The procedures of a Self Help project


Procedures in Self Help projects describe business processes using decision trees.
        Procedure - Presentation.png

  • Each decision tree appears as a series of steps. There are two types of steps. Open url.png See the description.
    • Interactive steps: Users who run the procedure will see them as Web pages. They are used to request information via forms, ask users to choose among several answers, display information such as text, tables or images, provide links to websites, etc.
    • Automatic steps: These are not visible to users. They are used to run scripts, communicate with third-party services via Web services, run tests, perform calculations, etc.
  • Each step in the procedure can:
    • Return a result, i.e. user answer, calculation value, test result, etc. This is used to orient the user journey within the process, e.g. go from one step to the next, redirect to a branch, skip to another step via a loop, end the procedure, etc.
    • Can use or display resources such as image, audio or video files, PDFs, HTML content, forms, etc.
  • An execution report is generated for each procedure. This logs all steps and branches consulted by the user.

Notes

  • Access rights to procedures:
    • Several writers can be authorized to modify a given procedure. When one writer is working on a given procedure, the other writers can access this procedure in read-only mode.
    • To view the procedure in a Web browser, it must be defined as an entry point for users. Open url.png See the procedure.
    • Users can access the procedure via a URL depending on their access rights. Sub-procedures cannot be accessed via a URL. 
  • A procedure always contains:
    • A single and unique Start Step type icon - Start.png step.
    • An End Step type icon - End.png step that ends each branch of the procedure.
  • You can create sub-procedures. They are used to create secondary business processes.
    • You can declare all of the procedures in the Self Help project as sub-procedures.
  • The objects used within the procedure can be:
    • Specific to the step. They are managed as attachments associated with the step in the Conception pane or Description pane.
    • Shared with other steps or other procedures in the Self Help project. They are managed as shared resources that can be accessed in the tree structure of the Explorer pane.
  • Web pages displaying interactive steps use the theme associated with the procedure. Only writers whose profile is Designer can modify its visual appearance.
  • You can hide text from users by placing it between square brackets [ ].
             example  Hidden text.png
    • Metadata in a procedure can contain hidden text, e.g. procedure name, step names, names of form fields, descriptions, etc.
    • The theme can also manage hidden text automatically.
  • Execution report of procedures:
    • The report is generated by the user when requested to do so by writers.
    • Text generated in the report cannot be seen by the user running the procedure.
    • By default, the report contains the names of all steps and branches consulted by the user. It can be configured for each step in edit mode by selecting the Description pane pane and clicking the Report.

Caution

  • The Project recycle bin folder of the Self Help project only contains deleted project resources and procedures. It does not contain individual steps that were deleted from procedures.

Best Practice

  • Use keyboard shortcuts to create procedure components quickly.
  • To restore a deleted procedure, click the Project recycle bin folder of the Self Help project in the tree structure of the Explorer pane.
  • To restore a step or the content of a step, click the history in the Editor - Undo toolbar.png Conception and Description panes.
  • Create a sub-procedure:
    • When the secondary process must be reused in different places in the Self Help project.
    • When the procedure contains more than five steps, in order to improve the readability of the flow chart in the Conception pane.
  • You can insert resources only in procedures belonging to the current Self Help project. To use resources from another Self Help project, use the import and export functionalities. Open url.png See the procedure.
  • The theme associated with the procedure automatically manages the layout of resources inserted as attachments to a step via the Conception  pane. To define a custom layout, insert the relevant resources in the content editor of the step. To do this, select Description pane > Content tab. Open url.png See the procedure.
  • To display the procedures and sub-procedures used by a given procedure, click the procedure in the tree structure of the Explorer pane. Select the Properties view and click the Used by tab.
  • If a blocking error occurs in a step, use the execution report of the procedure to find the cause.
  • You can use hidden text if you want to:
    • Add keywords for the search via the portal.

      By default, users can only search for words in the procedure text. To add keywords not present in the procedure but likely to be used in the search, go to the Description metadata of the procedure in the Properties view and insert the keywords as hidden text.

      example  [Update]How to modify a procedure
      ==> keyword used in the search: Modify
      ==> additional keyword used in the search with hidden text: Update

    • Modify the sort order of procedures and folders in the Explorer pane.

      By default, they are sorted in alphabetical order. To define a custom order, go to the Description metadata for each component and insert a number prefixed to the name as hidden text.

      example  [0.2]Archive, [0.1]Creation
      ==> alphabetical order (default sort order): Archive, Creation
      ==> order determined by hidden text: Creation, Archive

Properties of procedures

         Explorer Pane - Properties view - Procedure.png

Access: Edit mode in the Studio > select the procedure in the tree structure of the Explorer pane > Properties view. Open url.png See the description.

ExplorerPane_ProcedurePropertiesView_Tabs

List of tabs

  • Info: Information on the procedure, i.e. creation date, last modification date, location, and list of metadata general and specific to the type of procedure.
    • Double-click the metadata to enter its contents. Note: You can not change this information.
    • You can export metadata. Open url.png See How to export metadata from a Self Help project.
    • Click Parameters > Edit parameters to specify input and output parameters for the procedure.
    • Click Link > Click to generate a link to generate the URL and test the procedure in a Web browser.
    • Click Icon > Add icon to procedure icon.png to associate an icon with the procedure.
  • Uses: List of resources used by the procedure.
    • Click <Open procedure and show the steps this resource is linked to>. The Conception pane will display the procedure and the list of resources used by the procedure. Click one of the resources to highlight it in the Conception pane.
  • Used by: List of resources using the procedure.
    • Click <Open procedure and show the steps this resource is linked to>. The Conception pane will display the procedure and the list of resources using the procedure. Click one of the resources to highlight it in the Conception pane.
  • Statistics: Statistics on the use of the procedure, e.g. number of executions and their average duration, average number of steps in the procedure, etc.  Open url.png See the procedure.
    • Click Open procedure execution icon.png in the toolbar to open a specific execution in the procedure.

Types of steps

Type of step Visible to users Visual display in the Conception pane Description/Notes
Step type icon - Start.png Start Not check icon.png Step type icon - Start.png
  • Step indicating the start of the procedure. No user interaction is required.
Step type icon - End.png End Not check icon.png Step type icon - End.png
  • Step indicating the end or an interruption of the procedure. No user interaction is required.
  • One End step must be defined for each branch in the procedure.

    Step End - Several branches.png

Step type icon - Action.png Action Not check icon.png Step Action.png
  • Automatic step. No user interaction is required.

Open url.png See How to create an action.

Step type icon - Action with conditions.png Action with Switch Not check icon.png Step Action with conditions.png
  • Automatic step. No user interaction is required. It contains a condition that redirects users to different branches.
  • The condition is evaluated when the step is run.
  • The procedure resumes with the branch that meets the condition. All of the steps defined in this branch will be run up to the End Step type icon - End.png step of the branch.

Open url.png See How to create an action with a switch.

Step type icon - Branche.png Branch Not check icon.png Step Branche.png
  • Step linked to an execution condition defining one of the proposals of an Action with Switch step or a Page with Choices step.
  • When the condition is satisfied (condition met, user's choice), all of the steps defined for the branch will be run up to the End Step type icon - End.png step of the branch.

    Step Branche - Continue till end.png

Open url.png See How to create a branch.

Note:

  • Move the cursor over the name to see the execution condition for the branch.
  • If you want to delete a step containing branches, you must first delete all of its branches.
  • The dotted line - - - - indicates the presence of a visibility condition in the branch. The branch is proposed only if the condition is met.

    Step Branche - with visibility condition.png

Step type icon - Page.png Page Check icon.png Step Page.png
  • Non-interactive step. It displays information to users in a Web page.
  • The procedure resumes with the next step without any user interaction.

Open url.png See How to create a page.

Step type icon - Choice page.png Page with Choices Check icon.png Step Choice page.png
  • Interactive step. It displays several options to users in a Web page.
  • The procedure resumes with the branch corresponding to the user's choice. All of the steps defined in this branch will be run up to the End Step type icon - End.png step of the branch.

Open url.png See How to create a page with choices.

Step type icon - Resume point.png Marker Not check icon.png Step Resume point.png
  • Automatic step. No user interaction is required. It is used to redirect the procedure.
  • The procedure resumes with the step to which the marker points.

Open url.png See How to create a marker.

Step type icon - Sub procedure.png Sub-procedure Check icon.png Step Sub procedure.png
  • Secondary business process made up of a series of steps that may be interactive or automatic.
  • Once the sub-procedure is run, the process will resume with the next step in the primary procedure.

Open url.png See How to create a sub-procedure.

Content of steps

Steps can use or display different types of objects.

Note: To display the list of resources used by a procedure, select edit mode and select the procedure in the tree structure of the Explorer pane > Properties view > Uses tab.
 

Object Description/Notes
Connectors
  • Connectors for Excel, REST, SOAP, sending emails, etc.
  • EasyVista manages the types of connectors that can be created.
  • To insert a connector in a step, select the Description pane > Connectors tab. Click and drag the connector from the tree structure of the Explorer pane.
HTML content
  • To insert HTML content in a step, select the Description pane > Content tab. Click and drag the content from the tree structure of the Explorer pane.
Documents
  • DOC, XLS, TXT files
  • To insert a document in a step, select the Description pane > Linked documents tab. Click and drag the document from the tree structure of the Explorer pane.
  • Documents are stored on the server and all writers can access them depending on their access rights.
Forms
  • Interactive data entry to obtain information from users.
  • To insert a form in a step, select the Description pane > Forms tab. Click and drag the form from the tree structure of the Explorer pane.
Formulas
  • Formulas are stored in a shared library.

Note: Formulas are applicable to all procedures in the Self Help

project.
Images
  • BMP, JPG, PNG files.
  • To display an image in a step, select the Description pane > Content tab > Insert menu and click Image icon.png.
  • An image can contain clickable areas. Users can click these areas to run an action, such as opening a Web page, going to the next step, redirecting to a branch of the tree, etc. Open url.png See the procedure.
Links
  • Links to websites, email servers, etc.
  • To insert a static link in a step, select the Description pane > Content tab > Insert menu and click Hyperlink icon.png.
  • To define a dynamic link that manages parameters, you should create a Link resource.
Macros
  • To insert macros in a step, select the Description pane > Macro tab.

Note: Macros are applicable to the step using them.

Sub-procedures
  • Used to run a secondary business process.
  • Once the sub-procedure is run, the process will resume with the next step in the primary procedure.
Tables
  • Use tables to present and organize information in the Web page. Open url.png See the procedure.
  • To insert a table in a step, select the Description pane > Content tab > Insert menu and click Table icon.png.
Text
  • Use the toolbar in the content editor to format text. Select the Description pane > Content tab > Home menu.
Variables
  • Variables can be as follows:
    • Global: Applicable to all procedures in the Self Help project.
    • Local: Applicable to the current procedure.

Note: A predefined list of variables is provided by EasyVista.

Videos
  • Flash files, e.g. SWF, FLV, and HTML5 files, e.g. OGV, MP4, WEBM.
  • To display a video in a step, select the Description pane > Content tab > Insert menu and click Video icon.png.
  • Depending on the Web browser, restrictions may be defined.

Procedures

How to create a Self Help procedure

See the detailed step-by-step procedure in Self Help.

Step 1: Select the Self Help project.

1. Select the Self Help project in the tree structure of the Explorer pane.

2. Click Tree expand icon.png to display the tree structure.

Step 2: Create the procedure.

1. Right-click the folder where you want to create the new procedure.
          Create new procedure.png

2. Select New > Procedure from the contextual menu.
The procedure will be inserted in the Explorer pane. Its name will be <New procedure>.

3. Rename the procedure.
The Explorer pane will be refreshed.

Step 3: Create the steps in the procedure.

1. Double-click the procedure in the Explorer pane.
The Conception pane will appear. The Start Step type icon - Start.png and End Step type icon - End.png steps will automatically appear.

2. Right-click the Start Step type icon - Start.png step.

3. Select Insert a Step from the contextual menu and click the type of step you want to add. Open url.png See the description of the different types of steps.
          Create new step.png


4. Define the step based on its type. Click below to see instructions.

See the detailed step-by-step procedure in Self Help.

Action

1. Select Insert a Step > Insert an Action from the contextual menu. Keyboard shortcut icon.png

The new step will be inserted in the flow chart.

Step Action.png

2. Name the step.   Open url.png See the procedure.

3. Define its content.

Action with Switch

1. Select Insert a Step > Insert an Action with Switch from the contextual menu.

The new step will be inserted in the flow chart.

Step Action with conditions.png

2. Name the step.   Open url.png See the procedure.

3. Define its content.

4. Define branches:

  • Name each choice button.
  • Define the content of each branch.
  • Define the corresponding series of steps for each choice button.

Branch

1. Select Insert a Step > Add a Branch from the contextual menu. Keyboard shortcut icon.png

A new choice button will be inserted in the flow chart, followed by an End Step type icon - End.png step.

Step Branche - New.png

2. Name the choice button.   Open url.png See the procedure.

3. Define its content.

4. Define the steps of the new branch:

  • Right-click the choice button.
  • Select Insert a Step from the contextual menu and click the type of step you want to add. Open url.png See the description of the different types of steps.
  • Define the new step.
  • Repeat these actions for all steps up to the End Step type icon - End.png step of the branch.

Step Branche - Continue till end.png

5. (optional) Add a visibility condition to the new branch:

  • Right-click the choice button and select Add visibility condition from the contextual menu.
  • Define the condition using the wizard.
  • Click Finish.

A dotted line - - - - - will appear below the choice button.

Step Branche - with visibility condition.png

Modification: Right-click the choice button and select Edit visibility condition from the contextual menu.

Deletion: Right-click the choice button and select Remove visibility condition from the contextual menu.

Page

1. Select Insert a Step > Insert a Page from the contextual menu. Keyboard shortcut icon.png

The new step will be inserted in the flow chart.

Step Page.png

2. Name the step.   Open url.png See the procedure.

3. Define its content.

Page with Choices

1. Select Insert a Step > Insert a Page with Choices from the contextual menu. Keyboard shortcut icon.png

The new step will be inserted in the flow chart.

Step Choice page.png

2. Name the step.   Open url.png See the procedure.

3. Define its content.

4. Define the first branch:

  • Name the choice button.
  • Define its content.
  • Define the relevant series of steps for the choice button:
  • Repeat these actions for all steps up to the End Step type icon - End.png step of the branch.

    Step Branche - Continue till end.png

5. Repeat these actions for the second branch.

6. (optional) Add a new branch.

  • Right-click the choice button below which you want to insert the new branch.
  • Select Insert a Step > Add a Branch from the contextual menu. Keyboard shortcut icon.png
  • Define the new branch just like the two previous branches.

7. (optional) Modify the order of branches in the flow chart.

  • Click and drag the branch to an authorized spot. This is indicated in red.

    Step Branche - Change order.png

Marker

1. Select Insert a Step > Insert a Marker from the contextual menu. Keyboard shortcut icon.png

The new marker Step type icon - Resume point.png will be inserted in the flow chart.

2. Click and drag the marker to the step where you want the procedure to resume.

A red line will appear between the start and end points. An arrow will indicate the direction of the procedure.

Step Resume point.png

Sub-procedure

1. Select Insert a Step > Insert a Sub-procedure from the contextual menu.

The new step will be inserted in the flow chart.

Step Sub procedure.png

2. Double-click the sub-procedure.

Note: If the sub-procedure does not exist, you must create it.   Open url.png See the procedure.

Insert sub procedure.png

3. Select the procedure you want.

4. Click Finish.

The flow chart will be refreshed and the name of the selected procedure will appear.

5. (optional - for steps visible to users) Preview the step as it will appear on screen:

  • Click the step in the Conception pane.
  • Click Launch procedure dropdown list.png in the toolbar and select Launch procedure icon.png Launch the procedure.
    The step will appear in a Web page.

6. Add other steps to your procedure. Place yourself each time on the step after which you want to insert a new step.
 

Modify the content of a step

  • Click the step in the Conception pane.
  • Make the required modifications in the Description pane.
  • Click Save disk icon.png in the toolbar to save the modifications in the Content tab.
     

Modify the content of a step defined using a resource

Caution: When a resource is modified, the modification will automatically be propagated to all procedures where it is used.

  • Open the resource in the Explorer pane.
  • Make the required modifications.
  • Save the resource.


Step 5: Test the procedure.

Objective 1: Check that steps proceed correctly.

1. Click the Start Step type icon - Start.png step.

2. Click Launch procedure dropdown list.png in the toolbar and select Launch procedure icon.png Launch the procedure.
The first step of the procedure will open in your Web browser.

3. Browse to check that all of the steps proceed correctly.


Objective 2: Test the URL link.

1. Define the procedure as an entry point for users:

  • Right-click the procedure in the Explorer pane.
  • Select Allow launch by users from the contextual menu.
    User procedure access icon.png will appear after the name of the procedure.

2. Click Launch procedure dropdown list.png in the toolbar and select Generate a procedure link.

3. Specify the required information in the dialog box.

4. Click Copy a reusable link.
The URL displayed in the Generated link field will be copied to the clipboard.

5. Paste the URL in the URL bar of your Web browser and validate.

6. Enter the login information.
The first step of the procedure will open in your Web browser.

7. Browse to check that all of the steps proceed correctly.

8. Click Finish to close the dialog box.

How to name a step

1. You can double-click:

  • The step in the flow chart (1)
  • The title bar in the Description pane (2)
             Rename step.png

2. Enter the name of the step.

Best Practice icon.png You can hide part of the name by placing the text to be hidden within square brackets [ ].

3. Press < Enter > to validate.
The name will automatically be refreshed in the Conception and Description panes.

How to create a sub-procedure

Step 1: Select the procedure.

1. Double-click the procedure in the tree structure of the Explorer pane.
The procedure will appear in the Conception pane.

Step 2: Select the steps in the sub-procedure.

1. In the flow chart of the Conception pane, press and hold < Ctrl > while selecting the steps to be included in the sub-procedure.
The selected steps will be outlined in blue in the flow chart.

2. Right-click one of the sub-procedure steps and select Create a procedure from this selection from the contextual menu.

3. Name the sub-procedure.

4. Click Finish.
The selected steps will be grouped.
         Step Sub procedure.png

 Display the content of the sub-procedure

  • Click the step when the cursor becomes Cursor hand icon.png.

How to customize the content of a step

See the detailed step-by-step procedure in Self Help.

Use a resource in an attachment

1. Click and drag the resource from the Explorer pane to the outline of the step.
The theme associated with the procedure automatically manages the layout of the step.

Create a table

1. Click Table icon.png.

2. Click one of the cells and select Update table from the contextual menu.

  • Define the table width, border size, etc.
  • To delete a row, select  Row > Delete row from the contextual menu of a cell.
  • To merge cells, select Cell > Merge cells from the contextual menu of a cell.
  • To modify the size of a cell, select Cell > Cell size from the contextual menu of a cell.

Create an image with clickable areas

See the detailed step-by-step procedure in Self Help.

1. Right-click the image you inserted in the Content tab of the Description pane.
The contextual toolbar will appear.
         Image - Create clickable zone - icon.png

2. Click Clickable image icon.png.
A new toolbar will appear.

3. Use the cursor to define the clickable areas of the image.

  • Click Clickable zone rectangle icon.png to define a rectangular area.
  • Click Clickable zone circle icon.png to define a circular area.

         Image - Create clickable zone - areas.png

4. Click Clickable image icon.png to specify the action to be performed when users click the area, e.g. open a URL in a Web browser or go to another step.
         Image - Create clickable zone - link.png

5. Click Update.
 

Case 1: There are branches after the step containing the clickable image
You should indicate the redirection to a branch of the procedure. Tick the option called Hide the corresponding branch to authorize access using the image only.

  • Enter the text to be displayed on hover over the clickable area in the Area title field.
  • Select the action to be performed when users click the area:
    • URL: The URL will open in a new Web page.
    • Select a branch: Users will proceed to the steps of the selected branch. Tick the option called Hide the corresponding branch to hide the selected branch.
  • Click OK.
     

Case 2: There are no branches after the step containing the clickable image
The procedure resumes with the next step.

  • Enter the text to be displayed on hover over the clickable area in the Area title field.
  • Select the action to be performed when users click the area:
    • URL: The URL will open in a new Web page.
    • Go to next step: Users will proceed to the next step. Tick the option called Disable the Next button.
  • Click OK.

5. Repeat these actions for each clickable area in the image.

The clickable image is indicated by:

  • An icon in the outline of the step in the Conception pane.
  • A red border in the Description pane.

How to obtain usage statistics for a procedure

See the detailed step-by-step procedure in Self Help.

Step 1: Select the required criteria.

1. Define your selection criteria, e.g. period, working version to be included, etc.

2. Click Compute the statistics.
 

Step 2 (optional): Obtain statistics on a procedure instance.

1. Enter the procedure ID.

2. Click Open a procedure instance.
 

Step 3 (optional): Save the results in a file.

All results

1. Click Export all.
 

Selected procedure instances

1. Select the relevant procedure instances in the table.

2. Click Export selected.

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Last modified by Unknown User on 2020/03/24 12:36
Created by Administrator XWiki on 2018/12/14 11:21

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