COMPAQ Software Product Description ___________________________________________________________________ PRODUCT NAME: Compaq[R] Approval Expeditor V1.0 for SPD 70.87.00 Microsoft[R] Exchange DESCRIPTION Compaq Approval Expeditor is Compaq's mail-based routing and workflow utility for Microsoft Exchange. Approval Expeditor makes it easy to automate and streamline repeatable business processes and administra- tive tasks, such as expense reports, time-card submissions and pur- chase order requisitions. Approval Expeditor uses Microsoft Exchange to route, control, and track the movement of forms and business doc- uments. Approval Expeditor is designed for organizations that want to gain con- trol of business activities, save time, improve productivity, and re- duce costs, while exploiting their investment in Microsoft Exchange. Approval Expeditor functions across an entire enterprise and allows effective management of the business processes that have been auto- mated. Overview The Approval Expeditor client and server software is integrated with Microsoft Exchange and Outlook[TM] 98. The Approval Expeditor server uses Microsoft Exchange to route forms and business documents to in- dividuals participating in a workflow, while participants use their familiar Outlook 98 user interface to initiate and complete their steps of a workflow. May 1999 AE-RHZ6A-TE Business analysts use the Approval Expeditor Template Editor, also in- tegrated with Outlook 98, to easily automate repeatable business pro- cesses. An Approval Expeditor template defines the workflow for a par- ticular business process. The template captures an organization's busi- ness policies and contains all the information required to complete a business process. End users use the template to create a new workflow package and ini- tiate the workflow. A package is a special Outlook 98 message contain- ing all of the information and data required by workflow participants to complete a particular business process. The Approval Expeditor server software does much more than just route and track forms and business documents. The Approval Expeditor server evaluates and completes each step of a workflow as it receives new and updated workflow packages from workflow participants, while maintain- ing a master copy of the package. Windows NT(R) access controls are used to maintain security. The Approval Expeditor server also responds to system and participant requests. TEMPLATE EDITOR FEATURES A template designer, usually a business analyst, uses the Approval Expeditor Template Editor to create or modify Approval Expeditor tem- plates. The Template Editor window consists of a menu bar, designer bar, tool palette, and workflow diagram. The workflow diagram provides a graph- ical representation of an Approval Expeditor workflow. Template designers can modify the workflow by adding, modifying, and removing steps in the workflow diagram. The following sections discuss the features of the Template Editor. 2 Using the Designer Bar The icons in the Template Editor designer bar provide quick and easy access to the key components of a template. From these icons you can easily define the template attributes, responses, responsibilities, the Outlook 98 form associated with the template, fields, and attach- ments. Defining Template Attributes The template attributes define general information about an Approval Expeditor template, such as the template type, subject, and the name of the template designer. The template designer can also designate a particular Approval Expeditor server for packages created with the tem- plate. Defining Responses The template designer can define a set of responses for the template. Responses can later be assigned to a specific responsibility. For ex- ample, you might create responses called Approve and Disapprove and then assign those responses to a responsibility called Approving Manager. Defining Responsibilities Each participant in an Approval Expeditor workflow must be assigned a responsibility. Defining a responsibility involves some of the fol- lowing tasks: o Assigning a name for the responsibility, such as Initiator, Reviewer, or Vice President o Providing instructions that are unique for the specific responsi- bility o Defining rights for the responsibility o Selecting responses for the responsibility 3 o Defining To-Do List tasks for the responsibility Assigning Rights The rights assigned to a responsibility govern to what extent a work- flow participant can view or modify an Approval Expeditor package. For example, a template designer can determine whether or not users as- signed a specific responsibility have the right to: o View, modify, add, or remove attachments o Add or remove recipients of the workflow o View or modify the workflow diagram o Add or view signatures Defining To-Do List Tasks The template designer defines a unique set of To-Do List tasks for each responsibility. The To-Do List is an interactive list of tasks that appears when a workflow participant opens an Approval Expeditor pack- age. The following types of To-Do List tasks can be assigned to a re- sponsibility: o Add a signature o Select a response o Add an attachment o Fill in or view a form o Supply a recipient address o Manual task 4 Customizing the Outlook 98 Form Each Approval Expeditor template is associated with an Outlook 98 form. This form defines the layout of the package window and contains the script that controls the Approval Expeditor functions. A template de- signer with experience modifying Outlook 98 forms can add a custom tab and custom scripts to Approval Expeditor's Outlook 98 form. Defining Fields A template designer can create a set of fields for an Approval Expeditor template. Fields can be used to save information to be used later in the workflow. Approval Expeditor uses two types of fields. Approval Expeditor creates and maintains predefined fields. A template designer defines and maintains user-defined fields. Adding Attachments The template designer can add attachments and data files to an Approval Expeditor template. Template attachments are visible to all workflow participants who have the rights to view or modify attachments. Data files are attached files that are not made visible to users, but may be used by custom applications. Defining the Steps in the Workflow Each step in an Approval Expeditor workflow is represented by an icon in the workflow diagram. Each step includes a label and the information or properties required to complete the step. An Approval Expeditor template may contain the following steps: Start Indicates the beginning of a workflow. Route To Routes the package to a recipient or groups of recipients. 5 Decision Directs the workflow in one of two directions based on a recipient's response, a field value, or a com- plex expression. Assign Assigns a value to a field. Notify Sends a simple customized text message to one or more users. Log Logs information, including field values, about the workflow package to a log file. Go To Indicates processing should continue with the step specified. Stop Indicates the end of the workflow. Features of Route To and Notify Steps Approval Expeditor supports both single and parallel routing of work- flow packages and offers several methods for specifying the e-mail ad- dress of a workflow recipient. These methods provide the flexibility required to create templates that can be used in a variety of circum- stances and by multiple users. For example, every organization has a designated set of people who must review or approve purchases, reim- bursement requests, and other administrative processes. By choosing the correct method for addressing packages, the template designer can create a single template that can work across multiple organizations. The following are the four methods of entering an address in a Route To or Notify step: o Typing an address or using the Microsoft Outlook 98 address book o Prompting another workflow participant for an e-mail address o Obtaining the address from organizational information in the Microsoft Exchange Global Address List o Using the value of a template field 6 Using Deadlines and Reminders The template designer can set a deadline for completing a Route To step. The Approval Expeditor server can automatically send a reminder or au- tomatically continue at the next step, depending on how the template designer defines the deadline. Using Completion Rules The template designer can set a completion rule for a Route To step that is sent to multiple recipients. An Approval Expeditor package will continue with the next step once a required percentage responds or one recipient responds with a specific response. INITIATOR AND RECIPIENT FEATURES An initiator creates a new Approval Expeditor package based on an Approval Expeditor template and initiates the workflow. A recipient receives an Approval Expeditor package. The following sections describe the features available to Approval Expeditor initiators and recipi- ents. Approval Expeditor Package Window An Approval Expeditor package displays in a typical Outlook 98 win- dow, called the Approval Expeditor package window. The package win- dow contains a menu bar, toolbars, and a series of tabs. The menu bar is a customized version of the Outlook 98 menu bar. A work- flow participant uses the commands on the menu bar to view, respond to, and route an Approval Expeditor package, as well as set the Approval Expeditor server address and reactivate a package. The toolbars include the standard Outlook 98 toolbar on the Approval Expeditor package window. This toolbar includes a Route Package but- ton that replaces the Send button. The Approval Expeditor toolbar in- cludes buttons that allow users to invoke the To-Do List window, open 7 the Workflow Diagram window, display the package history, add and re- move attachments, add a comment, select a response, and sign the pack- age. The Approval Expeditor package window is organized into tabs that pro- vide access to the package data: o The Overview tab includes informational fields showing the pack- age properties and general instructions assigned to the current responsibility. o The optional custom form tab can contain a single-page form embed- ded within the package. o The Attachments tab lists the package attachments in a table. The table includes one row for each attachment and includes informa- tion concerning each attachment. Depending on the rights assigned to their responsibility, workflow participants can add a new at- tachment, view, modify, or remove an attachment, or view the at- tachment properties. o The Responses tab contains a summary of responses and signatures, including information about the status of the signature. Using the To-Do List The To-Do List is an interactive list of tasks assigned to a partic- ular responsibility. This list appears in a separate window when a par- ticipant opens an Approval Expeditor package. The To-Do List window guides a participant through the list of required tasks that must be completed before routing the package to the next step in the workflow. A check box icon indicates whether or not a task has been completed. 8 Adding a Signature When a workflow participant is satisfied with the package, the par- ticipant can add a signature using the Add Signature dialog box. Fu- ture package recipients who have the appropriate rights can review the package responses and the package history to see who has signed the package. Binding Attachments and Fields to Signatures A template designer can specify that items in the package are bound to signatures. Specifically, the template designer can determine whether or not read-only or modifiable attachments are bound to signatures, and whether or not a specific field is bound to signatures. A partic- ipant's signature shows up as invalid in the list of package responses if a future recipient modifies an attachment or a field that is bound to signatures. Requesting a Tracking Copy A tracking copy is a copy of an Approval Expeditor package that shows the current state of the package. A participant with the appropriate rights can request a tracking copy of a package at any time to check the progress of the workflow. Bypassing a Recipient A participant, with appropriate rights, may request to bypass a re- cipient who has not responded. Bypassed recipients are notified by the Approval Expeditor server. Stopping a Package The Stop Package request allows a participant to stop a workflow af- ter the workflow has been initiated. 9 PRODUCT INSTALLATION The Approval Expeditor server and client software is distributed on the same CD-ROM media: o An autorun program is used to install the server or client soft- ware. From the autorun program, users can select which software to install. o The Approval Expeditor server software must be installed while logged into the Windows NT Administrator's account. o Users can use the CD-ROM to install the Approval Expeditor client software on their desktop system or install it from a network share created by a system administrator. o The Approval Expeditor client and server software can also be in- stalled using Microsoft's Systems Management Server (SMS). o Users can completely remove the Approval Expeditor software from the server or client system using the Windows 95(R) or Windows NT Add /Remove Programs control panel. Customer Responsibilities Before installation of the software, the customer should: o Install all prerequisite software. o Review and complete the preinstallation tasks, as outlined in the Compaq Approval Expeditor System Administrator's Guide. After installation of the software, the customer should: o Review and complete the postinstallation tasks, as outlined in the Compaq Approval Expeditor System Administrator's Guide. 10 HARDWARE REQUIREMENTS Version 1.0 of the Approval Expeditor server software is supported on Intel(R) processors capable of running Microsoft Windows NT Server V4.0. The Approval Expeditor client software requires an Intel processor ca- pable of running Outlook 98. DISK SPACE REQUIREMENTS The minimum disk space required to install the Approval Expeditor server software is approximately 4 MB and the Approval Expeditor client soft- ware requires approximately 10 MB. SOFTWARE REQUIREMENTS Approval Expeditor requires the following prerequisite software on both the server and the client hardware. Server: On the system where the Approval Expeditor server software will be in- stalled: o Microsoft Windows NT Server V4.0 with Service Pack 3 or Service Pack 4 o Microsoft Outlook 98 On the same computer as the Approval Expeditor server or on another Windows NT Server computer: o Microsoft Exchange Server Version 5.5 with Service Pack 1 (SP1) Note: The Microsoft Exchange Internet Mail Connector is required if you plan to route Approval Expeditor packages between Microsoft Exchange organizations. 11 Client: The following software must be installed on your computer before the Approval Expeditor client software can be installed: o Microsoft Windows 95, Microsoft Windows 98, Microsoft Windows NT Workstation V4.0 with Service Pack 3 or Service Pack 4, or Microsoft Windows NT Server V4.0 with Service Pack 3 or Service Pack 4 o Microsoft Outlook 98 The Approval Expeditor client software installation procedure veri- fies that appropriate versions of Microsoft JavaVM, Microsoft VBscript, and HTML Help are installed on the users desktop device. This soft- ware is included on the Approval Expeditor CD-ROM. The installation allows these components to be upgraded after the Approval Expeditor client has been installed. Note: Microsoft Office 97, Service Release 1 is recommended because it includes enhancements to Outlook 98. YEAR 2000 READY This product is Year 2000 Ready. Year 2000 is defined: "Year 2000 Ready" products are defined by Compaq as products capable of accurately pro- cessing, providing, and/or receiving date data from, into and between the twentieth and the twenty-first centuries, and the years 1999 and 2000, including leap year calculations, when used in accordance with the associated Compaq product documentation and provided that all hard- ware, firmware and software used in combination with such Compaq prod- ucts properly exchange accurate date data with the Compaq products. DISTRIBUTION MEDIA The Approval Expeditor server and client software are distributed on the same CD-ROM media. 12 ORDERING INFORMATION You will need to order: o At least one Approval Expeditor server package: QB-6CK9A-SA This package contains a server license (QM-6CK9A-AA), a Client Ac- cess License for five users, the CD-ROM containing the server and client software, the Compaq Approval Expeditor System Administra- tor's Guide and the Compaq Approval Expeditor Solution Provider's Guide. o A Client Access License for each individual participating in an Approval Expeditor workflow. The Client Access Licenses available are: QM-6CL9A-AA Client Access License: 1 user QM-6CL9A-AB Client Access License: 5 users QM-6CL9A-AC Client Access License: 20 users QM-6CL9A-AD Client Access License: 100 users QM-6CL9A-AE Client Access License: 200 users QM-6CL9A-AF Client Access License: 500 users QM-6CL9A-AG Client Access License: 1,000 users QM-6CL9A-AH Client Access License: 2,000 users QM-6CL9A-AJ Client Access License: 5,000 users QM-6CL9A-AK Client Access License: 10,000 users 13 SOFTWARE LICENSING This software is furnished under the licensing provisions of Compaq Computer Corporation's Standard Terms and Conditions. For more infor- mation about the licensing terms and policies of Compaq, contact your local Compaq office. SOFTWARE PRODUCT SERVICES A variety of service options are available from Compaq. For more in- formation, contact your local Compaq office. Customers who purchase Software Product Update Service such as New Version License Services (NVLS in US) or License Subscription Services (LS in Europe) or Pack- aged Services are granted the right to use all new versions of Approval Expeditor released during the contract period. SOFTWARE WARRANTY Compaq provides this software with a 90-day conformance warranty in accordance with the Compaq warranty terms applicable to the license purchase. The information in this document is valid at the time of release. Please contact your local Compaq office for the most up-to-date information. (R) Compaq and the Compaq Logo are registered in the United States Patent and Trademark Office. (R) Microsoft, Windows, Windows 95, and Windows NT are registered trademarks of Microsoft Corporation. [TM] Outlook is a trademark of Microsoft Corporation. (R) Intel is a registered trademark of Intel Corporation. All other trademarks and registered trademarks are the property of their respective owners. ©1999 Digital Equipment Corporation. All rights reserved. 14