Straatos Tutorial - Getting Started

This tutorial is an introduction into configuring Straatos. In particular, we will configure a process with a start event, a manual data entry step using web validation as well as an automated processing step and a script.

At the end of this tutorial, you should be able

• To create a new process
• Use the CumulusPro Scan+ProcessLite, Scan+Express and Mobile Capture as a starting point to a process
• Use WebValidation in the process to validate documents by an operator
• Use an automated module to process documents
• Use the Process designer to create a workflow
• Use the Process monitor to view documents in active processes

Prerequisites

As this tutorial focuses on the Straatos Process, we assume that you have already setup an Organisation and the Scan+ProcessLite, Scan+Express or Mobile Capture clients. 

1. Creating a new Workflow

In this step, we create a new workflow

1. Log in to the CumulusPro Admin Panel with your Credentials
2. Open your organisation you want to create the workflow
3. Click on 'Workflows'
4. Click on the 'Create Workflow Configuration' tile
5. Name the new 'Workflow Configuration' 'Tutorial Process' and then click on the tile

Watch this video to see how a workflow is created:

2. Adding Index Fields

In this step, we will add some index fields. The index fields created here are only available in the workflow and are separate to the index fields you may have created on your Document Types.

1. Click on the + next to the Index Fields
   
2. A new field 'NewField1' has been created.
3. Add another two fields by repeating step 1 until your screen looks like this:
   
   

We are now going to rename the fields. For each field perform the following steps 1-3

1. Click on the index field
2. Change the field name to according to the table below
3. Click 'Back' in the browser

3. Creating the flow - StartEvent

Creating the process start event. Watch this short video for an introduction:

Click on the Design Process Button

Click on the StartEvent icon and drag it onto the design canvas:

Your screen should now look like this:

To edit the properties of the StartEvent, click ont the Settings icon:

This opens a pop up showing the settings for the StartEvent

Select the Document Type from the Dropdown. In the screenshot above, the document type 'Document' has been selected.

4. Adding a User Task

Now, having a StartEvent where documents get into the workflow, lets add a User Task to the workflow.

There are two ways this can be done, both described below. You will only need to perform one.

Video on how user tasks are created:

Click on the StartEvent

Select the 'Append User Task'

Place the User Task on the canvas like this:

Give the User Task a name 'Data Entry'.

Now that we have a user task, we need to assign a user to this task.

For each User Task in the workflow, there is a role with the same name in the 'Authentication' section of the Organisation.

Add a new Account

1. Goto the Organisation Level in Admin Panel
2. Click on 'Authentication'
3. Click on 'Accounts'
4. Click on 'Create Account'
5. Enter a username (email address)
6. Enter a password

Add an Account to the Workflow Step

1. Goto the Organisation Level in Admin Panel
2. Click on 'Authentication'
3. Click on 'Roles'
4. Click on 'Data Entry' (the name of the step we created above)
5. Tick the account that should have access to the 'Data Entry' step.

The user has now access to the workflow step 'Data Entry'. However, if you haven't done yet so, you will need to give this user as well acccess to MyHome.

Access to MyHome

MyHome is where a workflow user sees all the workflows and steps they have access to. If you do not have given those rights before. Follow the steps below:

1. Goto the Organisation Level in Admin Panel
2. Click on 'Authentication'
3. Click on 'Roles'
4. Create a new Role and call it 'MyHome' and open the Role
5. Tick the account that should have access to the 'MyHome' step.
6. Under Functions click on 'My Home'
7. Under Document Types click on the document type the user should have access to.

Add an End Event

Click on the User Task 'Data Entry' and click on the 'End Event'

Drop the End event onto the canvas.

Now you have a complete workflow with a User Task. At this stage, the workflow does not do much, it just displays the document to a user, but afterwards, does not do anything with it. So, lets add a task to send the document via email.

On the left side, click on the Service Task and drag it over the line between the 'Data Entry' and 'End Event'

Drop the ServiceTask on top of the line and the step will be inserted there as shown in the screenshot below:

Name the Step 'Send Document'

Click on the step 'Send Document' and then onto the 'Settings' icon.

From the actions dropdown, select the 'Send Grid Send Email'

Your screen should look like this:

For the 'To Email Address', we want to use the email address of the Index Field 'email' we created earlier.

1. Click into the field 'To Email Address'
2. Click onto the dropdown 'Insert Field at Cursor'
3. Select 'email'
4. For the 'From Email Address' enter the sender email address. For example 'noreply@cumuluspro.com'
5. For 'Subject' Enter 'Your Document'
6. For 'Text Body' Enter the below text:
   Hi {firstname},
   Here is your document.
   Regards,
   The CumulusPro Team
7. For 'Add Attachment' select 'Original Document'
8. Close the pop-up box by clicking the x on the top right.

Now we are are ready to publish and test the process flow.

Publish and Test the Process Flow

Click on 'Publish Workflow"

One the workflow is successfully published, the date and time of the publishing appears next to the workflow.

Now, submit a document from one of the Scan or Mobile Clients for the Document type specified.

5. Workflow Monitor & Processing Documents

After having submitted a document, you may want to see the document in the workflow. This section show you how to see the document in the workflow.

Once the workflow is published, you can enter the monitor either in the Designer:

Or on the workflow configuration:

The process monitor displays the same process flow as in the designer. Under each workflow step, the number of documents currently in the step are visible.

To view the details of the documents in a particular step, click on the step and a pop up displayes the details of the document.

To see a preview of the document, click on a document and a viewer opens to see the documents.

The document is currently ready in the User Task 'Data Entry'. In this section, we are going to process the document.

1. Log Out from Admin Panel
2. Enter the username and password for the 'Data Entry' operator created earlier
3. You will now be logged into 'My Home'
4. At the bottom left, select the process ' Tutorial Process' and then click on 'Data Entry'
5. The web validation client will be opened and you see the document with the index fields at the right
6. Enter a valid email address where you want the document to be sent to
7. Enter a first name that appears in the greetings line of the email
8. Press the 'Complete Button' on the top left.
9. The document is then processed by the workflow and the document is sent to the email address entered.
10. Check the email received as well as the document in the Monitor (which is now in the end event).