Activity/Decision configurations

In this section, it is possible to perform the following configurations of the activity/decision accessed through BPM:

Configure in this section, the objects that can be added, associated, and/or deleted during the execution of the activity in question. For that, in the Association column, check the desired object and in the Add, Associate and Delete columns, check the checkbox that corresponds to the operation which will be allowed during the execution of the activity. Some objects can be configured. To do so, click on the button in the Configuration column.

The Associate and Delete operations are available for the following objects: Object, Product (SE PDM), Supply, Asset, Maintenance, Document, Process, Workflow, Incident, Problem, Action plan, Occurrence (SE Action), Project, Risk, Control, and Requirement. The Add operation is only available for the following objects: Object, Maintenance, Document, Workflow, Incident, Problem, Action plan, Occurrence (SE Action) and Project.

Association	Add	Associate	Delete	Configuration
Object	Allows creating an object in the system, associating it with the activity.	Allows associating an existing object with the activity.	Allows dissociating an existing object from the activity.	-
Product	-	Allows associating an existing item with the activity.	Allows dissociating an existing item from the activity.	-
Supply	-	Allows associating an existing supply with the activity.	Allows dissociating an existing supply from the activity.	-
Asset	-	Allows associating an existing asset with the activity.	Allows dissociating an existing asset from the activity.	▪Allow check-out for usage event: If this option is checked, during the execution of the activity, a button will be displayed in the asset association section, allowing the duly configured asset to be sent for usage. ▪Allow check-out for usage event: If this option is checked, during the execution of the activity, a button will be displayed in the asset association section, allowing an asset that was checked out for usage to be returned.
Maintenance	Allows creating a maintenance (preventive, programmed, corrective or maintenance route) in the system, associating it with the activity.	Allows associating an existing maintenance with the activity.	Allows dissociating an existing maintenance from the activity.	-
Document	Allows creating a document in the system, associating it with the activity.	Allows associating an existing document with the activity.	Allows dissociating an existing document from the activity.	▪Allow the executor to view all documents associated with the instance: Check this option for the activity executor to view the documents that have been associated with the instance in previous activities, even if they do not have permission to view the document. ▪Category: Select the categories that have the documents that can be associated with this activity. If a category is selected, it will not be possible to select documents from other categories.
Process	-	Allows associating an existing process with the activity.	Allows dissociating an existing process from the activity.	-
Workflow	Allows starting an instance, associating it with the activity.	Allows associating an existing instance with the activity.	Allows dissociating an existing instance from the activity.	Process: Select the processes whose instances can be associated with this activity. If a process is selected, it will not be possible to select instances from other processes.
Incident	Allows creating an incident in the system, associating it with the activity.	Allows associating an existing incident with the activity.	Allows dissociating an existing incident from the activity.	Incident type: Select the types whose incident records can be associated with this activity. If a type is selected, it will not be possible to select incidents from other types.
Problem	Allows creating a problem in the system, associating it with the activity.	Allows associating an existing problem with the activity.	Allows dissociating an existing problem from the activity.	Problem type: Select the types whose problem records can be associated with this activity. If a type is selected, it will not be possible to select incidents from other types.
Action plan	Allows creating an action plan or isolated action in the system, associating it with the activity.	Allows associating an existing plan or isolated action with the activity.	Allows dissociating an existing plan or isolated action from the activity.	Block manual closure of the action plan and isolated action planning: Check this option so that the plans or actions associated with this activity cannot be manually executed. That is, it will be necessary for the plan or action execution to follow the instance flow. To do that, use the "Change the status of plans and isolated actions associated with the instance to" option (activity action rule configuration), defining the status that will be assigned to the plan or isolated action when the flow activity is executed. Note: It is important to point out that, in order for this resource to work correctly, it is necessary for the process flow to be coherently configured.
Occurrence	Allows creating an occurrence in the system, associating it with the activity.	Allows associating an existing occurrence with the activity.	Allows dissociating an existing occurrence from the activity.	Default classification when occurrence is added: Select the default classification for the occurrences added through the activity.
Project	Allows creating a project in the system, associating it with the activity.	Allows associating an existing project with the activity.	Allows dissociating an existing project from the activity.	▪Project can be associated with: Define if the project can be associated with the Current instance, Current process model instance or Any instance when it is associated through the association section during the execution of this activity. ▪Enable instances that already have a related project to be associated: Check this option so that it is possible to associate more than one project with the instance.
Risk	-	Allows associating an existing risk with the activity.	Allows dissociating an existing risk from the activity.	-
Control	-	Allows associating an existing control with the activity.	Allows dissociating an existing control from the activity.	-
Survey	-	-	-	-
Requirement	-	Allows associating an existing requirement with the activity.	Allows dissociating an existing requirement from the activity.	-
Article	Allows creating an article in the system, associating it with the activity.	Allows associating an existing article with the activity.	Allows dissociating an existing article from the activity.	-

Data related to activity/decision executor is defined in this section. For that, select one of the following options:

Default executor type

In this section, the default executor type of the activity in question will be configured. For BPMN processes, the default executor of an activity is defined in the process lane, so for this reason, some of the following fields must be filled through the process modeler. When the process is a flowchart, that is, when lanes are not used, this configuration will be enabled in the process activity data:

Specific user

If this option is selected, the activity/decision must be performed by a determined user. In order to do it, in the Specific user section, select the desired user in the respective field.

Functional role

If this option is selected, the activity/decision must be executed by a user of a determined functional role. For that, in the Functional role section, select the functional role responsible for the execution of the activity/decision in question. In that case, you can also define whether the activity/decision execution will be restricted to a specific department (defined in the relevant field) or if it will be restricted to the executor department.

Department

If this option is selected, the activity/decision must be executed by a user of a determined department. To do so, in the Department section, select the department that is responsible for the activity/decision execution in question.

Department/Position

If this option is selected, the activity/decision must be executed by a user who exercises a determined position in a department. For that, in the Department/Position section, select the department and the position that will be responsible for the activity/decision execution in question.

Third-party entity

If this option is selected, the activity/decision must be executed by a third-party entity. To do so, in Third-party entity section, select the third-party entity that is responsible for the execution of the selected activity/decision; however, a specific user or functional role will have to execute the activity/decision. Thus, check the desired option and enter the executor in the corresponding field.

Defined in the instance

If this option is selected, the activity executor will be defined during the execution of the process in SE Workflow, SE Incident, or SE Problem. In that case, in the Defined in the instance section, the following options will be available:

Process starter	By selecting this option, the activity/decision will be enabled for the user who started the process.
Specific activity executor	By selecting this option, the subject activity/decision will be executed by the same user that executed another flowchart activity/decision. Define this activity/decision in the Specific activity field. Note: This option will not be available for the first activity of the process.
Process starter leader	By selecting this option, the activity/decision will be enabled for the leader of the user who started the process. Note: Remember that the leader of a determined user is defined through the user creation menu in SE Administration.
Specific activity executor leader	By selecting this option, the activity/decision will be enabled for the leader of the executor of the activity/decision selected in the Specific activity field. Note: This option will not be available for the first activity of the process.
Upper level role of the specific activity executor	By selecting this option, the activity/decision will be enabled for the upper role of the executor of the activity/decision selected in the Specific activity field. If needed, check whether the activity executor will be Restricted to starter's department or whether it will be Restricted to specific department; in the latter case, select the department in the respective field. Note: This option will not be available for the first activity of the process.
Requester	By selecting this option, the activity/decision will be enabled for the user who was defined as instance requester.

Checked

Unchecked

Consider dynamic executor

Check this option for the activity executor to be dynamically defined according to the following options:

▪Execution matrix: The activity execution will depend on the matrix selected in this field. An execution matrix relates an attribute and its values to an executor (user or functional role). That allows the activity to be executed, for each instance, by a different executor according to value entered in the attribute. It is worth remembering that the activity/decision in question must be configured with the same attribute of the execution matrix that will be used in this field.

▪Attribute: The activity/decision executor will depend on the value entered for a specific attribute. Thus, in the Attribute field, enter the desired attribute, regardless if it is an external attribute, a list of values or any other attribute that requires the user to select/enter its value. Then, in the Attribute contains field, enter whether the attribute information will be the user name, user ID or user login. Note: In the activity execution (SE Workflow, SE Incident, or SE Problem component), the value entered for the name, login or ID of the user who will execute the activity must be exactly the same as in the user record in SE Suite. Besides that, fill out the following fields:

•Executor is defined according to value: Check this field to set the activity executor, according to the value entered to the attribute (name, user login or ID).

•Executor will be defined by the leader of user registered in attribute: Check this field so that the user leader informed on the value of the attribute (name, ID or login) is the executor of the activity.

▪Formula: If this option is selected, the activity executor will be defined through a formula selected in this field. Click on the button and enter the desired formula. The DEFINES_INSTANCE_MANAGER() function allows the manager to be: Functional role, User, Department, Department/Position, Team, Process starter, Process starter leader, Specific activity executor, Specific activity executor leader, Executor and Attribute. See below an example of a formula to define the dynamic executor (Starter leader):

return DEFINE_EXECUTOR('Starter leader';'';'')

If this option is not checked, the activity execution will be assigned to the default activity executor, which can be a specific user, functional role, department, department/position, third-party entity, process starter, process starter leader, specific activity executor or specific activity executor leader.

When the executor is a group, automatically associate with the user

Check this option for the system to automatically assign the activity to any user of the group (department, position or functional role). To use this feature, select one of the following options:

▪With the fewest activities in execution: The activity will be associated with the user who is in a group (functional role, department, team, etc.) that has the smallest number of activities to perform.

▪With the fewest hours scheduled for execution: The activity will be associated with the user who is in a group (functional role, department, team, etc.) that has the fewest activity hours (duration of activities) scheduled for execution.

▪Sequentially: Users of the group (functional role, department, team, etc.) will receive the activities sequentially.

If this option is not checked, the activity execution will be assigned to the group (department, position or functional role).

Restrict project association

Check this field to define that only projects that belong to the types selected in the project type field can be associated with the activity.

If this option is not checked, it is possible to associate projects that belong to any project type.

Block manual closure

Check this option to block the manual closure of the project planning. By blocking it, it can only be sent to the next step through process automation.

If this option is disabled, the project planning can be closed manually.

Automatic execution

Select this field for one of the activities to be executed automatically when reaching a determined time. Therefore, inform if the Time will be defined in hour(s)/minute(s) (hhh:mm), day(s), week(s) or month(s). After that, select the action that will be executed when the configured time is reached. The actions available for selection must be configured in the Action section of this activity/decision.

Note: It will not be possible to select a time smaller than 15 minutes for the automatic execution.

If this option is not checked, the activity will remain pending until the responsible for it executes it.

Automatic execution when finishing the blocking associations

Check this field so that one of the actions of the activity in question is automatically executed as soon as the workflows, incidents, or problems associated as blockers are finished. Set the Action that will be executed as soon as the associations defined as blockers are finished.

Note: The actions available for selection must be configured in the Action section of this activity/decision.

If this option is not checked, the activity will remain pending after all associations defined as blockers have been closed.

Automatically execute this activity when closing plans and isolated actions

Check this field for the activity to be executed automatically as soon as the actions and/or action plans associated with the activity have been closed. In the Associated in the activity field, select the activity where the action plans will be associated and in the Action to be executed field, select the action that will be performed for the activity in question.

If this option is not checked, the activity will remain pending after all actions and/or action plans associated with the activity have been closed.

Automatically perform this activity at the end of maintenance

Check this field so that the activity is automatically executed as soon as the maintenances associated with this activity have been closed.

If this option is not checked, the activity will remain pending after all maintenances associated with the activity have been closed.

Automatically execute this activity when closing projects

Check this field so that the activity is automatically executed as soon as the projects associated with this activity have been closed.

If this option is not checked, the activity will remain pending after all projects associated with the activity have been closed.

Automatically execute this activity when closing the kanban tasks

Check this field so that the activity is automatically executed as soon as the kanban tasks associated with this activity have been closed.

If this option is not checked, the activity will remain pending after all kanban tasks associated with the activity have been closed.

It is possible through this section to associate forms that will have to be filled in (executed) during the execution of the selected activity/decision, with SE Workflow, SE Incident or SE Problem. Use the buttons in this section to configure the form of the activity/decision:

	Click on this button to create a new form. In order to do that, click on the arrow beside this button and select the type of form that will be created: ▪Form: By selecting this option, the form creation wizard will be displayed. ▪Responsive form: By selecting this option, the responsive form creation wizard will be displayed. Refer to the SE Form documentation for details on how to create a new form.
	Click on this button to associate an existing form in the activity. On the screen that opens, fill in the filters to find the form you wish, and when you find it, double-click on the desired record, or save the selection to associate the form.
	Click on this button to delete the file form association from the activity in question. Select the desired record before clicking on the button.
	Click on this button to define the form as default. Select the desired record before clicking on the button.
	Click on this button to configure a formula that will be executed when loading the form in the activity/decision execution.

▪Select the checkbox in the "Read-only" column for the form to be displayed in read-only mode when executing the activity in the SE Workflow, SE Incident, or SE Problem component, or unselect this checkbox so that the form can be filled out during the execution of this activity/decision.

▪The "Show form only in activity execution" option allows you to display only the form on the execution screen of the activity in SE Workflow, SE Incident or SE Problem. This feature is only available when the activity has an associated form and, when checked, the Association, Attribute, Checklist, File form, Requirement, Task and Survey sections will be disabled, as these items cannot be completed during the activity execution.

This section may only be used if the SE Form component is part of the solutions acquired by your organization.

Through this section, it is possible to define who will be the manager of the instance while this activity/decision is in execution. This configuration aims at meeting the needs of the processes used to answer calls, where the call management becomes exclusive to an attendant when the call is assumed or when the service is assigned/delegated to the attendant.

Checked

Unchecked

Define instance manager

If this option is checked, when the activity is enabled for execution, the instance manager will be updated according to one of the following options:

▪Functional role: By selecting this option, instance managers will be the users who have a specific functional role in the company. To do that, enter the Functional role in the respective field.

▪Team: By selecting this option, instance managers will be the members of a specific team. To do so, enter the desired Team in the respective field.

▪User: By selecting this option, the instance manager will be a specific user. To do that, select the desired User in the respective field.

▪Position: By selecting this option, instance managers will be the users who have a specific position in the company. To do so, enter the desired Position in the respective field.

▪Department: By selecting this option, instance managers will be the users of a determined department of the company. To do so, enter the desired Department in the respective field. In that case, it will also be possible to define whether the manager of the instance will be restricted to a Functional role or a Position. To do that, check the Restricted field and select one of the options.

▪Defined in the instance: By selecting this option, the instance manager will be defined during the execution of the instance in SE Workflow, SE Incident or SE Problem. In this case, the following options will be available: Process starter, Process starter leader, Executor, Specific activity executor or Specific activity executor leader.

If this option is not checked, the instance manager will be the manager defined in the process data (General data Management).

Dynamically set the instance manager

If this option is checked, when the activity is enabled for execution, the instance manager will be dynamically defined by the system according to one of the following options:

▪Execution matrix: If this option is selected, the instance manager will be defined through an execution matrix. An execution matrix associates an attribute and its values to a manager (user or functional role). This process enables an activity to be executed by a different executor for each instance, according to the value defined by the attribute.

Note: It is worth remembering that the activity/decision in question must be configured with the same attribute of the execution matrix that will be used in this field.

▪Attribute: If this option is selected, the instance manager will be defined by the value entered in a determined attribute. Therefore, select the desired Attribute, regardless if it is an external attribute, a list of values or any other attribute that requires the user to select/enter its value. Then, in the Attribute contains field, state whether the information in the attribute will be, user's name, user ID or user login. It is also possible to configure if the attribute value defines the manager or if the leader of the user entered in the attribute defines the manager.

Note: In the activity execution (SE Workflow, SE Incident, or SE Problem component), the value entered for the name, login or ID of the user who will execute the activity must be exactly the same as in the user record in SE Suite.

▪Formula: If this option is selected, the instance manager will be defined through a formula selected in this field. Click on the button and enter the desired formula. The DEFINES_INSTANCE_MANAGER() function allows the manager to be: Functional role, User, Department, Department/Position, Team, Process starter, Process starter leader, Specific activity executor, Specific activity executor leader, Executor and Attribute. See below an example of a formula to define the instance manager (Executor):

return DEFINES_INSTANCE_MANAGER('Executor of this activity';'';'')

If this option is not checked, the instance manager will be the manager defined in the process data (General data Management).

In this section, it will be possible to configure the Identification and control of the instance. For that, select the following options:

Instance control and identification	Checked	Unchecked
Enable ID # change	If this option is checked, during activity execution, the executor will have permission to edit the instance ID #. ▪Allow generating automatic numbering only: With this option checked, it will be necessary to click on the "Generate automatic ID #" button to change the ID #. In this case, the ID # field is blocked for manual editing, allowing the maintenance of a numbering pattern of instances according to the needs of each process. ▪The executor must regenerate the ID #: By checking this option, during activity execution, it will be required for the executor to generate a new ID # for the instance; otherwise, the creation of a new ID # for the instance will not be required during activity execution.	If this option is not checked, during activity execution, the executor will not be allowed to edit the instance ID #.
Enable title change	If this option is checked, during activity execution, the executor will have permission to edit the instance title.	If this option is not checked, during activity execution, the executor will not be allowed to edit the instance title.
Enable description change	If this option is checked, during activity execution, the executor will have permission to edit the instance description. Note: The description will only be available for editing if the "Enable description information" option is checked in the process data (Configurations Instance).	If this option is not checked, during activity execution, the executor will not be allowed to edit the instance description.
Allow editing requester	If this option is checked, during activity execution, the executor will have permission to edit the instance requester. Note: The requester will only be available for editing if the "Enter requester" option is checked in the process data (Configurations Instance).	If this option is not checked, during activity execution, the executor will have permission to edit the instance requester.
Allow priority editing	If this option is checked, during activity execution, the executor will have permission to edit the instance priority. Note: The priority will only be available for editing if an "Evaluation method" has been selected in the Priority section of the process data (Configurations Instance).	If this option is not checked, during activity execution, the executor will not have permission to edit the instance priority.
Disable action for sending record back to previous activity	If this option is not checked, the default action to return the instance execution to the previous activity will not be displayed.	If this option is not checked, during activity execution (Workflow, Incident or Problem), the "Return" action, which allows the instance execution to return to the previous activity, will be displayed. Even if this option is unchecked, the return action will not be displayed when: ▪the current activity is a sub-activity; ▪there is no activity in the return path between the current activity and the start of the instance, such as when the current activity is the first activity of the instance; ▪there is a sub-process in the return path between the current activity and the previous activity; ▪there is a gateway in the return path between the current activity and the previous activity.
Block execution on smartphones	The activity cannot be executed when the system is being accessed through a smartphone.	The activity can also be executed when the system is being accessed through a smartphone.
Enable timesheet	Check this option to enable timesheet in the activities during activity execution. These configurations will only work correctly if the SE Time Control component is part of the solutions acquired by your organization.	Timesheet will not be enabled during activity execution.
Allow creating sub-activities	If this option is checked, during activity execution, the executor will have permission to create sub-activities. Sub-activities can be created during process execution in cases in which there may be activities that have not been predicted during process modeling. This way, situations that were not foreseen in the process template and that require the interaction of new participants or the creation of new steps of flow may be dynamically generated by any other activity being executed. If this option is not checked, during activity execution, the executor will not have permission to create them in the instance. The following configurations will also be available: ▪Use the sub-activity deadline of SLA levels ▪Allow the executor to choose whether to wait for the execution of the sub-activities to execute the current activity ▪Always wait for the execution of the sub-activities to execute the current activity ▪Never wait for the execution of the sub-activities to execute the current activity	The creation of sub-activities will not be allowed.
Allow activity to be assigned to another user	If this option is checked, during activity execution, the executor will be able to assign the activity execution to another user. This situation may occur, such as, when an activity/decision is assigned to a person in the company that no longer is responsible for executing the action or taking a determined decision in the process. However, if it is necessary to define a group to which the activity can be assigned, fill out, in the Users selection restriction field, if the restriction will be applied to the Current executor functional roles, to a specific Functional role or to a specific Team.	If this option is not checked, during activity execution, the executor will not have permission to assign the activity execution to another user.
Enable message event change	If this option is checked, during activity execution, the executor will have permission to edit the content of a message event of the instance. Select, in the Message event field, which event the executor may edit.	If this option is not checked, during activity execution, the executor will not have permission to edit the content of a message event of the instance.