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Configure and manage the scenarios for a Process.
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Manage your process tests.
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Manage Processes throughout your organization.
Understand what Processes are in ProcessMaker Platform.
Making Process design easy and efficient for any type of process is one of ProcessMaker Platform's core tenets. Let's first understand what a Process is and how it serves you and your business:
A Process is a set of steps and decisions to complete a particular goal, often as efficiently as possible.
A Process may involve people or be completely automated through scripting.
A Process can integrate with external third-party systems and legacy applications to extend their functionality.
Use ProcessMaker Platform to design a model of a Process. The Process model is a graphical representation of the Process.
ProcessMaker Platform uses the Process model as the Process definition to run Requests of that Process. A Request is one occurrence of a Process.
It’s easy for business analysts and business managers to model Processes. Business analysts and business managers understand the business processes that they use in their organizations, and they want to define and improve those processes. For example, business analysts want to learn how much time and money is spent to do work in their organizations, and they want to optimize those processes. In ProcessMaker Platform, we refer to these business experts as “Process designers.”
Any Process designed in or exported from ProcessMaker is BPMN 2.0 compliant. Furthermore, any process to be imported to ProcessMaker Platform must be BPMN 2.0 compliant.
To learn more about how to model a Process, see Process Modeling.
The Process Manager understands the Process design and workflow dynamics to troubleshoot Request routing incidents. This setting is only available if the Advanced User package is installed. Tasks assigned to this user would otherwise pause indefinitely because workflow on that Request cannot continue due to any of the following reasons:
The Request routes to a Task assignee whose user account is inactive. The Process Manager must manually assign that Task to a user whose account is active.
The Request routes to the Task assignee's manager, but that user's account is not configured with a manager. The Process Manager must determine who is the original Task assignee's manager, and then manually reassign that Task to that user. Separately, the Process Manager may notify the Administrator that not all user accounts are configured with her or his manager.
The Task assignee does not have a user account manager, and is a member of two or more groups which have different managers. The Process Manager must determine who is the original Task assignee's manager, and then manually reassign that Task to that user.
The Request routes to a Task assignee in which that user's account is set with the following statuses:
The user's account is set to Out of Office status, but not configured with a delegated user to assign new Tasks while with this status. The Process Manager must manually reassign that Task to a delegated user.
The user's account is set to Scheduled status, is not scheduled to work when the Task is assigned, and is not configured with a delegated user to assign new Tasks. The Process Manager must manually reassign that Task to a scheduled user.
The Process Manager is assigned the Task in that Request, and may then indicate how to route that Request. The Process Manager may optionally cancel that Request if that user is among those selected in the Cancel Request setting.
Specify the Process Manager when configuring a Process.
Manage your Process Categories.
View the Process Categories in your organization.
Your user account or group membership must have the following permissions to view Process Categories unless your user account has the Make this user a Super Admin setting selected:
Processes: View Process Categories
Processes: View Processes
See the Processes permissions or ask your Administrator for assistance.
Follow these steps to view Process Categories:
Log on to ProcessMaker Platform.
Click the Designer option from the top menu. The Designer Welcome Screen displays.
Do one of the following:
Click the Categories tab. The Process Categories display.
The Categories tab displays the following information in tabular format about Process Categories:
Name: The Name column displays the name of the Process Category. The Process Category named Uncategorized is the default Category.
Status: The Status column displays the status of the Process Category. Below is a description of each status:
Active: An active Process Category can have Processes assigned to it. The Process Category named Uncatagorized is active by default.
Inactive: An inactive Process Category can no longer be selected when assigning a Process to a Category. Furthermore, Processes assigned to an inactive Category no longer display in the New Request screen even though such Processes may be active.
Processes: The # Processes column displays how many Processes in your organization have been assigned to that Process Category.
Modified: The Modified column displays the date and time the Process Category was last modified. The time zone setting to display the time is according to the ProcessMaker Platform instance unless your user profile's Time zone setting is specified.
Created: The Created column displays the date and time the Process Category was created. The time zone setting to display the time is according to the ProcessMaker Platform instance unless your user profile's Time zone setting is specified.
If no Process Categories exist, the following message displays: No Results.
Use the Search setting to filter Process Categories by their names.
Control how tabular information displays, including how to sort columns or how many items display per page.
Search for a Process Category.
Your user account or group membership must have the following permissions to search Process Categories unless your user account has the Make this user a Super Admin setting selected:
Processes: View Process Categories
Processes: View Processes
Enter in the Search setting the text to filter Process Categories by name.
As you enter text into the Search setting, Process Categories display that match your entered text.
If there are no search results, the following message displays: No Results.
Improve your Process organization by creating Categories to which to assign them.
Your user account or group membership must have the following permissions to create a new Process Category unless your user account has the Make this user a Super Admin setting selected:
Processes: Create Process Categories
Processes: View Process Categories
Processes: View Processes
Click the +Category button. The Create Process Category screen displays.
In the Category Name setting, enter the name of the new Process Category. The Process Category name must be unique from all other Process Category names in your organization and can only use apostrophe characters ('
) and spaces. This is a required setting.
From the Status drop-down menu, select one of the following options for the Process Category's status:
Active: Select Active to allow Processes to be assigned to this Process Category. This is the default option.
Inactive: Select Inactive to create this Process Category but not be available to assign Processes to it. Inactive Process Categories cannot have Processes assigned to them. Furthermore, Processes assigned to an inactive Category no longer display in the New Request screen even though such Processes may be active.
The Active option is selected by default. This is a required setting.
Click Save.
Edit the name and/or status of a Process Category.
Your user account or group membership must have the following permissions to edit a Process Category unless your user account has the Make this user a Super Admin setting selected:
Processes: Edit Process Categories
Processes: View Process Categories
Processes: View Processes
Edit the following information about the Process Category as necessary:
In the Category Name setting, edit the name of the Process Category if necessary. The Process Category name must be unique from all other Process Category names in your organization. This is a required setting.
From the Status drop-down menu, change the status of the Process Category, if necessary, from the following options:
Active: Select Active to allow Processes to be assigned to this Process Category. This is the default option.
Inactive: Select Inactive to create this Process Category but not be available to assign Processes to it. Inactive Process Categories cannot have Processes assigned to them. Furthermore, Processes assigned to an inactive Category no longer display in the New Request screen even though such Processes may be active.
This is a required setting.
Click Save.
Understand what Process Categories are and how they can help organize your Processes.
Process Categories can be in active or inactive status. Following is a description of each status:
Active: Active Process Categories can have Processes assigned to them.
From the Assets pane in the Designer Welcome Screen, mouse-hover over the Processes icon, and then select View All Processes.
Click the Processes iconfrom the left sidebar.
See the permissions or ask your Administrator for assistance.
Follow these steps to create a new :
.
See the permissions or ask your Administrator for assistance.
Follow these steps to create a new :
.
See the permissions or ask your Administrator for assistance.
Follow these steps to edit a :
.
Click the ellipses icon, and then select the Edit Category option for the Process Category to edit. The Edit Process Category page displays.
Use Process Categories to organize your . Organizing your Processes into Categories makes it easier to search for a Process based on its assigned Category. Assign multiple Process Categories to a Process if necessary. For example, assign a Process named "Loan Request" to the "Banking" and "Loans" Process Categories.
Assigning your Process to Process Categories also makes it easier for participants to start a Request of your Process. Processes are organized by Process Categories in the New Request screen, which is where . In the New Request screen, a Process displays in each Process Category to which it is assigned.
Inactive: Inactive Process Categories cannot have Processes assigned to them. Furthermore, Processes assigned to an inactive Category no longer display in the even though such Processes may be active.
: Organize your .
Process Categories: Organize your .
: Organize your .
: Organize your .
: Organize your .
: Organize your .
: Organize your .
Begin modeling your business solution from a Process Template or a blank canvas.
Begin modeling your business solution from a blank Process that contains no content.
Your user account or group membership must have the following permissions to create a new Process unless your user account has the Make this user a Super Admin setting selected:
Processes: Create Processes
Processes: View Processes
See the Processes permissions or ask your Administrator for assistance.
Follow these steps to create a new blank Process that contains no content:
Click the +Process button. The New Process screen displays.
In the Name setting, enter the unique name for the Process. Process names must be unique in your organization regardless of whether the Process is active or archived, and can only use apostrophe characters ('
) and spaces. This is a required setting.
In the Description setting, enter a description of the Process. This is a required setting.
From the Process Manager drop-down menu, select the Process Manager for this Process.
Optionally, upload a third-party BPMN 2.0 compliant BPMN file from which to use its Process model in ProcessMaker Platform. Do not use this function to import a ProcessMaker Platform Process that is a .json
file.
To do so, follow these guidelines:
Ensure that the third-party Process model is BPMN 2.0 compliant and has the .bpmn
file extension.
Click the Upload File button, and then browse for the third-party .bpmn
file to use as your Process model.
Click Save. If you are generating a new Process using ProcessMaker AI, then see how to describe your Process using natural language.
Otherwise, your new Process opens in Process Modeler. If you uploaded a third-party .bpmn
file, Process model elements that comply with the BPMN 2.0 specification display. See Process Modeling for topics.
If you upload a third-party .bpmn
file to use as your Process model, any Process model elements that do not comply with the BPMN 2.0 specification cannot be used after the Process is created. An error displays for any invalid Process model elements.
View the active and inactive Processes in your organization.
ProcessMaker Platform displays all active and inactive Processes in one table that Process Designers have created throughout your organization. This makes it easy to manage your Processes. A Process can have one of these status:
Your user account or group membership must have the "Processes: View Processes" permission to view the list of Processes unless your user account has the Make this user a Super Admin setting selected.
See the Processes permissions or ask your Administrator for assistance.
Click the Archived Processes tab to view archived Processes.
Follow these steps to view all active and inactive Processes in your organization:
Ensure that you are logged on to ProcessMaker Platform.
Click the Designer option from the top menu. The Designer Welcome Screen displays.
Do one of the following:
The Processes tab displays the following information in tabular format about active and inactive Processes:
Category: The Category column displays in which Process Category the Process is assigned.
Owner: The Owner column displays the Process Owner who maintains the Process. Hover your cursor over a user's avatar to view that person's full name.
Modified: The Modified column displays the date and time the Process was last modified. The time zone setting to display the time is according to the ProcessMaker Platform instance unless your user profile's Time zone setting is specified.
Created: The Created column displays the date and time the Process was created. The time zone setting to display the time is according to the ProcessMaker Platform instance unless your user profile's Time zone setting is specified.
Use the Search setting to filter Processes that display.
Click the +Process button. See Create a New Process.
Click the Import button. See Import a ProcessMaker Platform Process.
If no active Processes exist, the following message displays: No Results.
Control how tabular information displays, including how to sort columns or how many items display per page.
Delete a Process Category when it is no longer needed.
Your user account or group membership must have the following permissions to delete a Process Category unless your user account has the Make this user a Super Admin setting selected:
Processes: Delete Process Categories
Processes: View Process Categories
Processes: View Processes
Deleting a Process Category cannot be undone.
Click Confirm. The following message displays: The category was deleted.
Begin modeling your business solution by describing it using natural language. Let ProcessMaker's Artificial Intelligence (AI) generate it for you.
Use ProcessMaker's AI Assistant to generate a Process without knowing Process design or how BPMN elements work. The following BPMN element types and connectors are supported. These are listed in alphabetical order.
Your user account or group membership must have the following permissions to create a new Process unless your user account has the Make this user a Super Admin setting selected:
Processes: Create Processes
Processes: View Processes
Generating a new Process using natural language is a two-step procedure:
Follow these steps to select using ProcessMaker AI to generate a new Process:
Click the +Process button. The New Process screen displays.
Follow these steps to describe your Process using natural language:
In the Description setting of the Process Details tab, enter a description in natural language of your business process requirements. Follow these guidelines when describing your business process requirements:
Enter your Process requirements in most real natural languages. Do not use fictional languages.
You may enter your description in one language, but generate the Process model's labels using a different language. For example, enter your description in English language, but write at the end of your description: Generate the Process in Spanish
or Return in Spanish
.
One Process model description may use no more than 1000 tokens. A token is a common sequence of characters found in text for a particular language. Generally, one token corresponds to approximately four (4) characters of common English-language text. This corresponds to approximately 100 tokens to about 75 words in English. To the right of the Description label displays how many tokens your description currently uses. If your description exceeds 1000 tokens, shorten the length of your description.
From the Need Inspiration? field, view English-language phrases how to describe specific functions to generate in the Process model. Click a phrase or phrase template to copy it into your Clipboard, and then paste it into into the appropriate location in your description.
Click the Generate button. ProcessMaker Platform processes the description. This may take several minutes to generate the Process model. After the Process model generates, it displays in the Model result section of the Generative AI page.
Navigate the generated Process model preview by doing any of the following:
Zoom out from the Process Modeler canvas:
Press the keyboard key combination Control+- (Command+- for Apple keyboards).
Zoom in from the Process Modeler canvas:
Press the keyboard key combination Control++ (Command++ for Apple keyboards).
Pan around after zooming into the thumbnail view: Press the space bar and then use your mouse to pan around the Process Modeler canvas.
Click the Rest to initial scale button to reset the Process Modeler canvas viewing percentage to 100%.
Optionally, do any of the following as many times as necessary to generate the Process model that meets your business requirements:
Revise your description from the Description setting, and then click the Regenerate button.
Click the History tab to view your past natural language descriptions, each of their generated Process models, and the datetime each was generated. The History tab displays previous descriptions only for your user account. Click a description to view its text as well as the generated Process model. Each description displays changes from the preceding description using the following notation:
Text removed from the preceding description: Each word removed from the preceding description has a subtraction character (-
) and has a red-colored highlight.
Text added to the following description: Each word added to the following description has an addition character (+
) and has a green-colored highlight.
Click the Clear History button to view the past descriptions for your user account.
In the Description setting, edit a description of the Process if necessary. This is a required setting.
Click Save. The new generated Process displays in Process Modeler.
Click the Build Your Own tile. The Create Process screen displays.
From the Category drop-down menu, select one or more Process Categories to associate with this Process. In doing so, Process Categories may be sorted from the Processes page. To remove a Process Category that is currently selected, click theicon for that selection or press Enter
when the drop-down is visible. This is a required setting. See What is a Process Category? for more information how this affects new Requests for this Process.
From the Project drop-down menu, optionally select the Project(s) that this Process becomes an asset. This setting only displays Projects of which you are a member. To remove a Project that is currently selected, click theicon for that selection or press Enter
when the drop-down is visible.
Active: The Active status indicates that new Requests of the Process can be started and in-progress Requests can be completed. Moreover, Process Designers can edit the Process as needed. Changes made to an active Process are reflected in new Requests only and any in-progress Requests are not affected.
Inactive: The Inactive status indicates that new Requests of the Process can not be started. In-progress Requests can complete; they are not affected. Moreover, Process Designers can edit the Process as needed.
Archived: The Archived status indicates that new Requests of the Process can not be started. In-progress Requests can complete; they are not affected. However, Process Designers cannot edit the Process until it is restored.
From the Assets pane in the Designer Welcome Screen, mouse-hover over the Processes icon, and then select View All Processes.
Click the Processes iconfrom the left sidebar. The Processes tab displays all active Processes in the Processes page.
Name: The Name column displays the Process name. If the Process is not configured correctly, such as with a Process Manager, then the following icon displays preceding the process name:. The Name column also displays an icon indicating the status of the Process and can have these values:
Active: The Active status indicates that new Requests of this Process can be started.
Inactive: The Inactive status indicates that no new Requests of this Process can be started. In-progress Requests can complete; they are not affected.
Click the ellipses icon, and then select the Edit Process option. See Model Your Process for topics.
Click the ellipses icon, and then select the Save as Template option. See Create a Template from a Process.
Click the ellipses icon, and then select the Save as PM Block option. See Create a new PM Block.
Click the ellipses icon, and then select the Add to Project option. See Add a Process to a Project.
Click the ellipses icon, and then select the Configure option. See Configure a Process.
Click the ellipses icon, and then select the View Documentation option. See View Documentation for a Process. Note that the Documentation package must be installed for this option to be available.
Click the ellipses icon, and then select the Export option. See Export a BPMN-Compliant ProcessMaker Platform Process.
Click the ellipses icon, and then select the Archive option. See Archive a Process.
Click the ellipses icon, and then select the Pause Start Timer Events option to stop the schedule for new Requests by pausing all Start Timer Event elements in the Process. Note that this icon only displays if that Process uses at least one Start Timer Event that is not paused.
Click the ellipses icon, and then select the Unpause Start Timer Events option to resume the schedule for new Requests by resuming all Start Timer Event elements in the Process. Note that this icon only displays if that Process uses at least one Start Timer Event that is paused.
See the permissions or ask your Administrator for assistance.
To delete a Process Category, no Processes can be assigned to it. If any Processes are assigned to the Process Category, its Delete Category option does not display. .
Follow these steps to delete a :
.
Click the ellipses icon, and then select the Delete Category option for the Process Category to delete. A message displays to confirm deletion of the Process Category.
See the permissions or ask your Administrator for assistance.
.
.
Click the Generate from Text tile.
.
. The Generative AI page displays.
Click the icon from the lower left of the Process Modeler canvas.
Click the icon from the lower left of the Process Modeler canvas.
Click the Use Model button. The Create Process screen displays with the name and description of the Process from your Process requirements description using the natural language specified to generate the Process model.
In the Name setting, edit the unique name for the Process if necessary. Process names must be unique in your organization regardless of whether the Process is active or , and can only use apostrophe characters ('
) and spaces. This is a required setting.
From the Category drop-down menu, select one or more to associate with this Process. To remove a Process Category that is currently selected, click theicon for that selection. This is a required setting.
From the Project drop-down menu, select the that this Process becomes an asset. This setting only displays Projects of which you are a member. To remove a Project that is currently selected, click theicon for that selection or press Enter
when the drop-down is visible.
From the Process Manager drop-down menu, select the for this Process.
Edit a Process's general settings, Screen translations, notifications, comments, versioning, and vocabularies.
Use a Template to create a new Process.
Your user account or group membership must have the following permissions to create a new Process unless your user account has the Make this user a Super Admin setting selected:
Processes: Create Processes
Processes: View Processes
Process Templates: View Process Templates
See the Processes and Process Templates permissions or ask your Administrator for assistance.
Follow these steps to create a new Process from a Template:
Click the +Process button. The New Process screen displays.
To create a new Process from a Template, select one of the Process Template cards at the bottom of the screen. A preview of the Template displays, as well as the name of the Template designer and the Template version.
Optionally, use any of the following to inspect the thumbnail view of the Process model:
Pan around after zooming into the thumbnail view: Hold with the mouse, then pan around the thumbnail view.
Reset the thumbnail view: Click the Reset button.
Click the Use Template button to create a Process using that Template. The Create Process screen displays.
In the Name setting, enter the unique name for the Process. Process names must be unique in your organization regardless of whether the Process is active or archived, and can only use apostrophe characters ('
) and spaces. This is a required setting.
In the Description setting, enter a description of the Process. This is a required setting.
From the Process Manager drop-down menu, select the Process Manager for this Process.
Click Save. The new Process displays in Process Modeler and shows the assets from the selected Template.
After clicking Save, if the Process you are importing has Screen assets from another Process Template that uses these Screen assets, the following page displays to indicate how to create your new Process using those assets:
Do one of the following for Screens involved in the Process Template:
Update: For each Screen asset, click the Update option to update the already existing asset. Otherwise, click the Update option in the Screen header to update all assets at once.
Keep Previous: For each Screen asset, click the Keep Previous option to use the already existing asset. Otherwise, click the Keep Previous option in the Screen header to keep all previous assets at once.
Duplicate: For each Screen asset, click the Duplicate option to create a new asset without modifying the previous existing asset. Otherwise, click the Duplicate option in the Screen header to duplicate all assets at once.
Import a complete business solution that has previously been validated and exported from ProcessMaker Platform.
Importing and exporting Processes and their related assets into your ProcessMaker Platform instance makes it easy for Process designers and business analysts in your organization to share complete business solutions that can quickly be deployed to production. Import Processes from ProcessMaker Platform or later versions. ProcessMaker Platform ignores any Projects to which the importing Process was assigned when it was exported.
Download Process Templates from ProcessMaker to expedite the time to design your next business solution.
Import Processes that meet the following requirements:
The Process successfully validates as BPMN 2.0 compliant.
The Process was exported from a ProcessMaker Platform version the same or later than the ProcessMaker Platform version importing the Process.
The JSON file exported from the ProcessMaker Platform instance contains relevant assets for that Process. This file may include but not limited to Screens, Scripts, and Enterprise package assets referenced in that Process. This file may be password protected, especially if the exported package contains Environmental Variables and/or Data Connectors, both of which may contain sensitive business information. A password-protected business solution is encrypted. If the JSON file has a password, then you must know that password to import the Process and/or its asset(s).
If the ProcessMaker Platform importing a business solution does not have the Enterprise package(s) installed that the solution uses, those assets are ignored when importing the solution.
The following components are imported from a validated Process if they are specified in that Process:
Scripts configured for Script Task elements as well as their Script configurations
Screens configured for Form Task and Manual Task elements in both their original and translated natural languages
Reference to the ProcessMaker Platform users assigned to Form Task and Manual Task elements
Process permission(s), such as the Process Manager role
Exported Enterprise packages that the business solution uses that are installed in your ProcessMaker Platform instance
The following error messages may display during the importing of a Process to help troubleshoot why a Process may not import or a customized import is not available:
The Process has a design inconsistency that prevents it from successfully importing.
An existing Process already exists with the same name but a different unique identifier. During the importing of such a Process in this scenario, ProcessMaker Platform queries to change the name of the importing Process to prevent this conflict.
Note that Processes from ProcessMaker versions prior to 4.x cannot be imported.
All errors capture into the log file associated with each affected ProcessMaker Platform asset.
ProcessMaker Platform generates auditable logs after successfully or attempting to import a Process and its related assets. The logs may include any of the following:
Manifest of content from the importing package that contains the Process and its assets
Date and time the Process was imported
The ProcessMaker Platform user that imported the package
Error messages that apply to an unsuccessful import attempt
Your user account or group membership must have the following permissions to import a ProcessMaker Platform Process unless your user account has the Make this user a Super Admin setting selected:
Processes: Import Processes
Processes: View Processes
See the Processes permissions or ask your Administrator for assistance.
Processes that are not BPMN 2.0 compliant can be exported successfully. However, such Processes will not import successfully.
Follow these steps to select the Process package to import into ProcessMaker Platform:
Click the Import button. The Import Process page displays.
Click the Select file from computer link to locate the ProcessMaker Platform Process to import. ProcessMaker Platform Processes have the .json
file extension.
ProcessMaker Platform evaluates the file to import. If the Process was not exported from the same or later ProcessMaker Platform version as being imported, that Process may not import completely. See Potential Known Errors for an Unsuccessful or Limited Process Import.
Do one of the following regarding the password for the importing Process:
The importing Process has no password: Skip to Step 5 since a password was not set when this Process was exported.
The importing Process has a password: After the Enter Password screen displays, enter the password set when this Process was exported, and then click the Import button. The Import button remains disabled until a password is entered.
Follow these steps to select how to import the selected Process and its associated asset(s):
Select the Process to import. The Import Process screen displays.
From the Select Import Type setting, select one of the following options how to import this Process and its assets:
Basic: Import the Process and all its assets that were exported from the source ProcessMaker Platform instance. Select the Basic option, click the Import button, and then decide to update Process asset(s) that already exists in your ProcessMaker Platform instance.
Custom: Specify which asset(s) associated with the Process to import. Note that if your ProcessMaker Platform instance does not have an Enterprise package installed that the source Process includes as an asset, then the Custom option is not available. Select the Custom option, click the Import button, and then continue.
The Summary page contains the following information about the importing Process:
Description: The Description field displays the entered description of this Process.
Categories: The Categories field displays to which categories this Process is assigned.
Process Manager: The Process Manager field displays which user in the source ProcessMaker Platform instance is the Process Manager for this Process. If that user name is a hyperlink, optionally click on it to view that user's account.
Created: The Created field displays at which date this Process was created in the source ProcessMaker Platform instance.
Last Modified: The Last Modified field displays at which date this Process was last modified from the source ProcessMaker Platform instance. If this Process has not been modified, the following displays: N/A.
Optionally, do any of the following to learn more about which asset(s) to import along with the importing Process, and then include or exclude it from importing with the Process:
View the linked asset(s) for the importing Process:
Follow these guidelines to view the linked asset(s) to the importing Process:
Click the Linked Assets link. The Linked assets screen displays the asset(s) by type associated with this importing Process.
Review each asset in any of the following ways:
Review the date when this asset was last modified. If that asset has not been modified, then N/A displays.
Review the user who last modified this asset. If that user is in the target ProcessMaker Platform instance, then optionally click on that user name to view that user's profile. If that asset has not been modified, or that user is not in the target ProcessMaker Platform instance to which this asset is being imported, then N/A displays.
If that asset already exists in the target ProcessMaker Platform instance, then optionally click to view that asset below the asset description. If that asset does not exist in your ProcessMaker Platform instance, then this option is not available.
Click Cancel or OK to dismiss the Linked assets screen.
Select to import all or particular assets for the Process:
Follow these guidelines to import all assets for the importing Process or particular assets:
In the Summary page, locate the Import All Process elements option. This option is selected by default to import all assets for the importing Process.
Deselect the Import All Process elements option to not import all assets. Browse for those assets to import as described below.
View the details for each asset type:
Follow these guidelines to view the details regarding a linked asset to the importing Process:
In the Summary page, locate the asset type in which to view its details.
The following labels may display beside beside the Status descriptor for an asset or all assets in a type:
Full Import: The Full Import indicator represents that all assets of that type are to be imported. If the Import All option is selected for an asset type, then all assets of that type are set for import. To select particular assets to import, deselect the Import All option, and then select those assets of that type to import.
Updated: The Updated indicator represents that this asset has a corresponding asset already in your ProcessMaker Platform instance. After confirming which asset(s) to import from this page, decide whether to update your existing asset(s) or import them as new.
New: The New indicator represents that this asset is new to your ProcessMaker Platform instance.
Not Importing: The Not Importing indicator represents that this asset is not to be imported.
Click the Import button.
If the Process or its asset(s) exist in your ProcessMaker Platform instance, then decide whether to update the existing Process and/or assets in your instance, or import them as new. Note that if a Process is archived, that Process exists and must be considered whether to update or import a new Process.
Follow these steps to verify if the selected Process asset(s) already exists in your ProcessMaker Platform instance, and how to import the asset(s) if it does exist:
Do one of the following depending if the importing Process or any of its assets selected for importing already exists in this ProcessMaker Platform instance:
Process nor any of its assets already exist: Skip to Step 3.
Select one of the following options:
Update: Overwrite any assets associated with the importing Process. Use this option with caution because any other Process using the updated asset(s) are also affected by this action. For example, if a Screen associated with the importing Process is also used in a different Process in this ProcessMaker Platform instance, then updating that Screen from the imported Process also affects the other Processes as well.
Updating the Process itself has ramifications regarding the Process Manager assigned to both the importing Process and the target Process being updated:
The Process Manager is configured in the importing Process, but not the target Process: The Process Manager configured in the importing Process is configured for the Process after updating. The exception to this is if the user assigned the Process Manager role in the importing Process does not exist in the target ProcessMaker Platform instance, in which case the user importing the Process is configured as the Process Manager.
The Process Manager is not configured in the importing Process, but is configured in the target Process: The Process Manager configured in the target Process remains after updating that Process with the importing Process.
The Process Manager is defined in both Processes: The Process Manager configured in the importing Process replaces the Process Manager in the target Process. The exception to this is if that user does not exist in the target ProcessMaker Platform instance, in which case the Process Manager does not change.
Note that your user account must have the Edit Processes permission to import as a new Process. Otherwise, the following message displays: You do not have permissions to update the existing process in this environment..
Follow these steps to update the existing Process and/or its asset(s):
Click the Update button.
The Process and its assets import into Process Modeler. Revise as necessary.
Import as New: Import this Process and its assets with unique IDs. Follow these steps:
Click the Import as New button to import this Process and its assets with unique IDs. The Configure Process Details screen displays.
In the Name setting, enter a unique name of the importing Process. This is a required setting.
In the Description setting, enter a description of the importing Process. This is a required setting.
Click the Import button. The Process and its assets import into Process Modeler. Revise as necessary.
Click the Import button. The Process and its assets import into Process Modeler. Revise as necessary.
Filter all Processes in your organization to find that one you need.
Use the Search function to filter all Processes from the Processes page based on your entered text.
Your user account or group membership must have the "Processes: List" permission to search for Processes unless your user account has the Make this user a Super Admin setting selected.
Follow these steps to search for a Process:
Enter in the Search setting the text to filter Processes using any of the following criteria:
Name: Filter by the Process name that displays in the Name column.
Owner: Filter by the Process Owner's full name that displays in the Owner column.
As you enter text into the Search setting, Processes display that match your entered text.
Edit a Process model.
Zoom in to the thumbnail view: Click the icon.
Zoom out from the thumbnail view: Click the icon.
From the Category drop-down menu, select one or more Process Categories to associate with this Process. To remove a Process Category that is currently selected, click theicon for that selection. This is a required setting.
From the Project drop-down menu, optionally select the Project(s) that this Process becomes an asset. This setting only displays Projects of which you are a member. To remove a Project that is currently selected, click theicon for that selection or press Enter
when the drop-down is visible.
When selecting the Process to import, if that Process was exported from a ProcessMaker version 4.x, which precedes ProcessMaker Platform, then the following message displays above the Select Import Type options: The file you are importing was made with an older version of ProcessMaker. Advanced import is not available. All assets will be copied.. The Custom option to customize which assets associated with that Process is not available.
The Summary page for the importing Process displays. The Summary page provides detailed information about each asset associated with the importing Process. To the left of the Summary page displays each asset type that was exported from the source ProcessMaker Platform instance.
Clicking on an asset type displays only those assets of that type in the Summary page (shown below with the Data Connectors asset type). Clicking the importing Process name returns to the the Summary page.
Click the Details option below the asset's description. Each asset type displays how many of that asset are linked to the importing Process.
Click the Return to Summary option below the asset's details to return to the Summary page.
Process or any of its assets already exists: A Process, or any of its assets, already exist in this ProcessMaker Platform instance with the same ID as being imported.
From the Category drop-down menu, select to which categories to assign this Process. To remove a Process Category that is currently selected, click the icon for that selection or press Enter
when the drop-down is visible. This is a required setting.
See the permissions or ask your Administrator for assistance.
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Category: Filter by the Process name that displays in the Category column.
See for ways to manage your Processes.
See the permissions or ask your Administrator for assistance.
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Click the ellipses icon, and then select the Edit Process option for your Process. Process Modeler opens the Process model for editing.
Configure and manage the Screen translations for a Process.
Understand how Screen Translations work within a Process.
Use Process Translations to translate all Screens that a selected Process may use during its Requests. The original Screen is not translated directly, so that other ProcessMaker Platform assets, such as other Processes or Collections, are not affected by a translated Screen into a language not intended to display content. Instead, ProcessMaker Platform only translates Screens at the time of their use, and only for Requests. They are not translated for use in Collections.
ProcessMaker Platform evaluates how to display the Screen at the time of its use in the following way:
If the Screen is translated to a natural language that ProcessMaker Platform supports, then that Screen displays in the logged on user's language as determined by the profile setting.
For anonymous Web entry, the Web browser language preference setting determines which translated Screen to display.
If the Screen is translated to a natural language that ProcessMaker Platform does not support, then the Screen displays in the translated language at the time it renders.
When a Process is exported, and then imported to another ProcessMaker Platform instance, those Screens that have natural languages translations also export and import with that Process.
View the languages to which the Screens for a Process are translated.
ProcessMaker Platform displays all translations for a Process's Screens in one location. These Screens are rendered in the translated language only for that Process's Requests, and only at the time of their use in a Request. See What is Screen Translation for a Process? for more information about how Screens are rendered for translation.
Your user account or group membership must have the following permissions to view Screen translations for a Process unless your user account has the Make this user a Super Admin setting selected:
Processes: Edit Processes
Processes: View Processes
See the Processes permissions or ask your Administrator for assistance.
Follow these steps to view all translations for a Process:
Configure general settings for the Process in which to view its Screen translations. The Configuration tab displays.
Click the Translations tab. Languages to which the Process's Screens have been translated display.
The Translations tab displays the following information in tabular format about language translations for the selected Process:
Target Language: The Target Language column displays to which target language the Screens for the Process are translated.
Created: The Created column displays the date and time the translation was created. The time zone setting to display the time is according to the ProcessMaker Platform instance unless your user profile's Time zone setting is specified.
Modified: The Modified column displays the date and time the translation was last modified. The time zone setting to display the time is according to the ProcessMaker Platform instance unless your user profile's Time zone setting is specified.
Use the Search setting to filter which language translations that display.
Click the +Translation button. See Translate Screens for a Process.
Click the Import button. See Import Language Translations for Screens Used in a Process.
Edit general settings of a process like the name, manager or the status.
Your user account or group membership must have the following permissions to configure a Process unless your user account has the Make this user a Super Admin setting selected:
Processes: Edit Processes
Processes: View Processes
See the Processes permissions or ask your Administrator for assistance.
Follow these steps to configure general settings for a Process:
Edit the following Process configuration as necessary:
In the Name setting, edit the unique name of the Process. This is a required setting.
In the Description setting, edit the description of the Process. This is a required setting.
From the Request Detail Screen drop-down menu, select the Screen that displays in the Summary tab of the Request while that Request is in progress. After that Request completes, this Screen is replaced with the Summary Screen configured from the End Event element, if any.
From the Status drop-down menu, select one of these options:
Click Save.
Translate all Screens that are used in a Process.
Your user account or group membership must have the following permissions to translate Screens translation for a Process unless your user account has the Make this user a Super Admin setting selected:
Processes: Edit Processes
Processes: View Processes
See the Processes permissions or ask your Administrator for assistance.
Follow these steps to start translating Screens used by a Process:
Configure general settings for the Process in which to translate its Screens. The Configuration tab displays.
Click the Translations tab. Languages to which the Process's Screens have been translated display.
Click the +Translation button. The Add Process Translation screen displays.
Do one of the following:
Automatically translate Screens: From the Select a target language drop-down menu, select to which language to translate all Screens this Process may use in any Request. Screen translations are only rendered at the time of use. See What is Screen Translation for a Process? for more information about how Screens are rendered for translation.
Manually translate Screens: Select the Manual translation checkbox to manually translate the control labels for each Screen the Process uses.
Click the Translate Process button. See one of the following sections depending on whether Screens are automatically or manually translated:
Follow these steps to automatically translate Screens a Process uses:
Select to automatically translate the Screens for a selected Process. One of the following occurs during automatic translation:
Screens are translating: While the Screens are translating, the following message displays: Translation in Progress. A percentage of completion displays following this message.
Screen translation error: If a Screen translation error occurs, the following message displays: An error occurred while calling OpenAI endpoint.
When translation for the Process's Screens complete, the selected language displays in the Translations tab.
Optionally, edit a selected language's Screen translations.
Follow these steps to select which Screen control labels to translate manually:
Select to manually translate the Screens for a selected Process. ProcessMaker Platform retrieves the control labels for those Screens.
When the control labels for those strings are retrieved, they display in tabular format:
String: The String column displays that Screen controls' labels in the original language.
Translation: The Translation column displays the translation for each control's label in the target, translated language. By default, when translating manually, there are no translations for these strings.
From the Screen drop-down menu, select from which Screen to translate its control labels.
Do one of the following:
Manually translate all or only untranslated strings from the original control labels by clicking the Translation Options button, and then selecting one of the following options:
Automatically translate all strings in this Screen: Select the Auto Translate All option to automatically translate all original control labels for the selected Screen. In doing so, all manually translated strings are automatically overwritten.
Automatically translate only strings with no current translations: Select the Auto Translate Empty option to only automatically translate those strings which have translations for the original control labels.
Click the Translate button. Strings based on your selection are automatically translated.
Manually translate all strings for the selected Screen's control labels. To enter a translation for a string, click into the field from the Translation column for that control label. The field becomes editable. Enter the string as necessary.
After finalizing the translations for each control label for all Screens, click Save Translation.
Search for a language translation for Screens used in a Process.
Follow these steps to search Screen translations for a Process:
Click the Translations tab. Languages to which the Process's Screens have been translated display.
Enter in the Search setting the text to filter language into which Screens have been completely translated. This search does not filter against languages in which Screens are in progress of being translated.
As you enter text into the Search setting, languages display that match your entered text. This search does not filter for languages in which Screen are in the progress of being translated.
If there are no search results, the following message displays: No Results.
Import a language translation for the Screens used in a Process.
Use caution when importing language translations for a Process in which its Screens are partially translated because existing translations may be overwritten upon import. Importing translations use the following protocol:
If the importing language translation contains a string that corresponds with a Screen control's translated string, the importing string overwrites the existing string for that control. For example, if the Screen control contains a translation for Full Name
, the importing translation overwrites the existing translation.
If the importing language translation contains a string that corresponds with a Screen control not containing a translated string, the importing string imports to that control's translation. For example, if there is no translation for Full Name
, the importing translation becomes the control's translation.
If the importing language translation contains a string that corresponds with a Screen control in which its value is null
, then the importing string does not import for that control's translation.
Follow these steps to import translated Screens for a selected Process:
Click the Translations tab. Languages to which the Process's Screens have been translated display.
Click the Import button. The Import Process Translation page displays.
Click the Select file from computer link to locate the language translation of a Process's Screens to import. Translations have the .json
file extension. ProcessMaker Platform evaluates the file to import. If the language translations was not exported from the same or later ProcessMaker Platform version as being imported, that language translation may not import.
The Import Process Translation page displays the Process's Screens previously translated to the language shown in the summary.
Click the Import button. The following message displays: The Process Translation was imported successfully. The Translations tab displays to indicate that the language translation imported correctly unless that language translation already existed in this ProcessMaker Platform instance.
Edit the translations for the Screens used in a Process.
Follow these steps to edit Screen translations for a Process:
Click the Translations tab. Languages to which the Process's Screens have been translated display.
From the Screen drop-down menu, select from which Screen to translate its control labels.
Do one of the following:
Manually translate all or only untranslated strings from the original control labels by clicking the Translation Options button, and then selecting one of the following options:
Automatically translate all strings in this Screen: Select the Auto Translate All option to automatically translate all original control labels for the selected Screen. In doing so, all manually translated strings are automatically overwritten.
Automatically translate only strings with no current translations: Select the Auto Translate Empty option to only automatically translate those strings which have translations for the original control labels.
Click the Translate button. Strings based on your selection are automatically translated.
Manually translate all strings for the selected Screen's control labels. To enter a translation for a string, click into the field from the Translation column for that control label. The field becomes editable. Enter the string as necessary.
After finalizing the translations for each control label for all Screens, click Save Translation.
Click the ellipses icon, and then select the Edit Translation option. See Edit Screen Translations for a Process.
Click the ellipses icon for a language with partial Screen control translations, and then select the Retry Empty Translations option. ProcessMaker Platform automatically restarts the translation procedure to translate those controls that have no language translations.
Click the ellipses icon, and then select the Export option. See Export Language Translations for Screens Used in a Process.
Click the ellipses icon, and then select the Delete Translation option. See Delete Language Translations for Screens Used in a Process.
Click the ellipses icon, and then select the Configure option for your Process. The Configuration tab displays.
From the Category drop-down menu, select to which categories to assign this Process. In doing so, Process Categories may be sorted from the Processes page. To remove a Process Category that is currently selected, click the icon for that selection or press Enter
when the drop-down is visible. This is a required setting. See What is a Process Category? for more information how this affects new Requests for this Process.
From the Project drop-down menu, optionally select the Project(s) that this Process becomes an asset. This setting only displays Projects of which you are a member. To remove a Project that is currently selected, click theicon for that selection or press Enter
when the drop-down is visible.
From the Process Manager drop-down menu, select which user is the Process Manager. If this Process is not configured correctly, such as with a Process Manager, then the following icon displays preceding the process name of the Processes page:. The Processes page displays all active and inactive Processes.
From the Cancel Request drop-down menu, assign which user(s) or group(s) have permission to cancel Requests from this Process. If no users or groups are selected, no one can cancel a Request from this Process. Type into the Cancel Request setting to filter users and/or groups that display in that setting's drop-down menu. To remove a user or group that is currently selected, click the icon for that selection or press Enter
when the drop-down is visible.
From the Edit Data drop-down menu, assign which user(s) or group(s) have permission to edit Request data from this Process. To remove a user or group that is currently selected, click the icon for that selection or press Enter
when the drop-down is visible.
Active: Select the Active option to allow users to start new Requests of this Process. Active processes display the Active iconwhen viewing your Processes.
Inactive: Select the Inactive option to prevent users from starting new Requests of this Process. Setting a Process as Inactive only disables starting new Requests of this Process. Any in-progress Requests are not affected by this change and can complete. Inactive Processes display the Inactive iconwhen viewing your Processes.
See the permissions or ask your Administrator for assistance.
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. The Configuration tab displays.
Import that have been exported from the same version or later. In doing so, the selected Process imports all Screens used in that Process only in the language from which those Screens were previously exported for this Process. Screens cannot be imported for other than the selected Process.
See the permissions or ask your Administrator for assistance.
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. The Configuration tab displays.
See the permissions or ask your Administrator for assistance.
Optionally, click the ellipses icon for a language with partial Screen control translations, and then select the Retry Empty Translations option. ProcessMaker Platform automatically restarts the translation procedure to translate those controls that have no language translations.
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. The Configuration tab displays.
Click the ellipses icon, and then select the Edit Translation option for the Screen translations of the targeted language to edit. ProcessMaker Platform retrieves the control labels for those Screens.
Delete a selected language translation for the Screens used in a Process.
Your user account or group membership must have the following permissions to delete Screen translations for a Process unless your user account has the Make this user a Super Admin setting selected:
Processes: Delete Processes
Processes: View Processes
See the Processes permissions or ask your Administrator for assistance.
Follow these steps to delete Screen translations for a Process:
Configure general settings for the Process in which to delete any of its Screen translations. The Configuration tab displays.
Click the Translations tab. Languages to which the Process's Screens have been translated display.
Click Confirm. The following message displays: The Process Translation was deleted.
Export a selected language translation for the Screens used in a Process.
Export the Process's Screen translations for one selected language to which those Screens are translated. This function does not export all translations for all languages to which the Process's Screens have been translated.
Your user account or group membership must have the following permissions to export Screen translations for a Process unless your user account has the Make this user a Super Admin setting selected:
Processes: Export Processes
Processes: View Processes
See the Processes permissions or ask your Administrator for assistance.
Follow these steps to export the language translations for the Screens used in a Process:
Configure general settings for the Process in which to export its Screen translations. The Configuration tab displays.
Click the Translations tab. Languages to which the Process's Screens have been translated display.
Click Export.
By default, ProcessMaker Platform exports the language translation using the Process name except spaces in the name are replaced with underscores (_
), suffixed with the language name. The file has the file extension .json
. Rename the default file name if necessary, though do not change the file extension. As a best practice, specify in the file name that this is an exported language translation for that Process's Screens to distinguish it from other exported assets.
Specify a directory location to save the file. ProcessMaker Platform exports the .json
file to your local computer. The following message displays when the language translation exports successfully: The translation for the process was exported.
Edit notifications for Request events for a Process.
Configure Process notifications to notify Request starters and/or participants when any of the following Request events occur:
Request started: A Request for this Process started.
Request canceled: A Request for this Process was canceled.
Request completed: A Request for this Process completed.
Process notifications can be sent to the following sets of users or group members:
Request starter: A Request starter is any user or group member who has been granted permission to start a Request for this Process.
Request participants: A Request participant is any user or group member who participates in a specific Request for this Process. A Request participant is an individual who is assigned a Task in the Request.
Follow these steps to configure notifications for a Process:
Click the Notifications tab.
Toggle any of the following settings as necessary:
Request Started: Toggle the Request Started toggle key to indicate whether Request starters are notified that a Request from this Process started.
Request Canceled: Toggle the Request Canceled toggle key to indicate whether Request starters and/or Request participants are notified that a Request from this Process was canceled.
Request Completed: Toggle the Request Completed toggle key to indicate whether Request starters and/or Request participants are notified that a Request from this Process completed.
Request Error: Toggle the Request Error toggle key to indicate whether Request starters and/or Request participants are notified that a Request from this Process has errors.
Click Save.
Click the ellipses icon, and then select the Delete Translation option for the Screen translations of a target language to delete. The Caution screen displays to confirm the deletion of the language translation.
Click the ellipses icon for a language translation to export, and then select the Export Translation option. The Export Process Translation page displays.
See the permissions or ask your Administrator for assistance.
Process Manager: The is an optional user assigned this role from the . The Process Manager understands the Process design and workflow dynamics to troubleshoot Request routing incidents.
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Click the ellipses icon, and then select the Configure option for your Process. The Configuration tab displays.
Understand how Scenarios work within Process Testing.
Automate testing: Eliminate manual, repetitive testing that allows Process Designers to evaluate specific behaviors and workflow. Automate multiple runs against a series of test data. Tasks in each test automatically simulate completion. Validation requirements within Screens for Form Task and Manual Task elements are ignored.
Reduce time to delivery: Greatly accelerate the time to design and deliver sophisticated, complex Processes to production.
Increase the quality of solution delivery: More rapidly evaluate, identify, and debug specific behaviors in the business solution.
Process Testing can automate multiple runs against a series of test data in the Scenario. Tasks in each test automatically simulate completion using the mock Request data.
Use Testing to evaluate runtime behavior of a Process. Process Testing provides the following benefits:
Test without starting : Instead, Process Testing mocks Requests using mock . Therefore, Process Testing does not trigger nor affect results.
Specify the scope of the Process Test: Testing can run either end-to-end or from a midway breakpoint. The breakpoint may be the Process model object from which to begin your evaluation: automate the test run to that object, and then manually test the remainder of that mock Request. Tests do not need to be started from the starting object in the Process. A test may be started from a selected object when preparing to .
A Process Scenario contains the scope of a using mock Request data. from that , and then run them from the Process model in Process Modeler.
Search for a Scenario in a Process.
Your user account or group membership must have the following permissions to search for Scenarios for a Process unless your user account has the Make this user a Super Admin setting selected:
Processes: Edit Processes
Processes: View Processes
See the Processes permissions or ask your Administrator for assistance.
Follow these steps to search Scenarios for a Process:
Configure general settings for the Process. The Configuration tab displays.
Click the Scenarios tab. Testing scenarios display.
Enter in the Search setting the text to filter Scenarios.
As you enter text into the Search setting, Scenarios display that match your entered text.
If there are no search results, the following message displays: No Results.
Create Scenarios in a Process.
Follow these guidelines to create a Scenario:
A method by which to create a Scenario is to provide only the specific JSON data model that contains the Process model object(s) to test. A test need not begin from the Start-type element to start a Request. Therefore, mock Request data is necessary only from the Process model object from which to begin the test.
The following table describes the advantages and disadvantage to this method.
Specify the specific JSON data model to test in one of the following ways:
Create a Scenario, and then enter the specific JSON data model in the Data setting.
Run the test:
Run the test from Process Modeler. It is not necessary to select a Scenario.
Enter the specific JSON data model in the Additional Data setting.
A method by which to create a Scenario is from a Request's data. This method does not require to know JSON, the data structure for the data model from which to test, or to build the data.
The following table describes the advantages and disadvantages to this method.
Follow these steps to create a Scenario from a Request data:
Locate a Request summary or Task summary to verify that it contains the JSON data from which to create the Scenario.
Evaluate the following about the Request's data under consideration:
The Request's workflow has proceeded to contain relevant data for the Process Test.
The values in that Request's data are those that you want for your Process Test. If not, then editing that Request's data may be necessary after creating the Scenario.
Click the Create Scenario button from that Request or Task summary. The Create Scenario screen displays from which to create the Scenario.
Your user account or group membership must have the following permissions to create Scenarios for a Process unless your user account has the Make this user a Super Admin setting selected:
Processes: Edit Processes
Processes: View Processes
See the Processes permissions or ask your Administrator for assistance.
Follow these steps to create a Scenario for a Process:
Configure general settings for the Process. The Configuration tab displays.
Click the Scenarios tab. Testing Scenarios display.
Click the +Scenario button. The Create Scenario window displays.
From the Name setting, enter the Scenario name for the Process. This is a required setting.
From the Description setting, enter the Scenario description for the Process.
From the Data setting, enter the JSON data model for the Process Scenario that mocks the Request data during Process Testing.
Click Save.
View the saved scenarios for a Process.
Follow these steps to view all Scenarios for a Process:
Click the Scenarios tab. Testing Scenarios display.
The Scenarios tab displays the following information in tabular format for the selected Process:
Name: The Name column displays the Scenario name for the Process.
Description: The Description column displays the Scenario description.
Advantage | Disadvantage |
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Advantage | Disadvantage |
---|---|
ProcessMaker Platform displays all saved Scenarios for a Process. See for more information about how Scenarios work in Process Testing.
See the permissions or ask your Administrator for assistance.
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. The Configuration tab displays.
Created: The Created column displays the date and time the Scenario was created. The time zone setting to display the time is according to the ProcessMaker Platform instance unless your Time zone setting is specified.
Modified: The Modified column displays the date and time the Scenario was last modified. The time zone setting to display the time is according to the ProcessMaker Platform instance unless your Time zone setting is specified.
Use the setting to filter which Scenario displays.
Click the +Scenario button. See .
Click the ellipses icon, and then select the Edit Scenario option. See .
Click the ellipses icon, and then select the Delete option. See .
Do not need a Scenario to run a test
Requires to know JSON to either build the JSON data model or copy from Request data
Need only the specific mock Request data from which to test
Does not require knowing JSON
Requires running real Requests from which to create the Scenario, thereby triggering logging events and data available to Saved Searches
No need to build the JSON data model
Scenario contains the JSON data model only to the last triggered object in that Request, which may not contain
Scenario may not contain exactly the mock Request data to test, so editing the Scenario may be required
Search for a Test in a Process.
Your user account or group membership must have the following permissions to search for Tests for a Process unless your user account has the Make this user a Super Admin setting selected:
Processes: Edit Processes
Processes: View Processes
See the Processes permissions or ask your Administrator for assistance.
Follow these steps to search Tests in a Process:
Configure general settings for the Process. The Configuration tab displays.
Click the Test Runs tab. Tests display.
Enter in the Search setting the text to filter tests.
As you enter text into the Search setting, tests display that match your entered text.
If there are no search results, the following message displays: No Results.
Edit a Scenario used in a Process.
Your user account or group membership must have the following permissions to edit Scenarios for a Process unless your user account has the Make this user a Super Admin setting selected:
Processes: Edit Processes
Processes: View Processes
See the Processes permissions or ask your Administrator for assistance.
Follow these steps to edit a Scenario for a Process:
Configure general settings for the Process. The Configuration tab displays.
Click the Scenarios tab. Testing scenarios display.
Edit the following if necessary:
From the Name setting, edit the scenario name for the Process. This is a required setting.
From the Description setting, edit the Scenario description for the Process.
From the Data setting, edit the JSON data model for the Process Scenario that mocks the Request data during Process Testing.
Click Save.
Delete a testing Scenario for a Process.
Follow these steps to delete a Scenario for a Process:
Click the Scenarios tab. Testing Scenarios display.
Click Confirm.
View the Tests for a Process.
Follow these steps to view all Tests for a Process:
Click the Test Runs tab. Test for the Process display.
The Test Runs tab displays the following information in tabular format for the selected Process:
Test #: The Test # column displays the test number.
Status: The Status column displays if the test is active, canceled, or completed.
Click the ellipses icon, and then select the Edit Scenario option for the Scenario to edit. The Edit Scenario window displays.
See the permissions or ask your Administrator for assistance.
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. The Configuration tab displays.
Click the ellipses icon, and then select the Delete option for the Scenario. The Caution window displays to confirm the deletion of the Scenario.
ProcessMaker Platform displays all Process Tests for completed and in-progress .
See the permissions or ask your Administrator for assistance.
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. The Configuration tab displays.
Created: The Created column displays the date and time when the test was created. The time zone setting to display the time is according to the ProcessMaker Platform instance unless your Time zone setting is specified.
Completed: The Completed column displays the date and time the test was completed. The time zone setting to display the time is according to the ProcessMaker Platform instance unless your Time zone setting is specified.
Use the setting to filter which test displays.
Click the +Test button. See .
Click the Play icon for a selected test. See .
Click the Clear button. See .
Clear all Tests for a Process.
Follow these steps to clear all Tests for a Process:
Click the Tests tab. Tests for the Process display.
Click the Clear button. All Process tests are cleared.
Create Tests in a Process.
Follow these steps to create a Test Run for a Process:
Click the Tests tab. Tests display.
Click the +Test button. The Run Test window displays.
From the Starting Step setting, select the Process model object from where to start the test.
Optionally from the Scenario setting, select a Scenario for the Process.
Optionally from the Additional Data setting, add a JSON structure for the test.
Click Run. The test displays in the Test Runs tab.
Track Tests in a Process.
Follow these steps to track tests for a Process:
Click the Test Runs tab. Tests display.
Click the Play icon for a selected test. The Process test displays as similarly when you are running a Request.
From the Emails tab, check email data during the test.
Edit the set of changes in the process designing.
Furthermore, your user account or group membership must have the following permissions unless your user account has the Make this user a Super Admin setting selected:
Processes: Edit Processes
Processes: View Processes
Version History: Edit Version History
Version History: View Version History
Follow these steps to view or edit the version history of your Process:
Click on the Version History tab. The Version History page displays.
The Version History page organizes versions in a monthly format and displays the following information:
Name: The name of this version as entered by a Process Designer when saving the Process in Process Modeler.
Description: A description of the changes in this version as entered by a Process Designer when saving the Process in Process Modeler.
Saved by: The name of the Process Designer who saved this version.
Toggle the Only show named versions toggle key to show only the versions with a name assigned to them.
Optionally, edit any of the following existing details about this named version:
In the Version Name setting, edit the name to this named version. If saving this named version with no name, this version does not display in the Version History page if the Only show named versions toggle key is enabled.
In the Additional Details (optional) setting, edit the details about this version. For example, describe the changes in this version for auditing, historical, or maintenance purposes.
Click Confirm and Save to save your changes. Otherwise, click Cancel.
Click Confirm and Save to set this version as the current version. Otherwise, click Cancel.
See the permissions or ask your Administrator for assistance.
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. The Configuration tab displays.
See the permissions or ask your Administrator for assistance.
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. The Configuration tab displays.
See the permissions or ask your Administrator for assistance.
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. The Configuration tab displays.
From the Form tab, complete similarly to when running a Task.
From the Data tab, similarly to when running a Task.
From the Overview tab, in a process map similarly to when running a Request.
From the Summary section, check the test. There is just an option to cancel the test similarly to when running a Request.
A version is a set of changes made to a Process at a particular time by a Process designer. Versioning maintains a record of all named and unnamed changes to that Process. Any of these versions may be viewed or retrieved, if needed. The Version History page displays all saved versions of the Process in a tabular format from where they can be edited and/or marked as the Current Version
according to your business needs. The current version of a Process is used in all new of that Process. Version changes are not reflected in Requests which were in-progress or already completed when the version changed. .
The must be installed to view or edit the version history for a Process.
See the and permissions or ask your Administrator for assistance.
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Click the ellipses icon, and then select the Configure option for your Process. The Configuration tab displays.
Date: The date and time of when a Process Designer in the Process Modeler.
Current Version: The most recent version of the Process is displayed at the top and is marked as the Current Version
. This version is used in all in-progress and new .
Click the Edit version Details iconto edit version details for this version. The Edit version details screen displays.
Click the Copy to latest iconto set a version as the current version. The Copy to latest screen displays.
The screen displays the warning This version will become the active version for this asset
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indicating that this action will set this version as the current version.
Assign Vocabularies to a Process to validate Request data.
Assign Vocabularies that validate Request data complies with a specific JSON schema. This is often mandatory for many types of business sectors including banking and healthcare. Ensure the quality and compliance of Request data. For example, during a Loan Application process, ensure that personal information has been included in the Request to that moment in that in-progress Request. The Vocabularies package must be installed to make this configuration.
Each moment ProcessMaker Platform evaluates workflow routing for an in-progress Request, ProcessMaker Platform also evaluates the Request data's conformity to the Vocabularies applied to the Process and/or a specific BPMN 2.0 element in the Process model. The Request's JSON data model must conform to the Vocabulary's JSON schema.
During an in-progress Request, if ProcessMaker Platform evaluates that the Request data no longer complies with all Vocabularies to that moment, the Request status changes from In Progress to Error. The error displays in the Request summary. Vocabularies are cumulative in an in-progress Request: as the Request progresses, if Request data does not conform with any Vocabulary's JSON schema to that moment in the Request, the Request errors.
If no Vocabularies are assigned, ProcessMaker Platform does not validate Request data complies with a specific JSON schema prior to continuing workflow for that Request.
One or more Vocabularies must be created before assigning a Vocabulary. See Create a New Vocabulary. Multiple Vocabularies can be assigned to a Process.
The Vocabularies package must be installed to assign which Vocabularies validate Request data for a Process. Use the Vocabularies package to maintain uniform JSON schemas across all ProcessMaker assets in your organization. These assets include Processes, Screens, and Scripts.
A Vocabulary is a JSON schema. The JSON schema describes the data objects, types, and structure that you want in both a machine and human-readable format. Apply one or more Vocabularies to your Processes and/or specific BPMN 2.0 elements in your Process models to ensure the JSON data model in Request data complies with the data structure outlined in the JSON schema that you need to meet regulatory specifications or ensure Request data contains required information.
Your user account or group membership must have the following permissions to configure a Process unless your user account has the Make this user a Super Admin setting selected:
Processes: Edit Processes
Processes: View Processes
See the Processes permissions or ask your Administrator for assistance.
Follow these steps to assign Vocabularies that validate Request data from this Process:
Click the Vocabularies tab. If the Vocabularies package is not installed then the Vocabularies tab is not visible and this configuration cannot be performed.
From the Assign Process Vocabularies drop-down, select which Vocabularies are available for this Process.
If no Vocabularies are configured, then the following message displays: List is empty. Create at least one Vocabulary. See Create a New Vocabulary.
Click Save.
View documentation for your Processes that includes an image of the Process map, lists all its elements and connectors, and their functional descriptions.
The documentation displays as a page within ProcessMaker Platform. Use the Web browser to print or save as a PDF if your browser supports those functions.
Process documentation has the following attributes:
The page generated by the Documentation package provides the following information about the Process:
The name of the Process.
When was the Process was last updated and by whom.
A description of the Process as entered when creating a new process.
An image of the Process map.
Names of all Process elements and their unique node IDs.
The documented description of each Process element and/or connector. If no description has been entered for an element/connector, No Documentation Found message displays.
Below is an example of a documented Process.
The Documentation package must installed to view documentation for a Process. Use the Documentation package to view documentation for Processes that includes an image of the Process map and entered description of its elements and connectors.
Furthermore, your user account or group membership must have the following permissions to view documentation for a Process unless your user account has the Make this user a Super Admin setting selected:
Processes: Edit Processes
Processes: View Processes
See the Processes permissions or ask your Administrator for assistance.
Follow these steps to view documentation for a Process:
Alternatively, use the print or save as PDF functions of your Web browser to print or save Process documentation.
Export a complete business solution that is BPMN 2.0 compliant.
The following components are exported from a validated Process if they are specified in that business solution:
Process permission(s), such as the Process Manager role
An exported Process, along with its related assets, exports as one file with the .json
extension.
Consider the following when planning to export a business solution:
The exported business solution must be imported into a ProcessMaker Platform version the same or later than the exporting ProcessMaker Platform version.
If the ProcessMaker Platform importing the exported business solution does not have the Enterprise package(s) your solution uses, those assets are ignored when importing your solution.
Your user account or group membership must have the following permissions to export a Process unless your user account has the Make this user a Super Admin setting selected:
Processes: Export Processes
Processes: View Processes
Ensure the following prior to exporting a Process:
Follow these steps to select the Process to export from your ProcessMaker Platform:
From the Select Export Type setting, select one of the following options how to export this Process and its assets:
Custom: Specify which asset(s) associated with the Process to export. Select the Custom option, click the Export button, and then continue.
The Summary page contains the following information about the exporting Process:
Description: The Description field displays the entered description of this Process.
Categories: The Categories field displays to which categories this Process is assigned.
Process Manager: The Process Manager field displays which user in the source ProcessMaker Platform instance is the Process Manager for this Process.
Created: The Created field displays at which date this Process was created in the source ProcessMaker Platform instance.
Last Modified: The Last Modified field displays at which date this Process was last modified from the source ProcessMaker Platform instance. If this Process has not been modified, the following displays: N/A.
Optionally, do any of the following to review which asset(s) to export along with the exporting Process, and then include or exclude it from exporting with the Process:
View the linked asset(s) for the exporting Process:
Follow these guidelines to view the linked asset(s) to the exporting Process:
Review each asset in any of the following ways:
Review the date when this asset was last modified. If that asset has not been modified, then N/A displays.
Review the user who last modified this asset. Optionally, click on that user name to view that user's profile. If that asset has not been modified, then N/A displays.
Optionally, click to view that asset below the asset description.
Click Cancel or OK to dismiss the Linked assets screen.
Select to export all or particular assets for the Process:
Follow these guidelines to export all assets for the importing Process or particular assets:
Deselect the Export All Process elements option to not export all assets. Browse for those assets to export as described below.
View the details for each asset type:
Follow these guidelines to view the details regarding a linked asset to the exporting Process:
In the Summary page, locate the asset type in which to view its details.
The following labels may display beside beside the Status descriptor for an asset or all assets in a type:
Full Export: The Full Export indicator represents that all assets of that type are to be exported. If the Export All option is selected for an asset type, then all assets of that type are set for export. To select particular assets to export, deselect the Export All option, and then select those assets of that type to export.
Not Exporting: The Not Exporting indicator represents that this asset is not to be exported.
Click the Export button.
Setting a password for the exporting business solution that contains the Process and its related asset(s) encrypts the exported package that is the JSON
file.
If among the assets being exported in the business solution package includes any of the following, then a password is required to export the business solution:
Follow these steps to set the password for an export package:
If assets that do not contain possibly sensitive business data are not included in the package to be exported, then the Password Protect Export toggle key does not display as shown above.
Do one of the following:
Do not enter a password: Click the Export button.
Enter a password:
Follow these steps to enter a password:
In the Verify Password setting, confirm that your new password matches that entered into the Password setting. Password validation indicates if the Password and Verify Password values do not match.
Click the Export button.
Click the Close button. The Processes page displays.
Click the ellipses icon, and then select the Configure option for your Process. The Configuration tab displays.
Type into the Type to search vocabularies setting to filter Vocabularies that display in that setting's drop-down menu. To remove a Vocabulary that is currently selected, click the icon for that selection or press Enter when the drop-down is visible.
If the Documentation package is installed, the View Documentation option is available from a selected Process's ellipses menu options from which to view documentation for your Processes. Entered documentation is for informational purposes only and does not affect Request workflow.
Click the ellipses icon, and then select the View Documentation option for your Process. Process documentation displays as a page within ProcessMaker Platform.
Export Processes, along with their related assets, from your ProcessMaker Platform instance that are BPMN 2.0 compliant. By exporting a Process with its related assets, the complete business solution can quickly be shared with other ProcessMaker Platform instances by them. An exported Process and its assets are stored in a JSON file, which may be imported to another ProcessMaker Platform version the same or later version as that of the ProcessMaker Platform version.
Optionally, export only the Process model itself. Since that Process is BPMN 2.0 compliant, that Process can be imported into a third-party tool that also follows the . Features that are not part of the BPMN 2.0 specification, such as Enterprise packages from ProcessMaker, are ignored.
configured for as well as their Script configurations
configured for and elements in both their original and
Reference to the ProcessMaker Platform assigned to Form Task and Manual Task elements
All used by the Process, and therefore the complete business solution
Ensure that the Process successfully validates as before exporting.
The JSON
file exported from the ProcessMaker Platform instance contains relevant assets for that Process. This file may include but not limited to Screens, Scripts, and assets referenced in that Process. This file may be password protected, especially if the exported package contains Environmental Variables and/or Data Connectors, both of which may contain sensitive business data. A password-protected business solution is encrypted. If the JSON file has a password, then you must know that password to import the Process and/or its asset(s).
See the permissions or ask your Administrator for assistance.
The Process must be complete and validates as .
The Process, and its related assets that compose the business solution, functions properly as intended within your ProcessMaker Platform instance. This includes all that makes your business solution successful.
If a Process does not meet these conditions, that Process cannot be successfully.
Processes that are not BPMN 2.0 compliant can be exported successfully. However, such Processes will not successfully. Therefore, validate that your Process is BPMN 2.0 compliant before exporting it. See .
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Click the ellipses icon, and then select the Export option. The Export Process page displays.
Basic: Export the Process and all its assets from your ProcessMaker Platform instance. Select the Basic option, click the Export button, and then .
The Summary page for the exporting Process displays. The Summary page provides detailed information about each asset associated with the exporting Process. To the left of the Summary page displays each asset type of the business solution that can be exported from your ProcessMaker Platform instance.
Clicking on an asset type displays only those assets of that type in the Summary page (shown below with the Data Connectors asset type). Clicking the exporting Process name returns to the the Summary page.
Click the Linked Assets link. The Linked assets screen displays the asset(s) by type associated with this exporting Process.
In the Summary page, locate the Export All Process elements option. This option is selected by default to export all assets for the exporting Process.
Click the Details option below the asset's description. Each asset type displays how many of that asset are linked to the exporting Process.
Click the Return to Summary option below the asset's details to return to the Summary page.
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: Environmental Variables contain sensitive business data for use in Requests for a Process.
: Data Connectors contain API tokens, access information, and/or bearer tokens that allow anyone with that information to access the data sources for those Data Connectors.
If these asset types are not included in the business solution, or are , then setting a password to encrypt that package is optional.
. The Set Password screen displays.
In the Password setting, enter a password that is at least eight (8) characters long. are recommended.
The Process Export Successful screen displays with a list of the exported selected asset(s) for Process. The JSON
file is named after the Process.
Restore an archived Process to use again in your organization.
Restore an archived Process to start Requests of it. After a Process is restored, that Process moves from the Archived Processes page to the Processes page.
Your user account or group membership must have the following permissions to archive a Process unless your user account has the Make this user a Super Admin setting selected:
Processes: View Processes
Processes: Edit Processes
See the Processes permissions or ask your Administrator for assistance.
Follow these steps to restore an archived Process:
View your archived Processes. The Archived Processes tab displays.
Archive a Process that is no longer needed in your organization.
An archived Process has the following attributes:
Requests cannot start from an archived Process until it is restored. Archived Processes are not deleted.
All archived Processes in the organization are accessible from the Archived Processes page. See View Archived Processes.
A Process with in-progress Requests can be archived. In-progress Requests for a Process that is archived can complete; however, no new Requests can be started.
Process designers can not edit a Process in the archived state.
Do not confuse archived Processes with inactive ones. The Inactive status for a Process also indicates that new Requests of the Process can not be started. However, Process Designers can edit the Process as needed. Archived Processes cannot be edited until they are restored. See View Active and Inactive Processes.
Your user account or group membership must have the "Processes: View Processes" permission to view the list of Processes unless your user account has the Make this user a Super Admin setting selected.
See the Processes permissions or ask your Administrator for assistance.
Follow these steps to view all archived Processes in your organization:
Click the Archived Processes tab. The Archived Processes page displays all archived Processes in your organization.
The Archived Processes page displays the following information in tabular format about archived Processes:
Name: The Name column displays the Process name.
Category: The Category column displays in which Process Category the Process is assigned.
Owner: The Owner column displays the Process Owner who maintains the Process. Hover your cursor over a user's avatar to view that person's full name.
Modified: The Modified column displays the date and time the Process was last modified. The time zone setting to display the time is according to the server unless your user profile's Time zone setting is specified.
Created: The Created column displays the date and time the Process was created. The time zone setting to display the time is according to the server unless your user profile's Time zone setting is specified.
Your user account or group membership must have the following permissions to archive a Process:
Processes: Edit Processes
Processes: View Processes
See the Process permissions or ask your Administrator for assistance.
Follow these steps to archive a Process:
View your Processes. The Processes page displays.
Click Confirm to archive the Process. The following message displays: The process was archived. The Process moves from the Processes page to the Archived Processes page. See View Archived Processes. Also see Restore an Archived Process.
Click the ellipses icon, and then select the Restore option for your Process. The following message displays: The process was restored. The Process moves from the Archived Processes tab to the Processes tab. See View Active and Inactive Processes.
Click the Restore icon. See Restore a Process.
Click the ellipses icon, and then select the Archive option for your Process. The Caution screen displays to confirm archiving the Process.
Add a Process as an asset to a Project. Any members of that Project may then use that asset toward the goals of that Project.
Adding a Process to a Project adds that Process as an asset to that Project. Any Project member may then use that asset toward the goals of that Project.
Follow these steps to add a Process to a Project:
Optionally, select the Use a copy of this asset option to use a copy of this Process as the Project asset instead of the original. When selecting this option, any revisions made to the original Process do not affect yours in your Project(s), and vice versa. Consider this option a best practice to use, especially if you intend to make changes from the original Process that may not be an asset in any Project.
Click Add. The Process is added as an asset to the selected Project(s).
Click the ellipses icon, and then select the Add to Project option. The Add to a Project screen displays.
From the Select Project drop-down, select to which Project(s) this Process becomes an asset. Projects to which you are a member display. To remove a Project that is currently selected, click theicon for that selection or press Enter
when the drop-down is visible.