Using Advanced Workflow to identify overdue records

Question

Fairly basic question - is it possible to use Advanced Workflow (Sugar BPM) to follow up overdue records which can currently be done easily in Legacy Workflow.

It seems Advanced Workflow is limited to selecting a specific date rather than for example "before today" or a fixed time span.

For example : Expected Close Date is before today or Task is Due in 5 days time ?

Thanks in advance.

Greg Barrass

Greg Barrass · Accepted Answer

Hi Greg Barrass , 
 Here, I answer the Task question in 9.0.0 Enterprise with the simplest process definition I can imagine, fully aware of two considerations: 
 
 If a Task is created with a Due Date within 5 days of creation, the email will go to the user shortly after creation of the record as the expiration date of the Sleeping Wait Event will be immediately in the past. 
 Scale is a concern. An instance could theoretically hae tens of thousands of open Tasks or process through millions of Tasks in a given quarter of the year. Due to multiple rows being written to the pmse tables in the database for each run of this example process and Sugar not having pruning schedulers built into SugarBPM at this time, the size of the database can grow rather quickly.

The Process Definition Design 
 
 1. A Start Events for New Records where Status is not equal to neither Completed nor Deferred. 
 2. A Start Event for All Updates where Status is not equal neither Completed nor Deferred. 
 3. A Wait Event for Due Date - 5d 
 4. A Send Message Event to the Task owner. 
 5. An End Event that does nothing. 
 6. Terminate Process criteria reacting to Due Date changes or Status is either Completed or Deferred.

Process Management and the Task 
 
 1. Create test Task with Due Date more than 5 days from now. 
 2. In Process Management, see the In Progress process for this new Task. 
 3. In database, use this query to see the expiration date of the Sleeping Wait Event 
 4. Edit the Task, changing the Due Date. 
 5. In Process Management, see the previous process Terminated and a new process In Progress. 
 6. In database, see the expiration date of the Sleeping Wait Event. 
 7. Edit the Task, changing status to Completed. 
 8. In Process Management, see the process Terminated

The Process Definition Design 
 
 1. A Start Events for New Records where Status is not equal to neither Completed nor Deferred. 
 
 2. A Start Event for All Updates where Status is not equal neither Completed nor Deferred. 
 
 3. A Wait Event for Due Date - 5d 
 
 4. A Send Message Event to the Task owner. 
 
 5. An End Event that does nothing. 
 6. Terminate Process criteria reacting to Due Date changes or Status is either Completed or Deferred. 
 
 Process Management and the Task 
 1. Create test Task with Due Date more than 5 days from now. 
 
 2. In Process Management, see the In Progress process for this new Task. 
 
 3. In database, use this query to see the expiration date of the Sleeping Wait Event 
 SELECT cas_id , date_entered , cas_due_date FROM pmse_bpm_flow WHERE cas_flow_status LIKE 'SLEEPING' ; 
 
 4. Edit the Task, changing the Due Date. 
 
 5. In Process Management, see the previous process Terminated and a new process In Progress. 
 
 6. In database, see the expiration date of the Sleeping Wait Event. 
 
 7. Edit the Task, changing status to Completed. 
 
 8. In Process Management, see the process Terminated 
 
 I hope this helps!