Case

In our application, there is a website with info about different accounts (= hotel owners).

The visitor on the website can write a message on the page of an account.

This message is sent to a custom section in bpm'online.

A business process is triggered which will send 2 mails: a confirmation mail to the visitor and a mail to the primary contact of the account containing the info from the visitor.

The purpose is that the contact of the account can reply to this email directly to the visitor of the website.

I understood that the REPLY TO address of a mail sent by bpm'online is the FROM address.

So in that case we have to define the visitor's email address as the FROM address in the mail to the account.

But since the FROM address must be an email address from the system (from the domain that is defined), this is not possible.

So is there any possibility to set the REPLY TO address to a 'random' email address (meaning the email address from the user which can be a gmail, hotmail, ...)?

Solution

The best option is adding the visitor's email address to the CC of the email sent to the system user. In this case, once the user replies, the response will go to the visitor directly and the copy of the email will end up in bpm'online. This option would be appropriate only in case there is no sensitive information in the email sent to the system user, though.

Case

Why can't the process subscribe a contact to bulk email? See the process below:

Solution

For successful adding of a record to the [Bulk email subscription] object, use the following tips:

• Instead of launching BP every time and checking whether fields are populated you can simply create 2 (if you need for modifying) starting signals launching the BP if Lead is added/modified, Contact is populated and both fields are populated. It will prevent BP from launching every time and do practically nothing if fields are not populated.
• Both timer and conditional flow could be deleted if BP launches only when all required fields are populated.
• In order to check whether BP is working correctly, you need to open the Process log and check what elements are completed\what flow is executed.
• Another issue that might appear here is the lack of filter for Contact being populated. Meaning, the BP can stop on the [Read Contact] element due to the probability of Lead having no Contact selected. This can be solved by adding filter for Contact being populated.

Try testing the BP by increasing the timer time to 60 sec as there should be more time to select Contact and populate 2 fields. Then, check the process log and make sure that BP created the record.

Question

When the Approval is rejected  and the Approval Comment is filled, where is that comment stored?

Answer

If you want to read the comment of a rejected Approval you need to read data of the object [Contract approval] where Contract is the object where you set up approvals. The field you want to read is "Notes". 



In case you want to read the comment after somebody rejects the approval you can add "read data"  element and send an email or create a notification using the "Notes" field.

Question

A business process that creates an Opportunity from a Lead.

Is it possible to push the current user to the Opportunity after they have answered a couple questions?

Is it possible to push the user who is answering the questions to the actually opportunity page after the two User Dialog's are done?

Answer

It is possible. 

You will need to add the 'Open Edit Page' process element and specify that you want to open the opportunity page with the same Id that was used in 'Read New Opportunity' process element. 

Case

We have a business process that uses a "predecessor" (Order) field to indicate what task/row should be executed first. Our business process works except for the ordering function. The way we are ordering the predecessor field is by using "How to sort records?" Predecessor - Ascending:

My initial thought was that it would go to the Lookup object and order the records in the lookup by the Predecessor field, and then if the record matches the filter then it would pull the records specified in that order (and effectively creating tasks, one-by-one, in order). 

Is there an obvious reason this is not working, or would I have to debug and just conduct trial and error? Am I misusing the "How to sort records" parameter or not understanding how Lookup feilds work?

Solution

In this particular situation, you have a case when one particular lookup record is being used only. And the reason is filtering, you have filtered the records by ID. Meaning, you will either find the record from lookup by ID or will have an error if the field is empty (no ID).



Basically, the "selection" you will get in this element is 1 record having ID that is selected somewhere in Design object. 



For better understanding lets take Case as an example. The case has Assignee. If you read the object Case, then Contact with filter "id=Read Case.Id" you will find 1 Contact selected as Assignee. So you don't need to sort this one contact, right?



Sorting is used when you don't have any ID of the record. For example you want to read the last created Case. You don't have it's ID, so you just read the Case object, select any filter (ID exists) and then Sort it by Created On descending.

Question

How we would find the difference of two date fields in years for a client with a very long business cycle?

We tried doing this in a business process but there is only totalHour .totalMinutes and .totalDays

Answer

The easiest way to count the years is described on community: https://community.bpmonline.com/questions/auto-calculate-age-based-new-birthdate-custom-field

In the community case, the business process counts the total number of years between particular date and current date. You need to adjust this process to make it count between two particular dates.

Case

The Product Page has fields that are populated by the user. This product page also has a detail called "Change Request" if the clients customer has a change request on the product. The Change Request page is almost identical to the Product Page, and the idea here is that the page is pre populated with all of the information from the previous page. So how would I populate this new page with information from the first page, before the user gets to it so they can start altering the information on the page?

Solution

To achieve your business task you need to create a custom business process that would consist of the following process elements:

1. Start signal - a record added or modified in the fields that are used in Change Request Page

2. Read data - read the value of the necessary fields on the Product page

3. Modify Data - modify the Change Request Page by adding the values to the necessary fields

In this case, once the records is added to the product page, the values will be populated automatically in the same fields on the Change Request page. 

Question

What is the reason of our "AddDesignStart" process ending with an error?

Answer

The error appears due to the fact that you are inserting the value from Auto-generated page directly into the email body. Please use Business-process parameters for such cases in the future. When you pass the value via parameter, no error occurs.

Question

The lead is created from the data gathered via landing page. The "Send message" process element is used to reply contact email.

Process Log indicates that the process has been completed.

But the Execution Diagram shows an issue:

Answer

The business process is using the mailbox is not marked as "shared mailbox", hence, only owner of mailbox can use it for sending. But business-process is running under Supervisor.



You need either to connect mailbox to Supervisor and use it, or set up the mailbox as shared one. You can find guide here:

https://academy.bpmonline.com/documents/studio/7-12/configuring-shared-mailbox

Case

I’m trying to execute a business process that would read a new Record added in the Case History Section (Case Message History Table) and update a Customized field in Case Section.

The following steps are inserted in the Business Process:

Step 1:  A Signal that reads the [Case message history] object (Using Record Added Event)

Step 2: Reading the Case message History (Based on the ID of the Signal)

Step 3: Modify the Case Record (Related to the Case message History Record) – Updating a Field with the  [Created On] value of the Case message History Record.

But no Executed, Running or Error message appears in the Process Log.

Is there any restriction related to executing this type o Business Process over the Case Message History Table or am I doing something wrong?

Solution

We have investigated the case and I would like to offer you a more viable solution. As far as I understand, you want to set the same value of a date/time column as the date/time of the last communication within the case. I would like to remind you that all emails in bpmonline are basically activities and you can work with them accordingly.  We have an out of the box process called 'Reopen case and notify assignee on receiving an answer regarding the case' which is triggered once the email from the customer is received. You can check out a screenshot of it below:

You can use the following conditions in order to trigger the process once the new communication within the case is performed. After that you can use your read data element, that will read the Created On date/time of the activity and set it as the value of the column you need. The case message history object can still be used, but a deeper understanding of the relations within the objects is required. Currently, we recommend you to use the flexible and intuitive option provided to you above.