Fixed Asset Investigation with Multiple Managers

Sunday, February 20, 2011
Everyone has different standards on when exactly something crosses that "no longer usable" line. This applies to a company's fixed assets as well.

What we are trying to say is that it may be good to have two people conduct the same investigation on fixed assets. These investigations usually don't take that much time, so this should not be unreasonable. (Spin-off from "Taking on Management of IFRS Related Workflows" and "Accommodating Manager Changes in Asset Investigations.")

If you want to make sure both managers are finished with their investigations before the flow goes to task 3 (Confirm Investigation Report), you can use the below workflow.

Spreadsheet Settings in Questetra BPM Suite SaaS Edition

1. Test the workflow reception (optional)
After activating the workflow to be used, check the URL address found in the [Version Detail] screen.


In our sample workflow, there are two necessary input fields: title (Name) and data[0] (Manager). So the system should automatically start a new process when it receives an access like:[0]

As a test, copy & paste this long address into your browser (you should get a blank page), and make sure a new task is created in your task list.

2. Prepare a list of fixed assets in Google Docs
Log into Google Docs and create a new file from [Create new > Spreadsheet]. Give the spreadsheet a title (e.g., Fixed_Assets_Management_List) and create two questions (Question Titles: "Name" and "Manager (Email Address)."

You should get a spreadsheet with "Name" in column A and "Manager (Email Address)" in column B.

3. Get ready to send the list to Questetra BPM Suite
Open the spreadsheet, and create a new script from [Tools > Scripts >Script editor]

function myFunction() {


function startWorkflow() {
  var sheet = SpreadsheetApp.getActiveSheet();
  var startRow = 2;
  var numRows = 10; //provisional setting: Max 10 assets
  var dataRange = sheet.getRange(startRow, 1, numRows, 2);
  var data = dataRange.getValues();
  for ( var i = 0; i < data.length; ++i) {
    var row = data[i];
    var name = row[0];
    var manager = row[1];
  var url = "";
    var payload = 'processModelInfoId=ZZ';
    payload += '&nodeNumber=WW';
    payload += '&title=' + encodeURIComponent(name);
   payload += '&data[0].email=' + encodeURIComponent(manager);
    var params = {
      method: 'post',
      payload: payload
    UrlFetchApp.fetch(url, params);

...and save. Make sure you replace "XXXXXXXX", "YYYYYYYYYYYYYYYYYYYYYYYYYYYYYY", "ZZ" and "WW" with your own info. If you are not in Japan, you will probably want to also change "JST" to your own timezone.

4. Run the script! 
Click [ (Run sellected script)] button on the Script Editor, and you will find assets' information input from a Google Spreadsheets and see as many first tasks as the number of rows (Max. 10).

* You can select [tool] > [script] > [manager...] and run this script on Script Manager.