Routines in d.velop process studio

You can now define routines in d.velop process studio to link events, such as importing a document into d.velop documents and creating a data record in a third-party system. This makes it easier to automate workflows and integrate other systems more efficiently.

Creating and Managing Routines

Under Modeling > Routines, you can create new routines and edit existing ones.

First, select the event to which the routine should respond. Then select the action to be performed when the event occurs.

You can also add conditions to the event so that the routine is only executed if the event meets specific criteria, such as importing a document into a specific category or manually creating a new task. For the action's call parameters, you can enter static values or dynamic values from the event. The routine will not run until you have saved your changes and enabled the routine.

You can view a detailed summary of the parameters for events and actions by clicking the information icon.

Details for the event Task has been created:

Overview of routines

Similar to scheduled process starts, an overview of routines, including their status, is displayed under Operation > Routines. Here, you can enable and disable the execution of routines.

Involving external participants in process workflows

As part of process modeling, you can now actively involve external participants in process workflows. In addition to standard user tasks, external user tasks are now also available for this purpose.

External users receive an e-mail containing a link to a d.velop forms form, which accesses the shared process data and reports the data back to the process once the step is complete. You can enter the email address statically or control it dynamically. You can also specify the language of the e-mail and a subject line.

You do not need to specially configure the form for use within an external user task. Access to document information or other services requiring a valid login is not possible. In the external user task, only the process data explicitly specified under Input mappings is available. This allows you to granularly control which information is visible outside your organization.

A timer is automatically added to every external user task, which defines the possible processing period. Once the timer expires, the process step is canceled. Afterward, the form can no longer be accessed. In process modeling, you can specify how the process should behave in this case. The e-mail sent to external users contains not only the link to the form but also information about how long the link is valid.

Within the form, external participants can work with process variables (e.g., files) as usual.

When participants complete an external user task, a respective notification appears.

External user tasks are displayed as such in the process protocol.

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