Instructions: Map to App
1. Create a process model like the one below. If you have never used the Barium Live modeling tool before, see our guide Create your first process.
2. Click on the tab Participants found on the side of the left pane.
Participants is where you add the roles that exist in your process.
It is these roles or process participants to which you will add user accounts and who will be assigned the role and any activities that are to be performed by the participant in this process.
3. Add participants by simply writing the name of the participant in the field Quick add and hitting the Enter key on your keyboard.
4. Every participant that you create will be shown in a list underneath the field Quick add. Now drag and drop one participant to each lane in the process.
NOTE: The name of the lane is changed to the name of the participant that you drop onto it, and a small icon shows up in the top left corner of the lane, indicating that there is a participant assigned to it.
5. Next you need to set a type to your tasks, since the process engine needs to know what type of resource will be performing each specific task. To do this, right-click on the tasks and choose Type. If a task is to be performed by a person you must set the task type attribute to User. This will generate an inbox item to whoever you have chosen should be assigned to the participant you have configured into your process model.
NOTE: An icon will show up in the top left corner of each task indicating that a type as been chosen. Depending on what type of task you chose the icon will vary. Note that only User task types and Manual task types will create an item in a participant's inbox.
6. Information is carried through process applications using forms. Step 6-15 describes how forms are configured. You can skip these steps and still have a runnable application. If you wish, you can come back and add forms later on.
To start working with forms, click on the tab Form templates and drag and drop a new form template on the start event of the process map.
NOTE: Form templates are the empty forms that users fill out in the beginning of a process. A filled out form template will generate the actual form. You can compare your form template with a .dot-file from Microsoft Word. A dot-file generates a new doc-file. In the same way your form template will generate a process object.
NOTE: From the Form templates tab you can add empty form templates as well as reusable templates from all the applications that you have created in the space that you are currently working.
7. Having dragged the form template to your process model you have also created a known object in your process application. If you click on the tab Data objects you will see an object called DataObject1. This is an ID which is set automatically as soon as you add a form template to your process model. The ID is used to control forms created from the template.
Every time you drag and drop a form template onto a process model, new data objects will appear in your palette and they will automatically be named DataObject1, DataObject2 and so on.
8. You are free to change the ID to something that is more easy to remember. To change the ID of your e-form template, right click on the form in your process model and click on Properties. This will open a panel on the right hand side of your browser.
9. On the top row of the properties panel is the value of the DataID of your form. You can change it to something more understandable by clicking on the text and editing it like you normally would. When you’re done, hit enter on your keyboard.
NOTE: The text in the Data object tab immediately changes to whatever you wrote in the Properties panel. In this case it will change to myFirstEform.
10. For a more self-explaining process model, also double-click on the form template icon and edit its name (to My First Form, in this case).
11. Having completed step 4 above, your form template is associated to the start event. This means that the template will be available in the start event, for example when someone wants to create a new instance of your process application. The created form is not yet available in the rest of the process, and now we need to decide how the e-form should behave in each step of the process.
We need to take a closer look at three things:
Where the form should be created.
In which activities the form should be available to the process participants.
What the process participants should be allowed to do with the form information in each activity.
12. First things first: Where should the form be created? We have already decided this by adding the form template to the start event. The form template will generate a known data object, which we have decided to call myFirstEform.
13. The data object, or the filled out form created from the template, should be available in the other tasks as well, so that participants can perform their tasks based on information filled out in the start event. So, we need to add the data object called myFirstEform to these tasks.
You can do this by dragging the data object from the panel on the left hand side and drop it on to the tasks in the process model. You will notice that tasks will change their color to a darker blue while hovering your mouse over them while dragging the form. Your process should now look like the one below.
NOTE: The icon on the form associated to the start event is different from the icon of the form associated to the two tasks. This is because we have associated the form template to the start event and the filled out form, or known data object' to the tasks.
14. Next we need to decide how the form should be available in each activity. We do this by changing the association line between the form and the flow object in the process.
The form template associated to the start event must be filled out in order to create a form. We need to configure the process so that the form template is forced to be filled out when starting the process. We do this by changing the association direction:
Right-click on the line between the start event and the form template. Click on Direction and choose To.
Your association line should look like the image below.
In BPMN terms this means that the e-form template is an input to the start event. This will result in the form showing up when the next user chooses to start a new instance of the process.
15. The way we associate forms to tasks decides whether or not the form is editable, or just viewable, in the task. Associating a form to a task with no arrows means that the form will be available in the task to view but not to edit. This is the default behavior of all forms added to tasks as seen below.
Let’s try both settings:
Task 1, editable form:
Right-click on the association line between Task 1 and the form icon, click Direction and choose Both.
Task 2, viewable form:
Leave the association line between Task 2 and the form icon as it is.
16. Now, click on the Save button on the top left corner in the modeling tool's menu.
17. Click on the Back button to leave the modeling tool and go back to viewing the process model.
18. You are now in the Process overview. Under Deploy process in the pane called Common tasks on the right hand side and you will see a button called Create process application. Click on it.
19. This next step is the last step in creating a process application. Here you will see the process participants that you created in your process model and it is up to you to add user accounts or group accounts to each participant, assigning who is responsible for performing the tasks belonging to each participant. Note that you can add multiple user accounts and groups to each participant, combining one or more users with one or more groups. Also, note that you can only add users and groups that belong to the current space. If you are alone in the space, you can only add yourself to each participant.
In the field Accounts typing at least the first three characters of the name of the account or group you wish to add. Try typing your own name. When you see it show up click on it to assign it to the participant. (You can also click on the field arrow, and see a list of available groups and accounts.)
TIP: When creating your first process application, add yourself to all participants so that you can try out all the steps yourself.
20. Click on the button Create process application in the top left corner when you are done adding accounts to each participant.
21. Congratulations! You have now gone from Map to App! Want to try the app? See the following steps...
Try the app
1. Your are now in the Application configuration view. Create a new instance of your process application by clicking on the green start symbol in the top right hand corner. The text says Start unless you changed the name of the start event when modeling.
TIP: See how participants usually start instances in the article Start new process instances.
2. Now, a standard form is shown. Fill the form out and click on Start.
3. If you have configured everything correctly you should have a new item in the inbox called My tasks.
Edit the form
So far, your form is just a simple standard form. To edit the form, and automatically update it in the process application, follow the instructions in the article Create your first e-form.