Creating a Flowset for a line of business

Flowsets are used to modify or extend the way cases are handled throughout their lifecycle. During a case lifecycle, different functions are triggered to run the processes that are associated with the functions. As a case business analyst, you can create Flowsets for the companies to which you have access permissions or create them for the Global company so that you can use the Flowsets across any company in BMC Helix Business Workflows.

Process of creating Flowsets

The following figure explains the process to use Flowsets for a line of business:

Creating processes for a Flowset

As a case business analyst, we recommend that you create processes for a Flowset in the appropriate application library for the particular line of business. For example, create a process for the HR Flowset under the HR application library. You can create your own custom processes or use the sample processes provided out of the box with BMC Helix Business Workflows. 

Learn more about creating processes in Defining the application business logic through processes . For a description of the process designer elements, see Process designer elements .

For detailed example of a Flowset-specific process, see FAQs.

Out-of-the-box sample processes 

As a case business analyst, you can create a custom process by copying a sample process. You can copy the out-of-the-box sample processes to the same application or different application.

The following table provides details about the sample processes for each function:

To define a Flowset

1. Log in to BMC Helix Business Workflows.
2. Click My Application Settings .
3. Navigate to Manage Flowsets > Define Flowsets.
4. Click Flowset Configuration.

5. In Company, select the company for which you are creating the Flowset. Select Global if you want this Flowset to be available across all companies in a tenant.

6. Complete the Flowset Name and Description fields.

   The Flowset name is saved in the case instead of in Flowset ID. If the name is modified, existing cases will still display the old Flowset name and the new name will be displayed for new cases. To avoid confusion about Flowset names, you can no longer change the name after the Flowset is saved.

   Best Practice

   To avoid incorrect mapping on a shared system, we recommend that you prefix the Flowset name with the company name. For example, when defining the Flowset for the facilities of Calbro Services, enter Calbro_Facilities Flowset or for a global facilities flowset, enter Global_facilities Flowset.

7. In Status, select one of the following options:
   
   • Draft—The Flowset definition is still in progress and not ready to use.
   • Active—The Flowset is ready to use.

   • Inactive—The Flowset is deprecated and not in use. 

     Tip

     You cannot delete a Flowset, but you can change the status of a Flowset to Inactive when you do not want to use it.

8. Save the Flowset.

 To map the Flowset with the processes and functions

To trigger the Flowset-specific processes for a case, map the processes with the Flowset. 

1. In the Flowsets Configuration page, click the Flowset that you want to map.
2. In the Edit Flowset Configuration page, click + Process Mapping.

3. In Functions, select the function related to the process. 

   Important

   If your process does not relate to any of the functions in the list, you must add it when creating or modifying processes in the process designer.

4. In Process Name, select from the line of business specific processes or from all processes.

   For example, map the status transition process for facilities with the Facilities management Flowset.

5. In Process Execution Type, select one of the following options:
   • Exclusive—If you want to run only the Flowset process and not the default process. 
     Example: You want to run the status transition process that you have created for your line of business and not the default status transition process. 

   • Additive—If you want to run both - the default process and the Flowset process.
     The Flowset process runs before the default process. If the Flowset process triggers any other processes within its configuration, these processes are executed first and then the execution of the default process begins.
     For example, you have defined a status transition process for the Flowset. Select this option to run the default status transition process as well as the Flowset related status transition process. The Flowset related process is run before the default process.

     Important

     For the Initialization and Activity Update by Users functions, Process Execution Type is set to Additive.

6. In Status, select one of the following options:
   
   • Draft—The process is not ready to use.
   • Active—The process is ready to use.

   • Inactive—The process is deprecated and not in use. 

7. Click Save.

You can create a case template by using a flowset. You can use the flowset configuration defined in the case template to create a case and trigger the associated processes.

The following video (8:10) explains the process of creating a Flowset for cases:

 https://youtu.be/x4VilKK3QYE

Related topics

Flowsets

BMC Helix Business Workflows for a line of business

Configuring automatic case assignments

Mapping case status to approvals