You can also access this tutorial in German and French.


In this tutorial we use the YAWL Control Centre to create roles and users. Then we continue using the YAWL Editor to assign roles to each task. We will use the "retain familiar" workflow pattern.

You can find the supplementary material here and here.

Hello and welcome back to the YAWL tutorials. In the last video we have entered the data necessary for our little workflow and this time, we will talk about resources: the question who is going to do what? So we will first go into the control center and we will create some roles and also some users and then we will go back to the YAWL editor and enter the roles: who is going to do which tasks? So let's start. You can see here the YAWL engine is already started, the editor is open and running and we now go to this button here and enter the YAWL logon page. And remember from one of our previous videos that the username is admin here and the password is YAWL - "Y" "A" "W" "L" - all in capital letters. So once we have that, we press the login button. So in order to start here, the first thing we have to do is open the org data tab and inside the org data tab, we are able to edit roles. So we first click new and then we enter the role name here and the role name is "Applicant".

We don't do a description and notes now and just add this role: "new item added successfully". And the second role we have to press new again and this time, it is the Approver and we add that as well. So the next thing we will do is, we will create users. So we go to the users tab and we will add a new user here and we have to enter first name last name and we need a user ID and we need a password. I will use the password pass - p a s s. And we have to repeat it here and then we need to assign roles to the users - one or more roles. So in this time, I want to create an applicant. So I select applicant here and I click on this little arrow here and then we see that this user lki has the role applicant and we click add. Now the system warns us that no position is specified and no capability is specified. We will cover the topic of positions and capabilities in a later video. We create a second user. This time user ID lha, password again the same, p a s s. And again, this will be an applicant. We create two users in order to show some of the interesting effects that will appear when we deal with these users and add and press ok. So now the third user will be rre and password again and this time this will be an approver. And the last user we will create today is rma, password pass and again an approver.

So now we have created these users and roles in our control center here and in order to save what we have done, we can now go to the org data tab and you can find a button here export org data to file. We will do that and you can see down here it is exporting that to yawl org data exp ybkp, so YAWL back up. So this is a YAWL backup file that is stored on the machine and I will put that in the supplementary material at the end of this video. So now that we have this, we can go back to our specifications. So it's already entered in the editor and remember, we need the connection here of the editor to our engine and the resource service and the informations that we just entered are now with the resource service because the engine doesn't know about it. So we need connections to both. So check that this is green here. If you have something red here, you cannot work. The next step will be we will go on our tasks and now we scroll down here and we go to resourcing and currently this is UUU which means everything is done by the user - meaning an administrator - and if we click these three little dots here, we come to the first point that the system can offer this work item at run time to participants, to roles, or net parameters. So we will cover the other things in a later video but roles now is the thing we need. So we go to roles and press the plus sign here. Now the system shows us the different roles we have entered previously and this time it is an applicant that we need. So we will offer this task to an applicant and that's all we want to do for this task. So we click OK. The next task is "Approve leave request". We select that, go to the left-hand side, click on resourcing, enable system offer and now we will choose approver as the role and we click OK. "Note approval" is the next task we will edit. We go to the resourcing and offer this to the applicant. The problem is now that we don't want this "Note approval" to be offered to any applicant but we want to choose the one that has filled in the application in the first place. So we have the possibility to do that and we can select "choose completer of task" and we have to select "Submit leave request" here and press ok. And we do the same thing for "Note rejection". So we put in the role applicant and we choose the completer of the task "Submit leave request". Okay, now we are done. We can press the green checkmark again: "no problems reported". We can save the workflow now, verify specification okay and now we're done.

So in principle, this should work now and we will see that in the next video. See you then!