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, seeProcess designer elements.

Learn more about creating custom processes in To create a custom process by using the sample processes.

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:

Function	Description	Sample Process Name	BMC Reference Process	Operation	Process Input Parameters
Initialization	This is the first process that gets triggered as part of the Create operation. It assigns the case fields with certain values.	Case - Sample Initialization	Case - Initialization	Create	Case record (57370) Operation—Create
Validation	This process is used to validate the data integrity and perform all business logic validations.	Case - Sample Validations	Case - Validations	Create and update	Case record (450000000), previous case record (450000002) Operation (450000001)—Create or Set
Assignment	This process is used to perform the case assignment. To route the assignment, the process refers to the Case Assignment Mapping record definition rules.	Case - Sample Assignment	Case - Assignment	Create and update	Case record (450000000), previous case record (450000152) Operation (450000151)—Create or Set
Status Transition	This process is used to perform the tasks that are needed when the case status changes.	Case - Sample Status Transition	Case - Status Transition	Create and update	Case record (450000000), previous case record (450000001) Operation (450000151)—Create or Set
Approval	This process is used to trigger the approval flow. To initiate the approval, the process refers to the Approval Mapping record definition rules and uses only the database committed values of the case attributes.	Case - Sample Approval	Case Approval Flow	After create and update	Case record (536870912) Operation (450000002)—Create
Notification	This process is used to send notifications and uses only the database committed values of the case attributes.	Case - Sample Notifications	Case - Default Notifications	After create and after update	Case record (57370) Event (450000151)—EventName
Data Access Permission	This process is used to set the row-level security fields. It is used to provide data access to different roles or groups.	Case - Sample Data Access Permission	Case Set Access Permission to Case	Create and update	Case record (536870912) previous case record (450000151) Operation (450000003)—Create or Set
Activity Update by Users	This process is used to add custom logic whenever a new social post is added to a case. The origin parameter in the process identifies the social post that is added via email, agent, or BMC Helix Digital Workplace Advanced.	Social - Sample Activity Update by Users	None	After update	Click here to expand... Origin (450000151)— SelectionField with the following allowed values: "10": "Agent", "20": "Email", "30": "Digital Workplace" isPublic(450000154)—True or False depending on whether it is a public post or not AuthorPersonID (450000155)—Person Id of the person responsible for the activity post CompanyId (450000152)—Company ID of the person posting the social comment TicketID (450000153)—Case ID of the case for which the social comment was posted postDetails (450000158)—Post details of the actual social post attachmentGroupID (450000159)—Reference ID of the attachments if the social post contains the attachment AuthorEmailID (450000156)—Email ID of the author TicketDisplayID (450000157) Case Display ID—the one we see in UI CASE-00012121 etc)

To register processes in the process library

To ensure that you can associate the processes with a Flowset, you must register the processes with the company in the process library. For example, processes for status transition of facilities cases must be registered with the facilities management Flowset.

Log in to BMC Helix Business Workflows.
Click My Application Settings .
The Settings page opens in a new browser tab.
Navigate to Manage Flowsets > Process Library.
Click Register Process.
In Company, select the company for which you want to register the process. Select Global if you want to use this process for a Flowset that is defined for a Global company.
In Application Services Library, select the application or library name with which you want to register the process.
In Process Name, specify the process that you want to register by selecting the required process from either of the following tabs:
- Business Workflows—Displays all the processes that are created in Business Workflows. When you hover over a process name, its process ID is displayed.
- All Processes—Displays processes from all the applications that are deployed in BMC Helix Platform.
The Process Alias Name field is auto-populated based on the selected process name.
Add the Description for the process.
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.
Click Save.

To define a Flowset

Log in to BMC Helix Business Workflows.
Click My Application Settings .
The Settings page opens in a new browser tab.
Navigate to Manage Flowsets > Define Flowsets.
Click Flowset Configuration.
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.
Complete the Flowset Name and Description fields.
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.
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.
Save the Flowset.

Important

After you create a Flowset, create a globally copy of the Flowset, and create a Flowset specific status copy from the global status data. Learn more about how to define custom case statuses, see Modifying-the-lifecycle-of-cases-tasks-and-knowledge-articles.

To map the Flowset with the processes and functions

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

In the Flowsets Configuration page, click the Flowset that you want to map.
In the Edit Flowset Configuration page, click New Mapping.
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.
In Process Name, select the process that you have registered with the company.
If you are mapping the process to a Flowset defined for the Global company, ensure that you select a process that has been registered for the Global company.
For example, map the status transition process for facilities with the Facilities management Flowset.
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.
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.
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:

Play video icon.png https://youtu.be/x4VilKK3QYE