Process Modeler and Form Builder
One of the main challenges in efficiently managing an organization is determining how it should respond to significant events that occur both internally and externally.
What do we do with an invoice delivered by the postman?
How do we handle an email containing a customer complaint?
What is our process for an employee’s request for eyewear reimbursement or a loan?
The way these issues are handled is defined by business processes, which determine the sequence of actions and assign responsibility to specific individuals. Traditionally, these processes are documented in guidelines, circulars and instructions that employees are expected to learn and follow. But did you know there’s a better way?
The answer is business process automation within a digital workspace.
The Bosflow process modeler and form builder is a tool that allows you to easily define and model your organization’s key processes. These processes will then be executed exactly as defined. The Bosflow system ensures correct sequencing, timely actions and accuracy. You can take advantage of our training to define processes yourself or entrust the design to our analysts and implementation consultants. With Bosflow’s form builder and process modeler, you can automate nearly any process.
Design a Form
The first step is to define the information needed to carry out the process. Design an electronic form to be filled out when the process is initiated and supplemented with additional information at later stages. Use standard fields available in the form builder: text, numeric, single- or multiple-choice, defined date fields and more. You can also create custom dropdown lists with predefined values or predefined system dictionaries. For example, you might select units from your organizational structure or any other system dictionary, such as an ERP-derived cost centre structure.
Define the Process Flow
Draw the subsequent process stages as a graph and specify the allowed transitions between them. For each stage, define who is responsible, the time allotted for completion and which required form fields must be filled in. There’s no need to worry about personnel changes – define processes using system roles like CFO, chief accountant or the supervisor of the requesting employee. Tasks can be assigned in parallel to multiple users. If a person holding a given role is absent, the substitute management system will automatically redirect the task to a designated replacement.
Implement the Process
After designing the form and defining the process flow, deploy the process in the system with a single click and start using it. If changes are needed due to internal or external factors, you don’t have to build a new process from scratch. Modify the form, process steps or other parameters as needed and test the process in the system’s test environment. If the modified process meets your requirements, implement the new version. Bosflow supports versioning of modeled business processes.
Process Initiation
A user initiates a process by selecting a specific workflow path and completing the previously designed form. Processes can also be initiated by external messages – such as emails, e-PUAP submissions or API calls. The process will then proceed exactly as it does when initiated by users.
Process Handling
Throughout the process, you can easily create and send documents and messages using templates prepared in the system. Bosflow automatically fills templates with data entered in the process form. You can also collect attachments at any stage. All documents entered into or created in the system during a business process are automatically archived.
Integration with External Systems
The execution of business processes often requires the transfer and receipt of data from various IT systems. In Bosflow, at the process design stage, it is possible to include a step for calling external systems and carrying out specified functions. This call can be made by connecting to a database or by using an API based on the HTTP protocol. The process can also make use of RPA (software robots) to interact with an external system that does not have an API. The software robot retrieves or transfers data to the external system using the user interface (UI) of the integrated system.
Process Auditability
The entire process flow, along with its data, attachments and activities, is recorded and archived. You have complete control and access to the entire history and all actions taken within the process.
