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Transactional Process
Travel Request Bizagi Process Modeler
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Table of Contents
1 TRANSACTIONAL PROCESS – TRAVEL REQUEST ......................................................................................... 4 1.1 TRANSACTION ............................................................................................................................................................ 6
1.1.1 Process Elements ..................................................................................................................................... 6
1.1.1.1 Register Travel Request ........................................................................................................ 6
1.1.1.2 Approve Travel Request ........................................................................................................ 7
1.1.1.3 Request Approved? ................................................................................................................. 8
1.1.1.4 Send Rejection Message ....................................................................................................... 8
1.1.1.5 Booking .......................................................................................................................................... 8
1.1.1.6 Error Event .................................................................................................................................... 9
1.1.1.7 Handle Unexpected Error .................................................................................................. 9
1.1.1.8 Notify Unexpected Error .................................................................................................... 10
1.1.1.9 Cancel Event ............................................................................................................................. 10
1.1.1.10 Unsuccessful Booking ......................................................................................................... 10
1.1.1.11 Notify Unsuccessful Booking .......................................................................................... 11
1.1.1.12 Advance Required? ............................................................................................................... 12
1.1.1.13 Disburse Travel Advance ................................................................................................... 12
1.1.1.14 Upon Return Report Expenses ...................................................................................... 13
2 BOOKING ....................................................................................................................................................................... 14 2.1 BOOKING .................................................................................................................................................................. 14
2.1.1 Process Elements .................................................................................................................................. 14
2.1.1.1 Book Hotel ................................................................................................................................ 14
2.1.1.2 Book Car ..................................................................................................................................... 15
2.1.1.3 Book Flight ................................................................................................................................ 16
2.1.1.4 Notify Employee .................................................................................................................... 17
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2.1.1.5 Compensate Event ................................................................................................................ 18
2.1.1.6 Cancel Hotel ............................................................................................................................. 18
2.1.1.7 Cancel Flight ............................................................................................................................. 19
2.1.1.8 Cancel Car .................................................................................................................................. 20
3 REPORT EXPENSES .................................................................................................................................................... 22 3.1 REPORT EXPENSES .................................................................................................................................................. 22
3.1.1 Process Elements .................................................................................................................................. 22
3.1.1.1 Register Expenses Report .................................................................................................. 22
3.1.1.2 Approve Expense Report ................................................................................................... 24
3.1.1.3 Approved? ................................................................................................................................. 25
3.1.1.4 Review Policies ........................................................................................................................ 25
3.1.1.5 Policies Ok? ............................................................................................................................... 27
3.1.1.6 Record Expenses .................................................................................................................... 27
4 PERFORMERS ............................................................................................................................................................... 29
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Transactional process – Travel request Version: 1.0
Author: Bizagi Process Modeler
Description
Bizagi is a powerful and easy tool to use. Bizagi can model processes ranging from the smallest and
simplest to the most robust and complex aspects.
The Travel Request is an example of how a complex process can be modeled easily. The process
begins when an employee makes a travel request, the employee indicates the travel requirements
and the employee’s boss can accept, reject or request changes in the application.
If the request is accepted, the process continues to the booking sub-process. If all the reservations
are successful, the sub-process ends and the process continues to the next activity, Disburse Travel
Advance. Finally, when the employee returns from the trip, it is necessary to register all the travel
expenses.
The booking sub-process requires especial treatment because it is necessary for the process that all
the activities are successfully completed. If one activity is not finished correctly, all the other
activities that have been completed need to be reserved. In other words, if one booking fails it is
necessary to undo those that did not.
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In order to achieve that, the Booking sub-process was modeled as a transaction because it is
supported by a special protocol that assures that all parties involved have complete agreement
about completing or canceling the whole sub-process.
A Transactional sub process is performed successfully when all the activities inside the sub process
are ended correctly. The sub process finalizes and the task´s results are stored on the database.
Exceptions or cancellation events are launched without affecting the information or integrity of the
database when the transaction is not successfully completed.
Scope
Bizagi’s Transactional template is designed to implement a complex process using a transactional
sub- process.
Objectives
Implementing an example of a transactional sub-process (the Booking sub-process)
Showing Bizagi’s powerful feature of transactional sub-process
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Transaction Process
Process Elements
Register Travel Request
Description
The first task is Register Travel Request in which an employee enters all the information for the
proposed trip. The employee includes all the hotel details and ticket requirements.
Actions
Type Description
On Enter Set the date, applicant and the departing city
based on the location of the applicant
On Exit Set the total of the advance required
Form
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Approve Travel Request
Description
The applicant´s boss can approve, reject or request a change in the travel request, if the applicant
requested an advance the boss must enter the approved amount.
Actions
Type Description
On Exit Total Advance Approved
Form
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Request Approved?
Description
The boss can approve, reject or request changes in the trip application.
Gateways
Changes Required: The process returns to the applicant.
Yes: If the request is approved the process continues to the booking sub-process
No: If the request is rejected, the employee is notified.
Send Rejection Message
Description
Sent the rejection message to the applicant.
Script
Dear <TransactionProcess.Applicant.fullName> <TransactionProcess.Applicant.
Your travel request has been rejected. Travel Request <RadNumber>
Your boss <TransactionProcess.Applicant.idBossUser.fullName> has rejected your travel request
departing from <TransactionProcess.DepartureCity.Name> on the
<TransactionProcess.DepartureDate>
Best regards, Administrative Team
Booking
Description
In the Booking sub-process the Travel Assistant books the items (Hotel, Flight or Car) requested by
the employee. The process is modeled as a transaction which has a special behavior. There are three
possible outcomes.
The first is when all the activities are successfully completed; the travel assistant can book all the
requested items without a problem.
If at any moment it is not possible to do any of the reservations required, it is necessary to undo the
reservations that were made (Compensation).
The other way to leave the sub process is when something unexpected happens, so the activities
are interrupted without compensation.
The process can only continue to the next activity if all the bookings are made successfully.
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Error Event
Description
The flight booking is made through an interface. Suppose that in the Book flight task an error
occurs with the connection to the external system. Thus, the transactional sub process cannot
continue. The activities are interrupted (without compensation), the process flow continues through
the error intermediate event.
Handle Unexpected Error
Description
If the booking process ends because of an error, the process continues to this activity (accessed by
the intermediate error), where it is necessary to comment and take actions about it.
Form
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Notify Unexpected Error
Description
After the Handle Unexpected Error task it is necessary to inform the employee about it.
Script
Dear<TransactionProcess.Applicant.fullName>,
During the flight booking an unexpected error occurred and therefore we were unable to complete
your request.
<TransactionProcess.HandleErrorComments>
Best regards, Administrative Team
Cancel Event
Description
If during the booking process any of the booking fails (the desired booking is not available) a
cancellation exception is thrown. The transactional sub process cannot continue and it is necessary
to undo the reservations that were made (Compensation).
The process performs the activities of compensation for each one of the sub-process’ tasks and exits
the sub-process through the cancellation event
Unsuccessful Booking
Description
If the booking process ends because a booking fails, the process continues to this activity (accessed
by the intermediate cancel flow), where it is necessary to make a comment.
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Form
Notify Unsuccessful Booking
Description
If the booking sub-process ends because a booking is not available, the process continues to the
Unsuccessful Booking task (accessed by the intermediate cancel event). After that it is necessary to
inform the employee about it.
Script
Dear <TransactionProcess.Applicant.fullName>,
Your travel request was canceled because the hotel or the car booking were not available.
Best regards, Administrative Team
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Advance Required?
Description
If the applicant requests an advance, the process continues to the Disburse Travel Advance task.
Gateways
Yes: If the employee requested an advance the process continues to Disburse Travel
Advance task.
No: If the employee did not request an advance, the process continues to the Upon Return
Report Expenses task.
Disburse Travel Advance
Description
Disburse the advance to the employee and upload the disbursement record. This activity is
performed if the employee made a request for an advance.
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Form
Upon Return Report Expenses
Description
For a company it is necessary to have control of the employee´s expenses during a business trip. In
the Report Expenses activity the employee registers all his/her expenses, the boss approves or
rejects it and finally reviews the company’s policy relating to it.
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Booking Version: 1.0
Author: Bizagi Process Modeler
Booking
Process Elements
Book Hotel
Description
The travel assistant books a hotel and gives the hotel´s information. If there are no hotels available
the travel assistant selects the Hotel Unavailable flag.
Actions
Type Description
On Exit Raise Event Hotel
On Enter Set Request Information
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Form
Book Car
Description
The travel assistant books a car. He/she includes the information about it. If there are no cars
available the travel assistant selects the Car Unavailable flag.
Actions
Type Description
On Enter Set Request Information
On Exit Raise Car Event
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Form
Book Flight
Description
The travel assistant books the required flight through an interface. If the process fails an error
message is shown, and an exception error is thrown.
Actions
Type Description
On Enter Set Request Information
On Exit Raise Flight Event
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Form
Notify Employee
Description
When the travel assistant finishes all the reservations, the employee is informed about the booking.
Script
Dear <TransactionProcess.Applicant.fullName>
Information about your trip.
Hotel:
Name: <TransactionProcess.Hotel.HotelName>
Address: <TransactionProcess.Hotel.Address>
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Telephone: <TransactionProcess.Hotel.Telephone>
City: <TransactionProcess.Hotel.City.Name>
Flight:
Airline: <TransactionProcess.Flight.Airline.Airline
Depart From: <TransactionProcess.Flight.DepartFrom.Name>
Depart on: <TransactionProcess.Flight.DepartingDateTime>
Arrive to: <TransactionProcess.Flight.ArriveTo.Name>
Arrive on: <TransactionProcess.Flight.ArrivingDateTime>
Car
Rental Car Company: <TransactionProcess.Car.RentalCompanyName>
Pick up Date:<TransactionProcess.Car.PickUpDate>
Pick up Location: <TransactionProcess.Car.PickUpLocation>
Return Date: <TransactionProcess.Car.ReturnDate>
Best regards,
Administrative Team
Compensate Event
Description
If the hotel or the car booking is unavailable, it is necessary to compensate the other activities that
have been completed: undo the reservation that did not fail. The Cancel activities are performed in
the reverse order from which they were finished.
Cancel Hotel
Description
If the car reservation is unavailable it is necessary to undo the Hotel reservation. This activity is
only performed if the Book hotel activity was completed.
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Form
Cancel Flight
Description
If the car or hotel reservation is not available it is necessary to cancel the flight. This activity is only
performed if the Book Flight activity was completed.
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Form
Cancel Car
Description
If the hotel reservation is not available it is necessary to cancel the car booking. This activity is only
performed if the Book Car activity was completed.
Actions
Type Description
On Exit Raise Event Car
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Form
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Report Expenses Version: 1.0
Author: Bizagi Process Modeler
Report Expenses
Process Elements
Register Expenses Report
Description
In this activity the employee enters the information about all the expenses made during the trip.
Actions
Type Description
On Enter Set the duration of the task in minutes
On Save Calculate Expenses and Returns
On Exit Calculate Expenses and Returns
Validate that at least 1 Expense has been
Included
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Form
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Approve Expense Report
Description
The boss of the employee approves or rejects the expenses report.
Form
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Approved?
Description
If the expense report is correct, the process continues to the next activity.
Gateway
No: The process returns to the Register Expense Report.
Yes: The process continues to the Review Policies task.
Review Policies
Description
Review the approved information, taking into account that all the expenses must be valid under the
company's policy.
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Form
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Policies Ok?
Description
If the expense report and the policies are correct, the process continues to the last activity.
Gateway
Yes: The process continues to the Record Expenses task.
No: The process returns to the Register Expense Report task.
Record Expenses
Description
Check the Expenses recorded option.
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Form
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Performers
Travel Assistant (Role)
Corresponds to the person who facilitates travel arrangements for the company.
Employee (Role)
Corresponds to a person who works in the company and made a travel request
Boss (Role)
Corresponds to the boss of the applicant who made the travel request.
