This documentation supports the 19.05 version of BMC Helix Business Workflows. 

To view the documentation for the latest version, select 19.08 from the Product version menu.

BMC

BMC Helix Business Workflows 19.05

All versions
BMC Helix Business Workflows is a cloud-native case management application for all lines of business. It provides services to employees in a scalable, managed, and automated way. Built on BMC Helix Platform, it provides the ability to create automated workflows without writing code and tailor the user interface to meet the organization's need.

Release notes and notices
updated 27 Aug

Consult the following table for a list of notices and information about updates to BMC Helix Business Workflows.

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To stay informed of changes to this space, click the icon on the top of this page.


The following updates have been added since the release of the space:

DateReleaseSummary
July 5, 2019Patch 01 for 19.05

This update includes defect fixes and an enhancement for sending notifications to external email IDs.

May 31, 201919.05

Enhancements

  • Conditional execution of tasks
  • Restrict access to confidential case data
  • Automatically generate formatted PDFs for required information
  • Automatic case assignment based on location and round robin method  
February 22, 201919.02

Enhancements

  • The BMC Helix Innovation Suite product is renamed to BMC Helix Platform.

  • Ability to configure service targets for tasks

  • Notifications to users who do not directly work on records but are related to them like a case assignee's manager
  • Centralized repository for documents that can be shared across organizations
  • Ability to add dynamic fields to the dynamic field library and consume the dynamic fields in cases and tasks as additional details
  • Ability to modify the default lifecycle statuses and transitions
  • Automatic case creation for individuals outside of an organization

  • Approval enhancements:
    • Approval action messages
    • Default approval notifications to notify approvers about certain events, for example, case approved, rejected, and so on
    • Ability to allow certain number of approvers to approve records
November 30, 201818.11

Enhancements

  • Flexibility to create common configurations across companies.

  • Filtered Foundation data.

  • Enhancements to the Business Workflows connector.

  • Assign cases to a support group that is directly related to a Business Unit or Department.

  • Enhancements to attachments.

  • BMC Helix Business Workflows now supports the following languages:
    • Dutch (nl)
    • Swedish (sv)
September 14, 201818.08

Enhancements

  • Introduction to the Case Business Analyst functional role that replaces the Case Administrator functional role.
  • Simplified method to create custom notifications by defining simpler and fewer parameters.
  • Support for BMC Digital Workplace Advanced Advanced. BMC Helix Business Workflows does not support BMC Digital Workplace Advanced Basic.
  • Faster approval configuration and support for additional approval scenarios.
  • Ability to view the history of a case to gain more insights into which case agent made what changes to a case and when.
  • Ability to validate the identity a requester before creating a case.
  • Ability to assign or reassign a case to a support group with which an agent is associated, irrespective of the company.
  • Ability to manage failed automated tasks to enable a smooth execution flow of automated tasks in a case.
  • Ability to view the audit trail and summary of a case in the form of reports.
  • Enhanced email configuration that ensures case creation via emails is more flexible and fast.
June 6, 201818.05

Enhancements

  • Cognitive capabilities for category and template selection to create cases.
  • Ability to raise service requests by sending emails that automatically create and update cases.
  • Ability to change case template after saving a case.
  • Ability to view tasks from a case template while creating a case.
  • Enhanced knowledge article search functionalities for agents to quickly find the required articles.
  • Automatic refresh of the progress bar and better handling of the pause condition on the progress bar.
  • Ability to view attachments in the Employee's Responses tab of a case.
  • Case status Draft is renamed to New.
  • Ability to view the origin of a case.
  • Notifications for status change and notes added in activity feed of cases and tasks.
March 30, 201818.02: Update 01

This update includes enhancements for BMC Helix Business Workflows.

  • BMC Helix Business Workflows licensing.
  • Brazilian Portuguese language support.

February 28, 201818.02

Enhancements

  • Integration of BMC Helix Business Workflows with third-party applications.
  • Task automation to reduce manual intervention in the execution of tasks and the number of agents that organizations hire to work on cases.
  • Enhanced case assignment functionality to enable agents to assign cases to themselves or other agents from the support group related to the case.
  • Ability to grant read-only case access to first-line support groups.
  • Updates to the progress bar on the Case view to display service-level milestones.
  • Support of multiple languages to provide a localized UI to agents.
November 30, 201717.11

Enhancements

  • BMC Helix Chatbot provides support to users by interacting through natural language.
  • Flowsets enable you to use BMC Helix Business Workflows for different lines of business.
  • Task sequencing to guide agents on how to execute the tasks in an order.
  • Modern and user-friendly dashboard to view and create reports.
  • Case visibility to manage access to cases for agents and support groups.


Tip

Ready-made PDFs are available on the PDFs page. You can also create a custom PDF.

 Click here to see the steps.

The BMC Documentation portal gives you the ability to generate PDF and Microsoft Word documents of single pages, and to create PDF exports of multiple pages in a space.  

Creating PDF and Word exports

You can create a PDF of a page or a set of pages. (Non-English page exports are not supported.) You can also create a Word document of the current page.

To export to PDF or Word

  1. From the Tools menu in the upper-right, select a format:
    • Export to Word to export the current page to Word format
    • Export to PDF to export the current page or a set of pages to PDF
  2. If exporting to PDF, select what template you want to use:
    • Simple to export a lightweight PDF with no cover, table of contents, or index.
      By default, the Simple template only exports the current page.
    • Standard to export a traditional PDF with a cover, table of contents, and index.
      By default, the Standard template exports the current page and all child pages.


 


PDFs and videos>

Onboarding

 

Get started with BMC Helix Business Workflows. Configure the application as per your organization's requirement.

Creating and updating cases

 

As an agent, create a case by adding details about the user's issue or request. After the case is assigned, work on a user issue by adding related information, reviewing relevant knowledge articles, and taking actions to work on and resolve the issue or request.

Integrating with other BMC products

 

Integrate with BMC Digital Workplace Advanced to allow employees to submit service requests, use cognitive capabilities to auto-categorize cases and predict case templates, use the BMC Helix Business Workflows connector to work with other applications or service.

Administering

 

As an administrator, set up roles and permissions, configure case approval, service targets, case assignments, enable employees to submit service requests in BMC Digital Workplace Advanced client application, and integrate BMC Helix Business Workflows application with third-party applications.

Troubleshooting

 

Common issues, error messages, logs, and contacting Support

Helix Communities

Join discussions with peers and experts.

PDFs and videos

 

This topic describes and links to PDF that supports this product release. If the ready-made PDF of this space does not satisfy your requirements, you can export a custom PDF. 

FAQs and additional resources

This topic provides information that supplements the BMC Helix Business Workflows documentation.

Frequently asked questions

This section provides answers to frequently asked questions (FAQs) about BMC Helix Business Workflows.

 Can I edit a task although I do not have access to the associated case?

Yes. You must be assigned the task or belong to the support group that is assigned to the task to view and edit the task.


 What are the roles provided with BMC Helix Business Workflows for functional roles?
Role nameCapability
Case Application AccessCreate cases by using the case view and Quick case options.
Catalog Application Access

Access to BMC Digital Workplace Catalog.

Reporting AccessAccess the Reporting application.
Case AgentCreate cases by using the case view or Quick case option.
Case ManagerAccess records that belong to the manager's company.
Case Business AnalystConfigure the application according to the business requirements.
Case Catalog Admin

Create and publish services in BMC Digital Workplace Catalog.

AR Foundation Organization Read

Read-only access to Organization data—Service provider, operating organizations, vendor organization, manufacturer, business units, departments, and support groups.

AR Foundation Categorization ReadRead-only access to Categorization data—Operational, product, resolution, and root cause categories.
AR Foundation Location Read

Read-only access to Location data—Region, site, and site area. For more information, see Location data .

AR Foundation Person ReadRead-only access to Person data—Employee, agent, customer, and vendor.
AR Foundation Geography ReadRead-only access to Geography data—Country, city, postal code, state/province/district, and time zone.
Knowledge Candidate

Search for relevant knowledge articles, create new articles, or reuse existing knowledge articles when resolving support tickets. These primary support agents can use existing knowledge articles, propose amendments to them, or create new articles where no relevant article already exists.

A Knowledge Candidate has the following permissions:

  • Create new articles and move them to In Progress or Draft status. A Knowledge Contributor, a Knowledge Publisher, or a Knowledge Coach reviews or completes such articles.
  • Edit own articles that are in In Progress, Draft, or SME Review status.
  • Change status of own articles from In Progress to Draft.
  • Flag own articles in Draft, SME Review, or In Progress status.
  • Assign own articles to another Knowledge Management user with Knowledge Contributor or above permission. After the assignment changes, a Knowledge Candidate can no longer edit the article.
  • Search and view knowledge articles.
  • Rate knowledge articles.
  • Comment on knowledge articles.

A Knowledge Candidate cannot take ownership of any knowledge narticles.

Recommendation: Grant this permission to a user who uses the knowledge base to work with cases.

Knowledge Contributor

Review, enhance, and complete articles that are created by other users to suit a wider audience. Flag articles that need improvement, and unflag articles after improvement. They also create and validate articles. Knowledge Contributors have a detailed understanding of the target audience and the content standards.

A Knowledge Contributor has the following permissions:

  • All permissions of a Knowledge Candidate
  • Edit own articles that are in In Progress or Draft status.
  • Change status of articles to Canceled.
  • Approve internal publishing of an article.
  • Retire internally published articles.
  • Take ownership of knowledge articles.

A Knowledge Contributor can take ownership of articles created by other users, can be the article assignee, and can change the assignments.

Recommendation: Grant this permission to advanced users who can create, modify, or review knowledge articles, and can publish articles to a specific audience, usually the internal users.

Knowledge Publisher

Publish content to an external audience. Knowledge Publishers are advanced users who have proper understanding of modifying the published content, define priority information, and understand the copyright and trademark laws as defined by their organization.

A Knowledge Publisher has the following permissions:

  • All permissions of Knowledge Candidate.
  • All permission of Knowledge Contributor.
  • Approve external publishing of an article.
  • Retire externally published articles.

A Knowledge Publisher can take ownership of articles created by other users, can be the article assignee, and can change the assignments.

Recommendation: Grant this permission to advanced users who have the authority to publish articles to external users.

Knowledge Coach

Monitors, maintains, and improves the knowledge health of an organization by guiding users to adopt good knowledge management processes.

A Knowledge Coach performs the following tasks:

  • Helps individuals develop their knowledge skills, and guides and influences them to adopt good knowledge management processes.
  • Monitors and maintains the knowledge health of the organization.
  • Access the Knowledge Management configuration items to configure knowledge sets, templates, and styles as per the business requirements.

A Knowledge Coach has the following permissions:

  • All permissions of Knowledge Candidate, Knowledge Contributor, Knowledge Publisher, and Knowledge Administrator.
  • Cancel knowledge articles.

A Knowledge coach can take ownership of articles created by other users, can be the article assignee, and can change the assignments.

Recommendation: Grant this permission to an advanced user who can be a mentor to other users for their development of Knowledge Management competencies.

Knowledge AdministratorConfigures the knowledge sets, templates, and styles according to the business needs. These permissions are given out-of-the-box only to the Knowledge Coach functional role.
SLM Viewer

Read-only access to SLA progress bar on the case view and team performance data.

SLM UserRead-only access to company-specific configuration data like data source and service targets.
SLM Administrator

Read and write access to company-specific configuration data.

Task User

Read and write access to tasks assigned to the agent's support groups.

Task Manager

Read and write access to all tasks and templates.

Task Administrator

Read and write access to all tasks and templates.

Approval AdminSetup and maintain approval processes.
Flowsets AdministratorCreate Flowsets for various line of business in the administrator's organization.
Report AdministratorCreate or modify reports.
Shared Services Read

Read access to case and task status.

Social User

Read and write access to activity feeds.

Email Config UserAccess to configured email IDs, and acknowledgement and email templates to send emails from a case.
Notification UserReceives notification for an event that a case business analyst configures.
Cognitive User

Access to the training data that an administrator configures.

This data is used while predicting case templates and categories for creating a case.

Notification AdministratorConfigure notification events, templates, and processes.
Cognitive AdministratorMaps a configured data set to a company, and enable category and template prediction.
Email Config AdministratorConfigures an email ID, and associates acknowledge and email templates to it.


 How does licensing work in BMC Helix Business Workflows?

Licensing BMC Helix Business Workflows enables you to:

  • Control access to your application.
  • Protect the intellectual property of your organization.
  • Reduce management costs, and adhere to your organization's compliance policies.

To use BMC Helix Business Workflows, a SaaS administrator assigns an application license to the tenants. An administrator no longer has to assign individual licenses to agents and business analysts. 


 How do I set the required language for the application?

BMC Helix Business Workflows supports the following languages:

  • English (en)
  • French (fr)
  • German (de)
  • Spanish (es)
  • Italian (it)
  • Brazillian Portugese (pt-br)
  • Dutch (nl)
  • Swedish (sv)

The following table describes how users can select the required language from various browsers:

BrowserOperating SystemSteps to change the language
Google ChromeWindows, Apple MacOSOpen Settings, search for language settings, and add the required language.
Mozilla FirefoxWindows, Apple MacOSNavigate to Open Menu and click Options. Search for language settings and add the required language.
EdgeWindows

In Control Panel, in the Clock, Language, and Region option, add the required languages in the order of preference.

You must download the install pack of the added languages and then restart the computer.


 I belong to multiple support groups. Which is my default support group?

The default support group is the first support group that the server matches chronologically.

Example: You belong to three support groups: HR-Helpdesk, HR-Recruitment, and HR-Benefits. The server matched you to the HR-Helpdesk support group followed by the HR-Recruitment and HR-Benefits support groups. HR-Helpdesk is your default support group.


 How do I view the roles and permissions assigned to a user?
  1. As an administrator, log in to BMC Helix Innovation Studio and navigate to the Administration tab.
  2. Navigate to Foundation Data > Manage People.
  3. On the Manage People page, open the required user profile.
  4. In the Edit Person pane, in Basic, on the Access Details tab, expand the Functional Roles list, and view the roles.


 Example of Flowset based assignment process

The following figure depicts a typical process for cases related to facilities and the flowset-specific process for the Assignments function. The Assignments process explains how the system looks for a Flowset-specific process and assigns the case accordingly. If the Flowset-specific process is not found, the case is assigned according to the default assignment mapping.

The following table describes the stages of this process example:

StageDescription
1A case is created.
2The case details are sent to Call Create sub process.
3The case initialization process runs.
4The case validation process runs.
5The case assignment process is triggered.
5aThe case details after initialization and validation is sent to the assignment process.
5bThe system checks whether a Flowset is specified in the case details.
5cIf the Flowset is specified, the Flowset based assignment process is called.
5dIf the Flowset is not specified, the default assignment process is triggered.
5eThe system checks whether the the Flowset based assignment process exists.
5fIf the Flowset based assignment process exists, the system runs the process.
5gThe case is assigned to the support group or individual specified in the process.
5hIf the process is additive (to be run in addition to the default process) or the support group is not mentioned in the Flowset based assignment process, the default assignment process runs. The case is assigned based on the default assignment process.
6The status transition process runs.
7The Row Level Security process runs.


 Example of how assignment or read-access mapping is applied when a case is created

BMC Helix Business Workflows enables a case business analyst to configure the assignment and read-access mapping to assign the case to the relevant support groups or individuals added in the mapping. 

Consider a scenario where a case business analyst configures a mapping for assignment and read-access with the following values:

Mapping nameCompanyFlowsetCategory Tier 1Category Tier 2Category Tier 3PrioritySupport group
Compensation Mapping 1Calbro ServicesHuman ResourcesTotal RewardsCompensationRecognition AwardsHighCompensation and Benefits
Compensation Mapping 2Calbro Services-Total RewardsCompensationRecognition Awards-Employee Relations
Compensation Mapping 3Calbro Services-Total RewardsCompensation-LowStaffing
(Default) Compensation Mapping 4Calbro Services-----Workforce Administration

The case business analyst configures the mapping for assigning the case to the relevant support group. After an agent creates a case, BMC Helix Business Workflows selects the mapping based on the following scenarios:

Scenario 1: Exact match is found

If all the values added in a case matches with the values defined in a mapping (best match is found), the case is assigned to the support group that is defined in the mapping.

Case NameCompanyFlowsetCategory Tier 1Category Tier 2Category Tier 3PriorityCase is assigned to
Case 1Calbro ServicesHuman ResourcesTotal RewardsCompensationRecognition AwardsHighCompensation and Benefits
Case 2Calbro Services-Total RewardsCompensation--Staffing

Scenario 2: No match is found

If no match is found, the case is assigned to the support group that is defined in the default mapping. 

Case NameCompanyFlowsetCategory Tier 1Category Tier 2Category Tier 3PriorityCase is assigned to
Case 1Calbro Services-Talent Management---Workforce Administration

Scenario 3: Best match is found

If a few of the values in the case match the values defined in the mapping, the mapping with the closest match is applied.

Case NameCompanyFlowsetCategory Tier 1Category Tier 2Category Tier 3PriorityMapping applied
Case 1Calbro Services-Total RewardsCompensation--Employee Relations
Case 2Calbro Services-Total Rewards--LowStaffing

If no best match is found and a default mapping is not defined, the case submitter must manually assign the case to a support group. If the case submitter does not manually assign the case, BMC Helix Business Workflows generates an error.

Related spaces

The following links to other documentation spaces provide information about the corresponding products:

  • BMC Helix Platform
  • BMC Digital Workplace
  • BMC Helix Integration Service

Additional resources

The BMC Helix Business Workflows YouTube playlist provides list of videos for BMC Helix Business Workflows features that you might find helpful.

 

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