QuickBPM Architecture can be easily represented as the diagram below:
When you sign up with QuickBPM for the first time, a company is created. It is a corporate portal where employees share information and files and work together on tasks. Organizational chart determines how the roles, power, and responsibilities are assigned, controlled, and coordinated in the company.
The company is functionally divided into workspaces. Each workspace helps to solve a number of specific tasks, for example, to organize order processing, streamline work with documents, track leave requests, etc.
As rule, a group of employees who have access to a particular workspace, have the same goals and objectives. For example, the “Order Processing” workspace can be used by the sales reps who are responsible for handling customers' requests; accountants, who issue invoices; and logistics employees involved in packing and shipping of goods.
A workspace contains multiple apps. In turn, apps create items, organize their storage, and bring together business processes with a similar scope. For example, the "Orders" app stores information about all customers' orders. Each order is an app item; it is displayed separately.
App items are handled through business processes. For instance, when you add a new order item to the app, the business process starts. It describes all stages of order processing: from customer request handling to shipment and delivery.
An App Item could be a particular order, an invoice, an agreement or a leave request. Each app item is stored within an app. The structure of an app determines the structure of its items. For example, the "Leave Request" app brings together all the leaves requests submitted by your colleagues. The items of this app will be requests forms filled out by specific employees. The item can show the name of the absent colleague, period of leave, leave start and end dates, etc.
How it works
To get started, add a workspace. You can create a new one or download a ready-to-use workspace from QuickStore. For example, let's create a workspace that will help you organize work with documents and their workflows.
The next step is to create an app within the workspace. In our case, it could be the Agreement app.
After that, you need to create a business process aligned with the app. It will describe the agreement lifecycle stages: creation, approval, signing, fulfillment of contractual obligations. In the process, you can determine the employees who are responsible for each stage, specify their tasks, deadlines, and sequence of actions. Once the process is published, this will allow the system to automatically assign tasks to responsible employees, monitor schedule compliance, and if the work is not completed on time, send notifications to managers.
In addition, the process determines the statuses that the agreement will acquire as the process progresses, for example, “new”, “pending approval”, “rejected”, “approved”, “execution”.
After that, you can start creating items. In our example, these are agreements. A new item, i.e. a new agreement, is added to the app and is displayed on the app page. The program starts the business process and assigns the first task to the participant.
As you add more agreements, more and more processes start. However, you can easily track the progress of processes and control each document by using such app setting as a kanban board. Each column of the board corresponds to a specific document status. While the business process is being executed, the agreement item automatically moves from one status to another, and you visually monitor the progress of the approval.