XCP 1.0 GrantsManagementSampleApplicationTechRefGuide

EMC ® Documentum ®
xCelerated Composition Platform

Version 1.0
Grants Management Sample Application Technical

Reference Guide
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Published September 2009
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Table of Contents
Preface ................................................................................................................................ 13
Chapter 1 Installing the Sample Application ................................................................ 15
Preparing for deployment ................................................................................. 15
Required products and versions .................................................................... 15
Grant extended user privileges .......................................................................... 16
Apply the required hotfixes ............................................................................... 16
Deploy the DAR files ........................................................................................ 17
Set the BAM server port and host ...................................................................... 18
Deploy the grants.war file ................................................................................. 19
Restart the system............................................................................................. 19
Configuring the Grants Management sample application .................................... 19
Create email inboxes ..................................................................................... 20
Change email listener poller frequency .......................................................... 20
Create base folder ......................................................................................... 21
Configuring process parameters .................................................................... 21
Modifying HTTP Outbound activity URLs ..................................................... 23
Using Corticon with the xCP Grants Management sample application
(optional) ......................................................................................................... 24
Configuring the Invoke Corticon Rules activity .............................................. 24
Starting the Grants Management sample application .......................................... 25
Users and roles ................................................................................................ 25
Chapter 2 Understanding the Grants Management Sample Application ...................... 27

Grants Management sample application overview .............................................. 27
Grants Management sample application scenario ............................................... 28
Grants Management feature highlights .............................................................. 29
Grant Application Portal web application....................................................... 30
Applicant Status Check ............................................................................ 30
High-fidelity grant application form .............................................................. 30
Case folder ................................................................................................... 30
Interfacing with Corticon business rules management system ......................... 31
Ad hoc tasks available to Grants Managers..................................................... 31
Process Grant Request manual activity ...................................................... 31
TaskSpace configurable actions .................................................................. 32
Reviews and discussions ............................................................................... 32
Email collaboration with applicants ............................................................... 33
Grant request dashboards and reports ........................................................... 33
Performance dashboard ............................................................................ 33
Trends dashboard ..................................................................................... 34
Funding dashboard .................................................................................. 34
Operational dashboard ............................................................................. 34
EMC Documentum Grants Management Sample Application 1.0 Technical Reference Guide 3
Table of Contents
Chapter 3 Grants Management Sample Application Roles and Functions ................... 35

Grant Applicant ............................................................................................... 35
Status check ................................................................................................. 37
Grants Manager................................................................................................ 38
Grants Reviewer ............................................................................................... 41
Grants Administrator........................................................................................ 43
Chapter 4 Implementing the Business Logic ............................................................... 49

Viewing activities in sub-process groups ............................................................ 49
Create Grant Request ........................................................................................ 50
Receive Application sub-process .................................................................... 51
Receive Application via FTP ...................................................................... 51
Receive Application via Email ................................................................... 51
Receive Application via HTTP ................................................................... 51
Join .............................................................................................................. 52
Receive Web Service Application sub-process ................................................. 52
Receive Application via WebService........................................................... 52
Write Grant Application SDT To Package ................................................... 52
Create and Process Grant Request sub-process .............................................. 52
Generate Unique ID ................................................................................. 53
Create Grant Request ................................................................................ 54
Add Grant Application ............................................................................. 54
Make Grant Application non-editable ........................................................ 54
Map application data ................................................................................ 54
Start Grant Status Monitoring Process ....................................................... 54
Call Validation and Classification Process .................................................. 55
Validate and Classify Grant Request .................................................................. 55
Set Process Variable with Date Request Received ............................................ 56
Is Corticon Server Available .......................................................................... 56
Invoke Corticon Rules ................................................................................... 57
Configuring the activity ............................................................................ 57
Rules enforced by Corticon ....................................................................... 59
Is Applicant Data Valid ................................................................................. 60
Set Grant Status to Rejected ........................................................................... 60
Send Rejected Message ................................................................................. 61
Validate the Grant Request ............................................................................ 61
Classify the Request ...................................................................................... 61
Rule1 ........................................................................................................... 61
Rule2 ........................................................................................................... 61
Rule3 ........................................................................................................... 61
Set Status to Pending Info.............................................................................. 62
Create Discussion on Request Folder ............................................................. 62
Send Notification to Applicant On Successful Submission ............................... 62
Set Status to Rejected .................................................................................... 62
Set Status to Not Eligible ............................................................................... 62
Send Notification to Applicant On Rejection ................................................... 63
Move to specified folder ................................................................................ 63
Manage Grants Request ................................................................................... 63
Retrieve New Grant Request ......................................................................... 65
Set Process Variables for Grants Manager Task List ......................................... 65
Process Grant Request .................................................................................. 65
Set the status to Approved ............................................................................ 66
Signal Grants Monitoring Process on Approval sub-process ............................ 66
Set the status to Denied ................................................................................. 66
Signal Grant Request Status Monitoring Process On Denial
sub-process .................................................................................................. 66
4 EMC Documentum Grants Management Sample Application 1.0 Technical Reference Guide
Table of Contents
Map Grants Manager Remarks ...................................................................... 67

Send Notification to Applicant ...................................................................... 67
Archive the Case .......................................................................................... 67
Send Notification .............................................................................................. 67
Send Email To Applicant ............................................................................... 68
Finalize ........................................................................................................ 68
Send Advanced Notification ............................................................................. 69
Send Notification .......................................................................................... 69
Send Status Message to Applicant sub-process ............................................... 70
Set Received Grant Request Email ............................................................. 70
Send Rejected for More Info Message ......................................................... 70
Send Request Denied Message .................................................................. 70
Send Not Eligible Message ........................................................................ 70
Send Request Approved Message .............................................................. 70
Finalize ........................................................................................................ 71
Request Documents .......................................................................................... 71
Correspondence with Applicant sub-process .................................................. 72
Send Request for Additional Documents .................................................... 72
Archive request from Manager .................................................................. 72
Create folder to store email correspondence ............................................... 72
Store Manager request details .................................................................... 72
Set Request Id .......................................................................................... 72
Wait for Additional Documents ................................................................. 72
Supporting Documents Received? ................................................................. 73
Attach Supporting Documents to Correspondence.......................................... 73
Join .............................................................................................................. 73
Start Review Process ......................................................................................... 73
Initialize Process Variables ............................................................................ 75
Signal Grant Status Monitoring Process — InReview ...................................... 75
Is Group ...................................................................................................... 75
Expand Group.............................................................................................. 75
Copy User .................................................................................................... 75
Invoke Vote on Grant Request ....................................................................... 76
More Reviewers ........................................................................................... 76
More Total Reviewers ................................................................................... 76
Finalize ........................................................................................................ 76
Vote on Grant Request ...................................................................................... 76
Create Reviewer Entry .................................................................................. 77
Map Request Attribute to Process Variable for TaskList ................................... 77
Reviewer Votes ............................................................................................. 78
Vote Yes/Vote No ......................................................................................... 78
Finalize ........................................................................................................ 78
Check Grant Request Status .............................................................................. 78
Initialize Process Variable with Request ID activity ......................................... 79
Find Grant Request Status activity ................................................................. 79
Respond with Grant Request Status ............................................................... 79
Grant Request Status Monitoring Process ........................................................... 79
Submitted .................................................................................................... 81
Pending Info ................................................................................................ 81
In Review..................................................................................................... 81
Approved/Denied......................................................................................... 81
Archived ...................................................................................................... 81
Chapter 5 Implementing the Presentation Layer .......................................................... 83

Users, Roles, and Permissions ............................................................................ 83
Users and roles ............................................................................................ 83
Table of Contents
Role permissions .......................................................................................... 84

Permissions .................................................................................................. 84
Delivered Folder Structure ................................................................................ 85
Grant Application Portal ................................................................................... 85
Delivered Forms Builder form templates ............................................................ 86
Grant Application Request Form .................................................................. 86
Submit buttons ......................................................................................... 88
Modifying the Grant Application Request form .......................................... 88
Grant Request Folder Form ........................................................................... 89
Grants Root Folder Contents ......................................................................... 90
Grant Submitted Application Folder Content ............................................. 92
Grant Review History Folder Content ........................................................ 94
Grant Correspondence Folder Content Form .............................................. 96
Grant Manager Task List .............................................................................. 97
Grant Manager Task Form ............................................................................. 99
Grant Reviewer Task List Form.................................................................... 102
Grant Reviewer Task Form ......................................................................... 103
Grant Initiate Vote on Grant Request Process Form ....................................... 105
Grant Initiate Correspondence Process Form ................................................ 106
Grant Initiate Request Supporting Documents Process Form ......................... 108
Grant Request Search Form ......................................................................... 109
Grant WQ Task List .................................................................................... 110
Delivered TaskSpace components .................................................................... 112
Main configuration .................................................................................... 112
Components node ...................................................................................... 112
Dashboards node........................................................................................ 114
Processes ................................................................................................... 115
Tabs ........................................................................................................... 115
Configurable actions ................................................................................... 117
Menus ....................................................................................................... 118
Roles ......................................................................................................... 118
grants_manager...................................................................................... 119
grants_reviewer...................................................................................... 121
grants_administrator .............................................................................. 122
Types ........................................................................................................ 123
Chapter 6 Monitoring the System .............................................................................. 125

Grants In Progress dashboard and reports ........................................................ 125
Open Grants report..................................................................................... 127
Average Grant Duration (Hours) report ....................................................... 129
Grant Duration (Hours) report .................................................................... 131
Process Diagram ......................................................................................... 132
Grants Trends dashboard and reports .............................................................. 132
New Grant Applications Received report ..................................................... 134
New Grant Applications by State report ....................................................... 136
New Grant Applications by City report ........................................................ 138
Average Grant Review report ...................................................................... 139
Approved Funding Total Last Month ($) report ............................................ 141
Grant Applications by Purpose report .......................................................... 143
Worker Performance dashboard and reports..................................................... 144
Grants Manager Workload report ................................................................ 147
Grant Applications by Purpose report .......................................................... 149
Grants Reviewer Workload report ............................................................... 150
Average Grant Management Duration report ............................................... 151
Average Review Duration report ................................................................. 152
Funding dashboard and reports ...................................................................... 154
Table of Contents
Overall Funding Amount Average ............................................................... 155

Average Funding Amount per Manager report ............................................. 157
Table of Contents
List of Figures
Figure 1. Grants Management sample application flowchart ................................................. 28

Figure 2. Grant Application Portal ....................................................................................... 35
Figure 3. Grant Application Request high-fidelity form (partial) ............................................ 36
Figure 4. Submit the form button ......................................................................................... 36
Figure 5. Enter Grant ID dialog box ..................................................................................... 37
Figure 6. Grants Manager task list ....................................................................................... 38
Figure 7. Grant Request Information page ............................................................................ 39
Figure 8. Contents of message folder within the Correspondence folder ................................. 40
Figure 9. Contents of Review History folder ........................................................................ 41
Figure 10. Grants Reviewer Inbox.......................................................................................... 42
Figure 11. Grant Request Information page – Grants Reviewer view ........................................ 43
Figure 12. Grants Administrator task list ............................................................................... 44
Figure 13. Grants Administrator – Open Items tab .................................................................. 45
Figure 14. Grants Administrator Work Queue Monitor ........................................................... 46
Figure 15. Unassign, Reassign, or Suspend grant request ........................................................ 46
Figure 16. Grant Application Portal ....................................................................................... 86
Figure 17. High-fidelity Grant Application form in Forms Builder .......................................... 87
Figure 18. High-fidelity form in the Grant Application Portal .................................................. 87
Figure 19. Grant Request Folder Form in Forms Builder ......................................................... 89
Figure 20. Grant Request Folder Form in TaskSpace ............................................................... 90
Figure 21. Grants Root Folder Content in Forms Builder ........................................................ 91
Figure 22. Grants Root Folder Content in TaskSpace ............................................................... 92
Figure 23. Grant Submitted Application Folder Content in Forms Builder ............................... 93
Figure 24. Grant Submitted Application Folder Content in TaskSpace...................................... 94
Figure 25. Grant Review History Folder Content Form in Forms Builder ................................. 95
Figure 26. Grant Review History Folder Content Form in TaskSpace ....................................... 96
Figure 27. Contents of Correspondence root folder ................................................................ 97
Figure 28. Contents of the message folder .............................................................................. 97
Figure 29. Grant Manager Task List in Forms Builder ............................................................. 98
Figure 30. Grant Manager Task List in TaskSpace ................................................................... 99
Figure 31. Grant Manager Task Form in Forms Builder ......................................................... 101
Figure 32. Grant Manager Task Form in TaskSpace ............................................................... 102
Figure 33. Grant Reviewer Task List Form in Forms Builder .................................................. 103
Figure 34. Grant Reviewer Task List Form in TaskSpace ........................................................ 103
Figure 35. Grant Reviewer Task Form in Forms Builder ....................................................... 104
Figure 36. Grant Reviewer Task Form in TaskSpace ............................................................. 105
Figure 37. Grant Initiate Vote on Grant Request Process Form in Forms Builder .................... 106
Table of Contents
Figure 38. Grant Initiate Vote on Grant Request Process Form in TaskSpace ........................... 106
Figure 39. Grant Initiate Correspondence Process Form in Forms Builder ............................. 107
Figure 40. Grant Initiate Correspondence Process Form in TaskSpace .................................... 107
Figure 41. Grant Initiate Request Supporting Documents Process Form in Forms
Builder .......................................................................................................... 108
Figure 42. Grant Initiate Request Supporting Documents Process Form in TaskSpace ............ 109
Figure 43. Grant Request Search Form in Forms Builder ...................................................... 110
Figure 44. Grant Request Search Form in TaskSpace ............................................................ 110
Figure 45. Grant WQ Task List in Forms Builder .................................................................. 111
Figure 46. Grant WQ Task List in TaskSpace ........................................................................ 111
Figure 47. Configured options for the Grants_Administrator_Task_List tab............................ 117
Figure 48. Configured actions for the Grants_Administratorr_Task_List tab ........................... 117
Figure 49. Grants In Progress Dashboard in TaskSpace ......................................................... 126
Figure 50. Open Grants Report in PRS ................................................................................. 126
Figure 51. Grants Trends Dashboard in TaskSpace ................................................................ 133
Figure 52. New Grant Applications by State report in PRS .................................................... 133
Figure 53. Worker Performance Dashboard in TaskSpace ...................................................... 145
Figure 54. Average Review Duration report in PRS ............................................................... 146
Figure 55. Funding Dashboard in TaskSpace ........................................................................ 154
Figure 56. Overall Funding Amount Average report in PRS .................................................. 155
Table of Contents
List of Tables
Table 1. Change from localhost to host name of email server ................................................ 20

Table 2. Changes to Validate and Classify Grant Request process template ........................... 22
Table 3. Changes to Manage Grants Requests process template ............................................ 22
Table 4. Changes to Send Notification process template ....................................................... 22
Table 5. Changes to Send Advanced Notification process template ....................................... 23
Table 6. Changes to Request Documents process template ................................................... 23
Table 7. Manage Grants Request process template............................................................... 24
Table 8. Start Review Process process template ................................................................... 24
Table 9. Web Service configuration fields ............................................................................ 25
Table 10. Roles ................................................................................................................... 25
Table 11. Case folder relationships ....................................................................................... 31
Table 12. Configurable actions ............................................................................................. 32
Table 13. Process Data ......................................................................................................... 50
Table 15. Web Service configuration fields ............................................................................ 58
Table 16. Input Message Mappings ...................................................................................... 58
Table 17. Output Message Mappings ................................................................................... 58
Table 18. Rules .................................................................................................................. 59
Table 19. Form Adaptors used in Manage Grants Request ..................................................... 64
Table 21. Activities that generate reporting data ................................................................... 64
Table 31. Roles ................................................................................................................... 83
Table 32. Role permissions .................................................................................................. 84
Table 33. Delivered ACLs .................................................................................................... 84
Table 34. Delivered folders .................................................................................................. 85
Table 35. Buttons and related components .......................................................................... 100
Table 36. Grants Managements sample application delivered components ........................... 113
Table 37. Grants Managements delivered dashboards ......................................................... 114
Table of Contents
Table 38. Grants Management sample application delivered tabs ......................................... 116
Table 39. Grants Management sample application configurable actions ................................ 118
Table 40. Grants Management sample application delivered types ....................................... 123
Table 41. Open Grants report configuration ........................................................................ 127
Table 42. Average Grant Duration (Hours) report configuration........................................... 130
Table 43. Grant Duration report configuration .................................................................... 131
Table 44. New Grant Applications Received report configuration ........................................ 134
Table 45. New Grant Applications by State report configuration .......................................... 136
Table 46. New Grant Applications by City report configuration ........................................... 138
Table 47. Average Grant Review (Days) report configuration ............................................... 140
Table 48. Approved Funding Total Last Month ($) report configuration ............................... 141
Table 49. Grant Applications by Purpose report configuration ............................................. 143
Table 50. Grants Manager Workload report configuration ................................................... 147
Table 51. Grant Applications by Purpose report configuration ............................................. 149
Table 52. Grants Reviewer Workload report configuration ................................................... 150
Table 53. Average Grant Management Duration report configuration ................................... 151
Table 54. Average Review Duration report configuration .................................................... 152
Table 55. Overall Funding Amount Average report configuration ........................................ 155
Table 56. Average Funding Amount per Manager report configuration ................................ 157
Table of Contents
Preface
The Grants Management Sample Application Guide is provided to illustrate the use of the xCelerated
Composition Platform (xCP) to configure a case management application.
Intended Audience
This guide is intended to help EMC partners and customers use the EMC Documentum xCelerated
Composition Platform and EMC products to build repeatable business solutions. People who want
to evaluate the xCelerated Composition Platform and designers who want to modify it can use this
guide to acquaint themselves with the platform and the Grants Management sample application.
Note: The Grants Management sample application is provided to illustrate the use of the xCelerated
Composition Platform to configure a case management application. However, the Grants
Management sample application is not supported by EMC Technical Support, nor is it intended to be
deployed as a production application.
Related Documentation
Additional information can be found in the following sources:
• EMC Documentum Administrator User Guide
This manual provides the system administrator with information to install and use Documentum
Administrator.
• EMC Documentum Business Activity Monitor Implementation Guide
This guide provides business users insight into processes executing in the Documentum Process
Engine. It provides the ability to generate alerts in real time and creates a dashboard view that
shows process status and performance statistics.
• EMC Documentum Composer User Guide
This guide describes how to use Documentum Composer to develop enterprise applications and
deploy these applications on Documentum Content Server.
• EMC Documentum Content Server Administration Guide
This guide contains information, instructions, and procedures for the normal system
administration tasks of a Documentum installation.
• EMC Documentum Document Image Services Development Guide
Preface
This guide provides information on the Image Viewer Framework provided in the Document
Image Services product.
• EMC Documentum Forms Builder Development Guide
This guide explains how to create and deploy custom adaptors in forms.
• EMC Documentum Process Builder User Guide
This guide explains how to create business process templates and workflows.
• EMC Documentum TaskSpace Configuration Guide
This guide explains how to configure the TaskSpace product and its components, including
Forms Builder templates.
Revision History
The following changes have been made to this document.
Revision Date Description

September 2009 Initial publication
Chapter 1
Installing the Sample Application
To install all of the products that comprise the xCelerated Composition Platform and the Grants
Management sample application on a single Windows machine, see the EMC xCelerated Composition
Platform Developer Edition Installation Guide.
This chapter describes how to deploy and configure the Grants Management Sample Application
on an existing Documentum system.
It consists of these major sections:
• Preparing for deployment
• Deploying the GrantsManagement.dar
• Configuring the Grants Management sample application
• Starting the Grants Management sample application
Preparing for deployment

The GrantsManagement.dar file can be deployed on any supported configuration of the xCelerated
Composition Platform. See the related Documentum 6.5 SP2 release notes for each product for
supported hardware and software configurations.
Required products and versions

The Grants Management sample application requires that the following products be installed and
configured on your system:
• Process Engine 6.5 SP2, which consists of the system components involved in running automated
business processes and provides inbound capabilities
• Process Builder 6.5 SP2, which is a graphical design tool for formalizing and automating business
processes
• Forms Builder 6.5 SP2, which is an interactive tool for creating and modifying forms and
TaskSpace layouts
• Process Integrator 6.5 SP2, which provides inbound messaging capabilities enabling Documentum
applications to exchange documents and information with people outside the organization
• TaskSpace 6.5 SP2, which provides a configurable user interface for task processing and document
retrieval
• Business Activity Monitoring (BAM) 6.5 SP2, which provides the ability to show business process
status and generate performance statistic
• Documentum Composer 6.5 SP2, which enables you to install the DAR (Documentum archive)
files to your system.
Grant extended user privileges

Processes must be enabled for monitoring in Process Builder, which publishes reporting data to the
BAM database by using the audit trail. The process designer enables monitoring in the Process
Template Properties dialog box.
To enable audit trail settings in Process Builder, the process designer must have CONFIG_AUDIT
privileges. CONFIG_AUDIT is an extended user privilege and must be granted by another repository
owner or superuser using Documentum TaskSpace. The Documentum TaskSpace Configuration Guide
provide more details on extending user privileges.
To extend the user’s privileges:

1. Create an additional superuser in Documentum TaskSpace.
2. Select the Administration tab, and use the tree to navigate to User Management > Users.
3. In the User Name, field type the name of the user to which you are assigning the Config Audit
privilege and click Search.
4. Select the user and select Properties.
The User Properties dialog box appears.
5. In the Extended Privileges list box select Config, View and Purge Audit.
6. Click OK.
Apply the required hotfixes

Before installing the Grants Management sample application, you must install the latest hotfixes
for the products that comprise xCP.
To download the required hotfixes:

1. To download the hotfix Grants_Management_1.0_Hotfixes.zip file, go to:
https://emc.subscribenet.com/control/dctm/search.
2. Enter the text “Grants Management” (with quotation marks) to navigate to the product
listing for EMC Documentum xCelerated Composition Platform Grants Management Sample
Application.
3. Navigate to and download the Grants_Management_1.0_Hotfixes.zip.
4. Open the Grants_Management_1.0_Hotfixes.zip and extract the files.

5. Stop the BAM Server, if it is running.
6. Stop PRS, if it is running.
7. Update the SDT Filters using the following procedure:
a. Extract UpdateSDTFilters.zip to the temporary directory.
b. Edit the dfc.properties to specify the repository details.
c. Edit UpdateSDTFilters.bat to provide repository details.
For example:
set docbase = <Type the repository name>
set user = <Type the login name for the repository>
set pass = <Type the password for the repository>
d. Run UpdateSDTFilters.bat.
8. Replace the following JAR files in <bam-server.war>\WEB-INF\lib or <bam-server.ear>\APP-
INF\lib for WebLogic 9.2:
• bam-engine.jar
• common.jar
• daos-dfc.jar
• reports.jar
• server-services.jar
9. Deploy the GrantsManagement.dar file.
The section Deploy the DAR files, page 17 provides more information on this topic.
10. Install the Grants Management sample application.
The section Deploy the grants.war file, page 19 provides more information on this topic.
11. Start the application server that hosts the BAM application.
Deploy the DAR files

The GrantsManagement.dar installs and configures most of the components of the Grants
Management sample application. Along with the GrantsManagement.dar, you must download the
TCMReferenceProject.dar and place it in the same directory as the GrantsManagement.dar. If your
system does not already have Documentum Collaboration Suite installed, you must download and
install the Collaboration Services.dar.
To install the DAR files:

1. Download the Grants_Management.zip file from Subscribenet by going to:
https://emc.subscribenet.com/control/dctm/search
2. Enter the text “Grants Management” (with quotation marks) to navigate to the product
listing for EMC Documentum xCelerated Composition Platform Grants Management Sample
Application.
3. Download the Grants_Management.zip file.

You will find the GrantsManagement.dar, TCMReferenceProject.dar, and the grants.war file
inside of the zip file.
4. Open the zip file and extract the GrantsManagement.dar and the TCMReferenceProject.dar files
into a local directory. The TCMReferenceProject.dar is referenced by the GrantsManagement.dar
during the deployment and will be accessed by the darinstaller.exe automatically.
Note: You will deploy the grants.war file in a later installation procedure.
5. Run darinstaller.exe, which is located in the Composer root directory, to start the DAR Installer
Plugin.
6. In the DAR Details section, browse to and select the GrantsManagement.dar file.
7. In the Connection Broker Details section, specify values for Connection Broker Host and
Connection Broker Port and click Connect.
8. In the Repository Details section, specify the details for your repository.
9. Click Install to install the DAR file to the repository.
10. If you do not have Documentum Collaboration Suite already installed, download the
Documentum 6.5 SP2 CollaborationServices.dar file from Subscribenet.
a. Go to https://emc.subscribenet.com/control/dctm/search and enter “Collaborative
Services” (with quotation marks) .
b. Follow steps 4 through 9 to install the Collaboration Services.dar.
c. Enable collaboration in Documentum Administrator. The Documentum Collaborative Services
6.5 Deployment Guide provides details on enabling collaboration.
d. Enable collaboration in TaskSpace by editing the following file: <location where taskspace
war is deployed>\taskspace\app.xml
<! – Enable / Disable (true | false), the Collaboration & Rooms functionality. –>
<collaboration-support>
<enabled>true</enabled>
</collaboration-support>
You can view the log for the DAR installation by selecting the log file from the Log File drop down
menu and clicking Open.
Set the BAM server port and host

After deploying the .dar file, set the BAM server port and host.
To set the server port and host:

1. Navigate to: http://<machine>:<port>/taskspace.
2. Log in as the repository administrator and navigate to the Administration tab.
3. Select the Administration tab, and use the tree to navigate to Server Management > Business
Activity Monitor > Data Transfer Settings.
4. In the Connection page, change the BAM host and port from the default values to the location
where the BAM server is hosted.
Deploy the grants.war file

The grants.war file installs the Grant Application Portal, which is a lightweight web application
that enables users to access the Grant Application form, complete the form, submit it online, and
check the status of their grant request.
To deploy the grants.war file:

1. Locate the grants.war file that you extracted from the Grants_Management.zip file.
You should have extracted the grants.war file when you expanded the Grants_Management.zip
file in the preceding procedure Deploy the DAR files, page 17.
2. Unpack the grants.war file.
3. Open the listener.properties file found in WEB-INF\classes\com\emc\documentum\tcm.
4. Specify the value of the property bps.listener.absolute.path to point to the absolute URL of the
BPS Inbound HTTP listener.
For example:
bps.listener.absolute.path=http://<MY_BPS_HOST>:<bps port>/bps/http
5. Save the listener.properties file, and rename the folder grants.war.

6. Deploy the WAR file to an application server that can be used by the Grant Applicants.
Restart the system

After the preceding steps, you must restart the Documentum repository, the Java Method Server,
and the BAM server.
Configuring the Grants Management sample

application
The following sections describe additional configuration that must be performed before using the
Grants Management sample application.
Create email inboxes

Configure the inboxes in your email server for the following users:
• newapps, which receives the incoming applications
• updateapp, which receives the required documents from the applicant
• grantnotification, which sends automatic notification email messages to the applicant
• gmapplicant, which can be used as the Applicant’s contact email address to demonstrate how the
applicant receives notifications and other email messages from the system and the from Grants
Manager.
For all email accounts, create the passwords to be identical to the user inbox name. For example, the
username and password combination for the incoming applications must be newapps/newapps and for
the incoming required documents it must be updateapp/updateapp.
The Process Builder process templates are pre-configured to use the localhost for these addresses.
If you are not using a local email server, you must change the host name of the email server in all
Email activity templates. If your email host is not located on a machine where the Documentum
Content Server is running, you must change the Host Name in the following activities from localhost
to the host name of the email server.
Table 1. Change from localhost to host name of email server
Process template Activity Tab

Create Grant Request Receive Application via Email Email Inbound
Request Documents Wait for Additional Documents Email Inbound
Request Documents Send Request For Additional SMTP Activity
Documents
Send Notification Send Email To Applicant SMTP Activity
Send Advanced Notification Send Received Grant Request Email SMTP Activity
Send Advanced Notification Send Rejected for more Info SMTP Activity
Message
Send Advanced Notification Send Request Denied Message SMTP Activity
Send Advanced Notification Send Request Approved Message SMTP Activity

Send Advanced Notification Send Not Eligible Message SMTP Activity
Validate and Classify Grant Send Rejected Message (if Corticon SMTP Activity
Request is enabled)
Change email listener poller frequency

The listener poller frequency in the Receive Application via Email activity is set to 10,000 seconds by
default. Edit the polling interval to a lower value, for example, 300 seconds.
To edit the listener poller frequency:

1. Open Documentum Process Builder.
2. Select File > Open > Grants Management > Processes.
3. Navigate to and open the Create Grant Request process template.
4. Uninstall the process.
5. Open the Receive Application via Email activity and select the Email Inbound tab.
6. Change the value in the Listener Poller Frequency (in secs) to a lower value such as 300.
7. Save the activity.
8. Save, validate, and install the process template.
Create base folder

To use FTP to submit the grant request application, you must create the base FTP folder on the
inbound application server machine. (This is the machine that runs Process Integrator.)
This folder should be
C:/applicantfolder/application
This location is already configured in the Receive Application via FTP activity template in the Create
Grant Request process template. If you need to change it to another path, you must also update the
path in the Receive Application via FTP activity template.
Configuring process parameters

The process parameters can be edited using the Data tab of the Process Properties dialog box of
Process Builder.
Configure the Status Check URL — The process templates Send Advanced Notification, Validate and
Classify Grant Request, and Send Notification include a process parameter that must be configured to
the location on your system where the grants.war file has been deployed. This process parameter
creates the URL that the Grant Applicant uses to check the status of their grant request.
Configuring the system email addresses — The Manage Grants Request and Validate and Classify
Grant Request process templates include a process parameter that points to the sending email address
for automatic notifications. You must go into Process Builder, uninstall each process, and change
the default email address for the process parameter SystemEmailAddress. In addition, the Request
Documents process uses a process parameter to set the email address to which the applicant sends
the required documents.
To edit process parameters in TaskSpace:

1. Log on to TaskSpace and select the Administration tab.
2. Select Process Management > Process Templates.
The Process Templates page appears.

3. Select the name of the process template you must edit and click Manage Process Parameters.
The Process Parameters page appears.
4. Edit the Value for the process parameter and click OK.
The system displays the original value and the modified value in a confirmation page.
5. Click OK.
Table 2. Changes to Validate and Classify Grant Request process template
Process parameter name Pre-configured value Required change

SystemEmailAddress dmadmin@localhost Change to the email address that you set up
for grantnotification.
CheckStatusURL http://localhost:9080/ This should point to host and port where the
grants grants.war is deployed:
http://<host>:<port>/grants
For example, if you installed xCelerated

Composition Platform on Myhost, this address
would be http://<Myhost>:9080/grants.
GrantsProcessACL Grants Process ACL No change is required to continue using the
configured ACL.
IsCorticonServerAvail- false If the Corticon server has been configured,
able change this value to true.
Table 3. Changes to Manage Grants Requests process template

SystemEmailAddress grantnotification@local- Change to the email address that you set up
host for grantnotification.
Table 4. Changes to Send Notification process template
GrantStatusCheckURL http://localhost:9080/ This should point to host and port where the

Table 5. Changes to Send Advanced Notification process template

GrantStatusCheckURL http://localhost:9080/ This should point to host and port where the

Table 6. Changes to Request Documents process template

Reply-To updateapp@localhost Replace localhost with the name of the email
server where the updateapp email address has
been configured. This is where additional
supporting documents are mailed by the
applicants.
Modifying HTTP Outbound activity URLs

If you have BPS Inbound (bps.war) installed on a separate application server, the following URLs
must be modified from the default of localhost:9080.
The value should be modified to point to <bps_host>:<port> where bps.war is deployed.
Note: When you open the HTTP Outbound activities in the Manage Grants Request process, the
HTTP tab is not visible. Expand the sub-processes that contain the HTTP Outbound activities and
then save and close the Manage Grants Request process. When you re-open the process and then
open the HTTP Outbound activities, the HTTP tab is visible.
Table 7. Manage Grants Request process template
Activity URL to be changed

Signal Grant Request Status Monitoring Process - http://localhost:9080/bps/http/PendingInfo
Pending Info
Signal Grant Request Status Monitoring Process - In http://localhost:9080/bps/http/InReview
Review
Signal Grant Request Status Monitoring Process - http://localhost:9080/bps/http/Approved
Approved
Signal Grant Request Status Monitoring Process - http://localhost:9080/bps/http/PendingInfo
Pending Info 2
Signal Grant Request Status Monitoring Process - In http://localhost:9080/bps/http/InReview
Review 2
Signal Grant Request Status Monitoring Process - http://localhost:9080/bps/http/Denied
Denied
Table 8. Start Review Process process template
Activity URL to be changed
Signal Grant Status Monitoring Process - InReview http://localhost:9080/bps/http/PendingInfo
Using Corticon with the xCP Grants

Management sample application (optional)
EMC has added the capability of using Corticon Business Rules with the xCP Grants Management
sample application. Corticon Business Rules is an optional third-party product, and support for it is
provided by Corticon (http://www.corticon.com).
The installation must be done from the Corticon site, and instructions for downloading, installing,
and using Corticon Business Rules can be found at ftp://la.corticon.com. The user name to access the
FTP site is Cspublic and the password is cspublic93.
Configuring the Invoke Corticon Rules activity

The Grants Management sample application uses rules to assign priority and risk in the Validate and
Classify Grant Request process. The Invoke Corticon Rules activity template must be configured to
interact with the Corticon Rules server in order to have Corticon assign priority and risk.
To invoke the Corticon web service:

1. In the Activity Inspector, click the Web Service Configuration tab.
2. In the URL Path to the WSDL File box, type the fully qualified URL to the WSDL file that
contains the operation you want to run.
The Corticon WSDL, Corticon_rules_for_EMC_Grant_Mgmt.wsdl, invokes the Corticon
Decision Service and can be found on the Corticon ftp site.
3. Click Read WSDL File.
Process Builder reads the specified WSDL file and populates the remaining fields on the screen.
Table 9. Web Service configuration fields
Field Name Value
Port Type Corticon_rules_for_EMC_Grant_MgmtSoap

Operation processRequest
Input message CorticonRequestIn
Output message CorticonResponseOut
The Port Type list box is empty until you click Read WSDL File.
4. Click OK or Apply to save the configuration settings.
Starting the Grants Management sample

application
After configuring the Grants Management sample application, you can use the following URLs to
launch both the Grant Application Portal and the Grants Management sample application.
To launch the Grant Application Portal and complete and send an application, enter this URL in
a supported browser:
http://<BPSInboundHost>:<port>/grants
To launch the Grants Management sample application, enter this URL in a supported browser:
http://<host where taskspace.war is deployed>:<port>/taskspace/?appname=GrantsManagement
Users and roles

The following are pre-configured roles, usernames, and passwords that must be used in the Grants
Management sample application:
Table 10. Roles
Role Username/Password
Grants Administrator admin1 / admin1
Role Username/Password
Grants Manager mgr1 / mgr1
mgr2 / mgr2
mgr3 / mgr3
Grants Reviewer reviewer1 / reviewer1
reviewer2 / reviewer2
Chapter 2
Understanding the Grants Management
Sample Application
This section discusses:

• Grants Management sample application overview
• Grants Management sample application scenario
• Grants Management feature highlights
Grants Management sample application

overview
Case Management is a pattern of work that requires a group of people to systematically collaborate
on information consisting of both content and data in a semi-structured way to make decisions that
are in compliance with regulations and can be audited. Case Management occurs in many contexts:
government, law, healthcare, insurance, and other domains as well.
The case is a set of related documents, tasks, and discussions that is accessed and managed by a set of
business processes. In the course of these processes, caseworkers update documents, add documents,
and enter structured data. The people involved in the case use the information contained in the case
to make decisions about its disposition. A case maintains its identity even after the transaction
has run its course. This ensures that the case can always be audited and that future cases can be
linked to prior cases.
The Grants Management sample application illustrates the use of the xCelerated Composition
Platform to process monetary grant requests. It focuses on the overall internal review and approval
process, with emphasis on tracking and reporting case status.
The Grants Management sample application is governed by a single business process that describes
the case review and approval workflow and also controls the case status and case milestones.
The main process interacts with auxiliary business processes that manage inbound and outbound
communications, implement and assess case rules, manipulate case data and structure, and manage
ad hoc collaborations and tasks.
Understanding the Grants Management Sample Application
Grants Management sample application

scenario
The Grants Management sample application is designed to process grant requests, as shown in the
following flowchart.
Figure 1. Grants Management sample application flowchart
The following is a high-level scenario for the Grants Management sample application:
1. A Grant Applicant fills out the Grant Application Request form and submits it online or through
email.
2. Grants Management application system receives the submission and does the following:
• Assigns the grant request a unique identification number.
• Sends an email to the Grant Applicant advising that the Grant Application Request form
was received.
After the Grant Applicant receives an email notifying the applicant that the Grant Application
Request form was received, the applicant can check its status using the link in the message.
• Calculates a due date for the request to be approved or denied.
• Adds the Grant Application Request to the queue of grant requests waiting to be processed.
• Performs automated request validation and classification based on preconfigured rules that
exist within the process or originate in a business rules management product.
This includes automatic rejection of the request if it does not meet certain criteria and
automatic classification of low, medium, or high priority in the system.
3. A Grants Manager can do the following:
• View and work on assigned Grant Application Requests.
• Pull and acquire the next highest priority Grant Application Request from the queue of grant
requests waiting to be processed.
• Start a discussion for the case to be shared among all reviewers.
• Assign and send Grant Application Requests to Grants Reviewers to obtain their expert
feedback and reviews.
• Verify that all the necessary information is collected from the Grant Applicant. If information
is missing, request more information from the Grants Applicant using email.
• Collect all of the comments and votes from the Grants Reviewers and formally decide to
approve or deny the grant request.
• Monitor active requests using the Grants In Progress dashboard.
4. A Grants Reviewer is an expert in a specific area or field and can do the following:
• Review grant requests as assigned by the Grants Managers.
• Participate in discussions with other Grants Reviewers and the Grants Manager.
• Provide comments and feedback to the Grants Managers regarding the grant request.
• Vote to approve or deny the grant request.
5. When a Grants Manager approves or denies the grant request, the Grant Management sample
application system does the following:
• Sends an email notification to the Grant Applicant to advise of the approval or denial.
• Archives the grant request.
6. A Grants Administrator can do the following:
• View all grant requests that are rejected, pending, in review, approved, and denied.
• Assign or reassign grant requests to Grants Managers.
• View the Worker Performance, Funding, and Grant Trends dashboards.
Grants Management feature highlights

The Grants Management Sample Application is a model to build and deploy new case-centered
business applications quickly by using virtually no custom code. Most of the components and
functionality used to create the application are standard within the xCelerated Composition Platform
and can be configured easily and quickly to create case management applications.
Grant Application Portal web application

The Grant Application Portal is a simple web application that enables the applicant to submit the
application and retrieve its status as it progresses through the approval process. It demonstrates the
ability of the application to consume HTTP/SOAP service requests from any external website or
application. The Grant Application Portal, page 85 provides more information on this topic.
Applicant Status Check
After the applicant submits the grant application, the system sends a confirmation email with the new
grant ID. The applicant uses this ID to track the progress of the application.
The section Status check, page 37, provides more information on how the applicant can retrieve the
status of the request.
High-fidelity grant application form

The grant application is a high-fidelity form template that incorporates functionality from
OpenOffice.org. The Grants Applicant uses this form to submit the application online or offline. The
grant request application is where much of the process data originates.
The section Grant Application Request Form , page 86 provides more information on the high-fidelity
application form.
Case folder
The case folder is based on the custom folder type grant_request that is defined in TaskSpace. The
grant_request folder contains a list of attributes that are based on the fields associated with the grant
application and these attributes are used throughout the lifecycle of the grant request. Within the
Grant Request parent folder reside the following custom sub-folders:
• grant_submitted_app_folder, which contains the original grant application
• grant_review_history_folder, which contains information that pertains to the review process
• grant_correspondence_folder, which contains correspondence between the Grants Manager and
the Grant Applicant
In TaskSpace, the components Grants Root Folder Contents, Grants Review History Folder Contents,
Grant Correspondence Folder, and Grant Submitted Application Folder are based on the folder types.
For each folder type, there is a Forms Builder form that displays the contents of each folder.
Table 11. Case folder relationships
Type TaskSpace Component Form
grant_request Grants Root Folder Grants Root Folder Contents, page

90
grant_review_history_ Grants Review History Folder Grant Review History Folder
folder Content, page 94
grant_submitted_app_ Grants Submitted Application Grant Submitted Application

folder Folder Folder Content, page 92
grant_correspondence_ Grant Correspondence Folder Grant Correspondence Folder
folder Content Form, page 96
Interfacing with Corticon business rules management

system
The Validate and Classify Grant Request process uses rules to assign priority and risk to grants
applications. Priority and risk are determined in the transition condition of the activities or they can
be assigned using a business rules management system such as the Corticon Business Rules Server.
When you configure and use the Corticon Server, the Validate and Classify Grant Request process
uses the Invoke Corticon Rules activity to issue a web service call to the Corticon rules engine. The
web service returns the resulting values and maps them to process variables.
Invoke Corticon Rules, page 57 provides more details on using the Corticon Rules Server in the
sample application.
Note: The Corticon Business Rules software is not included in the xCP Grants Management Sample
Application. Using Corticon with the xCP Grants Management sample application (optional), page
24 provides information on contacting Corticon for a trial version of the Corticon software.
Ad hoc tasks available to Grants Managers

Most of the tasks that the Grants Manager performs rely on their ability to gather, organize, and
analyze information from various sources. The application has collected these tasks into TaskSpace
task form where the manager can perform many of these activities by clicking a button.
Process Grant Request manual activity
The Process Grant Request, page 65 manual activity is the central to all of the duties of the Grants
Manager. All actions that the manager takes to process the request are initiated through the Grant
Manager Task Form, page 99 that is associated with this activity.
TaskSpace configurable actions
TaskSpace allows application designers to create actions tailored for a specific application
(configurable actions). A configurable action can be assigned as an action button to a specific tab
(search, task list, folder, or open items folder), as a button on a form template, or as an item in a
context menu which is displayed for a specific object type.
Most of the buttons located on the Grants Manager’s task form are linked to a configurable action.
The section Configurable actions, page 117 provides more information on the delivered actions
available in the application.
Table 12. Configurable actions
Name TaskSpace action Form Target object

label
grant_discussion Show discussion The Show Discussion Button enables user to
button appears on the view or add comments
Grant Request Folder to the grant request.
Form. The discussion thread is
viewable to the Grants
Manager, Grants Reviewers,
and Grants Administrator.
grant_send_ Send correspondence The Notify Applicant Selected object is sent as an
notification_ button appears on the attachment.
initiate_process Grant Manager Task
Form This action starts the Send
Notification process.
grant_send_ Request documents The Request Selected object is sent as an
request_for_ Documents button attachment.
additional_ appears on the Grant
documents_ Manager Task Form This action starts the
initiate_process Request Documents
process.
grant_start_ Start reviewer process The Send To Reviewers Selected object is sent as an
reviewer_process button appears on the attachment.
Grant Manager Task
Form This action starts the Start
Review Process process.
Reviews and discussions

Ad hoc reviews are initiated by the Grant Manager. The manager selects individual reviewers or
groups of reviewers from a list, enters instructions, and sends the grant request out for review.
The Grants Manager and the Grants Reviewers can collaborate on the review process by creating
discussion topics that facilitate the collaboration between the reviewers and the Grants Manager.
The section Grants Reviewer, page 41 provides more information on the grant review process and
the different tasks of the reviewers.
Email collaboration with applicants

The Grants Management Sample Application uses ad hoc and automatic email messages to enable
communication between the Grants Manager and Grants Applicant. Email collaboration includes:
• Automatic notifications informing the applicant that the grant request application has been
received, including a link that they can use to check the status of the grant request. The email
template uses placeholder values in the subject and the body of the email that are replaced at
runtime with values that are specific to the individual request, such as the grant ID number
and the link to check the status of the request.
• Automatic notifications to the applicant based on the status of the grant request. The system
notifies the applicant that the application has been received, when the application is rejected, and
when the application is approved or denied.
• Ad hoc email messages that can be used by Grants Managers to communicate with the applicant
on any subject. This email templates uses placeholder values in the subject and the body of the
email that is replaced at runtime with values that are specific to the individual request, such as
the grant ID number.
• Ad hoc messages that request more supporting documentation from the applicant. The system
waits for an email response and notifies the Grants Manager if a response is not received in
24 hours. When the requested documents are received, the system places them in the grant
request folder. All outgoing email messages initiated using the Request Documents button are
contained in the Correspondence folder along with email responses and attachments received
from the applicant.
Grant request dashboards and reports

Process Reporting Services is a tool that enables the design and configuration of reports and
dashboards. This tool is a core component of the xCelerated Composition Platform. The Documentum
Business Activity Monitor Implementation Guide provides instructions on creating and editing BAM
reports and dashboards.
Performance dashboard
The Grants Administrator uses the Worker Performance dashboard and reports, page 144 to view
reports that calculate the number of grants being reviewed and managed by Grants Reviewers and
Grants Managers. The report also calculates the average time it takes for reviewers and managers to
complete their work.
Trends dashboard
The Grants Administrator uses the Grants Trends dashboard and reports, page 132 to view reports
that illustrate general trends as they relate to the number of applications received, total funding
approved, and purposes of grant requests.
Funding dashboard
The Funding dashboard and reports, page 154 provide Grants Administrators a gauge report that
shows the average overall funding amount and another report that shows the average funding
amount approved per manager.
Operational dashboard
The Grants In Progress dashboard and reports, page 125 provide detailed information about
individual grants, including a list of grant applications that are currently being processed and dial
gauge reports that calculate the time to process grants. Grants Managers can see only grants they are
managing.
Chapter 3
Grants Management Sample
Application Roles and Functions
There are four user types for the Grants Management sample application:
• Grant Applicant
• Grants Manager
• Grants Reviewer
• Grants Administrator
The Grants Management sample application is pre-configured with roles for three of the user types.
The Grant Applicant, usually a person who does not belong to the organization, is the only user type
that is not configured as a role in the sample application.
Grant Applicant
The Grant Applicant accesses the Grant Application Portal, a lightweight web application, to access
the Grant Application Request form, complete the form, and submit it online. Grant Applicants can
also use the Grant Application Portal to check the status of their grant request. This portal is installed
automatically as part of the xCelerated Composition Platform or it can be deployed separately using
the grants.war file that is available on Subscribenet.
Figure 2. Grant Application Portal
Grants Management Sample Application Roles and Functions
The Grant Applicant uses the Grant Application Request form to request grant funding. The Grant
Application Request form is an example of the xCelerated Composition Platform’s high-fidelity
form technology.
Figure 3. Grant Application Request high-fidelity form (partial)
The Grant Application Request form is a high-fidelity form that comes with the sample application.
Required fields are red in color.
Note: The Funding Amount field restricts applicants to entering values less than $2,147,483,647. The
system replaces dollar values that exceed that limit with the number 2147483647.
Individual applicants may only apply for grants of $500,000 or less. If the individual applies for more
than the limit, the applicant receives an email notification stating that the application is ineligible due
to the excessive funding request. Organizations, however, are able to request up to the $2 billion limit.
The Grant Applicant can submit the form online or through email.
After preparing the Grant Application Request form, the Grant Applicant clicks the Submit the
form button above the Grant Application Request form to submit the form online using HTTP. The
system sends the form to a URL that has been configured and is monitored by Process Integrator, the
message integration component of xCelerated Composition Platform.
Figure 4. Submit the form button
Alternatively, the Grant Applicant can save the Grant Application Request form to a local machine to
fill it out and submit it later using email or HTTP. The Grant Applicant must have OpenOffice.org
Writer, the word processor component of the OpenOffice.org software package, installed locally to
open the form, fill it out, or modify it. When the Grant Applicant completes the form, the applicant
clicks one of the embedded buttons on the offline form to submit the Grant Application Request
using email or HTTP:
• Submit by Email: This opens a new email dialog (depending on the email client configured on the
user’s system) with the completed form inserted as an attachment. Before sending the email, the
Grant Applicant must change the To email address to newapps@<email_server_hostname> where
email_server_hostname is the same address as the one configured in the Receive Application Via
Email activity in the Create Grant Request process.
• Submit Online: This submits the form using HTTP. Before submitting the form online, the Grants
Applicant must change the HTTP submission URL to http:/host:port/bps/http/ReceiveGrantsApp,
where host is the hostname where Process Integrator is installed and port is where the application
server is listening.
Note: These buttons use custom macros. You may need to adjust your macro security settings in
OpenOffice.org before you can use the Submit by Email and Submit Online buttons.
Status check
The Grant Applicant can also check the processing status of the grant. After submitting the
application, the applicant receives an email indicating the Grant ID. The Grant Application Portal
uses this ID to check the status of the grant request. To check the status, the applicant clicks the Check
Status button and enters the grant ID in the Enter Grant ID dialog box. The system returns the grant
ID along with the date of the grant’s submission and the current status of the request.
Figure 5. Enter Grant ID dialog box
Grants Manager
The Grants Manager has the main role in the Grants Management sample application. The
information and functions available to the Grants Manager depends on the application configuration
for that specific role. Every role in the application accesses different information and functions that
are configured for that role.
When the Grants Manager logs into the Grants Management sample application, which is a
Documentum TaskSpace application, the Grants Managers sees the following tabs:
• My Grants: Provides access to a task list of grant requests to work.
• My Folder: Provides access to working documents.
• Grants In Progress: Provides detailed information about individual grant applications that have
been submitted.
• Open Items: Provides access to the Grants Manager’s working area.
On the My Grants tab, the Grants Manager can work on the grant requests that are in the task list
and click the Get Next Task to obtain the next request with the highest priority from the queue of
grant requests waiting to be processed.
Figure 6. Grants Manager task list
The Grants Manager right-clicks the Grant ID and selects View to open the grant request in the Open
Items tab. The Grant Request Information page enables the Grants Manager to perform all the
functions involved in managing the grant request.
The Grant Request Information page displays data from the grant application in three tabs: Request
Information, Applicant Information, and Assessments. This page also displays the Submitted
Application folder, Review History folder, and the Correspondence folder. The grant request can be
closed on the Open Items tab and reopened at any time from the My Grants task list.
Figure 7. Grant Request Information page
The following options are available when the Grants Manager opens a grant request:
• Review the grant request and verify that all the necessary information is collected from the Grant
Applicant.
If information or documents are missing, the Grants Manager can click Request Documents to
send an email to the Grant Applicant to request the information or documents. These messages
and any related attachments are contained in the Correspondence folder.
Note: When the Grants Manager requests additional information, the Grant Applicant must
submit the information as an attachment. The information cannot be embedded in the body of
the email.
Figure 8. Contents of message folder within the Correspondence folder
• Select an Applicant Rating and a Risk factor on the Assessments tab, and then enter information
about the risk details. The initial risk rating is assigned automatically by the system during the
grant request creation process. When done, click Save.
• Click Show Discussion to view or add comments about the grant request. The discussion thread
is viewable to the Grants Manager, Grants Reviewers, and Grants Administrator.
• Click Send to Reviewers to select Grants Reviewers, create review instructions, and send the
grant request out for review.
• Collect all the comments and votes from the Grants Reviewers and formally decide to approve
or deny the grant request.
Note: The Approve button is disabled until the required documents are received and the
following checkboxes are selected:
Application Form
Identification Documents
Liability Checklist
• Double-click the Review History folder to view the status of the reviews along with comments
and recommendations from the reviewers.
Figure 9. Contents of Review History folder
• Add information in the Grant Request Remarks box. The remarks go with the grant request when
it is archived. The remarks also appear in the final email sent to the Grant Applicant when the
grant request is approved or denied.
The Grants Manager also has access to the Grants In Progress dashboard, which provides detailed
information about individual grant applications that have been submitted. Grants Managers are not
able to see grants that they are not managing. Grants In Progress dashboard and reports, page 125
provides detailed information about the Grants In Progress dashboard and the set of reports that
provide detailed information about individual grants.
Grants Reviewer
A Grants Reviewer is an expert in a specific area or field. A Grants Reviewer can see the following
tabs after logging into the Grants Management sample application:
• My Grants: Provides access to a task list of grants requests assigned to them by Grants Managers.
• My Folder: Provides access to working documents.
• Open Items: Provides access to the reviewer’s working area.
From their task list, the Grants Reviewers select grant requests assigned to them by Grants Managers.
Figure 10. Grants Reviewer Inbox
When a Grants Reviewer selects a grant request to review, the system displays information about the
grant request, including the following:
• Instructions from the Grants Manager.
• Assessments made by the Grants Manager.
• Discussions, if any, from the Grants Managers, other Grants Reviewers, and the Grants
Administrator.
The Grants Reviewer cannot change any information about the grant request. Grants Reviewers
can perform the following functions:
• Provide comments and feedback to the Grants Managers regarding the grant request by selecting
a Remarks Type and then entering comments.
The Reviewer Remarks will be archived with the grant request, but they will not be seen by the
Grant Applicant. Remarks are required from the Grants Reviewer.
• Click Show Discussion to view or add comments about the grant request. Grants Managers,
Grants Reviewers, and Grants Administrators can all view the discussion threads.
• View email threads with their attachments that are contained in the Correspondence folder.
The Grants Reviewer can also participate in discussions on items in the Correspondence folder,
if discussions are enabled.
• Vote to approve or deny the grant request.
• View other Grants Reviewer votes and remarks.
Figure 11. Grant Request Information page – Grants Reviewer view
Grants Administrator
The Grants Administrator manages the grant request queue and balances the workload by assigning
and reassigning tasks to Grants Managers. The Grants Administrator can search for and look at all
grant requests in the Grants Management sample application, including grant requests that are
rejected, pending information, in review, approved, and denied.
The following tabs are available when the Grants Administrator logs into the Grants Management
sample application:
• Search: A list of grant requests that displays information about the request, including its status
• Tasks: The Grants Administrator’s default inbox.
• Queue Management: A work queue monitor that enables the Grants Administrator to manage
and monitor the open and active grant requests in the queue.
• Administration: Includes the following administrative tools for the Grants Administrator to
manage the Grants Management sample application:
Work Queue Management

Workflow Calendars
Server Management
Process Management
• Worker Performance: A dashboard that analyzes the workload of Grants Reviewers and Grants
Managers.
• Grants Trends: A dashboard with reports that illustrate general trends.
• Funding: A dashboard with reports that track funding average funding requests and funding
levels for each Grants Manager.
• Open Items: The working area for the Grants Administrator.
On the Search tab, the Grants Administrator can search for and retrieve a list of grant requests
from within the system. The Grants Administrator can view a list of grant requests that displays
information about the request, including its status. They can also view or add comments about the
grant request by clicking the icon in the Discussions column.
Figure 12. Grants Administrator task list
The Grants Administrator right-clicks the grant ID and selects Open to open a grant request on
the Open Items tab.
Figure 13. Grants Administrator – Open Items tab
The Grants Administrator can perform the following functions after opening a grant request:
• Review the grant request.
• Select an Applicant Rating and Risk factor on the Assessments tab, and then enter information
about the risk details. When done, click Save.
• Click Show Discussion to view or add comments about the grant request. The discussion thread
is viewable to the Grants Manager, Grants Reviewers, and Grants Administrator.
• Review the history of the grant request by double-clicking the Review History folder.
From the Queue Management tab, Grants Administrators can manage the grant request queue
(grants_wq in our Grants Management sample application) and balance the workload by assigning or
reassigning grant review tasks to Grants Managers.
Figure 14. Grants Administrator Work Queue Monitor
The Grants Administrator can click My Categories to configure which categories appear in the
drop-down box of the monitor screen. Only categories managed by the Grants Administrator are
available for selection.
The Grants Administrator can click View Members to view the members assigned to a queue and
click View Workload to unassign, reassign, or suspend grant requests.
Figure 15. Unassign, Reassign, or Suspend grant request
The Grants Administrator also has access to several dashboards: Grants Trends, Worker Performance,
and Funding dashboards. The Grants Trends dashboard and reports, page 132 contain reports that
illustrate general trends about grant requests. The Worker Performance dashboard and reports,
page 144 show information on the performance and productivity of Grants Reviewers and Grants
Managers. The Funding dashboard and reports, page 154 show information on general funding
requests and the funding amounts approved by each Grants Manager.
Chapter 4
Implementing the Business Logic
Process templates define the business processes executed by the Process Engine component of the
xCelerated Composition Platform.
To view and modify process templates, log in to Process Builder with your username and password.
The Documentum Process Builder User Guide provides details on how to create and modify process
templates.
Viewing activities in sub-process groups

To simplify the layout of the process, the related activities have been grouped into a sub-process that
collectively represents a step in the process or share the same process data. In Process Builder,
sub-processes can be expanded to view the individual activities or collapsed to create a more
simplified overview of a process.
To expand the sub-process and view the activities contained within it, click the plus sign. To collapse
the sub-process, click the minus sign.
Activity templates contained in the sub-process can publish reporting data when they have been
selected for reporting.
Create Grant Request
The Create Grant Request process template enables the Grants Management sample application
to receive the high-fidelity Grants Application Request form through FTP, HTTP, SMTP, or a web
service. It then creates the folder structure for the new grant request, assigns it a unique grant ID,
extracts data from the form, and associates it to the grant request. Finally, the process calls the
Validate and Classify Grant Request process.
Table 13. Process Data
Type Name Purpose
Package GrantsApplication- This package contains the data from the

Package high-fidelity form that is submitted using the web
service. The application is submitted using XML
rather than ODT as with the other applications
submittals.
This package is of type XML Instance and is based

on the Grants Application Request Form. The
Documentum Process Builder User Guide provides
instructions on how to create an SDT from an XML
schema.
Type Name Purpose
Package GrantRequestPack- This package is based on the type grant_request.

age This is the package that carries the grant request
application data throughout the lifecycle of the
grant request.
Process variable generatedUniqueID This is the number the system generates and uses
to identify the grant request.
Process variable GrantsApplication The system uses this SDT to hold the form data
(SDT) from the submitted grant application.
Target Namespace URI — When an inbound web service activity is included in the process, you
must enter the target namespace URI for the WSDL location on the Advanced tab of the Process
Properties page. The value for the Target Namespace URI is http://www.emc.com/GrantsApp.
Receive Application sub-process

This group of activities receives the applications that are submitted using FTP, Email, or HTTP
protocols.
Receive Application via FTP
This FTP Inbound – Initiate activity receives the .odt file that contains the application from the local
file system and finds it in C:\applicantfolder\application, which is the base FTP folder on the
inbound application server machine. (This is the machine that is running Process Integrator.)
The Receive Application via FTP activity takes the application data from the GrantsApplicationForm
and maps it to the GrantsApplicationPackage enabling it to persist throughout the lifecycle of the
grant request.
Receive Application via Email
This Email Inbound – Initiate activity retrieves the grant application from the Inbox and maps
the data from the email attachment to the GrantsApplicationPackage enabling the data to persist
throughout the lifecycle of the grant request.
Receive Application via HTTP
This HTTP Inbound – Initiate activity retrieves the application as an attachment.
The Receive Application via HTTP activity maps the data from the form data from the attachment
to the GrantsApplicationPackage enabling the data to persist throughout the lifecycle of the grant
request. The mapping for content type is set to .odt since this activity only receives that content format.
Join
This Join activity is triggered whenever one of the three of the activities that receive an .odt version
of the grant application is received.
Receive Web Service Application sub-process

This group of activities receive applications that have been submitted using a web service and map
the process data to the GrantsApplicationPackage package.
Receive Application via WebService
This Web Service Inbound activity receives the XML version of the grant request through a web
service.
This activity uses the Process First option, where you define the port and operation and the system
creates a WSDL from the process definition. The system creates one WSDL for a process, with a
section for each Web Service Inbound activity contained within it. The system gets the port type
and operation name from the WSDL.
Note: Before adding a Web Service Inbound activity to a process, configure the target namespace URI
on the Advanced tab of the Process Properties dialog box. The system cannot validate or save the
process without the target namespace.
Write Grant Application SDT To Package
This Process Data Mapping activity maps the application data from the GrantsApplication SDT
to the GrantsApplicationForm, which is part of the GrantsApplicationPackage package. The
GrantsApplicationPackage is the package that is used by the system throughout the rest of the
grant request lifecycle.
Create and Process Grant Request sub-process

This group of activities creates a unique ID for the grant request, creates the folder structure, stores
the application in the correct folder, applies an ACL, maps application data, and enables the system
to start reporting before calling the next process.
Generate Unique ID
The Generate Unique ID activity template is a BOF activity template that creates a unique ID for each
request that is submitted through the Create Grant Request process template. The activity is triggered
whenever one of the two flows receives a grant application. It executes the CreateUniqueId method
from the BOF module, which generates the grant ID based on the current time in milliseconds. The
grant ID is used throughout the lifecycle of the grant request.
You can configure the BOF activity template to invoke any custom module that generates a unique
ID for the grant request or employ a web service to generate the number. This can be done using
the Dynamic Web Services activity template. When using either activity template to create the ID,
ensure that the generated identifier is mapped to the process variable generatedUniqueId in the
data mapper.
The Documentum Process Builder User Guide provides more details on using the BOF Module activity
template.
Note: Due to a size limitation in the grant_request_id field, the generated ID should not exceed
16 characters or the process will fail.
Implementation source of the BOF module —

package com.documentum.bps.outbound.bof.bofmodule;
/*
** Confidential Property of Documentum, Inc.
** (c) Copyright Documentum, Inc. 1991-2007
** All Rights reserved.
** May not be used without prior written agreement
** signed by a Documentum corporate officer.
*/
import com.documentum.fc.client.IDfModule;
public class UniqueIDGenerator implemements UniqueIDGeneratorI, IDfModule

public String createUniqueID() {
long time = System.currentTimeMillis();
String uniqueId = Long.toString(time);
return uniqueId;
}
}
Interface —
package com.documentum.bps.outbound.bof.bofmodule;
/*
** Confidential Property of Documentum, Inc.
** (c) Copyright Documentum, Inc. 1991-2007
** All Rights reserved.
** May not be used without prior written agreement
** signed by a Documentum corporate officer.
public interface UniqueIDGeneratorI {

public String createUniqueID();
}
Create Grant Request
The New Case from Template activity creates a folder structure for the new grant request based upon
the template found in the specified location: /Grants Management/Config/Grant Request Template. It
also propagates the ACL assigned to the folder to all child objects.
In the Create Grant Request activity, the unique ID generated in the Generate Unique ID activity
template is mapped from the generatedUniqueId variable to the grant_request_id and the
object_name attributes of the Grant Request Template. Additionally, the data from the application
is mapped to the /Grant Requests/New folder in the repository and the Grants Request ACL is
assigned to the folder structure and propagated to all the child objects contained in the grant request.
Then, all data is mapped to the GrantRequestPackage where it can be used throughout the lifecycle
of the grant request.
Add Grant Application
This Link to Folder activity executes the BPM Link To Folder method and moves the
GrantsApplicationPackage to the Submitted Application folder that is located based on the folder
path: GrantRequestPackage.r_folder_path[FIRST].
Make Grant Application non-editable
This Process Data Mapping activity applies the Grants ReadOnly ACL to the
GrantsApplicationPackage. The Grants ReadOnly ACL ensures that the grant application is read-only
to the Grants Managers and the Grants Reviewers. Only Grants Administrators have permission to
edit the application and then save the edited version.
Note: Changes made to the application after it has been submitted will not be reflected in the process
data. Any editing of the application by the Grants Administrator will cause the process data and the
grant application to become out of sync.
Map application data
This Process Data Mapping activity maps the r_creation_date from the GrantsApplicationPackage
package to the grant_received_date of the GrantRequestPackage. It also maps all data from the
GrantsApplicationForm that is contained within the GrantsApplicationPackage and maps it to the
attributes of the GrantRequestPackage package.
Start Grant Status Monitoring Process
This Invoke Process activity starts the Grant Request Status Monitoring Process. It also maps the
object ID of GrantsRequestPackage package to the object ID of the GrantsRequest package and the
grant_request_id to the GrantRequestNumber process variable. This maps the data from the parent
process to the child process.
The workflow ID of the process also is added to the gt_monitoring_instance_id of the
GrantRequestPackage package.
Call Validation and Classification Process
This Invoke Process activity starts the Validate and Classify Grant Request process.
Validate and Classify Grant Request
The Validate and Classify Grant Request process template begins by setting the date that the grant
request is received. The next activity is a transition that takes one path if the Corticon Business Rules
server is configured for handling decision logic, and another path that implements rudimentary rule
logic contained in process activities.
In both paths, the system checks that the required fields have meaningful data and rejects requests
that are invalid or ineligible.
For valid requests, the process then classifies the status of the request. If the Corticon business rules
server is configured, the process receives values for the grant’s priority, rating, and risk assessments
based on the Corticon business rules. Otherwise, the system performs a simple assessment based
solely on the funding amount.
The process also enables discussions on the request folder, sends a notification to the applicant
informing them that the grant request was received, and moves the request to the In Review folder.
Type Name Purpose
Package GrantRequestPack- This package is based on the type grant_request.

age This is the package that carries the grant request
grant request.
Process variable FolderToMoveThe- This variable represents the path to the folder for
Case the grant request.
Process variable DateReceived A string value that holds the date the application is
received by the system.
Process variable CorticonRemarks A string value that holds remarks received from
the Corticon server.
Process parameter SystemEmailAddress The value grantnotification@localhost is the email
address that you set up for grantnotification.
Process parameter CheckStatusURL http://localhost:9080/grants. This should point to
host and port where the grants.war is deployed:
Process parameter GrantsProcessACL This ACL is not used in this process at this time.
Process parameter IsCorticonServerA- This Boolean value indicates the existence of a
vailable Corticon business rules server.
Configuring process parameters, page 21 provides

more information on changing the value of
this process parameter from the TaskSpace
Administration tab.
Set Process Variable with Date Request Received

This Process Data Mapping activity maps the start_date attribute from the workflow to the
DateReceived process variable.
Is Corticon Server Available

This Decision Split activity contains a transition that evaluates the Boolean process parameter
IsCorticonServerAvailable. If the condition is true, the system selects the Invoke Corticon Rules
activity and takes that path through the process. If the condition is false and there is no Corticon
server configured, then the system selects the Validate the Grant Request activity and progresses
through that path.
Invoke Corticon Rules

This Dynamic Web Service activity uses a web service operation that calls pre-configured
Corticon rules. It extracts application information from the GrantRequestPackage and sends it
Corticon_rules_for_EMC_Grant_Mgmt service.
The Corticon Decision Service returns a status of Rejected for missing EIN/SSN information or
when the funding amount is zero or a negative number. When an application is received from an
individual rather than an organization and the amount is greater than $500,000, the system sets the
status to Not Eligible.
The Corticon Rule server bases its decisions on the following attributes:
• EIN/SSN: Required for all valid applications
• State: Certain states are favored for certain types of grants
• Funding Amount: Higher dollar amounts mean higher risk
• Applicant Type: Funding amount is restricted to $500,000 for individuals
• Funding Purpose: Agriculture and Science and Technology are favored purposes in the rules
It returns values for the following attributes:
• Eligibility
• Priority
• Risk level
• Applicant Rating
• Risk Details
These values are mapped to process data and appear on the Assessments tab of Grant Request
Information page.
Configuring the activity
The Invoke Corticon Rules activity template must be configured to interact with the Corticon Rules
server.
To invoke the Corticon web service:

1. In the Activity Inspector, click the Web Service Configuration tab.
2. In the URL Path to the WSDL File box, type the fully qualified URL to the WSDL file that
contains the operation you want to run.
The Corticon WSDL, Corticon_rules_for_EMC_Grant_Mgmt.wsdl, invokes the Corticon
Decision Service and can be found on the Corticon ftp site.
3. Click Read WSDL File.
Process Builder reads the specified WSDL file and populates the remaining fields on the screen.
Table 15. Web Service configuration fields
Field Name Value
Port Type Corticon_rules_for_EMC_Grant_MgmtSoap

Operation processRequest
Input message CorticonRequestIn
Output message CorticonResponseOut
The Port Type list box is empty until you click Read WSDL File.
4. Click Next to view the Input Message Mappings in the data mapper.
Table 16. Input Message Mappings
Source Attribute Function Destination Attribute
Packages/GrantRequest- Copy CorticonRequest/WorkDocuments/

Package/applicant_ein_ssn GrantApplication/ein
Package/applicant_state GrantApplication/state
Package/applicant_type GrantApplication/applicantType
Package/funding_amount GrantApplication/amount
Package/funding_purpose GrantApplication/purpose
Corticon_rules_for_EMC_ Copy CorticonRequest/WorkDocuments/
Grant_Mgmt @DecisionServiceName
5. Click Next to view the Output Message Mappings in the data mapper.
Table 17. Output Message Mappings

CorticonResponse/ Copy Packages/GrantRequestPackage/grant_priority
WorkDocuments/
GrantApplication/
priority
CorticonResponse/ Copy Packages/GrantRequestPackage/grant_risk
WorkDocuments/
GrantApplication/risk
CorticonResponse/ Copy Packages/GrantRequestPackage/applicant_rating
WorkDocuments/
GrantApplication/
rating

CorticonResponse/ Copy Packages/GrantRequestPackage/grant_status
WorkDocuments/
GrantApplication/
status
CorticonResponse/ Copy Packages/GrantRequestPackage/risk_details
Messages/Message[0]/
text
6. Click OK or Apply to save the configuration settings.
Rules enforced by Corticon
The Corticon rule set uses data that characterizes grant applications (amount, purpose, applicant
type, state, and EIN/Taxpayer ID) in evaluating the status, priority, rating, and risk of the applicant
and application.
The set of rules includes general rules that apply to the application based on criteria such as amount
or applicant type. For example, Rule 5 states that applications for amounts less than $50,000 are
considered low priority with a basic rating, and medium risk.
There are also exception rules that override the general rules. For example, Rule 3 overrides Rule 5
for individuals applying for Science and Technology grants in states that are considered to be leaders
in the high-tech industry. These applications receive enhanced overall grant application status
with medium priority, a gold rating, and low risk.
Table 18. Rules
Rule Amount Applicant Type Other Criteria Decision Result

1 Less than $1 Any N/A Rejected
2 Greater than Individual N/A Not Eligible
$500,000
3 $1 to $50,000 Individual Purpose = Science and Priority = Medium
Technology
Rating = Gold
State = CA, MA, TX, NY
or NC Risk = Low
4 $50,001 to Individual Purpose = Science and Priority = High

$250,000 Technology
Rating = Gold
State = CA, MA, TX, NY
or NC Risk = Medium
5 $1 to $50,000 Any N/A Priority = Low
Rating = Basic
Risk = Medium
Rule Amount Applicant Type Other Criteria Decision Result

6 $50,001 to Individual N/A Priority = Medium
$250,000
Rating = Basic
Risk = High
7 $250,001 to Individual N/A Priority = High
$500,000
Rating = Gold
Risk = High
8 $50,001 to Organization Purpose = Agriculture Priority = High
$250,000
State = CA, NE, AR, OK, Rating = Platinum
or KS
Risk = Low
9 $50,001 to Organization N/A Priority = Medium
$250,000
Rating = Basic
Risk = Medium
10 Greater than Organization N/A Priority = High
$250,000
Rating = Basic
Risk = High
11 Greater than Organization Purpose = Science and Priority = Medium
$250,000 Technology
Rating = Gold
State = CA, MA, TX, NY,
or NC Risk = High
Note: Rule 3 overrides Rule 5; Rule 4 overrides Rule 6; Rule 8 overrides Rule 9; and Rule 11 overrides
Rule 10.
Is Applicant Data Valid

This Decision Split activity includes a transition that routes Rejected grant requests to the Set Grant
Status To Rejected activity. All other grant request applications move forward to the Set Status to
Pending Info activity.
Set Grant Status to Rejected

This Process Data Mapping activity sets the status of the grant application to rejected and sets the
FolderToMoveTheCase variable to the path /Grant Requests/Rejected.
Send Rejected Message

This SMTP Activity sends an automatic notification to the Grant Applicant specifying the reason that
the grant application was rejected.
Validate the Grant Request

This Decision Split activity contains a transition condition that evaluates the information in the
GrantRequestPackage for the following conditions:
• If the application is missing information in the EIN/SSN field, the system selects Set Status to
Rejected as the next activity.
• If the application is from an individual applicant and the amount is over $500,000, the system
selects Set Status To Not Eligible as the next activity.
All other grant requests move forward to the Classify the Request activity.
Classify the Request

This Decision Split activity includes a transition that routes the grant request based on the specified
funding amount.
If the request is less than $50,000 it moves forward to the Rule1 activity. If the amount is greater than
or equal to $50,000 and less than $250,000, then it moves forward to the Rule2 activity. If the request
is greater than $250,000, then it moves forward to the Rule3 activity.
Rule1
This Process Data Mapping activity uses a copy function to add the value Low to the grant_priority
and the grant_risk attributes.
Rule2
This Process Data Mapping activity uses a copy function to add the value Medium to the
grant_priority and the grant_risk attributes.
Rule3
This Process Data Mapping activity uses a copy function to add the value High to the grant_priority
and the grant_risk attributes.
Set Status to Pending Info

This Process Data Mapping activity sets the grant_status attribute of the GrantRequestPackage
package to Submitted and the FolderToMoveTheCase process variable to the following path /Grant
Requests/In Review.
Create Discussion on Request Folder

This Add Discussion to Package activity is a Documentum Collaborative Suite activity that creates a
discussion for the GrantRequestPackage, and adds a title and comment for the discussion. It executes
the BPMCreateCSCollaborationDiscussionTopic method.
Note: If your system does not already have Documentum Collaboration Suite installed, you must
download and install the Collaboration Services.dar and enable Collaboration.
Send Notification to Applicant On Successful

Submission
This Invoke Process activity starts the Send Advanced Notification process, which notifies
the applicant that the request was submitted successfully. It maps the object ID from the
GrantRequestPackage package to the object ID of the GrantRequest. It also uses the value
that you entered in the SystemEmailAddress process parameter and uses it to populate the
SenderEmailAddress process variable.
Set Status to Rejected

When the application is missing information in the EIN/SSN field, the system sends the application to
the Set Status to Rejected activity.
This Process Data Mapping activity sets the grant_status attribute of the GrantRequestPackage
package to Rejected and the FolderToMoveTheCase process variable to the following path: /Grant
Requests/Rejected.
Set Status to Not Eligible

When the application is from an individual applicant and the amount is over $500,000, the
system sends the application to the Set Status To Not Eligible activity. This Process Data
Mapping activity sets the grant_status attribute of the GrantRequestPackage to Ineligible and the
FolderToMoveTheCase process variable to the following path: /Grant Requests/Rejected.
Send Notification to Applicant On Rejection

This Invoke Process activity starts the Send Advanced Notification process, which notifies the
applicant that the request was rejected. It maps the object ID from the GrantRequestPackage package
to the object ID of the GrantRequest. It also uses the value that you entered in the SystemEmailAddress
process parameter and uses it to populate the SenderEmailAddress process variable.
Move to specified folder

This Link To Folder activity moves the GrantRequestPackage package to the folder path specified
by the variable <dmp:param>FolderToMoveTheCase</dmp:param>. The activity uses the
FolderToMoveTheCase attribute set in the Set Status to Pending Info and the Set Status to Rejected
activities to define a destination folder. Applications that have been submitted successfully and
those that are rejected are processed by this activity and are sent to the corresponding folder based
on their status.
Manage Grants Request
The Manage Grants Request process template retrieves the new grant request and maps request
package data to process variables to display the process data in the Grant Manager Task List. This
process enables the Grants Manager to perform the duties involved in managing the grant requests.
The following forms open and use adaptors to invoke a new process when the Grants Manager
clicks a button from the grant request:
Table 19. Form Adaptors used in Manage Grants Request
Button Form Opened Invoked Process
Send to Reviewer Grant Initiate Vote on Grant Request Process Start Review Process
Form (UserGroupInCaseReviewerSelector
adaptor)
Notify Applicant Grant Initiate Correspondence Process Send Notification
(FormSendNotificationDataSourceAdaptor
adaptor)
Request Grant Initiate Request Supporting Request Documents
Documents Documents Process Form (FormSendNotifi-
cationDataSourceAdaptor adaptor)
When the Grants Manager approves or denies the request, it sets the appropriate status, notifies the
applicant of the decision, and archives the request.
Type Name Purpose
Package GrantRequest This package is based on the type grant_request.

This is the package that carries the grant request
grant request.
Process variable MgrReviewList This structured data type holds the attributes
(SDT) for checklist the Grants Manager must complete.
These attributes include true/false values for tax
statement, identification document, liability, and
string value for comments.
Process variable GrantRequestForT- Holds the grant request attributes that appear in
(SDT) asklist the TaskList. These include the attributes for grant
ID, applicant name, funding purpose, funding
amount, received date, due date, priority, and
status.
Process parameter SystemEmailAddress The value grantnotification@localhost is the email
address that you set up for grantnotification.
Table 21. Activities that generate reporting data
Activity Name Report Name Standard Data Business Data

Monitored Monitored
Process Grant Average Grant Management Duration (hours)
Request Duration
Performer Name

Monitored Monitored
Process Grant Grant Manager Workload Activity Instance ID
Request
Performer Name
Send Notification to Grants Applications by Purpose Activity Instance ID grant request:
Applicant • funding_
purpose
The applicant receives the Grants Manager’s formal remarks in the body of the notification.
Retrieve New Grant Request

This DQL Inbound activity retrieves the submitted grant request and gives it the status of Pending
Info.
Set Process Variables for Grants Manager Task List

This Process Data Mapping activity maps the data from the incoming GrantRequest package to the
attributes of the GrantRequestForTaskList structured data type. These attributes appear in the grant
request tasklist for the Grants Manager. Since data from packages does not appear in the TaskList, the
package data must be mapped to a process variable.
Process Grant Request

This manual activity is the central to all of the duties of the Grants Manager. All functions that
a Grants Manager performs are initiated through the Grant Manager Task Form, page 99 that is
associated with this activity.
The performer of this activity is the work queue: grants_wq. This work queue receives all of the
incoming grant requests. The Grants Manager role belongs to this work queue, enabling managers to
pull tasks (grant requests) from the queue and begin processing them. There is a timer that expires
after 240 hours from the creation of the work item and sends a notification to the supervisor of
the work queue.
The Process Grant Request activity has performer-based transition, which means the Grants Manager
decides to approve or deny the application which determines the route the process flow takes. If
the application is approved, the system sets the grant request status to approved and signals the
monitoring process. If the application is denied, it takes a reject flow, the system sets grant request
status to denied, and signals the monitoring process.
Set the status to Approved

This Process Data Mapping activity sets the grant_status attribute to Approved.
Signal Grants Monitoring Process on Approval

sub-process
This group of activities is comprised of three HTTP Outbound activities that send status information
to the Grant Request Status Monitoring process. The HTTP Outbound activity template sends an
HTTP request to a specified URL and can receive a response back from the server.
The Grant Request Status Monitoring process is invoked by the Create Grant Request process and is
used to monitor the progression of the request. As different processes in the Grants Management
sample application work on the request, they notify this process of the most current state of the
request. The system displays this information in the Grants In Progress dashboard for the Grants
Manager. The process tracks the following statuses: pending info, in review, approved, and denied.
• Signal Grant Request Status Monitoring Process - Pending Info
• Signal Grant Request Status Monitoring Process - In Review
• Signal Grant Request Status Monitoring Process - Approved
Set the status to Denied

This Process Data Mapping activity sets the grant_status attribute to Denied.
Signal Grant Request Status Monitoring Process On

Denial sub-process
This group of HTTP Outbound activities perform the same general function as those in the Signal
Grants Monitoring Process on Approval group. The Grants Request Status Monitoring process
expects to receive information from the denied flow in the same order that it receives status
monitoring information for the approved flow. If the Grants Manager denies the application without
sending it for review, the system forces the status of the request through the states pending and in
review until the final status of denied.
• Signal Grant Request Status Monitoring Process - Pending Info2
• Signal Grant Request Status Monitoring Process - In Review2
• Signal Grant Request Status Monitoring Process - Denied
Map Grants Manager Remarks

This Process Data Mapping activity maps the comments the Grants Manager makes in the TaskList
(which are captured in the MgrReviewList SDT) and maps the information to the formal_remarks
attribute of the package. This ensures that the comments are saved to the repository, are available
to send back to the applicant with the final disposition of the grant application. This activity has a
trigger associated with it and executes automatically when either the reject flow or the forward
flow reaches it.
Send Notification to Applicant

This Invoke Process activity calls the Send Advanced Notification process to send a notification of the
grant approval or denial to the applicant. It also maps the object ID of the GrantRequest package
to the object ID of the GrantRequest SDT and maps the SystemEmailAddress process parameter
to the SenderEmailAddress process variable.
Archive the Case

This Link to Folder activity moves the grant application to another folder. It executes the BPM Link
To Folder method and moves the GrantRequest package to the Grant Requests/Archived folder.
Send Notification
The Send Notification process template enables the Grants Manager to send ad hoc email messages to
the Grant Applicant. This process is invoked by other processes as a utility.
Type Name Purpose

grant request.
Process variable SenderEmailAddress The email address of the initiator of the email
message.
Type Name Purpose
Process variable ReceipientEmailAd- The email address of the intended recipient of

dress the email message.
Process variable Subject The subject of the email. The adaptor associated
with the form populates this field with the
grant ID.
Process variable Body The text of the email message.
Process parameter GrantStatusCheckURL The value http://localhost:9080/grants is the
host and port where the grants.war file is
deployed.
Send Email To Applicant

This SMTP activity is used by Grants Managers to an ad hoc email to the applicant. This activity
uses placeholder values in the subject and the body of the email that is replaced at runtime with
values that are specific to the individual request, such as the grant ID number. These values come
from the GrantRequest package data.
Finalize
This is an automatic activity that uses the dm_noop_auto_method_java method. It is the final activity
of the process and joins the flows together.
Send Advanced Notification
The Send Advanced Notification process sends automatic notifications to the applicant based on the
grant request. This process notifies the applicant that the application has been received, when the
application is rejected, and when the application is approved or denied.
Type Name Purpose

grant request.
Process variable SenderEmailAddress The email address of the initiator of the email
message.
Process parameter GrantStatusCheck- The value http://localhost:9080/grants is the host
URL and port where the grants.war file is deployed.
Send Notification
This Split activity routes the workitem to different activities based on the grant request status.
Send Status Message to Applicant sub-process

The activities in this group send an email message to the applicant based on the current state of
the application.
Set Received Grant Request Email
This SMTP activity generates an email to inform the applicant that the application has been received
and includes a link that the applicant can use to check the status of the grant request. This activity
uses placeholder values in the subject and the body of the email that is replaced at runtime with
values that are specific to the individual request, such as the grant ID and the link to check the status
of the request. These values come from the GrantRequest package data.
Send Rejected for More Info Message
This SMTP activity generates an email to inform the applicant that the application has been rejected
because of incomplete information. This activity uses placeholder values in the subject and the body
of the email that is replaced at runtime with values that are specific to the individual request, such as
the grant ID and the applicant name. These values come from the GrantRequest package data.
Send Request Denied Message
This SMTP activity generates an email to inform the applicant that the application has been denied.
This activity uses placeholder values in the subject and the body of the email that is replaced at
runtime with values that are specific to the individual request, such as the grant ID and the applicant
name. It also includes placeholder values for the remarks that are gathered during the review process.
These values come from the GrantRequest package data.
Send Not Eligible Message
This SMTP activity generates an email to inform the applicant that the funding amount exceeds the
funding limit of $500,000 for an individual applicant. Individual applicants who request more than
$500,000 are not eligible for funding.
Send Request Approved Message
This SMTP activity generates an email to inform the applicant that the application has been approved.
This activity uses placeholder values in the subject and the body of the email that is replaced at
runtime with values that are specific to the individual request, such as the grant ID number and the
applicant name. It also includes placeholder values for the remarks that are gathered during the
review process. These values come from the GrantRequest package data.
Finalize
Request Documents
The Grants Manager uses the Request Documents process template to send an email to the applicant
requesting more documents. The process waits for an email response, and notifies the Grants
Manager if a response is not received in 24 hours. When the requested documents are received, they
are placed in the grant request folder.
Type Name Purpose

grant request.
Process variable GrantRequestCorre- This is the attribute that enables the server to
lation match the message to the grant request.
Process variable ReceiveData This SDT holds the attributes for to and from
(SDT) address, the email body, the subject, grant ID, and
whether or not a response was received.
Process parameter Reply-To The value updateapp@localhost is the reply to
address for notifications that the grants manager
sends to the applicant.
Correspondence with Applicant sub-process

This group of activities manages the correspondence between the Grants Manager and the applicant.
Send Request for Additional Documents
This SMTP activity maps process data to the email message. It also maps the message identifier to the
GrantRequestCorrelation process variable. This mapping is used to achieve correlation in the Wait
for Additional Documents activity.
Archive request from Manager
This Process Data Mapping activity maps the body of the grant_email_request process variable to the
content of the attachment, the subject to the subject of the attachment, and the creation date of the
request to the object_name.
Create folder to store email correspondence
This New Case from Template activity is based on the Correspondence template. It maps the date
that the correspondence was sent or received to the folder name and the grant ID to the path to
the Correspondence folder.
Store Manager request details
This Link to Folder activity executes the BPM Link To Folder method and moves the
correspondence to folder that is located based on the folder path: /Grant Requests/In
Review/<dmp:param>ReceiveData.GrantRequestId</dmp:param>/Correspondence]
Set Request Id
This Process Data Mapping activity maps the incoming grant_request_id from the package to the
GrantRequestId of the ReceiveData SDT. It also sets the ReceivedResponse to true.
Wait for Additional Documents
This activity polls the email server for an email message corresponding to the current workflow
instance. The system matches the value of the email references header with the value of the
GrantRequestCorrelation process variable.
This activity has a timer that waits 24 hours for the corresponding (matching) message to arrive. If the
matching message is not received within the time frame the system sends a notification to the Grants
Manager and completes the task. If the email message is received, it maps the email attachments to
the process data attachments.
Supporting Documents Received?

This is a Split activity that routes to the next activity is the supporting documents have been received.
Attach Supporting Documents to Correspondence

This Link to Folder activity places the supporting documents into the Correspondence folder for the
specific grant request and creates subfolders with the workflow.start_date as the folder name.
Join
Start Review Process
When the Grants Manager clicks the Send for Review button, the Start Review Process template
initializes the process variables and retrieves the list of reviewers for the grant request using the
UserGroupInCaseReviewerSelector adaptor from the form.
The system expands the list of reviewers into individual users and invokes the Grant Initiate Vote on
Request process for each user.
The system checks the list of reviewers and determines if the reviewer is a group or an individual
user. If the reviewer is actually a group, the system expands the group into a list of individual users
and starts the Vote On Grant Request process for each user. If the reviewer is not a group, the system
starts the Vote on Grant Request process for that single user.
Algorithm illustrating the Start Review Process logic —

totalCount = count(Reviewers) //Reviewers may include both user names and group names.
//totalCount represents count of all such names.
countIndex = 0
do
{
isGroup = is Reviewers[countIndex] a group ? (DQL Query)
if (isGroup) //if the name at Reviewers[countIndex] is a group

{
expand group for reveiwer Reviewers[countIndex] into multiple users
and assign them to AllReviewers at the beginning of the list
TotalExpandedCount = count (AllReviewers)
ExpandedCountIndex = 0
}
else //if the name at Reviewers[countIndex] is an individual user
{
AllReviewers[0] = Reviewers[countIndex]
TotalExpandedCount = 1
ExpandedCountIndex = 0
}
do
{
Invoke "Vote On Grant Request" process for AllReviewers[ExpandedCountIndex]
ExpandedCountIndex = ExpandedCountIndex + 1
} while (ExpandedCountIndex < TotalExpandedCount)
countIndex = countIndex + 1
} while (countIndex < totalCount)
Type Name Purpose

grant request.
Process variable Total Count Holds the number of users and groups that the
Grants Manager selects for the review.
Process variable CountIndex Tracks the number of individuals reviewers and
groups selected by the Grants Manager.
Process variable ReviewFolder Holds complete path to the Review History folder.
Process variable Reviewers Holds the name attribute of the grant reviewer.
(SDT)
Process variable All Reviewers Holds the attributes for all of the reviewers
(SDT) including information about if the reviewer
belongs to a group, what the total count of the
group is, the index of that group, and the review
instructions from the grants manager.
Type Name Purpose

Process variable IsGroup Holds the number of reviewers in a group.
Process variable TotalExpandedCount Holds the total number of reviewers in a particular
group.
Process variable ExpandedCountIn- Used to track the number of names in the group
dex that has been expanded into a list of individual
users.
Process variable ReviewInstructions Holds the review instructions from the grants
manager.
Note: The system uses TotalCount and CountIndex when it loops through the list of users
and groups that the Grants Manager selects are reviewers. It uses TotalExpandedCount and
ExpandedCountIndex when it loops through the expanded list of user from a group.
Initialize Process Variables

This Process Data Mapping activity maps the grant request information from the GrantRequest
package to the Review History folder and counts the number of reviewers that the Grants Manager
has selected.
Signal Grant Status Monitoring Process — InReview

This HTTP Outbound activity notifies the system that the status of the grant application is In Review.
Is Group
This activity runs a DQL query to evaluate if the selected reviewer is a group or an individual user
and stores that information in the process variable IsGroup.
Expand Group
If the reviewer is a group, this DQL Read activity gets the individual usernames from the group and
adds those names to the list of grant reviewer names.
Copy User
This Process Data Mapping activity finds individual user names (that are not part of a group) adds
this username to the list of reviewers.
Invoke Vote on Grant Request

This Invoke Process activity starts the Vote on Grant Request process.
More Reviewers
This Process Data Mapping activity checks for more users in the list of reviewers that is comprised of
a single user name or the expanded list of user names from a group.
More Total Reviewers

This activity refers back to the original list of reviewers that was selected by the Grants Manager and
checks to see if there are more individual users or groups.
Finalize
Vote on Grant Request
The Vote on Grant Request process template creates the review data object and links it to the Review
History folder after the Grants Reviewer votes. It then maps the request package data to process
variables to display in Task List.
After the reviewer votes, the remarks are captured and added to the Review History folder.
The Grants SDT ACL enables the reviewers to have write permission on the SDT GrantReviewDetails..
After the reviewer votes, the remarks are captured and added to the Review History folder.
Type Name Purpose

grant request.
Process variable Performer The name of the reviewer.
Process variable Review Folder The name of the review folder.
Process variable Review EntryId This is the object ID of the review object.
Process variable GrantRequestForT- Holds the grant request attributes that appear in
(SDT) askList the TaskList. These include the attributes for grant
ID, applicant name, funding purpose, funding
amount, received date, due date, priority, and
status.
Process variable GrantReviewDetails Holds the attributes that are used during the
(SDT) review process. These include attributes for: grant
ID, grant owner, reviewer name, remarks, and
reviewer decision.

Monitored Monitored
Reviewer Votes Average Review Duration (hours) N/A
Durations
Performer Name
Reviewer Votes Grants Reviewer Activity N/A
Workload
Performer Name
Create Reviewer Entry

This DQL Write activity creates a row in the grant_review_entry signifying that the grant request has
been sent for review.
Map Request Attribute to Process Variable for TaskList

This Process Data Mapping activity maps the attributes from the GrantRequest package to the
GrantRequestForTaskList SDT.
Reviewer Votes
This is a manual activity that uses the Grant Reviewer Task Form to capture reviewer comments.
The performer of the task is based on process data. When creating the activity, the performer of the
review is selected based on the value of the Performer process variable.
Vote Yes/Vote No
This DQL Write activity updates the ReviewEntryID process variable and the SDT attributes,
remarks_category and reviewer_category with the reviewer’s decision.
Finalize
Check Grant Request Status
When the Grant Applicant uses the Grant Application Portal to check the status of the request, the
Check Grant Request Status process template retrieves the grant status. It then takes the grant ID
from the incoming request, finds the current status, and sends a response back to the Grant Applicant.
Type Name Purpose

Process variable RequestId Used for the correlation set Grant Status
Correlation (RequestId)
Process variable GrantStatus Used to hold the status of the grant request.
Process variable GrantCreationDate Used to hold the date the grant request was
created.
Process variable IsValid Currently unused.
Initialize Process Variable with Request ID activity

This is an HTTP Inbound – Initiate activity that maps the requestID from the incoming message’s URL
Parameter to the RequestId process variable. The system also sets the CorrelationID in the response
to the correlation identifier from the work item.
Find Grant Request Status activity

This is a DQL Read activity that finds the grant request based on the RequestID, retrieves the status,
and creation date and maps them to the process variables GrantStatus and GrantCreationDate.
Respond with Grant Request Status

This is an HTTP Inbound – Step activity that maps the GrantStatus and GrantCreationDate variables
to the email response header. The system uses the CorrelationID value set in the first activity of this
process as the Correlation Property in the response to ensure message matching.
Note: The Correlation Set mapping in this activity is not required nor is it used in this activity.
Grant Request Status Monitoring Process
The Grant Request Status Monitoring process template is invoked by the Create Grant Request
process and is used to monitor the progression of the request. As different processes in the Grants
Management sample application work on the request, they notify this process of the most current
state of the request.
This process enables the reports to show the progress of each open grant application. Since there are
many individual processes that contain only partial information about the progress of the application,
it was necessary to create on process that reported on the entire lifecycle of the grant request.
Activity Report Name Standard Data Business Data Monitored

Name Monitored
Approved Approved Funding grant_request:
Total Last Month
funding_amount
Activity Report Name Standard Data Business Data Monitored

Name Monitored
Average Grant Duration
Review (Days)
Process
Grant Applications Number of Grants grant_request:
by Purpose
formal_remarks
funding_purpose
Submitted New Grant grant_request:
Applications By
Activity Instance ID
State
applicant_state
New Applications Count of Started
Received Instances
Start Date and Time

Submitted New Grant grant_request:
Applications By
Activity Instance ID
City
applicant_city
Average Grant Duration (hours)
Duration (Hours)
Process
Grant Duration Duration (hours)
(Hours)
Open Grants Duration (hh:mm:ss) grant_request:
Process.PE Applicant
Amount Requested
Process Instance ID Description
Funding Purpose
Start Date and Time Grant ID
The system displays this information in the Grants In Progress dashboard for the Grants Manager.
The process tracks the following statuses: pending info, in review, approved, and denied.
Type Name Purpose

grant request.
Process variable GrantRequestNum- Holds the grant ID for the grant.
ber
Submitted
Submitted a start activity that is triggered by an invoke process activity belonging to the Create Grant
Request process. This is an automatic activity that uses the dm_noop_auto_method_java method.
Pending Info
This is an HTTP Inbound activity that maps the RequestId from the incoming request to the
GrantRequestNumber process variable to achieve message correlation.
In Review
Approved/Denied
Archived
Chapter 5
Implementing the Presentation Layer
This section lists the components that control the user interface for the Grants Management sample
application. These components are pre-configured and installed on your system when you install
the xCelerated Composition Platform or when you deploy the GrantsManagement.dar and the
grants.war files.
Users, Roles, and Permissions

Strong security is a key element of the xCelerated Composition Platform, which leverages the rich
security mechanisms of Documentum Content Server. The Grants Management sample application is
delivered with pre-configured users and roles for all necessary functions in the application.
The Documentum Content Server Fundamentals Guide provides more information on users, roles, client
capability, privileges, and ACL/permission sets.
Users and roles

The following are pre-configured roles, usernames, and passwords that must be used in the Grants
Management sample application:
Table 31. Roles
Role Membership Username/Password

grants_administrator form_user admin1/admin1
queue_manager
Role Membership Username/Password

grants_manager form_user mgr1/mgr1
queue_processor mgr2/mgr2
mgr3/mgr3
grants_reviewer form_user reviewer1/reviewer1
reviewer2/reviewer2
reviewer3/reviewer3
reviewer4/reviewer4
reviewer5/reviewer5
Role permissions
The following user role permissions are pre-configured and installed with the Grants Management
sample application:
Table 32. Role permissions
Role Client Capability Privileges Extended Privileges

grants_administrator Contributor none none
grants_manager Contributor none none
grants_reviewer Contributor none none
Permissions
The following Access Control Lists (ACLs) are pre-configured and installed with the Grants
Management sample application. These ACLs are used in all of the processes, forms, folders, and
data within the Grants Management sample application.
Table 33. Delivered ACLs
Component ACL Permissions

Form templates Forms User Default ACL Administrator – Write
Process template Grants Process Template ACL Manager – Write

Administrator – Write
Reviewer
Manager –– Write
Relate
Reviewer – Relate
Component ACL Permissions

Process variables (including Grants SDT ACL Administrator – Write
SDTs)
Manager – Write
Reviewer – Write
Folders (grant_request) Grants Request ACL Administrator – Delete
Grant Application (high Grants ReadOnly ACL Manager – Write

Administrator – Delete
fidelity form)
Reviewer –– Version
Manager Write
Reviewer – Version
Delivered Folder Structure
The Grants Management sample application is installed with the following folder structure for
the Grants Management sample application:
Table 34. Delivered folders
Folder Purpose
Grants Root Folder The main folder for the grant request. It contains all of the
required supporting documentation along with the Grants
Review History Folder and the Grants Submitted Application
folder.
Grants Submitted Application A sub-folder that contains an instance of the submitted
Folder high-fidelity Grant Application form.
Grants Review History Folder A sub-folder that displays the status of the reviews along with
comments and recommendations from the reviewers.
Grant Application Portal

The Grant Application Portal is a lightweight web application that enables users to access the Grant
Application form, complete the form, and submit it online. The Grant Applicant can also use this
application to check the status of their request. This portal is installed automatically along with the
Grants Management sample application as part of the xCelerated Composition Platform or can be
deployed separately by using the grants.war file that is available on Subscribenet.
Figure 16. Grant Application Portal
Delivered Forms Builder form templates

Documentum Forms Builder is the tool used to configure form templates. The Forms Builder
forms render the configured components that are displayed in the TaskSpace applications. These
components are pre-configured and installed on your system when you install the xCelerated
Composition Platform or when you deploy the GrantsManagement.dar and the grants.war files.
The Documentum Forms Builder User Guide provides more information on editing and creating
Forms Builder forms.
Grant Application Request Form

This is the high-fidelity form that the Grant Applicant completes and submits to begin the grant
application request process. This form can be submitted either online or as an email attachment.
The data from this form is the complete grant request metadata and appears in the Grant Request
Folder Form. An instance of this form is also saved to the Submitted Application Folder that is
available to the Grants Manager and Grants Reviewer task list forms.
All of the fields are standard fields and tab order can be configured as with any standard form.
Note: The Funding Amount field restricts applicants to entering values less than $2 billion. The
system replaces dollar values that exceed that limit.
Individual applicants are restricted to applying for $500,000 or less, and receive an email notification
stating that their application is ineligible due to the excessive funding request. Organizations are able
to request up to the $2 billion limit.
The Documentum Forms Builder User Guide provides more information on this topic in the section
entitled “Creating a high fidelity form template.”
Figure 17. High-fidelity Grant Application form in Forms Builder
Figure 18. High-fidelity form in the Grant Application Portal
Submit buttons
To use the button that is embedded in the high-fidelity form, the Grant Applicant must have
OpenOffice.org Writer installed on their local machine. When the Grant Applicant is done, they click
submit button on the offline form to submit the Grant Application Request using email or HTTP.
Since the Grant Applicant can also submit the application online, the form was designed to include
another button to submit the application online using HTTP. The Applicant clicks the Submit the
form button above the Grant Application Request form to submit the form online using HTTP. The
system sends the form to a URL that has been configured and is monitored by Process Integrator, the
message integration component of the xCelerated Composition Platform.
Modifying the Grant Application Request form
You can add, modify, or pre-populate the fields of the Grant Application Request form and use the
customized form instead of the application form that is delivered with the application.
Editing the fields of the ODT form — To add or remove fields from the high fidelity form, use
Documentum Forms Builder. Open the Grant Application Request form in Forms Builder, modify
the form, and save, validate, and install the new form in the repository. After the form is installed,
copy it to the path specified in the following procedure to add a modified form. The Documentum
Forms Builder User Guide provides more information on editing high fidelity forms in the section
entitled “Editing high fidelity form templates.”
Note: Use care when editing fields. Deleting fields that are used in the processes can break existing
functionality in the application. Similarly, when adding a new field you must modify the process
data, forms, and processes to make use of the newly added field.
Pre-populating the values in the ODT form — To populate values in the fields of the application
form, use either Documentum Forms Builder or the OpenOffice.org client and type in the values
you want to pre-populate.
To add a modified form:

1. Stop the Java Method Server.
2. Locate the delivered ODT file and copy it to a temporary folder.
The Grant application request form is located in the following path:
%DOCUMENTUM%\jboss4.2.0\server\DctmServer_MethodServer\deploy\grants.
war\resources\odt\GrantApplicationRequestForm.odt
3. Open the form in the OpenOffice.org client or Documentum Forms Builder and modify the form.
Note: You must use Documentum Forms Builder to edit the fields of the form. You may use
either the OpenOffice.org client or Documentum Forms Builder to pre-populate fields.
4. Save your changes and ensure that the filename remains GrantApplicationRequestForm.odt.
5. Copy the GrantApplicationRequestForm.odt file back to
%DOCUMENTUM%\jboss4.2.0\server\DctmServer_MethodServer\deploy\grants.
war\resources\odt\GrantApplicationRequestForm.odt
6. Restart the Java Method Server.
7. Ensure that the system is using the modified form by accessing the Grant Application Portal at
http://hostname:port/grants/apply and viewing the application form.
Grant Request Folder Form

This folder information form appears as part of the Grant Manager Task form and the Grant Reviewer
Task form. The system retrieves the process data from the high fidelity form, which has been mapped
to the various process data attributes.
The folder form then displays the data to the Grants Manager. The form displays three tabs: Request
Information, Applicant Information, and Assessments. The Request Information and Applicant
Information tabs display information from the grant application. This process data is derived from
the grant_request and Applicant.
The Assessments tab displays an applicant rating and a risk factor, which is automatically assigned
by the system during the grant request creation process. This assessment originates in the process
activities or optionally, can be received from a business rules software program such as Corticon. The
Grants Manager and Grants Administrators can change the applicant rating and risk factor and they
can add risk details. This is a role-based privilege and is assigned in the form.
The folderview control enables inline folder view and shows breadcrumbs to allow TaskSpace users
to navigate to any of the ancestor or root folders along the path.
The height of the folder view is configured in TaskSpace. Individual users can override this
configuration in their personal Preferences.
Show Discussion is an Invoke Button and launches the grant_discussion action that is configured in
TaskSpace. The discussion is configured to appear in a pop-up window.
Figure 19. Grant Request Folder Form in Forms Builder
Figure 20. Grant Request Folder Form in TaskSpace
Grants Root Folder Contents

This folder establishes the root folder path for the Submitted Application folder, Review History
folder, and Correspondence folder. The document search is designed to show only the object name,
with the content type and object type included as hidden fields.
Note: The drop-down filter does not appear on the TaskSpace page, but acts as a default for the
display of the folder contents in the form. During folder navigation, if a user navigates to a subfolder,
selects the option to view documents only, and then navigates back up to folder that only contains
folders, nothing appears to the user. The filter ensures that the form adheres to the filter settings
when it loads and when the user navigates through the folder hierarchy.
Figure 21. Grants Root Folder Content in Forms Builder
Figure 22. Grants Root Folder Content in TaskSpace
Grant Submitted Application Folder Content
This folder establishes the folder path where the submitted applications are placed within the Grants
Root Folder. The document list is designed to show only the object name and modify date, with the
content type, object type, and object ID included as hidden fields.
Figure 23. Grant Submitted Application Folder Content in Forms Builder
Figure 24. Grant Submitted Application Folder Content in TaskSpace
Grant Review History Folder Content
The folder content form is associated with the Review History folder and displays the status of the
reviews along with comments and recommendations from the reviewers. The document list is
designed to show the modify date along with the reviewer name, action, category, and remarks.
Figure 25. Grant Review History Folder Content Form in Forms Builder
Figure 26. Grant Review History Folder Content Form in TaskSpace
Grant Correspondence Folder Content Form
The folder content form is associated with the Correspondence folder and contains incoming and
outgoing correspondence with attachments. When the Grants Manager initiates correspondence by
selecting the Request Documents button, the system creates a folder that contains the outgoing
message and any response messages including their attachments. The folder name uses the date and
time at which the Request Documents process began.
Reviewers have read-only access to items in the Correspondence folder and cannot participate in
discussions related to items in the Correspondence folder. Administrators have read-only access to
the items in the Correspondence folder but are able to participate in discussions related to items in
the folder.
Figure 27. Contents of Correspondence root folder
Figure 28. Contents of the message folder
Grant Manager Task List

The task list form enables an individual Grants Manager to search for the grant requests that have
been assigned to the task list based on process metadata. The returned list of grant requests enable
the manager to drill down to the individual grant request in the Open Items tab.
The search criteria on the form include the grant ID, the name of the applicant, the requested grant
amount, date ranges for both received data and due date, and priority.
When creating a task list page, ensure that you have a finalized design before laying out the page.
Any changes to fields will rearrange the page and override custom labels and custom layout.
Figure 29. Grant Manager Task List in Forms Builder
Figure 30. Grant Manager Task List in TaskSpace
Grant Manager Task Form

This is the task form for the manager review in TaskSpace. This form enables the Grants Manager to
perform all of the functions involved in managing the grant request.
The form includes the Grant Request folder information form that displays data from the grant
application. The task form also contains the Submitted Application, Review History, and
Correspondence folders.
Buttons on the form enable the manager to send the grant to a list of reviewers, notify the applicant
with ad hoc comments, request the required documents, and approve or deny the request. The
Approve button is only enabled when the checkboxes for the required documents are all selected.
The rule that defines this behavior is defined in the button’s properties.
The field that identifies the Owner of the grant request is populated with the ProcessName field.
Adaptors used in the Grant Manager Task Form — There are two custom adaptors used in the
Grant Manager Task Form.
• The system uses the FormSendNotificationDataSourceAdaptor to populate some of the fields in
the email correspondence between the Grants Manager and the applicant. The adaptor retrieves
the email address and name of the applicant from the grant_request package. It also supplies the
grant request number for the subject of the email notifications and queries for the Grant Manger’s
email address and populates the sender email information.
• The CopyDataToObjectAttribute adaptor initializes when the form opens. The adaptor serves
two purposes. It displays the performer name as the owner of the grant request and it makes this
information available to BAM for inclusion in many of the dashboard reports.
Table 35. Buttons and related components
Button Button Type Action Form Opened Invoked Process

Name
Send to Invoke grant_start_ Grant Initiate Vote on Grant Start Review Process
Reviewer reviewer_ Request Process Form (User-
process GroupInCaseReviewerSelec-
tor adaptor)
Notify Invoke grant_send_ Grant Initiate Correspondence Send Notification
Applicant notification_ Process (FormSendNotifi-
initiate_ cationDataSourceAdaptor
process adaptor)
Request Invoke grant_send_ Grant Initiate Request Sup- Request Documents
Documents request_ porting Documents Process
for_addi- Form (FormSendNotification-
tional_doc- DataSourceAdaptor adaptor)
umenta-
tion_initi-
ate_process
Approve Forward Forwards the N/A N/A
task through
the process
Deny Reject Rejects the N/A N/A
task
Required Documents Received group box — All three of the required documents must be selected
to enable the Approve button. The data binding is defined in the properties of each field.
Grant Request Folder View — The folder view control adds a box inside the task template at
runtime that displays the Grant Request Folder information. The folder view is bound to the
DocumentId of the GrantRequest package.
Figure 31. Grant Manager Task Form in Forms Builder
Figure 32. Grant Manager Task Form in TaskSpace
Grant Reviewer Task List Form

The task list form enables an individual Grants Reviewer to search for the grant requests that have
been assigned to them based on process metadata. The returned list of grant requests enable the
reviewer to drill down to the individual grant request in the Open Items tab.
The search criteria on the form include the grant ID, the name of the applicant, the requested grant
amount, date ranges for received data, and priority.
When creating a task list page, ensure that you have a finalized design before laying out the page.
Any changes to fields will rearrange the page and override custom labels and custom layout.
Figure 33. Grant Reviewer Task List Form in Forms Builder
Figure 34. Grant Reviewer Task List Form in TaskSpace
Grant Reviewer Task Form

This is the form that the reviewer uses to select a remark type, enter review remarks, and vote to
deny or approve the request.
The Grant Manger’s name is derived from the grant_owner attributes of the GrantReviewDetails
structured data type. The Instructions text box is populated with information that is contained in the
ReviewInstruction process variable.
The reviewer is required to select a remark type and enter remarks regarding their review. This
information is mapped to the remarks_category and the reviewer_remarks attributes of the
GrantReviewDetails structured data type.
The Vote to Approve button is a forward button that sends the task forward through the process. The
Vote to Deny button sends the task to a reject flow.
Figure 35. Grant Reviewer Task Form in Forms Builder
Figure 36. Grant Reviewer Task Form in TaskSpace
Grant Initiate Vote on Grant Request Process Form

This initiate process form enables the manager to select reviewers from a list, provide instructions,
and send the grant request to the reviewer’s inbox. This form invokes the Start Review Process
when the manager clicks Send.
This form uses the Data Source adaptor UserGroupInCaseReviewerSelector to populate the list of
reviewer names from the name attribute of the Reviewers structured data type. If the reviewer is a
group, it expands the group into multiple users and assigns them to AllReviewers at the beginning
of the list.
Figure 37. Grant Initiate Vote on Grant Request Process Form in Forms Builder
Figure 38. Grant Initiate Vote on Grant Request Process Form in TaskSpace
Grant Initiate Correspondence Process Form

The initiate process form enables the manager to send an email to the applicant. When the manager
submits the email, the form invokes the Send Notification process.
This form uses the SendNotificationDataSourceAdaptor to populate the To: field with the grant
applicant’s email address, the Subject with the title of the funding project, and From field with the
sender email address when the form initializes. The information for these fields is retrieved from the
process variables RecipientEmailAddress, Subject, and SenderEmailAddress.
Note: The From field is hidden in TaskSpace.
Figure 39. Grant Initiate Correspondence Process Form in Forms Builder
Figure 40. Grant Initiate Correspondence Process Form in TaskSpace
Grant Initiate Request Supporting Documents Process

Form
The initiate process form sends an email request to the applicant asking them to send the required
supporting documentation. When the manager submits the request, the form invokes the Request
Documents process.
This form uses the SendNotificationDataSourceAdaptor to populate the To, Subject, From, and Grant
ID fields with process data when the form initializes.
Note: The From and Grant ID fields are hidden in TaskSpace.
Figure 41. Grant Initiate Request Supporting Documents Process Form in Forms Builder
Figure 42. Grant Initiate Request Supporting Documents Process Form in TaskSpace
Grant Request Search Form

This search form enables the Grants Administrator to search for and retrieve a list of grant requests
from within the system.
The returned list of grant requests enable the administrator to drill down to the individual grant
request in the Open Items tab.
The system returns results containing any of the search criteria entered in the fields on the page. All
fields on the search form support the contains clause. So, if the Grants Administrator enters smith,
the system returns any records that contain the string smith including records like John Smith and
Jane Nesmith.
When creating a search page, ensure that you have a finalized design before laying out the page. Any
changes to fields will rearrange the page and override custom labels and custom layout.
Figure 43. Grant Request Search Form in Forms Builder
Figure 44. Grant Request Search Form in TaskSpace
Grant WQ Task List

Displays the work queue that the Grants Administrator uses to manage the workload of the Grants
Managers.
The work queue task list form enables the administrator to search for the grant requests that have
been assigned to the work queue based on process metadata. The returned list of grant requests
enable the administrator to perform actions such as unassign, reassign, or suspend the tasks.
When creating a search page, ensure that you have a finalized design before laying out the page. Any
changes to fields will rearrange the page and override custom labels and custom layout.
Figure 45. Grant WQ Task List in Forms Builder
Figure 46. Grant WQ Task List in TaskSpace
Delivered TaskSpace components

The following section describes the TaskSpace components that were created specifically for the
Grants Management sample application in addition to the inherited TaskSpace components. These
components are pre-configured and installed on your system when you install the xCelerated
Composition Platform or when you deploy the GrantsManagement.dar and the grants.war files. The
Documentum TaskSpace Configuration Guide describes how to edit and create TaskSpace applications
and components.
Main configuration
The title, top bar, and login logo for the Grants Management sample application are pre-configured
and delivered with the application. Different formats are also set to specific viewers in the
configuration page.
Components node
In the TaskSpace Configuration tab, the Components node displays a list of the current components
for the application.
Table 36. Grants Managements sample application delivered components
Name Type Description
Grant Correspondence Folder Content Folder This folder establishes the folder path
Form Contents for the Correspondence folder.
Grant Manager Task Form Task This is the task form for the manager
review.
Grant Manager Task List Form Task List This is the My Grants tab and displays
the Grant Manager task list.
Grant Request Folder Form Folder This folder information form
Information displays three tabs: Request
Information, Applicant Information,
and Assessments. The Request
Information and Applicant
Information tabs display information
from the grant application. The
Assessments tab displays an applicant
rating and a risk factor that is initially
assigned by the system during the
grant request creation process.
Grant Request Search Form Search This search form enables the Grants
Administrator to search for and
retrieve a list of grants from within
the system that contains the specified
search criteria.
Grant Reviewer Task Form Task This is the form that the reviewer uses
to select and type review remarks and
to vote to deny or approve the request.
Grant Reviewer Task List Form Task List This is the My Tasks tab and displays
the new tasks that the reviewer has.
Grant Review History Folder Content Folder This folder establishes the folder path
Contents for the Review History folder.
Grants Root Folder Content Folder This folder establishes the root folder
Contents path for the Submitted Application
folder, Review History folder, and
required supporting documents.
Grant Submitted Application Folder Folder This folder establishes the folder path
Content Contents where the submitted applications are
placed within the Grants Root Folder.
Grant WQ Task List Task List Displays the work queue that the
Grants Administrator uses to manage
the workload of the Grants Managers.
Dashboards node
In the TaskSpace Configuration tab, the Dashboards node displays a list of the current dashboards for
the application.
Table 37. Grants Managements delivered dashboards
GrantsFunding Dashboard This is the Funding tab that provide Grants

Administrators a gauge report that shows the
average overall funding amount and another
report that shows the average funding amount
approved per manager.
GrantsInProgress_Dashboard Dashboard This is the Grants In Progress tab that displays
the GrantsInProgress_Dashboard dashboard
and is available only for the Grants Manager.
Grants Managers can only see grants that they are
managing.
GrantsTrends_Dashboard Dashboard This is the Grants Trends tab that displays the
GrantsTrends_Dashboard dashboard and is
available only for the Grants Administrator.
GrantsWorkerPerformance_ Dashboard This is the Worker Performance tab that displays
Dashboard the GrantsWorkerPerformance_Dashboard
dashboard and is available only for the Grants
Administrator.
Processes
The Process Management node enables you to search for and then administer process templates
and the associated process instances.
See Chapter 4, Implementing the Business Logic for a list of delivered process templates and their
function within the Grants Management sample application.
Tabs
In the TaskSpace Configuration tab, the Tabs node displays a list of the delivered tabs for the Grants
Management sample application.
Table 38. Grants Management sample application delivered tabs
Grants_Administrator_ Task List The Tasks tab that displays the Grants Administrator’s
Task_List task list.
Grants_Folder Folder The Grants folder that uses the Grants Root Folder
content template. This folder contains the Review
History Folder, the Submitted Application Folder, and
the required documentation.
Grants_Funding Dash- The Funding tab that displays reports to the Grants
board Administrator that show overall funding and funding
approved per manager.
Grants_Manager_Task_List Task List The My Grants tab that displays the task list form for
the Grants Manager.
Grants_Reviewer_Task_List Task List The My Grants tab that displays the for the task list
form used by the Grants Reviewer.
Grants_Search Search The Search tab that displays the Grant Request search
form that enables the Grants Administrator to search
for and retrieve a list of grants from within the system.
GrantsInProgress Dash- The Grants In Progress tab that displays the
board GrantsInProgress_Dashboard to the Grants Manager.
GrantsTrends_Tab Dash- The Grants Trends tab that displays the
board GrantsTrends_Dashboard to the Grants Administrator.
GrantsWorkerPerformance Dash- The Worker Performance tab that displays the
board GrantsWorkerPerformance_Dashboard to the Grants
Administrator.
Figure 47. Configured options for the Grants_Administrator_Task_List tab
Figure 48. Configured actions for the Grants_Administratorr_Task_List tab
Configurable actions
In the TaskSpace Configuration tab, the Actions node displays the list of the delivered actions for
the Grants Management sample application.
Table 39. Grants Management sample application configurable actions
Name Label Description
grant_discussion Show Discussion Enables discussions on the

current folder.
grant_send_notification_initiate_ Send Correspondence Starts the Send Notification
process process.
grant_send_request_for_additional_ Request Documents Starts the Request Documents
documents_initiate_process process.
grant_start_reviewer_process Start Reviewer Process Starts the Start Review process.
Menus
There are no custom menus delivered with the Grants Management sample application.
Roles
In the TaskSpace Configuration tab, the Roles node displays the list of the delivered roles for the
grants_manager
Tabs — The Grants Manager has access to the following delivered tabs:
• Grants_Manager_Task_List
• GrantsInProgress
Global Search — The Grants Manager does not have global search capability.
Workflow — The Grants Manager has access to the grants_wq queue.
Folder View — The Grants Manager has access to the following folders in the Grants root folder:
• grant_correspondence_folder
• grant_request
• grant_review_history_folder
• grant_submitted_app_folder
• dm_folder
Document View — The Grants Manager has access dm_document and it is mapped to the
DefaultDocView.
Menus — The Grants Manager has access to dm_folder object types.
grants_reviewer
Tabs — The Grants Reviewer has access to the following delivered tab: Grants_Reviewer_Task_List
Global Search — The Grants Reviewer does not have global search capability.
Workflow — The Grants Reviewer is not assigned to a work queue.
Folder View — The Grants Reviewer has access to the following folders in the Grants root folder:
• grant_request
• dm_folder
Document View — The Grants Reviewer has access to dm_document.
Menus — The Grants Reviewer has access to dm_folder object types.
grants_administrator
Tabs — The Grants Administrator has access to the following tabs:
• Grants_Search
• Grants_Administrator_Task_List
• GrantsWorkerPerformance
• GrantsTrends_Tab
• Grants_Funding
Global Search — The Grants Administrator can search the following:

• Grants_Search
• Grant Request Search Form
Note: See the Search Term text box on the Global Search tab to view the select statement that defines
the search.
Workflow — The Grants Administrator has access to the grants_wq queue and the Grant WQ
Task List.
Folder View — The Grants Administrator has access to the following folders in the Grants root
folder:
• grant_request
Document View — The Grants Administrator has access dm_document.
Menus — The Grants Administrator has access to dm_folder object types.
Types
In the TaskSpace Configuration tab, the Types node displays the list of the delivered types for the
Table 40. Grants Management sample application delivered types
Name Type Super Type
grant_correspondence_folder standard dm_folder

grant_request standard dm_folder
grant_review_entry standard dm_sysobject
grant_review_history_folder standard dm_folder
grant_submitted_app_folder standard dm_folder
Chapter 6
Monitoring the System
The Grants Management sample application ships with four dashboards that analyze business trends,
performance and progress of submitted grant applications. Only Grants Administrators and Grants
Managers have dashboards assigned to their roles.
Each dashboard consists of reports that follow a theme:
• The Grants In Progress dashboard provides detailed information about submitted grant
applications. Grants In Progress dashboard and reports, page 125 provides more information.
• The Grants Trends dashboard contains reports that illustrate general trends about grant requests.
Grants Trends dashboard and reports, page 132 provides more information.
• The Worker Performer dashboard reports on the performance and productivity of Grants
Reviewers and Grants Managers. Worker Performance dashboard and reports, page 144 provides
more information.
• The Funding dashboard contains two reports that calculate the average amount of grant money
being managed by Grant Managers. Funding dashboard and reports, page 154 provides more
information.
Process Reporting Services (PRS) is a report design tool. This tool is a core component of the
xCelerated Composition Platform (xCP). The Documentum Business Activity Monitor Implementation
Guide provides instructions on how to create and edit BAM reports that are displayed in dashboards.
Grants In Progress dashboard and reports

The Grants Manager uses the Grants In Progress dashboard to view reports that provide information
about individual grant requests. This information includes a list of grant applications currently being
processed. The dashboard also includes dial gauge reports that calculate the time it takes to process
grant applications. Grants Managers can see only the grant applications that they are managing.
The Grants In Progress dashboard contains the following reports:
• Open Grants
• Grant Duration (Hours)
• Process Diagram
Figure 49. Grants In Progress Dashboard in TaskSpace
Figure 50. Open Grants Report in PRS
Open Grants report

The Open Grants report lists all open cases in which a Grants Manager participates. The Grant
ID column is configured as a multi-drill-down. When a Grants Manager selects a grant ID, the
following occurs:
• The Average Grant Duration (Hours) gauge changes to the Grant Duration (Hours) gauge. The
Grant Duration (Hours) gauge displays the time (in hours) that a grant application has been in
progress.
• The system populates the Process Diagram dashlet with a diagram to indicate the progress of the
grant application as it travels through the Grant Request Status Monitoring process.
The Open Grants report consists of the following features:
Table 41. Open Grants report configuration
Report Element Value(s) Description

Report entities Process Execution, Activity This report is formatted as a table
Execution, and grant_request that displays information about
specific process instances (provided
by the Process Execution entity).
Within each process instance, the
report displays information about
each grant application (provided by
the grant_request entity).
The Activity Execution report

entity is included for filtering. The
Submitted activity within the Grant
Request Status Monitoring process
contains all business data captured
on the grant application submitted by
a requestor. The Activity Execution
entity is included so that a filter can
be defined to display this data.
Fields selected • Process Execution: Duration Multiple fields can be selected for
(hh:mm:ss), Process Instance ID, this report. The report designer must
Start Date and Time choose the fields that are relevant
for the report. This report displays
• Activity Execution: None basic information for each grant:
the applicant name, the amount
• grant_request: Applicant, requested, the purpose of the grant,
Amount Requested, Description, and so forth.
Funding Purpose, Grant ID
In this report, the field captions have
been modified as follows:
• Applicant was originally
applicant_legal_name
• Amount Requested was originally

funding_amount
• Description was originally

funding_description
• Funding Purpose was originally

funding_purpose
• Grant ID was originally

grant_request_id
In addition, the Activity Execution

report entity does not have any fields
selected. This is because Activity
Execution is used exclusively for
filtering.
Data source filtering • Process Execution: The data source is filtered on both
the Process Execution and the
PRO.Process-Name = Activity Execution report entities.
'Grant Request Status This report includes only data for
Monitoring Process' AND Grant Request Status Monitoring
MSC.Is-Ongoing='True' AND processes (PRO.Process-Name =
BSD.GRANTREQUEST-grant_ ’Grant Request Status Monitoring
owner = '@User@' Process’) that are currently in-flight
(MSC.Is-Ongoing=’True’), and
• Activity Execution:
within these processes, only
ACT.Activity-Name data for the Submitted activity
= 'Submitted' AND (ACT.Activity-Name = ’Submitted’).
ACT.Process-Name = 'Grant
Request Status Monitoring In addition, the BSD.
Process' GRANTREQUEST-grant_owner
= ’@User@’ segment of the process
filter expression is a filter variable.
Consider using a filter variable when
report results must be limited to
display data relevant for a specific
user. In this example, the name of the
performer is captured in the package.
This is used in the filter expression so
the Grants Manager sees only those
grants they are working on.
Chart type Table

Chart data • Column-1: Grant ID In table reports, the columns can be
configuration arranged in any order. While Process
• Column-2: Start Date and Time Instance ID is included in the data
source, it is not visible in the report.
• Column-3: Duration (hh:mm:ss) That is, there is no Process Instance
ID column in the report. In this
• Column-4: Funding Purpose
report, Process Instance defines the
• Column-5: Amount Requested event of a multi-drill-down report.
• Column-6: Description
• Column-7: Applicant
• Column-8: None
Multi-drill Process Instance is selected as the Every process is assigned a Process
configuration in Dashboard Event Instance ID automatically. This
PRS identification number is monitored
and can be included in a report.
Instead of being visible in this report,
the Process Instance ID is used in a
multi-drill configuration. Multi-drill
reports are configured in the Chart
Data tab. In this example, the Process
Instance ID is coupled with the Grant
ID column. This enables dashboard
users to select a specific Grant ID,
which then updates the contents
of surrounding reports to display
data for the corresponding process
instance.
Average Grant Duration (Hours) report

The Grant Duration (Hours) gauge calculates the average time (in hours) that grant applications
are processed in the Grant Request Status Monitoring process. The Average Grant Duration (Hours)
report consists of the following features:
Table 42. Average Grant Duration (Hours) report configuration

Report entities Process Execution The Process Execution entity is used
for two reasons:
• It contains the query that returns
hourly duration data.
• It queries process instance tables

within the BAM database as
opposed to aggregation tables.
The resulting data set is then
aggregated. In this case, the
duration (hours) field is averaged.
Fields selected Duration (hours) and Process To calculate an average, the duration
(hours) must be included in the data
source.
Report aggregation also requires a

group-by field to be selected. The
group-by field indicates the column
of data over which the aggregation
function applies. In this example, the
Process column acts as the group.
Report aggregation Duration (hours) is averaged. This report calculates the average
time (in hours) to complete a
Process is grouped. Grant Request Status Monitoring
process. This calculation is based
on all process instances that have
been started and provides a single
duration value for this group of
instances.
Data source filtering Process Execution: This filter restricts the dial gauge
to calculate an hourly average
PRO.Process-Name = 'Grant
duration only for the Grant
Request Status Monitoring
Process'
(PRO.Process-Name = ’Grant Request
Status Monitoring Process’). No
other processes are included in the
average.
Chart type Gauge

Chart data Category (X) axis: Duration (hours) Category (X) axis is the only chart
configuration data configuration option available.
For gauge reports, the column
containing numeric data is always
selected.
Chart properties • Range-1: 0 to 40 In this case, the default range values
are used. An average duration value
• Range-2: 40 to 70 of less than 40 hours is in the green
zone; an average of between 40 and
• Range-3: 70 to 100 70 hours is in the yellow zone, and
an average of greater than 70 hours
points to the red zone.
Grant Duration (Hours) report

The Grant Duration (Hours) gauge displays the time that a single grant application has taken, or is
taking, to complete the Grant Request Status Monitoring process. This report is displayed instead of
the Average Grant Duration (Hours) report when a Grants Manager selects a Grant ID in the Open
Grants report. This report consists of the following features:
Table 43. Grant Duration report configuration

Report entities Process Execution The Process Execution entity is used
because it contains the query that
returns hourly process duration data.
Unlike the Average Grant Duration
(hours) report that returned multiple
rows, this report displays only a
single duration value. The duration
value returned corresponds to the
process instance selected in the Open
Grants report. The Grant Duration
(Hours) report is configured as the
target in a multi-drill-down report.
Fields selected Duration (hours) Duration (hours) must be included
in the data source.
Chart type Gauge
Chart data Category (X) axis: Duration (hours) Category (X) axis is the only chart
For gauge reports the column
selected.

Chart properties • Range-1: 0 to 40 In this case, a default range of values
is used. An average duration value
• Range-2: 40 to 70 of less than 40 hours is in the green
zone; an average of between 40 and
• Range-3: 70 to 100 70 hours is in the yellow zone, and
an average of greater than 70 hours
points to the red zone.
Multi-drill Event: Process Instance This configuration within the
configuration in Multi-drill tab of the dashboard
dashboard Dashlet: Average Grant Duration means that the contents of the
(Hours) Average Grant Duration (Hours)
report will be replaced with the
Target: Grant Duration (Hours)
Grant Duration (Hours) report when
a Grant ID (which represents a
Process Instance) is selected in the
Open Grants report.
Process Diagram
The Process Diagram dashlet indicates the grant application status as it travels through the Grant
Request Status Monitoring process:
• Activities in the diagram annotated with a gear icon and green check mark have been completed.
• Activities annotated with a blue gear icon are in-process.
• Activities grayed out have not been completed.
The Process Diagram dashlet is empty until the Grants Manager selects a grant ID in the Open
Grants report.
The Process Diagram dashlet ships with the product.
Grants Trends dashboard and reports

The Grants Administrator uses the Trends dashboard to view reports that illustrate general trends
as they relate to the number of applications received, total funding approved, and purposes of
grant requests.
The dashboard contains the following reports:
• New Grant Applications Received
• New Grant Applications by State
• Average Grant Review (Days)
• Approved Funding Total Last Month ($)
• Grant Applications by Purpose
Figure 51. Grants Trends Dashboard in TaskSpace
Figure 52. New Grant Applications by State report in PRS
The Grant Trends dashboard contains reports that illustrate general trends as they relate to the
number of applications received, total funding approved, and purposes of grant requests.
New Grant Applications Received report

The New Grant Applications Received report counts the grant applications received each day
of the previous week (seven days). Results are displayed in a line graph. The report consists of
the following features:
Table 44. New Grant Applications Received report configuration

Report entities Process Execution Daily This report provides a count of
grant applications received for each
day of the last week. While the
Process Execution entity and report
aggregation could have been used
to design this report, the Process
Execution Daily entity provides the
same data while reducing demand
on the BAM server.
Note: The Process Execution Daily
report entity displays data only after
the particular day has completed.
That is because the aggregation
engine calculates daily data after
the day in question has completed.
For example, the count of grant
applications submitted on June 12
appears in the report on June 13.
Fields selected Count of Started Instances The Count of Started Instances field
provides the number of process
Start Date and Time instances that have started during
each day.
The Start Date and Time field is

included so that the date is displayed
on the X-axis of the bar chart.
However, the default format of
this field is not appropriate for this
report. In aggregation report entities,
the default format for Start Date
and Time is May 7, 2009 1:00:00 AM.
Instead, the desired date format is
May 07. The Start Date and Time
field is transformed into the desired
format with the Computed Columns
feature.

Computed columns Computed Column name: date Report columns can be reformatted
by way of a JEP expression. This
Expression: particular JEP expression takes the
formatDate(${Start Date and Start Date and Time field and formats
Time}, "MMMM dd") into a MMMM dd format. For
example, the default Start Date and
Time of September 22, 2009 1:00:00
AM is represented as Sept 22. The
number of Ms in this JEP expression
corresponds to the number of
characters to display as the name of
the month.
Data source filtering The first segment of the expression
(PRO.Process-Name = ’Grant Request
Status Monitoring Process’) is defined
Process' AND STD.Started-
so the report includes only the Grant
During-Last-Week = 'True'
Request Status Monitoring process.
The second segment of the expression
(STD.Started-During-Last-Week =
’True’) is defined so the report
includes only processes that have
started within the last seven days.
Chart type Bar + Line Bar + Line must be chosen as the chart
type because the report plots the
Count of Started Instances column
as a line rather than a bar. The Start
Date and Time field is important
to this report because it is used in
the Computed Columns expression
and to sort the report results so that
the earliest date within the week is
displayed first, followed by the more
recent past dates.
Chart data Category (X) axis: date Like any other column in a report,
configuration a computed column can be used to
Sort: configure chart data. In this case the
• Column: Start Date and Time date computed column is selected to
be displayed on the X-axis of the bar
• Direction: Ascending chart.
Value (Y) axis: The Count of Started Instances is

• Series-1 Column: Count of Started displayed on the Y-axis.
Instances
And by selecting none from the
• Series-1 Type: Line Series-2 list box, the Start Date
and Time data is hidden from the
• Series-2: none report, even though it is used in
Computed Columns and for sorting.

By selecting Start Date and Time as
the sort column and ascending as the
direction, dates appear in the correct
order (i.e. Sept 14, Sept 15, Sept 16,
etc.).
New Grant Applications by State report

The New Grant Applications by State report shows the number of grant applications submitted from
each state. In this report, state is configured as a single drill-down. When selected, the system opens
the New Grant Applications by City report. The New Grant Applications by City report displays the
number of grants submitted for cities within the selected state.
The New Grant Applications by State report consists of the following features:
Table 45. New Grant Applications by State report configuration

Report entities Activity Execution and The Activity Execution entity is
grant_request included in this report for filtering.
This report includes only data for the
Submitted activity.
The grant_request report entity

provides the relevant data for this
report.
Fields selected • Activity Execution: None No Activity Execution fields are
selected since this entity is used only
• grant_request: Activity Instance for filtering.
ID and applicant_state
The Activity Instance ID field of the
grant_request entity is used as a
way to count the grant applications.
During the Submitted activity, the
system assigns a unique Activity
Instance ID to each grant request.
Counting the unique Activity
Instance IDs is equivalent to counting
the grant requests submitted.
The applicant_state field is included

so that a count of grant requests is
provided for each state.

Report aggregation Activity Instance ID is counted This report provides a count of grant
requests submitted for each state.
applicant_state is grouped Therefore, the Activity Instance ID
is counted and a total is provided
for each state (applicant_state is
grouped). The data set in this report
includes one row for each state.
Data source filtering This report is filtered to include
ACT.Activity-Name
only submitted grant requests
= 'Submitted' AND
(ACT.Activity-Name = ’Submitted’
AND ACT.Process-Name = ’Grant
Request Status Monitoring Process’).
Process'
The Submitted activity of the Grant
Request Status Monitoring Process
contains all data as it is provided by
a Grant Applicant.
Chart type Bar This report is formatted as a bar chart
with state displayed on the X-axis
and the number of grant applications
submitted displayed on the Y-axis.
Chart data • Category (X) axis: applicant_state The state from which the grant
configuration application is submitted is displayed
• Value (Y) axis: Activity Instance on the X-axis.
ID
The number of grant applications
submitted is displayed on the Y-axis.
Drill-down • Target Report: New Grant The New Grant Applications by
configuration Applications by City State report is configured as a single
drill-down report. When a user
• Filter: selects any of the states presented on
the bar chart, a new report displays a
BSD.GRANTREQUEST-
count of grant applications submitted
applicant_state =
for cities within the selected state.
'${applicant_state}'
This is achieved by:
1. Selecting the target report to be
displayed. In this case, New
Grant Applications by City is
selected as the target report.
2. Writing a dynamic filter expression

that is applied to the target
report.
In this example, the applicant_state

attribute value (for example, CA),
which is dynamic and changes

based on what the user selects in the
New Grant Applications by State
report, is applied to the New Grant
Applications by City report so that
only those cities within the selected
state are displayed in the report.
Tip: The New Grant Applications by

City target report must be designed
before the New Grant Applications
by State report. This is because
the single drill-down configuration
requires that you select the New
Grant Applications by City report
from a list.
New Grant Applications by City report

This report displays number of grants submitted for cities within the selected state. The New Grant
Applications by City report contains the following features:
Table 46. New Grant Applications by City report configuration

This report includes only data for the
Submitted activity.

report.
selected because this entity is used
• grant_request: Activity Instance only for filtering.
ID and applicant_city
The Activity Instance ID field of
the grant_request entity is used to
count grant applications. During the
Submitted activity, the system assigns
a unique Activity Instance ID to each
grant request. Counting the unique
Activity Instance IDs is equivalent
to counting the submitted grant
requests .
The applicant_city field provides a

count of grant requests for each city.
Report aggregation Activity Instance ID is counted This report provides a count of grant
requests submitted for each city.
applicant_city is grouped The Activity Instance ID is counted
and a total is provided for each city
(applicant_city is grouped). The data
set in this report includes one row
for each city.
Data source filtering This report is filtered to include
ACT.Activity-Name
= 'Submitted' AND
(ACT.Activity-Name = ’Submitted’
AND ACT.Process-Name = ’Grant
Request Status Monitoring Process’).
Process'
The Submitted activity of the Grant
contains all data as it is provided by
a Grant Applicant.
Chart type Bar This report is formatted as a bar chart
with city displayed on the X-axis
and the number of submitted grant
applications displayed on the Y-axis.
Chart data • Category (X) axis: applicant_city The city from which the submitted
configuration grant application is displayed on the
• Value (Y) axis: Activity Instance X-axis.
ID
The number of submitted grant
applications is displayed on the
Y-axis.
Average Grant Review report

The Average Grant Review report calculates the average time (in days) it takes for grant requests
to complete the process from when it is received until it is approved or denied.The Average Grant
Review report contains the following features:
Table 47. Average Grant Review (Days) report configuration

Report entities Process Execution This report calculates the average
time it takes for the Grant Request
Status Monitoring Process to
complete. The Process Execution
report entity contains the Duration
(hours) field that is used to calculate
the average daily duration.
Fields selected Duration (hours) and Process In this report, two fields are selected
in the report entity, but neither is
made visible to the report in the
Chart Data tab. The Duration (hours)
field is used to calculate a daily
average. The Process field is included
so that the results can be filtered
to include only the Grant Request
Status Monitoring process.
Report aggregation Duration (hours) is averaged; Report aggregation is used to
Process is grouped calculate an average hourly duration,
which is then converted to a daily
average with computed columns.
Group is selected for Process because

report aggregation requires at least
one group-by selection, even though
the Process column is not displayed
in the report.
Computed columns • Computed Column name: Days For this report it is more meaningful
to understand average daily duration
• Expression: rather than average hourly duration.
Days are computed from hours using
${Duration (hours)}/24
the JEP expression:
${Duration (hours)}/24
Data source filtering Average daily duration is calculated
for the entire Grant Request
Status Monitoring process
Process'
(PRO.Process-Name = ’Grant
Request Status Monitoring Process’),
rather than just a single activity
within the process, as is the case with
some of the other reports.
Chart type Gauge

Chart data • Category (X) axis: Days Category (X) axis is the only chart
selected.
Chart properties • Range-1: 0 to 15 For this report, the range values
were modified from their original
• Range-2: 15 to 20 values. The values you enter is
entirely up to you, and is based on
• Range-3: 20 to 40 your interpretation of what numeric
thresholds represent green (good!),
yellow (caution!), and red (danger!).
In this example the average duration

value of less than 15 days points
to the green zone, an average of
between 15 and 20 days point to
the yellow zone, and an average of
greater than 20 days points to the red
zone.
Approved Funding Total Last Month ($) report

The Approved Funding Total Last Month ($) report is a dial gauge that calculates the total grant
funding approved within the previous month. The data source of a dial gauge must only return one
row. This report contains the following features:
Table 48. Approved Funding Total Last Month ($) report configuration

Report entities Activity Execution and The Activity Execution entity in
grant_request this report serves two purposes.
First, it is used to filter the report
to include only approved grant
applications. Grants are approved
after the Approved activity within
the Grant Request Status Monitoring
process completes. Second, this
report uses aggregation and the
Activity Execution entity provides
the group-by column.
The grant_request entity is included

because it holds the funding_amount
field.

Fields selected • Activity Execution: Activity The Activity field is used for filtering
and is selected as the group-by
• grant_request: funding_amount column in report aggregation.
Also, funding_amount is used to

calculate total monthly funding
amount.
Report aggregation funding_amount is summed; Report aggregation is used to
Activity is grouped calculate the total amount of funding
for all approved grants applications.
Group is selected for Activity because

report aggregation requires at least
one group-by selection, even though
the Activity column is not displayed
in the report.
Data source filtering • Activity Execution: This report is filtered to include
only those grant applications and
ACT.Activity-Name funding amounts that have been
= 'Approved' AND approved (ACT.Activity-Name =
ACT.Process-Name = ’Approved’) at the end of the Grant
'Grant Request Status Request Status Monitoring process
Monitoring Process' AND (ACT.Process-Name = ’Grant Request
MSC.Not-Is-Ongoing='True' Status Monitoring Process’). The
AND STD.Ended-During- Approved activity must be completed
Last-Month = 'True' (MSC.Not-Is-Ongoing=’True’)
• grant_request: In addition, this report only includes
STD.funding_amount > 0 grant applications where the funding
amount is greater than zero dollars (
STD.funding_amount > 0).
Chart type Gauge
Chart data Category (X) axis: funding_amount Category (X) axis is the only chart
selected.
Chart properties • Range-1: 0 to 750000 For this report, the range values
were modified from their original
• Range-2: 750000 to 1500000 values. The values you enter is
entirely up to you, and is based on
• Range-3: 1500000 to 2000000 your interpretation of what numeric
thresholds represent green (good!),
In this example, if the total is less than

750,000 dollars the arrow points to

the green zone, if the total is between
750,000 and 1,500,000 dollars the
arrow points to the yellow zone, and
if the total is greater than 1,500,000
dollars the arrow points to the red
zone.
Grant Applications by Purpose report

This pie chart provides a total count of grant applications submitted for each funding purpose.
Table 49. Grant Applications by Purpose report configuration

Report entities Activity Execution and The Activity Execution entity
grant_request contains the Activity Instance ID field
(renamed in this report to Number of
Grants), which is used to count the
submitted grants.
The grant_request entity contains the

funding_purpose field.
Fields selected • Activity Execution: Number of The Activity Instance ID (renamed
Grants Number of Grants) field of the
Activity Execution entity is used
• grant_request: funding_purpose to count the submitted grant
applications. During the Submitted
activity, the system assigns a unique
Activity Instance ID to each grant
application. Counting unique
Activity Instance IDs is equivalent to
counting the grant applications.
The funding_purpose field captures

the purpose of the grant that is
entered on the grant application.
Report aggregation Number of Grants counted; This report counts submitted grant
funding_purpose grouped applications for each purpose. The
data set for this report contains one
row for each purpose.

ACT.Activity-Name (ACT.Activity-Name = ’Submitted’
= 'Submitted' AND AND ACT.Process-Name = ’Grant
ACT.Process-Name = 'Grant Request Status Monitoring Process’).
Process' The Submitted activity of the Grant
contains all data as provided by a
Grant Applicant.
Chart type Pie This report is formatted as a pie chart
with the grant purpose labeling each
slice of the pie and the number of
grant applications determining the
size of each slice.
Chart data • Category (X) axis: The purpose of the grant is selected
configuration funding_purpose as the X-axis.
• Value (Y) axis: Number of Grants The number of grant applications

submitted is displayed on the Y-axis.
Worker Performance dashboard and reports

The Grants Administrator uses the Worker Performance dashboard to view reports that calculate
the number of grants being reviewed and managed by Grants Reviewers and Grants Managers. The
average time it takes for reviewers and managers to complete their work is also calculated.
• Grants Manager Workload
• Grants Reviewer Workload
• Average Grant Management Duration
• Average Review Duration
Figure 53. Worker Performance Dashboard in TaskSpace
Figure 54. Average Review Duration report in PRS
The Worker Performance dashboard contains reports that measure the workload and efficiency of
Grant Reviewers and Grants Managers.
• Grants Manager Workload: This report looks at the Manage Grants Request process and
calculates the number of grants that each Grants Manager is currently managing. The Grants
Manager name is configured as a single drill-down. When clicked, the system opens the Grant
Applications by Purpose report.
The Grant Applications by Purpose report shows the grants that each Grants Manager is working
on, grouped by purpose.
• Grants Reviewer Workload: This report looks at the Start Review Process and shows the number
of grants being reviewed by each Grants Reviewer. This report shows which Grants Reviewers
currently have heavier or lighter workloads than others.
• Average Grant Management Duration: This report shows the average amount of time (in
hours) it takes Grants Managers to process a grant request, from the time they receive the grant
application until they approve or reject it.
• Average Review Duration: This report calculates the average time (in hours) it takes for Grant
Reviewers to review a grant, from the time they receive the grant application until they vote to
approve or deny it.
Grants Manager Workload report

The Grants Manager Workload report looks at the Process Grant Request activity of the Manage
Grants Request process and counts the grant applications being managed by each Grant Manager.
The Grants Manager name is configured as a single drill-down that, when clicked on, opens the
Grant Applications by Purpose report. The Grant Applications by Purpose report provides the same
information available in the Grant Trends dashboard, except that the results are filtered to include
only the grant applications assigned to the Grants Manager.
The Grants Manager Workload report contains the following features:
Table 50. Grants Manager Workload report configuration

Report entities Activity Execution The Activity Execution report entity
contains the Activity Instance ID and
Performer Name fields.
Fields selected Activity Instance ID and Performer The Activity Instance ID field is used
Name to count the grants being managed.
Each time the Process Grant Request
activity begins, the system assigns
a unique Activity Instance ID.
Counting unique Activity Instance
IDs is equivalent to counting the
processed grant applications.
Report aggregation Activity Instance ID is counted; The number of managed grant
Performer Name is grouped applications is calculated (counted)
for each performer (group). Results
are displayed in a bar chart.
Data source filtering • Activity Execution: The filter on the Activity Execution
report entity includes the Process
ACT.Activity-Name = Grant Request activity of the
'Process Grant Request' Manage Grants Request process
AND ACT.Process-Name (ACT.Activity-Name = ’Process Grant
= 'Manage Grants Request’ AND ACT.Process-Name
Request' AND MSC.Not- = ’Manage Grants Request’). This
Is-Ongoing='True' AND activity is used in the filter because
STD.PERFORMER_NAME this is the point in the process when
<>'grants_wq' the Grants Manager is doing work.
This report is also filtered to include

data from Process Grant Request
activities that have completed
(MSC.Not-Is-Ongoing=’True’), so
that all incomplete activities are
excluded.
The STD.PERFORMER_NAME
<>’grants_wq’ segment of the

filter expression excludes activities
completed by the grants_wq queue
from the count.
Chart type Bar
Chart data • Category (X) axis: Performer The Grants Manager name is
configuration Name displayed on the X-axis.
• Value (Y) axis: Activity Instance The number of managed grants is

ID displayed on the Y-axis.
Drill-down • Target Report: Grant Applications The Grants Manager Workload

configuration by Purpose report is configured as a single
drill-down report so that when a
• Filter: dashboard user selects any of the
managers presented on the bar chart,
BSD.GRANTREQUEST-grant_
a new report comes into focus that
owner = '${Performer
displays a count of grant applications
Name}'
submitted by purpose for the specific
manager selected. This effect is
achieved by:
1. Selecting the target report to be
displayed. In this case, Grant
Applications by Purpose is
selected as the target report.
2. Writing a dynamic filter expression

that is applied to the results of
the target report.
In this example the grant_owner

attribute value (for example, mgr1),
which is dynamic and changes based
on what the user selects in the Grants
Manager Workload report, is applied
to the Grant Applications by Purpose
report so that only data relevant
to the selected Grant Manager is
displayed.
Tip: Design the Grant Applications

by Purpose target report before the
Grants Manager Workload report.
The single drill-down configuration
requires that you select the Grant
Applications by Purpose report from
a list.
Chart properties Y-Axis Name: # Grants Managed The label of the Y-axis is modified in
the Chart Properties window.
Grant Applications by Purpose report

The Grant Applications by Purpose report counts the grant applications that each Grants Manager is
working on, grouped by purpose. This report is the target report in a single drill-down configuration.
It contains the following features:
Table 51. Grant Applications by Purpose report configuration

Report entities Activity Execution and The Activity Execution entity
grant_request contains the Activity Instance ID
field, which is used to count the grant
applications.
The grant_request entity contains the

funding_purpose field.
Fields selected • Activity Execution: Activity Each time the Send Notification
Instance ID to Applicant activity occurs, the
funding decision is communicated
• grant_request: funding_purpose to the Grant Applicant. At the same
time BAM assigns a unique Activity
Instance ID. Counting the unique
Activity Instance IDs is equivalent to
counting the total number of grant
applications that are either funded or
not funded.
The funding_purpose field captures

the purpose of the grant, as entered
on the grant application.
Report aggregation Activity Instance ID counted; This report counts the submitted
funding_purpose grouped grants for each purpose. The data set
for this report contains one row for
each purpose.
the Send Notification to Applicant
ACT.Activity-Name = activity (ACT.Activity-Name =
'Send Notification ’Send Notification to Applicant’
to Applicant' AND AND ACT.Process-Name = ’Manage
ACT.Process-Name = Grants Request’). This is the point
'Manage Grants Request' in the process when the decision
to either fund or not fund a grant
is made and communicated to the
Grant Applicant.

Chart type Pie This report is formatted as a pie chart
with the grant purpose labeling each
slice of the pie and the number of
grant applications determining the
size of each slice.
Chart data • Category (X) Axis: The purpose of the grant is selected
configuration funding_purpose as the X-axis.
• Value (Y) Axix: Activity Instance A count of grant applications is

ID displayed on the Y-axis.
Grants Reviewer Workload report

The Grants Reviewer Workload report looks at the Vote on Grant Request process and counts the
number of grants being reviewed by each Grant Reviewer. This report shows which Grants Reviewers
currently have heavier or lighter workloads than others. This report contains the following features:
Table 52. Grants Reviewer Workload report configuration

contains the Activity and Performer
Name fields.
Fields selected Activity and Performer Name.AE The Activity field counts the times
a Grants Reviewer completes the
Reviewer Votes activity.
The Performer Name.AE field

provides the name of the Reviewer.
Report aggregation Activity is counted; Performer The total of grants reviewed is
Name.AE is grouped calculated (counted) for each Grant
Reviewer (group). Results are
displayed in a bar chart.
Data source filtering • Activity Execution: The filter includes the Reviewer
Votes activity of the Vote on Grant
ACT.Activity-Name = Request process. This activity is used
'Reviewer Votes' AND in the filter because this is the point
ACT.Process-Name = 'Vote in the process when the review of the
On Grant Request' and grant application is complete and a
MSC.Not-Is-Ongoing='True' vote taken. This is when the Grant
AND STD.PERFORMER_NAME <> Reviewer does work.
'grants_wq'
This report is also filtered to
include data from Reviewer Vote

(MSC.Not-Is-Ongoing=’True’).
Incomplete activities are excluded
from this report.
<>’grants_wq’ segment of the
filter expression excludes activities
completed by the grants_wq queue
from the count.
Chart type Bar
Chart data • Category (X) axis: Performer The Grants Reviewer name is
configuration Name.AE displayed on the X-axis.
• Value (Y) axis: Activity The number of grants reviewed is

displayed on the Y-axis.
Average Grant Management Duration report

The Average Grant Management Duration report calculates the average time (in hours) it takes for
Grants Managers to process a grant request, from the time they receive the grant application until
they approve or reject it. This report contains the following features:
Table 53. Average Grant Management Duration report configuration

contains the Duration (hours) and
Fields selected Duration (hours) and Performer Duration (hours) is selected to
Name calculate the average duration.
Performer name is included so that
average duration can be displayed
for each Grants Manager.
Report aggregation Duration (hours) is averaged; This report calculates the average
Performer Name is grouped amount of time (in hours) it takes to
complete the Process Grant Request
activity. Duration (hours) is averaged
and Performer Name is grouped.

Data source filtering • Activity Execution: The filter includes the Process Grant
Request activity of the Manage
ACT.Activity-Name = Grants Request process. This activity
'Process Grant Request' is used in the filter because this is
AND ACT.Process-Name the point in the process when the
= 'Manage Grants Grants Manager completes a final
Request' AND MSC.Not- review of an application, which is
Is-Ongoing='True' AND then approved or denied.
STD.PERFORMER_NAME
<>'grants_wq' This report is also filtered to include
data from Process Grant Request
(MSC.Not-Is-Ongoing=’True’). All
incomplete activities are excluded
from this report.
<>’grants_wq’ segment of the filter
expression excludes the grants_wq
queue from the report. This report
focuses on the average time it takes a
Grants Manager to conduct a review.
The work queue is not relevant for
this report.
Chart type Bar
Chart data • Category (X) axis: Performer The Grants Manager name is
configuration Name displayed on the X-axis.
• Value (Y) axis: Duration (hours) The average duration is displayed on

the Y-axis.
Chart properties Y-Axis name: Avg. Duration (hours) The label of the Y-axis is modified in
Average Review Duration report

The Average Review Duration report calculates the average time (in hours) it takes for Grants
Reviewers to review a grant, from the time they receive the grant application until they vote to
approve or deny it. This report contains the following features:
Table 54. Average Review Duration report configuration

contains the Duration (hours) and

Fields selected Duration (hours) and Performer Duration (hours) is selected so that
Name.AE average duration can be calculated.
Performer name is included so that
average duration can be displayed
for each Grants Reviewer.
Report aggregation Duration (hours) is averaged; This report calculates the average
Performer Name.AE is grouped time (in hours) it takes to complete
the Reviewer Votes activity. Duration
(hours) is averaged and Performer
Name is grouped.
Data source filtering • Activity Execution: The filter on the Activity Execution
report entity is written to include
ACT.Activity-Name = the Reviewer Votes activity of the
'Reviewer Votes' AND Vote on Grant Request process. This
ACT.Process-Name = 'Vote activity is used in the filter because
On Grant Request' AND this is the point in the process when
MSC.Not-Is-Ongoing='True' the Grants Reviewer performs an
AND STD.PERFORMER_NAME <> initial review of a grant application.
'grants_wq'
This report is also filtered to
include data from Reviewer Votes
(MSC.Not-Is-Ongoing=’True’). All
incomplete activities are excluded
from the report.
<>’grants_wq’ segment of the filter
expression excludes the grants_wq
queue from the report. This report
focuses on the average time it takes a
Grant Reviewer to conduct a review.
The work queue is not relevant for
this report.
Chart type Bar
Chart data • Category (X) axis: Performer The Grants Reviewer name is
configuration Name.AE displayed on the X-axis.
• Value (Y) axis: Duration (hours) The number of reviewed grants is

displayed on the Y-axis.
Chart properties Y-Axis name: Avg. Duration (hours) The label of the Y-axis is modified in
Funding dashboard and reports

The Grant Manager supervisor uses the Funding dashboard to monitor the amount of grant money,
on average, Grant Managers are responsible for managing. The funding amount data for each report
is taken from the very end of the process when the decision to approve (or deny) a grant request is
made. Each report is filtered to include approved grants only.
• Overall Funding Amount Average
• Average Funding Amount per Manager
Figure 55. Funding Dashboard in TaskSpace
Figure 56. Overall Funding Amount Average report in PRS
Overall Funding Amount Average

The Overall Funding Amount Average report calculates the average amount of funding being
managed by all Grant Managers. A single average is calculated and displayed on a dial gauge. The
funding amount data is taken from the very end of the process, once the decision to approve (or
deny) a grant request is made.
Table 55. Overall Funding Amount Average report configuration

Report entities Activity Execution The Activity Execution entity is
included in this report for filtering.
grant_request This report includes only data for
activity.

report.

Fields selected Activity Execution: None No Activity Execution fields are
grant_request: funding_amount for filtering.
The funding_amount field is included

so that the average funding amount
can be calculated.
Data source filtering • Activity Execution This filter expression is written
so that the average is calculated
ACT.Activity-Name = from funding amounts approved
'Send Notification (BSD.GRANTREQUEST-grant_status
to Applicant' AND = ’Approved’) during the Send
ACT.Process-Name = Notification to Applicant activity
'Manage Grants Request' (ACT.Activity-Name = ’Send
AND BSD.GRANTREQUEST- Notification to Applicant’ AND
grant_status = 'Approved' ACT.Process-Name = ’Manage
Grants Request’).
Chart Type Gauge

Chart Data Category (X) axis: funding_amount Category (X) axis is the only chart
data configuration option available.
selected.
Chart Properties Ranges For this report, the range values
• Range-1: 0 to 50000 were modified from their original
values. The values you enter is
• Range-2: 50000 to 75000 entirely up to you, and is based on
your interpretation of what numeric
• Range-3: 75000 to 1000000 thresholds represent green (good!),
Title: Average Funding Amount
In this example, if the total is less than
Subtitle: Amount ($)
50,000 dollars the arrow points to the
green zone, if the total is between
50,000 and 75,000 dollars the arrow
points to the yellow zone, and if the
total is greater than 75,000 dollars the
arrow points to the red zone.
Average Funding Amount per Manager report

The Average Funding Amount per Manager report calculates the average funding amount for each
Grant Manager. The funding amount data is taken from the very end of the process, once the decision
to approve (or deny) a grant request is made. Only funding amounts from within the last month
are included in this report.
Average Funding Amount per Manager report consists of the following features:
Table 56. Average Funding Amount per Manager report configuration

This report includes only data for
activity.

report.
• grant_request: Amount ($) and for filtering.
Grant Manager
This report calculates the average
funding Amount $ for each Grant
Manager.
Report aggregation Amount ($) is averaged This report calculates the average
approved funding amount for each
Grant Manager is grouped Grants Manager during the previous
month. The data set in this report
displays one row for each Grants
Manager.
Data source filtering • Activity: This report is filtered to
include funding amounts
ACT.Activity-Name = for grants approved (BSD.
'Send Notification GRANTREQUEST-grant_status
to Applicant' AND = ’Approved’) within the last month
ACT.Process-Name = (STD.Started-During-Last-Month =
'Manage Grants Request' ’True’). At this point in the process
AND BSD.GRANTREQUEST- the decision to either fund or not fund
grant_status = 'Approved' a grant is made and communicated
AND STD.Started-During- to the Grant Applicant. This
Last-Month = 'True' communication occurs during the
Send Notification to Applicant
• grant_request:
activity (ACT.Activity-Name =
PRO.Activity-Name = ’Send Notification to Applicant’
'Send Notification

to Applicant' AND AND ACT.Process-Name = ’Manage
PRO.Process-Name = Grants Request’)
'Manage Grants Request'
AND STD.grant_status =
'Approved'
Chart type Bar

Chart data • Category (X) axis: Grant Manager This report is formatted as a bar
configuration chart with the grant manager’s name
• Value (Y) axis: Amount ($) displayed on the X-axis and the
average funding amount displayed
on the Y-axis.
Chart properties Axes: Chart properties are used to label
• X Axis Name: Grants Manager the X and Y axes. The service
level agreement property is used
• Y Axis Name: Amount ($) to identify a funding amount goal
for Grant Managers. In this case,
SLA: the average amount of funding
• Label: $50,000 (within the last month) for which a
Grant Manager is responsible should
• Value: 50000 approximate $50,000.
Index
A Check Grant Request Status process

Access Control Lists (ACLs) template, 78
assigning, 54 Check status URL, 21
pre-configured, 84 CheckStatusURL process parameter, 56
activities, HTTP Outbound, modifying, 23 Classify the Request activity, 61
Add Grant Application activity, 54 configuration audit, extending
applicant risk rating, 40 privileges, 16
applicant status check, 30 Copy User activity, 75
Approved Funding Total Last Month ($) Corticon
report, 132, 141 configuring acitivity, 24
Approved/Denied activity, 81 configuring web service, 57
Archive the Case activity, 67 installing, 24
Archived activity, 81 rules, 59
audit trail settings, enabling, 16 Create Discussion on Request Folder
audit trail, sub-processes, 49 activity, 62
Average Grant Duration (Hours) Create Grant Request
report, 125, 129 Add Grant Application, 54
Average Grant Management Duration Call Validation and Classification
report, 151 Process, 55
Average Grant Review (Days) report, 132 Create Grant Request, 54
Average Grant Review report, 139 Generate Unique ID, 53
Average Review Duration report, 152 Make Grant Application
non-editable, 54
Map application data, 54
B New Case from Template, 54
BAM installation, 18 Receive Application via Email, 51
BAM reporting, sub-processes, 49 Receive Application via FTP, 51
BOF module, 53 Receive Application via HTTP, 51
Receive Application via
WebService, 52
C Start Grant Status Monitoring
Call Validation and Classification Process Process, 54
activity, 55 Write Grant Application SDT To
case categories, configuring, 46 Package, 52
case folder, 30 Create Grant Request activity, 54
Check Grant Request Status Create Grant Request process template, 50
Find Grant Request Status, 79 Create Reviewer Entry activity, 77
Initialize Process Variable with Request CreateUniqueId method, 53
ID, 79
Respond with Grant Request Status, 79
Index
D assigning priority and risk, 61

DAR files, deploying, 17 check status of, 37
dashboards list of, 125
Grants Administrator, 46 required documents, 40
Grants In Progress, 41, 125 validating, 55
Grants Manager, 41 validation of EIN and SSN, 61
Grants Trends, 46, 132 Grant Application Portal, 30
monitoring, 125 installing, 19
Worker Performance, 144 starting, 25
Worker Performer, 46 understanding, 35, 85
DateReceived process variable, 56 Grant Application Request form
discussions, 32, 40, 42 overview, 86
creating, 62 submit by email, 36
Documentum Process Integrator, FTP base submit online, 36
folder, 21 Grant Applications by Purpose report, 132,
143, 149
Grant Duration (Hours) report, 131
E grant priority, assigning, 61
email Grant Request Folder form, 89
creating inboxes, 20 grant request ID, 37
Send Notification process template, 67 Grant Request Status Monitoring
email listener poller frequency, 20 Approved/Denied, 81
email, inbound Archived, 81
listener poller frequency, 20 In Review, 81
Expand Group activity, 75 Pending Info, 81
extended privileges, role-based, 84 Submitted, 81
Grant Request Status Monitoring process
template, 79
F grant requests, 55
Finalize activity, 76, 78 See also grant applications
Find Grant Request Status activity, 79 reassign, 46
folder structure, delivered, 85 status of, 38
FolderToMoveTheCase process suspend, 46
variable, 56 unassign, 46
form adaptors, 63 grant risk, classifying, 61
form templates, delivered, 86 grant status
FTP base folder, creating, 21 pending information, 62
funding amount requirements, 36 rejected, 62
grantnotification, 20
G GrantRequestPackage, 51, 56
Grants Administrator
Generate Unique ID activity, 53
dashboards, 46
generatedUniqueID process variable, 51
pre-configured role, 83
gmapplicant, 20
queue management, 45
Grant Applicant
responsibilities, 45
notification to, 62
role of, 43
role of, 35
role permissions, 84
grant applicant risk rating, 40
workload management, 46
grant application, 55
Grants Application sample application
See also grant requests
security, 83
Index
user interface, 83 grants.war file, 19

Grants In Progress dashboard, 41, 125, 132 hotfixes, 16
Grants Management sample application requirements, 15
configuring, 19 Invoke Corticon Rules, 57
configuring process parameters, 21 Invoke Vote on Grant Request activity, 76
folder structure, 85 Is Corticon Server Available, 56
hotfixes, 16
installing, 15
overview, 27
M
required products, 15 Manage Grants Request
roles, 25, 83 Map Grants Manager Remarks, 67
starting, 25 Process Grant Request, 65
Grants Manager Retrieve New Grant Request, 65, 67
dashboard, 41 Send Notification to Applicant, 67
managing requests, 63 Set Process Variables for Grants
pre-configured role, 83 Manager Tast List, 65
responsibilities, 39 Set the status to Approved, 66
role of, 38 Signal Grant Request Status Monitoring
role permissions, 84 Process on Denial, 66
Grants Manager Workload report, 147 Signal Grants Monitoring Process on
Grants Reviewer Approval, 49
pre-configured role, 83 (Manage Grants Request
responsibilities, 42 Set the status to Denied, 66
role of, 41 Manage Grants Request process
role permissions, 84 template, 23, 63
task list, 41 Map Grants Manager Remarks activity, 67
Grants Reviewer Workload report, 150 Map Request Attribute to Process Variable
Grants Trends dashboard, 46 for TaskList activity, 77
GrantsApplication process variable, 51 mapping
GrantsApplicationPackage, 50 Map application data, 54
GrantsProcessACL process parameter, 56 Set Process Variable with Date Request
Received activity, 56
Start Grant Status Monitoring
H Process, 54
high-fidelity form, 36, 86 Write Grant Application SDT To
high-fidelity grant application, 30 Package, 52
host, 18 methods, CreateUniqueId, 53
HTTP Outbound activity URLs, monitoring
modifying, 23 enable audit trail settings, 16
More Reviewers activity, 76
More Total Reviewers activity, 76
I
In Review activity, 81
inboxes, 20 N
Initialize Process Variable with Request ID New Case from Template activity, 54
activity, 79 New Grant Applications by City
Initialize Process Variables activity, 75 report, 136, 138
installation New Grant Applications by State
DAR files, 17 report, 132, 136
Grant Application Portal, 19
Index
New Grant Applications Received Validate and Classify Grant

report, 132 Request, 55
newapps, 20 Vote on Grant Request, 76
Note Yes/Vote No activity, 78 process variables
notifications DateReceived, 56
rejection, 63 FolderToMoveTheCase, 56
Send Notification process template, 67 generatedUniqueID, 51
to grant applicant, 62 GrantsApplication, 51
processes
Validate and Classify Grant
O Request, 55
Open Grants report, 125, 127
OpenOffice.org
macro security settings, 37 Q
Writer, 36 queue management, 45
P R
packages Receive Application via Email acrtivity, 51
GrantRequestPackage, 51, 56 Receive Application via Email activity, 20
GrantsApplicationPackage, 50 Receive Application via FTP activity, 51
passwords and usernames, Receive Application via HTTP activity, 51
pre-configured, 83 Receive Application via Webservice
Pending Info activity, 81 activity, 52
permissions, Access Control Lists, 84 remarks
permissions, role, 84 reviewer, 42
port, 18 reporting
priority, assigning, 61 sub-processes, 49
privileges reports
extending to Administrator, 16 Approved Funding Total Last Month
role-based, 84 ($), 132, 141
Process Diagram dashlet, 132 Average Grant Duration (Hours), 125,
Process Grant Request activity, 65 129
Process Integrator. See Documentum Average Grant Management
Process Integrator Duration, 144, 151
process parameters Average Grant Review, 139
CheckStatusURL, 56 Average Grant Review (Days), 132
configuring, 21 Average Review Duration, 144, 152
GrantsProcessACL, 56 Grant Application by Purpose, 143
SystemEmailAddress, 56 Grant Applications by Purpose, 132,
Process Reporting Services tool, 125 149
process templates Grant Duration (Hours), 131
Check Grant Request Status, 78 Grants Manager Workload, 144, 147
Create Grant Request, 50 Grants Reviewer Workload, 144, 150
Grant Request Status Monitoring, 79 New Grant Applications by City, 136,
Manage Grants Request, 23, 63 138
requirements for, 20 New Grant Applications by State, 132,
Send Notification, 67 136
Start Review Process, 23, 73 New Grant Applications Received, 132
Open Grants, 125, 127
Index
Process Diagram dashlet, 132 Set Process Variables for Grants Manager
Request Documents Task List activity, 65
Archive request from Manager, 72 Set Status to Not Eligible activity, 62
Ataach Supporting Documents to Set Status to Pending Info activity, 62
Correspondence, 73 Set Status to Rejected activity, 62
Create folder to store email Set the status to Approved activity, 66
correspondence, 72 Set the status to Denied activity, 66
Join, 73 Signal Grant Request Status Monitoring
Send Request for Additional Process on Denial activity, 66
Documents, 72 Signal Grant Status Monitoring Process —
Set Request Id, 72 InReview activity, 75
Store Manager request details, 72 Signal Grants Monitoring Process on
Supporting Documents Received?, 73 Approval activity, 49
Wait for Additional Documents, 72 Start Grant Status Monitoring Process
Respond with Grant Request Status activity, 54
activity, 79 Start Review Process
Retrieve New Grant Request activity, 65 Expand Group, 75
Reviewer Votes activity, 78 Finalize, 76
risk rating, 40 Invoke Vote on Grant Request, 76
risk, assigning, 61 Is Group, 75
role permissions, 84 More Reviewers, 76
roles, 25 More Total Reviewers, 76
Grants Reviewer, 41 Signal Grant Status Monitoring Process
pre-configured, 35, 83 — InReview, 75
Rule1 activity, 61 (Start Review Process
Rule2 activity, 61 Copy User, 75
Rule3 activity, 61 Initialize Process Variables, 75
Start Review Process logic algorithm, 74
Start Review Process process template, 23
S Start Review Process template, 73
Send Advanced Notification Submitted activity, 81
Finalize, 71 SystemEmailAddress process
Send Not Eligible Message, 70 parameter, 56
Send Notification, 69
Send Rejected for More Info
Message, 70 T
Send Request Approved Message, 70 Target namespace URI, 51
Send Request Denied Message, 70 TaskSpace
Set Received Grant Request Email, 70 configurable actions, 32
Send Notification editing process parameters, 21
Finalize, 68 templates, forms, 86
Send Email To Applicant, 68
Send Notification process template, 67
Send Notification to Applicant activity, 67
U
Send Notification to Applicant on Rejection updateapp, 20
activity, 63 user types, 35
Send Notification to Applicant on usernamesand passwords, pre-
Successful Submission activity, 62 configured, 83
Set Process Variable with Date Request users, 25
Received activity, 56
Index
V Validate and Classify Grant Request

Validate and Classify Grant Reques process template, 55
Validate the Grant Request, 61 Validate and Classify Grant Request)
Validate and Classify Grant Request Create Discussion on Request
Classify the Request, 61 Folder, 62
Invoke Corticon Rules, 57 Rule1, 61
Is Applicant Data Valid, 60 Validate the Grant Request activity, 61
Is Corticon Server Available, 56 Vote on Grant Request
Move to specified folder, 63 Create Reviewer Entry, 77
Rule2, 61 Finalize, 78
Rule3, 61 Map Request Attribute to Process
Send Notification to Applicant on Variable for TaskList, 77
Rejection, 63 Reviewer Votes, 78
Send Notifiction to Applicant on Vote Yes/Vote No, 78
Successful Submission, 62 Vote on Grant Request process template, 76
Send Rejected Message, 61
Set Grant Status to Rejected, 60 W
Set Process Variable with Date Request WAR file, 19
Received, 56 Worker Performance dashboard, 144
Set Status to Not Eligible, 62 Worker Performer dashboard, 46
Set Status to Pending Info, 62 workload management, 46
Set Status to Rejected, 62 Write Grant Application SDT To Package
Validate and Classify Grant Request activity, 52
process, 55

XCP 1.0 GrantsManagementSampleApplicationTechRefGuide

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EMC ® Documentum ®

xCelerated Composition Platform

Grants Management Sample Application Technical

Chapter 2 Understanding the Grants Management Sample Application ...................... 27

Chapter 3 Grants Management Sample Application Roles and Functions ................... 35

Chapter 4 Implementing the Business Logic ............................................................... 49

Map Grants Manager Remarks ...................................................................... 67

Chapter 5 Implementing the Presentation Layer .......................................................... 83

Role permissions .......................................................................................... 84

Chapter 6 Monitoring the System .............................................................................. 125

Overall Funding Amount Average ............................................................... 155

Figure 1. Grants Management sample application flowchart ................................................. 28

Table 1. Change from localhost to host name of email server ................................................ 20

Revision Date Description

Preparing for deployment

Required products and versions

Grant extended user privileges

To extend the user’s privileges:

Apply the required hotfixes

To download the required hotfixes:

4. Open the Grants_Management_1.0_Hotfixes.zip and extract the files.

Deploy the DAR files

To install the DAR files:

3. Download the Grants_Management.zip file.

Set the BAM server port and host

To set the server port and host:

Deploy the grants.war file

To deploy the grants.war file:

5. Save the listener.properties file, and rename the folder grants.war.

Restart the system

Configuring the Grants Management sample

Create email inboxes

Table 1. Change from localhost to host name of email server

Process template Activity Tab

Send Advanced Notification Send Request Approved Message SMTP Activity

Change email listener poller frequency

To edit the listener poller frequency:

Create base folder

Configuring process parameters

To edit process parameters in TaskSpace:

The Process Templates page appears.

Table 2. Changes to Validate and Classify Grant Request process template

Process parameter name Pre-configured value Required change

For example, if you installed xCelerated

Table 3. Changes to Manage Grants Requests process template

Process parameter name Pre-configured value Required change

Table 4. Changes to Send Notification process template

Process parameter name Pre-configured value Required change

Process parameter name Pre-configured value Required change

For example, if you installed xCelerated

Table 5. Changes to Send Advanced Notification process template

Process parameter name Pre-configured value Required change

For example, if you installed xCelerated

Table 6. Changes to Request Documents process template

Process parameter name Pre-configured value Required change

Modifying HTTP Outbound activity URLs

Table 7. Manage Grants Request process template

Activity URL to be changed

Table 8. Start Review Process process template

Activity URL to be changed

Signal Grant Status Monitoring Process - InReview http://localhost:9080/bps/http/PendingInfo

Using Corticon with the xCP Grants

Configuring the Invoke Corticon Rules activity