Capturing process information and passing it into a workflow
To fulfill requests, most workflow activities pass data to an external system.
Workflow activities expose the required and optional input fields to the process workflow. Those activities can return a response from the external system to inform the status of the activity. The response from one activity can be mapped to the input parameter of another.
As a catalog administrator or internal service supplier, you can enter data directly into an activity's input fields. You can also create process inputs to capture user request data during a service request.
Information captured during a service request
BMC Helix Digital Workplace collects process context and process input information from a service request and a service. This information can be passed to a workflow associated with the service request.
The following illustration shows how the information is collected and passed to a workflow:
A service request includes details of a service generated from a service request definition. When an end user submits a service request, the following information can be passed to the workflow:
- Process input information—Answers to the questions that are part of the service questionnaires. For more information about questions, see Creating service questionnaires.
- Process context information:
- Details automatically generated from a service request (for example, a user login name or the email address of the user who requested the service)
- Information automatically generated from the service request definition:
- Service profile (for example, ID of the service in BMC Helix Digital Workplace Catalog)
- Costs and prices (for example, yearly service cost)
- Service Level Agreements information (for example, service provisioning time)
Service questionnaires can include process questions and non-process questions. Only answers to process questions can be passed to a workflow.
Before you begin
Open an existing workflow or create a new workflow, as described in Exploring the workflow designer.
To capture and pass information into a workflow
- Create one or more of the required process variables:
- To pass information from answers to a service questionnaire submitted by a requester, create process input variables. For more information, see Adding process input variables to a workflow.
- To pass information from a service request or a service, create process context variables. For more information, see Adding a process context variable to a workflow.
- Map the created process variables with the input parameters of a corresponding action. For more information, see Using responses from a connected system in your workflow.