Please help me out - process cannot be initiated via email

[VinodChattergee]

Please help me in sorting out the below two issues

1. I cannot invoke process through email

2. The reject action associated to the HOD user action is not working fine, the impact happed because of this reject action is that - multiple blank forms are getting multiplied in the to do list of next user.

Providing you the summary of usecase and attaching the screen shots of my lca file for your review - please help me friends.

Summary of Usecase:

An employee fills up (online or offline whichever is suitable for him/her) and sends an Expense Reimbursement Form to his/her Head of Department (HOD) for approval. Employee can also use Adobe Livecycle Workspace to fill up the said form. Both the English and Arabic versions are incorporated for the ease of readability. HOD has rights to approve or reject the said form. In case of rejection, employee will be notified through email. If HOD approves the form, it then redirects to Accounts Department for reimbursement. After the operations of Accounts Department like valuation of expense etc., the form then redirects to Administration Department for further processing like cheque no. entry etc. The employee will be notified through email to collect his/her cheque from concerned department. Also an SMS notification regarding the status of the application will be send to the employee.  Once the entire process is completed  all the data will be pushed into the database and it can be used for future reference.

Thanks,

Vinod

[AnkitY]

Hi Vinod,

As you have mentioned that you are unable to invoke process through email. Are you getting any exceptions while invoking? Is the process initiated at all? And lastly I could not understand why are there two input variables. My asumption here is that you are expecting a pdf via mail from the user, so why do you have the varXML as input variable.

Secondly as per the use case "In case of rejection, employee will be notified through email." but in the process diagram the rejection brach leads to assign task (Employee).

Also what do you mean by "multiple blank forms are getting multiplied in the to do list of next user", who is next user here?

Thanks

[VinodChattergee]

Dear Friend,

Thanks for the valuable time and help- looking for ward for your extended support :-)

No exeptions are logged in the stalled operations or server.log - My scenario is, I have one pdf form which allows user to send email from thier desktop.I can fire email now (which automatically attaches the xml for the form in the mail). This mails are coming into the inbos of HOD and is getting disappeared!,but when i checked the to do list of HOD - I cant find any process over there.

I have mentioned two input variable as I have to initiate the process viw task manager and email - I dont have much experience in developing lc applications, but here one variable to hold the xml(that comes along with the email as i said in the first para) and other for the pdf form.

There is a slight change in the usecase, as the requirement is - once the form gets rejected- it will come into the workspace of employe and employee can modify the data and can do resubmit for HOD's approval.

Now as per the process I created, Once I click the reject action in workspace - along modified form, lot of blank forms also getting queued in the to do list of HOD.I need only modified form.

I hope, This mail will give you more clarity

Thanks,

Vinod

[AnkitY]

Hi Vinod,

Thanks for the information.

Seeing the process diagram I dont see any reason as to why the HOD queue is getting multiple empty forms. Could it be that these blank froms in HOD queue are not because of rejection but because of email initiation?

Can you try following steps.

1. Clean up all HOD's tasks.

2. Go to workbench and start process recording.

3. Initiate the process from workspace.

4. Run the rejection flow once again.

Have a look at the process recording, this will give a fair idea as to where these empty forms are coming from.

Thanks

[VinodChattergee]

Dear Friend,

Is there any easy way to cleanup the tasks?.Really, I appreciate your help friend.Let me try out the options you suggested!

I will get back to you once its done.

Thanks,

Vinod

[VinodChattergee]

Hello Friend.

I do recording of process as you said, but I can record the flow from initial user to next user.i.e from employe to HOD, rest of the things are not recorded.How you suggest to record the entire flow?

Thanks,

Vinod

[AnkitY]

did you actually complete the task that was assigned to HOD?

Recoding would only progress once you complete the flow.

So the steps would be like this

1. switch on the recording

2. start a new process

3. complete the task assigned to HOD (reject).

4. then complete the task assigned to employee (correct the form information)

5. after this you would get a task assigned to HOD again and your problem (mutiple forms) would have reproduced by now.

At this moment you check the recording and follow the green path.

Thanks,

[VinodChattergee]

I did exactly as you said - but now, multiple record files are created and each file is showing "flow of initial user to HOD" and now the work bench seems busy... I hope it going to get hang.

I dont know, what i did wrong with thie application.

Realy worried,

Vinod

[VinodChattergee]

Please find the attached , where the recording is also multiplied and all the record is having "Employee to HOD" flow

[AnkitY]

Hi Vinod,

I am not sure as to why this is happening, but can you try a work around, "Populate Form" is the start activity of your process, Add a dummy operation prior to "Populate Form" and make that start activity.

Dummy Activity (Start)  -> Populate Form -> HOD AssignTask

My assumption here is that maybe the system is getting confused with the start activity.

Thanks

[VinodChattergee]

Dear Friend,

If it is okay with you, shall i send my archive file to you? - can you please check out the lca itself? Please share me your gmail id or some other id as Adobe doesnt allow attaching lca files.

Thanks,

Vinod

[Jasmin_Charbonn]

You don't want two input variables for your process. I understand you want to start it from workspace or email so what I would suggest is to create a separate process with one input variable of type xml for the process that receives an email and when you get the email properly call a subprocess that is in fact you main process.

That way the main process is only called with one input variable and the invocation mechanism (email or Workspace) won't be confused as to which variable should contain the data when the process is being invoked. In your case when you use email, it might not know where to put the attachment data (in which input var).

Jasmin

[VinodChattergee]

Dear friend,

Really hope This idea will work, let me work on that and I ll get back to you

Thanks,

Vinod

[VinodChattergee]

Dear Friend,

Your approach worked well.. thanks for the solution.BUt, if the form gets rejected in any areo of the process - the form needs to redirected to initial user's to do list.but here in email invocation, anyone can invoke the application through email - but how can I revert back the form to the initial users to do list for reject action? as I have no idea about who is the initial user!

I hope my query is clear to you

Thanks and waiting for your reply

Regards,

Vinod

[AnkitY]

Hi Vinod,

You can retrieve the information about the user initiating the workflow using the email id of the invoker. Steps involved would be following.

1. Get email id of the invoker.

2. Use find user service to get user details.

3. Assign the rejected task to user retrieved in step 2.

Thanks