhaps "MD Review".

Route user actions

  • Action button name
  • Action button graphic
  • Access restrictions

Actions can be made available on every route node, which can then perform logic and tasks based on the node, current user and data of the source document. Actions can be labelled, and assigned graphical representation in the configuration tool, and access can be restricted to groups or individuals.

Action decision tree

  • Conditional logic
  • Current user decision logic
  • Field value decision logic

Any action can be associated with a decision tree. This means we can use the action to pass control to certain people or groups if conditions are met, to a specific next route node or finish task. Decision trees allow almost any business process to be modelled and enforced.

Action tasks

  • Set values
  • Determine document security
  • Send messages to the relevant people
  • Set user prompts
  • Update document audit trail
  • Establish next route

Tasks allow predefined data modifications or events to take place based on the action and decision tree logic. You may want to stamp a document to show that a relevant manager has approved it, update the audit trail or send messages to people who need to take action at the next route node, or simply to keep them informed.

Finish task

  • Workflow complete

When an action or decision tree passes to the finish task, the configurable workflow is complete. Control returns to the system to allow built-in data processing methods to complete the business process.

A simple schematic example

Workflow Schematic