Editing activity and decision data
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Prerequisites
- Access to the Process (PM063) menu.
- Previously created process.
- Previously modeled flowchart.
Introduction
Activities and decisions are central elements in process modeling, as they represent, respectively, the actions performed throughout the flow and the evaluation points that determine the direction of the process.
In SoftExpert Process, it is possible to edit the data of these elements in order to configure their properties, as well as to define responsibilities and other relevant information for the execution of the process.
This article will cover how to edit and configure user activities, system activities, and decisions.
See how to perform this operation:
Editing data
Before editing the data of an activity or decision, make sure it has already been saved in the flowchart. Otherwise, when trying to open its data, the system will display a message informing that the record was not found.
1. To edit, select the activity or decision in the flowchart and click on the Data button, available in the modeler's button bar.
2. At this point, the data screen of the activity or decision will be displayed. See below which fields are available for editing:
General data tab
| ID # |
This field is populated by the system with an automatic ID # or with the ID # defined in the General section of the Items panel as soon as the activity is saved in the flowchart. If you prefer, use the arrow located next to this field to generate another automatic ID #. If the use of an identification mask is configured in the process type, the ID # will be generated according to the mask. The ID # generated by the mask may only be edited if the "Enable ID # change" option is checked on the process type data screen. |
| Name | This field will display the activity name, defined in the General section of the Items panel once the activity is added to the flowchart. |
| Activity/decision type |
This field is automatically filled in with the activity type or decision type set as default in the General parameters (PM009). If necessary, the type can be changed. When changing the type of activity or decision to one that is configured with an identification mask, it will be necessary to generate a new ID # if you wish for the identification to be standardized. |
| Markers |
The BPMN specification has the following types of markers for activities: Multiple instances (parallel or sequential), Compensation, and Repetition. The goal of activity markers is to indicate the specific behavior of an activity during its execution. Select the desired markers for the activity. |
| Value added |
In business processes, activities must be classified as value-adding or non-value-adding. Generally, in more than 50% of the cases, the activities are not value added or the companies are unwilling to pay for them. Activities that are non-value added must be analyzed and classified in a category of lean waste. Therefore, if the "Yes" or "Mandatory" option is selected, it indicates that the activity in question is value added. However, if "No" is selected, the Lean waste field will be enabled for the lean wastes of the activity to be associated. |
System activity
The fields below will only be enabled, in the General data section, for system activities. The system itself is responsible for their execution, and no interaction is required from the end user.
| Execution |
Select the execution mode of system activity:
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| Integrations |
Select how the activity will be executed:
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| Formula |
Through the fields in this section, it is possible to define formulas that will be called before or after the execution of the activity.
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Description tab screen
Enter a description for the activity/decision. The description given in this field will be displayed in the activity/decision execution screen in the SoftExpert Workflow component.
Therefore, in this section, it is possible to write what must be done in order to execute the activity.
Duration tab
Use this section to set the duration configuration to be used for this activity or decision. For that, select one of the following options:
- Use waiting time: if this option is checked, it will be possible to define the waiting time (time in which an activity is enabled until it is started) and the working time of the activity. Thus, fill out the Working time field to define the duration of the activity. Fill out the Waiting time field to define the waiting limit before the activity is started.
If this option is not checked, the activity will not have a closure deadline, or it may have a fixed duration. For the activity not to have a deadline, keep the Fixed duration field blank. For the activity to have a closure deadline, fill out the Fixed duration field with the estimated deadline for the duration of the activity/decision.
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Dynamic duration: check this option for the activity duration to be defined dynamically. The following options are available for dynamic duration:
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Formula: if this option is checked, the duration of the activity will be defined by means of a formula. To do so, click on the
button and enter the rule that defines the activity duration in the formula editor. - Apply the same deadline as of the instance: if this option is selected, the duration of the activity will be the same duration defined for the process instance.
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Formula: if this option is checked, the duration of the activity will be defined by means of a formula. To do so, click on the
If this option is not checked, the duration of the activity will not be defined dynamically. If the activity must have a defined deadline, configure the desired time in the Fixed duration field.
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Use process calendar: if this option is checked, it indicates that the calendar defined as default through the Administration component will be used to calculate the schedule of the activity/decision. If this option is not checked, the Calendar field will be enabled, and completing it will be mandatory. In this case, select the calendar that will be used to calculate the activity/decision schedule.
Cost tab
In this section, the costs for executing the activity/decision must be associated.
Input/output
In this section, all inputs and outputs of the activity/decision must be associated. See how to add materials and/or information in each subsection.
CSF (Critical Success Factors)
In this section, the Critical Success Factors of the activity/decision must be recorded. See how to create a new CSF and how to associate it with the process.
Flows tab
This section displays the input and output flows of the activity/decision.
It allows editing its data and change, for example, the default route type to exception path. See further details about this configuration in the Editing flow (connector) data article.
Cause tab
In the Analysis tool section, the analysis record can be provided by means of the 5 Whys, FTA, and Ishikawa tools. A new analysis may be created or an already existing analysis may be associated.
To create an analysis, click on the desired tool: 5 Whys, Ishikawa or FTA. To associate an existing analysis, click on Associate.
Use the Cause section to associate the causes of the defects or problems of this activity/decision. To do that, click on the 
button and, on the screen that will be opened, fill out the following fields:
- Cause: select the cause and indicate whether it is a root cause or the potential cause of the defect or problem. Created causes will be available; however, in this field, it is also possible to create a new cause if the user has access to the menu.
- Percentage: enter, in percentage, how much the selected cause generated the defect or problem in the activity/decision.
- Department responsibility: specify the department in which the cause was identified.
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Description: provide a description for the cause of the problem or defect in this activity/decision.
Process tab
This section displays the process in which the activity/decision is being used.
Resource tab
In this section, the necessary resources for the execution of the activity/decision must be associated. See how to create a resource.
Attachment
By clicking on this button in the toolbar, it will be possible to associate attachments with the activity/decision. Check further details about the operation by clicking here.
Input/output
With the inputs and outputs associated, clicking on this toolbar button will display the input & output diagram of this activity/decision.
This diagram consists of the information and materials associated with the Input/Output section of the activity.
Turtle
Upon clicking on the Turtle button, it is possible to view the turtle diagrams of this activity/decision.
The information displayed in the diagram varies according to the configurations applied in the General parameters (PM009) menu.
CMDB
By clicking on the CMDB button, it is possible to view the CMDB structure of this activity/decision. This diagram displays the relationship between the activity or the process with the assets from SoftExpert Asset.
Associations
Click on this button to access the association options for the activity/decision.
Configurations
Refer to the Activity configurations article to learn more about the resources available in this section and how to adjust them.
3. After performing all desired changes in the activity or decision, save the record.
Conclusion
All done! Now you know how to access all the editable data of an activity or decision.
To learn how to configure the data of activities of the "Send message," "Message receiving (start)," "Message receiving," "Manual," "Business rule," or "Script execution" type, refer to the Editing activity data article.