Offer Approval Process

Note

The procedure is described for users belonging to the ECOS Administrators group (ECOS_ADMINISTRATORS).

Creating an application involves creating and configuring individual artifacts such as data types, journals, forms, processes, etc.

This section provides recommendations and explanations for developing an application from scratch.

Artifacts are interconnected, so it is recommended to follow this order of creation:

• data type

• journal

• form for the type (if required);

• dashboard (if required);

• process diagram;

• process task forms.

When creating your own models, it is recommended to first draft a diagram of the relationships between the types being created, and then proceed to enter them into the system in order from simpler and independent types (dictionaries) to types that include previously created ones. This minimizes the need to interrupt the configuration of one type to configure another.

Subsequent sections will contain the step-by-step process of creating an application according to the recommendations above - first, reference types will be created:

• City,

• Office,

• Position Type,

• Grade,

• Social Package,

• Job Responsibilities,

• Candidate.

Then — the main case type:

• Offer Approval (the data type for which the main business logic of the application will be implemented)

The structure for creating each individual component will necessarily start with preparing the data type. When creating a data type, a form and a journal are automatically generated.

Data Types

To view existing types and edit them, go to the Data Types journal (Administrator Workspace → Model → Data Types)

To create a data type, go to the administrator workspace:

In the Model section, go to Data Types:

Click + → Create new type:

Dictionaries

Creating the “City” Dictionary

The City type is independent of other types. Contains information about cities.

It is a dictionary (about the differences between dictionaries and cases here)

To create the dictionary, you need to fill out the type creation form according to the following tables.

The marker number in the table corresponds to the field number marked on the figure provided here.

Filling table for the Main tab:

Marker Number	Field Name	Value
1	id	city
2	Name	City
5	Parent	Dictionary
11	Actions	Edit properties; Delete

Attributes not specified in the table are not necessary when creating this type (fields can be left empty or with unchanged default values)

Below is an image of the final type configuration (for visual verification):

Filling table for the Attributes tab:

id (1)	Name (2)	Type (3)
cityCode	Code	Text
cityName	Title	Text

Attributes not specified in the tables are not necessary when creating this type (fields can be left empty or with unchanged default values)

Below is an image of the final type configuration (for visual verification):

Creating the “Office” Dictionary

The Office type depends on the previously created City type (pay attention to setting the associative attribute). Contains information about offices. It is a dictionary.

Filling table for the Main tab:

Marker Number	Field Name	Value
1	id	office
2	Name	Office
5	Parent	Dictionary
11	Actions	Edit properties; Delete

Attributes not specified in the table are not necessary when creating this type (fields can be left empty or with unchanged default values).

Below is an image of the final type configuration (for visual verification):

Filling table for the Attributes tab:

id (1)	Name (2)	Type (3)
officeCode	Code	Text
officeCity	City	Association Click ‘Configure’ button and select type ‘City’
officeAddress	Address	Text

Below is an image of the final type configuration (for visual verification):

Creating the “Position Type” Dictionary

The Position type is independent of other types. Contains information about positions.

It is a dictionary

Filling table for the Main tab:

Marker Number	Field Name	Value
1	id	orgstruct-simple-role
2	Name	Position Type,
5	Parent	Dictionary
11	Actions	Edit properties; Delete

Attributes not specified in the table are not necessary when creating this type (fields can be left empty or with unchanged default values)

Below is an image of the final type configuration (for visual verification):

Filling table for the Attributes tab:

id (1)	Name (2)	Type (3)
name	Name	Text
title	Position	Text
rolesManager	Managerial Role	Boolean

Below is an image of the final type configuration (for visual verification):

Creating the “Grade” Dictionary

The Grade type depends on the previously created Position Type (pay attention to setting the associative attribute). Contains information about grades.

It is a dictionary.

Filling table for the Main tab:

Marker Number	Field Name	Value
1	id	hr-grade
2	Name	Grade
5	Parent	Dictionary
11	Actions	Edit properties; Delete

Attributes not specified in the table are not necessary when creating this type (fields can be left empty or with unchanged default values)

Below is an image of the final type configuration (for visual verification):

Filling table for the Attributes tab:

id (1)	Name (2)	Type (3)
gradesSimpleRoleTypeAssoc	Position	Association Click ‘Configure’ button and select type ‘Position Type’
gradesNumber	Number	Text
gradesRequirements	Employee Requirements	Text
gradesResponsibilities	Responsibilities	Text
gradesSalary	Salary Range	Text
gradesPrize	Bonus	Text

Below is an image of the final type configuration (for visual verification):

Creating the “Social Package” Dictionary

The Social Package type is independent of other types. Contains information about the social package. It is a dictionary.

Filling table for the Main tab:

Marker Number	Field Name	Value
1	id	social-package
2	Name	Social Package
5	Parent	Dictionary
11	Actions	Edit properties; Delete

Attributes not specified in the table are not necessary when creating this type (fields can be left empty or with unchanged default values).

Below is an image of the final type configuration (for visual verification):

Filling table for the Attributes tab:

id (1)	Name (2)	Type (3)
socialPackage	Soc. Package	Text

Below is an image of the final type configuration (for visual verification):

Creating the “Job Responsibilities” Dictionary

The Job Responsibilities type is independent of other types. Contains information about job responsibilities.

It is a dictionary.

Filling table for the Main tab:

Marker Number	Field Name	Value
1	id	offer-responsibility
2	Name	Job Responsibilities
5	Parent	Dictionary
11	Actions	Edit properties; Delete

Attributes not specified in the table are not necessary when creating this type (fields can be left empty or with unchanged default values)

Below is an image of the final type configuration (for visual verification):

Filling table for the Attributes tab:

id (1)	Name (2)	Type (3)
responsibilitiesSimpleRoleTypeAssoc	Position	Association Click ‘Configure’ button and select type ‘Position Type’
responsibilitiesSubordination	Subordination	Person (to select an employee from the org structure)

Below is an image of the final type configuration (for visual verification):

Creating the “Candidate” Dictionary

The Candidate type depends on the previously created City type (pay attention to setting the associative attribute). Contains information about candidates being considered for an offer.

It is a dictionary.

Filling table for the Main tab:

Marker Number	Field Name	Value
1	id	offer-candidate
2	Name	Candidate.
5	Parent	Dictionary
11	Actions	Edit properties; Delete

Attributes not specified in the table are not necessary when creating this type (fields can be left empty or with unchanged default values).

Below is an image of the final type configuration (for visual verification):

Filling table for the Attributes tab:

id (1)	Name (2)	Type (3)
candidateCode	Code	Text
candidateLastName	Last Name	Text
candidateFirstName	Name	Text
candidateMiddleName	Middle Name	Text
candidateBirthDate	Birth Date	Date
candidateGender	Gender	Text
candidateCityAssoc	City	Association Click ‘Configure’ button and select type ‘City’

Below is an image of the final type configuration (for visual verification):

Case

Creating the “Offer Approval” Data Type

The Offer Approval type is a case type and depends on previously created dictionaries (about the differences between dictionaries and cases here)

Filling table for the Main tab:

Marker Number	Field Name	Value
1	id	offer
2	Name	Offer Approval
3	Name Display Template	Offer No. ${_docNum|fmt(“000000”)} number will be shown as 0000001
5	Parent	Case
8	Numbering Template	Create hr-offer-number-template see below
11	Actions	Edit properties; Delete

Attributes not specified in the table are not necessary when creating this type (fields can be left empty or with unchanged default values)

The marker number in the table corresponds to the field number marked on the figure provided here.

Below is an image of the final type configuration (for visual verification):

Explanation for items 3 and 8. The number can be assigned automatically. And the number can be reflected in the name display template. For this, it is necessary to set up and configure the Numbering Template.

Click “Select”:

Then click Create → Create new template:

Fill out the opened form:

Marker Number	Field Name	Value
1	id	hr-offer-number-template
2	Name	Offer Number Template
3	Counter key	hr-offer-counter

And select the created template:

Filling table for the Attributes tab:

id (1)	Name (2)	Type (3)
registrationNumber	Registration Number	Text
offerIssueDate	Creation Date	Date
initiator	Initiator	Person
offerCandidate	Candidate.	Association Click ‘Configure’ button and select type ‘Candidate’
offerPosition	Position	Association Click ‘Configure’ button and select type ‘Position Type’
offerSubdivision	Subdivision	Group
offerGrade	Grade	Association Click ‘Configure’ button and select type ‘Grade’:
offerOffice	Office	Association Click ‘Configure’ button and select type ‘Office’:
offerComment	Comment	Text
offerChief	Manager	Person
offerAdditionalChief	Additional Approver	Person
offerFeedback	Interview Feedback	Text
offerSalaryAndPrize	Salary Range and Bonus	Text
offerSubordination	Subordination	Person
offerSalary	Salary	Number
offerPrize	Bonus	Text
offerSchedule	Work Schedule	Text
content	Content	Content
offerDateWork	Work Start Date	Date
offerApproveStage	Approval Stage Number	Number
offerTaskComment	Offer Comment	Text

Below is an image of the final type configuration (for visual verification):

Filling table for the Roles tab:

id (1)	Logic Name (2)	Role Participants (3)	Attributes (4)
offer-initiator-role	Initiator	No	Initiator
offer-chief-role	Manager	No	Manager
offer-additional-chief-role	Additional Approver	No	Additional Approver
offer-director-role	Director	By clicking the ‘Select’ button for an employee from the org structure
offer-technologist-role	Technologist	By clicking the ‘Select’ button for an employee from the org structure

Below is an image of the final type configuration (for visual verification):

Filling table for the Statuses tab:

id (1)	Logic Name (2)
draft	Draft
hr-offer-approve	Manager Approval
hr-offer-director-approve	Director Approval
hr-offer-additionaly-approve	Additional Approver Approval
hr-offer-rework	Rework
hr-offer-feedback	Forming Response to Candidate
hr-offer-feedback-from-candidate	Awaiting Response from Candidate
hr-offer-reject	Candidate Rejected
hr-offer-accept-offer	Offer Accepted
hr-offer-reject-offer	Offer Not Accepted

Below is an image of the final type configuration (for visual verification):

When creating a data type, an automatically generated form and journal are created by default.

Forms

When creating a data type, a linked automatically generated form is created by default.

A Forms journal has been created to view existing forms and edit them (Administrator Workspace - UI Configuration - Forms):

Automatically generated forms are used in journals as forms for creating a new element.

Detailed information about:

• forms,

• form editor,

• form components,

• component examples

For the dictionaries “City”, “Office”, “Position Type”, “Grade”, “Social Package”, “Job Responsibilities”, we will leave the automatically generated forms.

Below we will look at how to modify the forms “Candidates” and “Offers”. Copy the form from the data type card:

Rename the form identifier:

This form is set in the data type and actions, including editing, become available:

Click “Edit”:

And then click “Edit Form”.

Form “Candidates”

Form example:

Form components:

Field Name	Property Name	Component Name
	Form Columns	Columns Component
Code	candidatesCode	Text Field Component
Last Name	candidatesLastName	Text Field Component
First Name	candidatesFirstName	Text Field Component
Middle Name	candidatesMiddleName	Text Field Component
Birth Date	candidatesBirthDate	Date / Time Component
Gender	candidatesGender	ECOS Select Component
City	candidatesCityAssoc	Select Journal Component

Buttons for forms created above:

Cancel
Save

To display the button across the full width of the cell, you need to check the “Block” checkbox on the “View” tab:

Form “Offer Approval”

Form example:

Form components:

Field Name	Property Name	Component Name
	Header	Panel Component
	Form Columns	Columns Component
Registration Number	registrationNumber	Text Field Component
Assign Number	generateNumber	Checkbox Component
Creation Date	_created (for automatic entry of document creation date)	Date / Time Component
Results Comment	offerTaskComment	Text Area Component
Initiator	initiator	Select Orgstruct Component
Candidate	offerCandidate	Select Journal Component
Position	offerPosition	Select Journal Component
Subdivision	offerSubdivision	Select Orgstruct Component
Grade	offerGrade	Select Journal Component
Manager	offerChief	Select Orgstruct Component
Office	offerOffice	Select Journal Component
Additional Approver	offerAdditionalChief	Select Orgstruct Component
Comment	offerComment	Text Area Component
Salary Range and Bonus	offerSalaryForkAndPrize	Text Field Component
Subordination	offerSubordinationAtr	Text Field Component
Interview Feedback	offerFeedback	Text Area Component
Salary	offerSalary	Number Component
Bonus	offerPrize	Text Field Component
Work Schedule	offerSchedule	Text Field Component
Work Start Date	offerDateWork	Date / Time Component
Files	_content (will be pre-filled on the form)	File Component

Cancel
Save (as draft)
Create

Journals

When creating a data type, a linked automatically generated journal is created by default. Such a journal gets an identifier of the form type$idtype.

Automatically created journals are available in the Journals section (Administrator Workspace - UI Configuration - Journals):

An auto-created journal can be fully used in the system – and be added to the menu.

Adding created journals to the menu

Let’s consider using the “Cities” dictionary as an example.

Go to the created workspace:

1. Go to the menu settings by clicking the gear icon in the top right corner, then select “Configure Menu”:

2. Go to the “Selected Configuration Settings” tab, click “+ Add”, select “Section”:

3. In the “Name” field, enter the section name. For example, Dictionaries. Click “Save”.

4. Hover the cursor over the added section, click “+ Add”, select “Journal”:

5. Select the journal “type$city” and click OK:

6. To save the menu, click Apply:

A new journal “City” has appeared in the left menu, where clicking + opens the form for creating a new element:

Similarly, add the dictionaries Office, Position Type, Grade, Social Package, Job Responsibilities, Candidate to the menu:

Creating a Business Process

Using the previously created data types and forms, we configure the offer approval business process:

For clarity of description, we will break the process into 6 parts. And we will consider each part in detail.

Using Part 1 as an example, we will consider the detailed creation of elements; for parts 2-5, images of the final element configuration will be provided.

To create a process, go to the administrator workspace.

In the Process Management section, go to BPMN Models:

To create a process, click “+ → Create BPMN Model”:

You can read in detail about:

• business process editor,

• creating a business process,

• constructor components,

Filling out the form for creating the business process “Offer Approval”:

where

Marker Number	Field Name	Value
1	Identifier	hr-offer-process
2	First Name	Offer Approval
3	Ecos Type	select the previously created data type “Offer Approval (hr-offer-type)”
4	Section	do not fill, saving will occur automatically in the “Default” section.
5	Form	do not specify
6	Enabled	flag is set
7	Automatic Process Start	flag is set

Elements used in the process

	Start Event
	Gateway and sequence flow
	User Task
	Notification
	Set Status
	Script Task
	End Event

Creating elements for Part (1) of the business process diagram

Part (1) of the business process diagram:

Start Event

The start event (1) on the diagram is set by default by the element:

Element ID The system assigns automatically for all created elements.

Gateway and Data Flow

For the gateway (2) on the diagram, specify the Name Manager = Director?:

The control flow is used to connect BPMN flow elements (events, activities, gateways).

The control flow (arrow) shows the process execution path.

Next, draw the arrow to the required element. For the flow, you can specify the condition type.

For the gateway created above:

Flow “No”:

Script text:

var offerChief = document.load('_roles.assigneesOf.offer-chief-role');
var director = document.load('_roles.assigneesOf.offer-director-role');

value= offerChief!=director;

Flow “Yes”:

Script text:

var offerChief = document.load('_roles.assigneesOf.offer-chief-role');
var director = document.load('_roles.assigneesOf.offer-director-role');


value = offerChief==director;

For the next gateway 3 on the diagram:

Flow “Start Process”

Status Change

4 on the diagram

Specify Name
Select status

Details on setting status

Notification

5 on the diagram

Specify Name, select Notification Type
Select a template, or specify Subject and message body
Recipients are selected from the list of roles filled in the data type

Script Task

6 on the diagram

Specify Name
Specify script	Script text: execution.removeVariable('chiefApproveComment');

Details on scripts

User Task

7 on the diagram

Specify Name
Specify Recipients – task performers, selected from the list of roles filled in the data type
Task Form defines what will be displayed when the task is assigned to a user. If some tasks can be the same, then the same form can be used, but if they differ, then the forms are different accordingly. You can create a form in advance and select it from the list or create it directly from the selection list (see below)
Set the task priority, specify the task outcome – identifier and name. Here and below — outgoing options for the control flow are available for selection if task outcomes are added in the user task. See below (8) in the table.

Creating a form:

Click “Select”:

Then “Create - Create Form”:

Field Name	Value
Form ID	offer-form-approve
Form Name	Offer Form Approve
Editable Data Type	No

Below is an image of the final configuration (for visual verification):

Form example:

Form components:

Field Name	Property Name	Component Name
	Form Columns	Columns Component
Additional Approver Comment	addApproveComment	Text Area Component
Comment after Rework	reworkComment	Text Area Component
Comment	chiefApproveComment	Text Area Component

For the fields Additional Approver Comment, Comment after Rework, check the “Input Blocked” checkbox.

Form buttons:

Reject
Send for Rework
Approve

For subsequent elements:

8		Here and below — outgoing options for the control flow are available for selection if task outcomes are added in the user task. See the description of element (7) above.
	Flow “Return for Rework”
	Flow “Rejection”
	Flow “Additional Approval”
9		Script text: var offerAdditionalChief = document.load('offerAdditionalChief'); if(offerAdditionalChief) { execution.setVariable('additional', true); } else { execution.setVariable('additional', false); }

Details on forms for business processes

Creating elements for Part (2) of the business process diagram

And a table showing the final settings of the business process components (for visual verification):

1		Script text: execution.removeVariable('reworkComment');
2
3
4		For all similar tasks, select the previously created task form in “Task Form”.

Information for the form Rework (Offer Form Rework):

Field Name	Value
Form ID	offer-form-rework
Form Name	Offer Form Rework
Editable Data Type	No

Below is an image of the final configuration (for visual verification):

Form example:

Form components:

Field Name	Property Name	Component Name
	Form Columns	Columns Component
Manager Comment	chiefApproveComment	Text Area Component
Director Comment	dirApproveComment	Text Area Component
Comment	reworkComment	Text Area Component

For the fields Manager Comment, Director Comment, check the “Input Blocked” checkbox.

Button Complete:

Creating elements for Part (3) of the business process diagram

And a table showing the final settings of the business process components (for visual verification):

1
	Flow “Yes”	Script text: var offerAdditionalChief = execution.getVariable('additional'); value= offerAdditionalChief===true;
	Flow “No”	Script text: var offerAdditionalChief = execution.getVariable('additional'); value= offerAdditionalChief===false;
2		Script text: execution.removeVariable('addApproveComment'); execution.removeVariable('reworkComment');
3
4
5

Information for the form Approval by Additional Approvers (Offer Form Add Approve):

Field Name	Value
Form ID	offer-form-add-approve
Form Name	Offer Form Add Approve
Editable Data Type	No

Below is an image of the final configuration (for visual verification):

Form example:

Form components:

Field Name	Property Name	Component Name
	Form Columns	Columns Component
Manager Comment	chiefApproveComment	Text Area Component
Comment	addApproveComment	Text Area Component

For the fields Manager Comment, Director Comment, check the “Input Blocked” checkbox.

Form buttons:

Reject
Approve

6
	Flow “Rejected”
	Flow “Approved”
7		Script text: execution.removeVariable('chiefApproveComment');

Creating elements for Part (4) of the business process diagram

And a table showing the final settings of the business process components (for visual verification):

1
	Flow “Director Approval”
2		Script text: execution.removeVariable('dirApproveComment');
3
4
5

Information for the form Director Approval (Offer Director Form Approve):

Field Name	Value
Form ID	offer-director-form-approve
Form Name	Offer Director Form Approve
Editable Data Type	No

Below is an image of the final configuration (for visual verification):

Form example:

Form components:

Field Name	Property Name	Component Name
	Form Columns	Columns Component
Manager Comment	chiefApproveComment	Text Area Component
Additional Approver Comment	addApproveComment	Text Area Component
Comment after Rework	reworkComment	Text Area Component
Comment	addApproveComment	Text Area Component

For the fields Manager Comment, Additional Approver Comment, Comment after Rework, check the “Input Blocked” checkbox.

Form buttons:

Reject
Send for Rework
Approve

6
	Flow “Return for Rework”
	Flow “Rejection”
	Flow “Approved”
7		Script text: execution.removeVariable('reworkComment'); execution.removeVariable('addApproveComment'); execution.removeVariable('chiefApproveComment');
8
9
10		For all similar tasks, select the previously created task form in “Task Form”.

Creating elements for Part (5) of the business process diagram

And a table showing the final settings of the business process components (for visual verification):

1
	Flow “Rejection”
2		Script text: execution.setVariable('isRejected', true);
3
	Gateway 1
	Gateway 2
	Flow “Approved”	Script text: value =execution.getVariable('isRejected')!=true;
	Flow “Rejection”	Script text: value =execution.getVariable('isRejected')===true;
4, 5
6, 7
8
	Flow “Forming Response”
9
10

Information for the form Forming Response to Candidate (Offer Form Feedback):

Field Name	Value
Form ID	offer-form-feedback
Form Name	Offer Form Feedback
Editable Data Type	no

Below is an image of the final configuration (for visual verification):

Form example:

Form components:

Field Name	Property Name	Component Name
	Form Columns	Columns Component
Director Comment	dirApproveComment	Text Area Component
Comment	offerTaskComment	Text Area Component

For the field Director Comment, check the “Input Blocked” checkbox.

Form buttons:

Send Rejection
Send Offer

Creating elements for Part (6) of the business process diagram

And a table showing the final settings of the business process components (for visual verification):

1
	Flow “Offer Sent”
	Flow “Rejection Sent”
2
3
4		Script text: execution.removeVariable('offerTaskComment'); execution.removeVariable('dirApproveComment');
5

Information for the form Waiting for Candidate Response (Offer Form Feedback From Candidate):

Field Name	Value
Form ID	offer-form-feedback-from-candidate
Form Name	Offer Form Feedback From Candidate
Editable Data Type	no

Below is an image of the final configuration (for visual verification):

Form example:

Form components:

Field Name	Property Name	Component Name
	Form Columns	Columns Component
Comment	offerTaskComment	Text Area Component
Result Comment	_ECM_offerTaskComment	Text Area Component

For the field Comment, check the “Input Blocked” checkbox.

Form buttons:

Offer Not Accepted
Offer Accepted

6
	Flow “Offer Accepted”
	Flow “Offer Not Accepted”
7
8
9
10
11, 12, 13

Saving and Publishing

Save and publish the created process:

Viewing the journal and creating an item in it

In the main menu, select the required journal.

In the journal, click +, a form for filling out will open:

Adding the created process to the “Create” menu

Go to the created workspace.

1. Go to the menu settings by clicking the gear icon in the top right corner, then select “Configure Menu”:

2. Go to the “Create” Menu tab, select the menu item where the process will be located. Hover over the added section, click “+ Add”, select “Add Case Creation Link”:

3. Select the data type:

   

Name will be specified by default from the data type and can be changed. Click “Save”

4. To save the menu, click Apply

   

5. Added menu item:

   

Starting a Case

In the “Create” menu, select “Offer Approval”, a form for filling out will open: