Learn how to create, configure, archive, import, and export Processes.
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Manage your Process Categories.
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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
See the Processes permissions or ask your Administrator for assistance.
Follow these steps to create a new Process Category:
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.
Manage your Processes.
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 document how 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. This user is assigned Tasks in this Process's Requests in which workflow would otherwise pause indefinitely because that Request's workflow cannot continue to a valid Task assignee for any of the following reasons:
The Request routes to a Task assignee whose user account is inactive.
The Request routes to the Task assignee's manager, but that user's account is not configured with a 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 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 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 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.
See how ProcessMaker Platform integrates with third-party services Amazon Textract and UiPath Robotic Process Automation (RPA) so a loan application workflow scans, analyzes, and intelligently routes a Request and provision a bot accordingly.
Intended audience: Process designers and business analysts
Viewing time: 11 minutes; contains narration
See how ProcessMaker Platform integrates with third-party RPA service Automation Anywhere (AA) so a loan application workflow submits a loan request candidate's name to AA to automatically search the Office of Foreign Assets Control (OFAC) site to determine if that candidate is sanctioned from financial transactions, receives AA's response, and then intelligently routes a Request accordingly.
Intended audience: Process designers and business analysts
Viewing time: 16 minutes; contains narration
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.
ProcessMaker has multiple Category types for different types of ProcessMaker Platform assets. Each Category type is distinct from the others and can only be used for its type of ProcessMaker Platform asset. Following is a description of each Category type:
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
Click the Designer option from the top menu. The Processes tab displays.
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.
Processes: The # Processes column displays how many Processes in your organization have been assigned to that Process Category.
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.
Process Categories: Organize your .
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: Organize your (if the is installed).
: Organize your (if the is installed).
See the permissions or ask your Administrator for assistance.
Follow these steps to view :
to ProcessMaker Platform.
Inactive: An inactive Process Category can no longer be selected when . Furthermore, Processes assigned to an inactive Category no longer display in the even though such Processes may be active.
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 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 Time zone setting is specified.
, including how to sort columns or how many items display per page.
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
See the Processes permissions or ask your Administrator for assistance.
Follow these steps to edit a Process Category:
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.
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
See the Processes permissions or ask your Administrator for assistance.
Follow these steps to create a new Process Category:
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.
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
See the Processes 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. Reassign those Processes to another Process Category.
Deleting a Process Category cannot be undone.
Follow these steps to delete a Process Category:
Click Confirm. The following message displays: The category was deleted.
Click the ellipses icon, and then select the Edit Category option for the Process Category to edit. The Edit Process Category page displays.
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.
Begin modeling your business solution from a Process Template or a blank canvas.
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 Process:
View your active Processes. The Processes tab displays.
Click the +Process button. The New Process screen displays.
Do one of the following:
To create a Process from an existing Template, select one of the Process Template cards at the bottom of the New Process screen. For details on using Process Templates, see Create a Process from an Existing Template.
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.
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 Processes tab displays all active Processes in the Processes page.
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.
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.
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
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:
View your active Processes. The Processes tab 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 a ProcessMaker Platform version, that Process may not be imported 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.
Follow these steps to select how to import the selected Process and its associated asset(s):
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:
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:
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.
Export a complete business solution that is BPMN 2.0 compliant.
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 importing 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.
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.
Edit the configuration and notifications for a Process.
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
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 Status drop-down menu, select one of these options:
Click Save.
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.
Click Save.
All commenting functions are restricted by default. If the Allow Comments commenting function is enabled, then the remaining commenting functions may be configured, but are restricted by default:
Allow comments: The Process must be configured to allow comments.
Follow these steps to configure how to restrict commenting functions in Request summaries from this Process:
Click the Comments tab. If commenting for this Process is restricted, which is the default, then the Allow Comments toggle key is disabled.
Toggle any of the following settings as necessary to allow commenting functionality in this Process's Request summaries:
Allow Reactions: Toggle the Allow Reactions toggle key to allow or restrict emoticon reactions in this Process's Request summaries.
Allow Voting: Toggle the Allow Voting toggle key to allow voting to sent comments in this Process's Request summaries. Voting allows Request participants to vote on the merits of a sent comment and provide feedback to the Request participant that sent that comment.
Allow Comment Editing: Toggle the Allow Comment Editing toggle key to allow or restrict Request participants to edit their own sent comments in this Process's Request summaries.
Allow Comment Deletion: Toggle the Allow Comment Deletion toggle key to allow or restrict Request participants to delete their own sent comments in this Process's Request summaries.
Click Save.
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.
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.
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.
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.
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 Select process vocabularies drop-down, select which Vocabularies are available for this Process.
Click Save.
To create an empty Process model, click the +Blank Process button. 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.
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.
Click the Processes iconfrom the left sidebar to view the Processes tab when you are viewing other Process-related pages.
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 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.
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.
Click the Import button. The Import Process page displays.
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.
Select the Process to import. The Import Process screen displays.
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 Linked Assets link. The Linked assets screen displays the asset(s) by type associated with this importing Process.
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.
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.
. The Processes tab displays.
Category: Filter by the Process name that displays in the Category column.
See for ways to manage your Processes.
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
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 .
The Processes tab displays.
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.
.
: 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.
See the permissions or ask your Administrator for assistance.
.
The Processes tab displays.
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 . 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 for more information how this affects new for this Process.
From the Process Manager drop-down menu, select which user is the . 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:. .
From the Cancel Request drop-down menu, assign which user(s) or group(s) have permission to 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 Cancel Screen drop-down menu, select a -type to display when a Request for this Process is canceled.
From the Edit Data drop-down menu, assign which user(s) or group(s) have permission to 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 of this Process. Active processes display the Active iconwhen .
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 .
.
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.
The Processes page displays.
Click the ellipses icon, and then select the Configure option for your Process. The Configuration tab displays.
Configure which commenting functions Request participants may use in for a Process.
elements and elements in your Process model may be configured to allow commenting in that element's Tasks. Process configuration commenting allowances do not affect commenting allowances for Tasks. See the following sections:
Add reactions to comments: Add emoticon reactions to sent comments in a Request summary if its associated Process is configured to allow it. When emoticon reactions are allowed, each sent comment from that Request summary displays the reaction iconbelow each comment from which a Request participant may click to select an emoticon reaction to a selected comment.
Allow comment voting: Vote on sent comments in a Request summary if its associated Process is configured to allow it. Voting allows Request participants to vote on the merits of a sent comment and provide feedback to the Request participant that sent that comment. When comment voting is allowed, each sent comment from that Request summary displaysandicons below each comment from which to vote favorably or unfavorably to that comment, respectively.
Allow comment editing: Request participants may edit their own sent comments in a Request summary if its associated Process is configured to allow it. When comment editing is allowed, aicon displays above each comment a Request participant sent to that Task. Theicon does not display above comments for Request participants that did not send that comment.
Allow comment deleting: Request participants may delete their own sent comments from a Request summary if its associated Process is configured to allow it. When comment deleting is allowed, aicon displays above each comment a Request participant sent to that Task. Theicon does not display above comments for Request participants that did not send that comment.
The must be installed to use commenting functions in Requests for a Process.
.
The Processes page displays.
Click the ellipses icon, and then select the Configure option for your Process. The Configuration tab displays.
Toggle the Allow Comments toggle key to allow commenting functions in Requests from this Process. Toggle keys for available commenting functions display. All commenting functions are disabled by default unless they have been previously configured. Commenting functions in Process configuration only affect Requests for this Process; these toggle keys do not affect commenting functions in and in this Process's model.
The must be installed to view or edit the version history for a Process.
See the and permissions or ask your Administrator for assistance.
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 Processes page displays.
Click the ellipses icon, and then select the Configure option for your Process. The Configuration tab of the Edit Configuration page 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 Change Version Details iconto edit version details for this version. The Change 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
,
indicating that this action will set this version as the current version.
The must be installed to assign which Vocabularies validate Request data for a Process. Use the Vocabularies to maintain uniform JSON schemas across all ProcessMaker assets in your organization. These assets include , , and .
.
Assign 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.
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 . 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.
One or more Vocabularies must be created before assigning a Vocabulary. See . Multiple Vocabularies can be assigned to a Process.
The Processes page displays.
Click the ellipses icon, and then select the Configure option for your Process. The Configuration tab displays.
If no Vocabularies are configured, then the following message displays: List is empty. Create at least one Vocabulary. See .
Type into the Select process 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.
Manage your Process Templates.
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.
Follow these steps to view documentation for a Process:
View your Processes. The Processes tab displays.
Alternatively, use the print or save as PDF functions of your Web browser to print or save Process documentation.
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:
Log on to ProcessMaker Platform.
Click the Processes option from the top menu. The Processes tab displays.
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.
Use Process Templates to quickly create new Processes.
Process Templates save time and effort in the following ways:
Regardless of whether you are an experienced Process designer or are new to ProcessMaker Platform, use Process Templates to quickly learn Process design and best practices from ready-to-deploy Process models and associated assets.
Save one of your Processes as a Template.
Your user account or group membership must have the following permissions to create a new Process Template unless your user account has the Make this user a Super Admin setting selected:
Process Templates: Create Process Templates
Process Templates: View Process Templates
Processes: View Processes
Follow these steps to create a new Template from an existing Process:
In the Template Name setting, enter a unique name for the Template. Template names must be unique in your organization and can only use apostrophe characters ('
) and spaces. This is a required setting.
In the Description setting, enter a description of the Template. This is a required setting.
Do one of the following:
Select the Save all assets options to include all assets associated with this Process, including but not limited to Screens, Scripts, and Data Connectors, as part of this Template.
Select the Save process model only option to include only the Process model in the Template.
Click the Publish button to create a new Template from this Process. The new Template displays in the Templates tab.
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
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.
Optionally, use any of the following to navigate 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.
In the Description setting, enter a description of the Process. This is a required setting.
Click Save. The new Process displays in Process Modeler and shows the assets from the selected Template.
View all Process Templates in your organization.
ProcessMaker Platform displays Process Templates created by Process designers throughout your organization in one table. This makes it easy to manage these Process Templates.
Follow these steps to view all Process Templates:
Click the Designer option from the top menu. The Processes tab displays.
Click the Templates tab. All available Process Templates display.
The Templates tab displays the following information in tabular format:
Name: The Name column displays the Process Template name.
Template Author: The Template Author column displays the name of the user who created this Process Template.
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.
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.
A Process Template is a ready-to-use that serves as a foundation for designing new Processes. By using Process Templates, expedite the time to design new Processes, minimize the need for duplicative effort, and guarantee a consistent appearance and functionality across all Processes in your organization.
ProcessMaker Platform Spring 2023 version and later has Process Templates available from which to begin your business solutions. ProcessMaker knows how to best design Processes. Learn from our best practices how to and use Enterprise in them. Our curated Processes across multiple industries and use cases saves time and effort from designing your own from a blank Process Modeler canvas.
Process Templates do not require a Process, then it to the same or different ProcessMaker Platform instance.
Process Templates provide an overview of that Template's purpose, use case, and a .
.
See the permissions or ask your Administrator for assistance.
The Processes tab displays.
Click the ellipses icon for your Process and select the Save as Template option. The Publish Template screen displays.
From the Category drop-down menu, select one or more to associate with this Template. To remove a Process Category that is currently selected, click theicon for that selection. The category list is populated from .
See the and permissions or ask your Administrator for assistance.
The Processes tab displays.
Zoom in to the thumbnail view: Click the icon.
Zoom out from the thumbnail view: Click the icon.
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 , 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 Process Manager drop-down menu, select the for this Process.
See the permissions or ask your Administrator for assistance.
Ensure that you are to ProcessMaker Platform.
Category: The Category column displays the to which the Template is assigned. Process Templates use the same Categories as those for Processes.
Created: The Created column displays the date and time the Template was created. The time zone setting to display the time is according to the ProcessMaker Platform instance unless your Time zone setting is specified.
Make changes to an existing Process Template.
Editing a Process Template revises that Template such that future uses of that Template, such as when creating a new Process, derive from those revisions.
Your user account or group membership must have the following permissions to edit a Process Template unless your user account has the Make this user a Super Admin setting selected:
Process Templates: View Process Templates
Process Templates: Edit Process Templates
See the Process Templates permissions or ask your Administrator for assistance.
Follow these steps to edit a Process Template:
View all Process Templates. The Templates tab displays.
Make changes to the Process Template, and then click the Publish button to publish a new version of that Template.
Use the Search feature to find a Process Template in your organization.
Use the Search function to filter all Process Templates from the Templates page based on the entered text.
Your user account or group membership must have the "Process Templates: View Process Templates" permission to search for Process Templates unless your user account has the Make this user a Super Admin setting selected.
See the Process Templates permissions or ask your Administrator for assistance.
Follow these steps to search for a Process Template:
View all Process Templates. The Templates tab displays.
Enter in the Search setting the text to filter Process Templates using any of the following criteria:
Name: Filter by the Process Template name that displays in the Name column.
Category: Filter by the Process Category name that displays in the Category column.
Owner: Filter by the Process Template Author's full name that displays in the Template Author column.
As you enter text into the Search setting, Process Templates matching the entered text display.
If there are no search results, the following message displays: No Results.
See View Process Templates for ways to manage your Process Templates.
Download a Process Template from ProcessMaker Template Gallery, Import, and then configure that Template for your ProcessMaker Platform instance.
ProcessMaker Template Gallery provides ready-to-use Process Templates to customize and publish your next business solution. Refer to the following sections to use Process Templates from ProcessMaker Template Gallery:
Follow these steps to download a ready-to-use Process Template from ProcessMaker Template Gallery to import it into your ProcessMaker Platform instance:
Access ProcessMaker Template Gallery to view a list of available Templates. A list of Templates with a brief description for each displays.
Click on a Process Template's tile to view a description that Template. Details of the Template display.
Click on the Template link below the Process Template's name to download that Template. If this is the first time downloading a Process Template, or your Web browser's cookies have expired from ProcessMaker's web site, do the following. Otherwise, continue to step 4.
The Get Access screen displays. Enter your contact information, and then consent to the ProcessMaker Privacy Statement.
Click the Access Resources button to download the Process Template.
A ZIP file contains the Process Template. Select the location where to save the ZIP file.
Extract the contents of the ZIP file. The Process Template is a JSON file. ProcessMaker Platform files are in JSON format.
Import the Process Template into your ProcessMaker Platform instance.
Your user account or group membership must have the following permissions to import a Process Template unless your user account has the Make this user a Super Admin setting selected:
Process Templates: View Process Templates
Process Templates: Import Processes Templates
See the Process Templates permissions or ask your Administrator for assistance.
Download Process Templates from ProcessMaker to expedite the time to design your next business solution.
Follow these steps to import a Process Template:
Ensure you have downloaded the Process Template from ProcessMaker Template Gallery in which to import or otherwise acquired the Template to import.
View all Process Templates. The Templates tab displays.
Click the Select file from computer link to locate the Template to import. Process Templates have the .json
file extension. ProcessMaker Platform evaluates the file to import. If the Process Template was not exported from a ProcessMaker Platform Spring 2023 version or later instance, that Process Template may not be imported completely.
The Import Process Template screen displays. Only the Basic import option is available for Process Templates and all assets within the Template will be imported.
Click the Import button to complete the import procedure. The Process Template appears in the Templates tab. You may then configure the Process Template for your ProcessMaker Platform instance.
Enterprise packages part of the Process Template that are not installed in the importing ProcessMaker Platform instance are removed from the Process Template upon import. The following message displays: Some elements are not supported.
Click the Update button to update the current Process Template.
Click the Import as New button to create a new Template with unique IDs. A new Process Template is created with a numerical suffix added to the original Template's name.
After downloading and importing a Process Template, that Template may require additional configuration to properly function in your ProcessMaker Platform instance. For example, a Send Email connector must be configured with your unique email server for your ProcessMaker Platform instance. The Process Template that uses that Send Email connector cannot be configured prior to you downloading and importing it to your ProcessMaker Platform instance.
This section references ProcessMaker Platform features that require configuration to your ProcessMaker Platform instance after importing a Process Template. After a Process Template is edited and published, that Template can be used with those customized settings to your ProcessMaker Platform instance.
Process Templates provided by ProcessMaker often require packages not available in the Open-Source edition. Furthermore, many of these features require permissions to use.
Any ProcessMaker packages and/or permissions required to use are noted where those features are described.
Refer to the following sections regarding any custom configurations to a Process Template after it has been imported. Note that not all Process Templates have all of these features within them. Edit the Process Template, and then inspect for any of the following features that would require customization to your ProcessMaker Platform instance if they are used:
Refer to the following sections regarding configurations for BPMN elements after importing a Process Template:
Scripts configured for Script Tasks must be assigned a user account from which to run within your ProcessMaker Platform instance. Ensure that the selected user's account has the appropriate API permissions to access the ProcessMaker Platform REST API.
If your ProcessMaker Platform instance only has the default user and groups, then do the following:
Follow these steps after importing the Process Template and editing it:
Locate the Script setting in the Configuration panel. This setting already has a Script to run. Do not change this Script setting.
Configure the settings for the Script shown in the Script setting.
Locate the Run script as setting.
From the Run script as setting, select the user account with appropriate permissions to access the ProcessMaker Platform REST API.
User Tasks must be assigned to users and/or groups within your ProcessMaker Platform instance. These users and/or groups must exist prior to assigning user Tasks. If your ProcessMaker Platform instance only has the default user and groups, then do the following:
Follow these steps after importing the Process Template and editing it:
Inspect the Process model for each user Task. There are two types of user Tasks:
Do the following for each user Task:
Form Task elements: Select to Whom to Assign the Task.
Manual Task elements: Select to Whom to Assign the Task.
Form Task elements: Configure email Task notifications.
Manual Task elements: Configure email Task notifications.
Refer to the following sections regarding configurations for connectors after importing a Process Template:
Actions By Email connectors must be configured with which configured email server to use. An email server must be configured prior to configuring an Actions By Email connector.
Follow these steps after importing the Process Template and editing it:
Data Connector connectors must be configured to reference which Data Connector each uses to access its data source. Note that your ProcessMaker Platform instance must have at least one Data Connector created to select and configure its use.
Follow these steps after importing the Process Template and editing it:
Decision Task connectors must be configured to reference which Decision Table(s) each uses to evaluate business rules within that Process Template. Note that your ProcessMaker Platform instance must have at least one Decision Table created to select and configure its use.
Follow these steps after importing the Process Template and editing it:
DocuSign connectors must be configured to prior to use.
Follow these steps after importing the Process Template and editing it:
Configure the DocuSign connector. For an example how to configure a DocuSign connector, see DocuSign Package Example.
IDP connectors must be configured prior to use. A ProcessMaker IDP instance is required. ProcessMaker IDP is ProcessMaker's intelligent document processing (IDP) solution.
Follow these steps after importing the Process Template and editing it:
PDF Generator connectors must be configured to prior to use.
Follow these steps after importing the Process Template and editing it:
Send Email connectors must be configured with which configured email server to use. An email server must be configured prior to configuring a Send Email connector.
Follow these steps after importing the Process Template and editing it:
Configure email Task notification settings.
Slack Notification connectors must be configured prior to use. A Slack instance is required. Ensure to grant ProcessMaker Platform access to your Slack workspace.
Follow these steps after importing the Process Template and editing it:
Delete a Process Template.
Your user account or group membership must have the following permissions to delete a Process Template unless your user account has the Make this user a Super Admin setting selected:
Process Templates: Edit Process Templates
Process Templates: View Process Templates
Follow these steps to delete a Process Template:
Click Confirm to delete the Process Template.
Edit the Configuration of a Process Template.
Your user account or group membership must have the following permissions to configure a Process Template unless your user account has the Make this user a Super Admin setting selected:
Process Templates: Edit Process Templates
Process Templates: View Process Templates
Follow these steps to configure a Process Template:
Edit the following Process Template configuration as necessary:
In the Name setting, edit the unique name of the Process Template. This is a required setting.
In the Description setting, edit the description of the Process Template. This is a required setting.
Click Save to save your changes.
View documentation for your Process Template.
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 Template documentation has the following attributes:
The page generated by the Documentation package provides the following information about the Process Template:
The name of the Process Template.
When was the Process Template last updated and by whom.
An image of the Process model in the Process Template.
Below is an example of a documented Process Template.
Follow these steps to view documentation for a Process Template:
Alternatively, use the print or save as PDF functions of your Web browser to print or save Process Template documentation.
Export a Process Template.
Your user account or group membership must have the following permissions to export a Process Template unless your user account has the Make this user a Super Admin setting selected:
Process Templates: Export Process Templates
Process Templates: View Process Templates
Follow these steps to export a Process Template:
Click the ellipses icon next to the Process Template name and select the Edit Template option. The Process Template opens in the Process Modeler for editing.
Click the Import button. The Import Process Template page displays.
If a Template with the same name already exists, the following warning message displays: Caution: Process Template Already Exists. Do one of the following:
Inspect the Process model for each Script Task. Script Tasks are denoted by an icon by default.
Form Tasks elements: Form Task elements are denoted by an icon by default.
Manual Tasks elements: Manual Task elements are denoted by an icon by default.
Inspect the Process model for a Send Email connector. Send Email connectors are denoted by an icon by default. If the Process Template uses a Send Email connector, then configure email Task notifications for each user Task by doing the following:
Inspect the Process model for an Actions By Email connector. Actions By Email connectors are denoted by an icon by default.
Inspect the Process model for a Data Connector connector. Data Connector connectors are denoted by an icon by default.
Inspect the Process model for a Decision Task connector. Decision Task connectors are denoted by an icon by default.
Inspect the Process model for a DocuSign connector. DocuSign connectors are denoted by an icon by default.
Inspect the Process model for an IDP connector. IDP connectors are denoted by an icon by default.
Inspect the Process model for a PDF Generator connector. PDF Generator connectors are denoted by an icon by default.
Inspect the Process model for a Send Email connector. Send Email connectors are denoted by an icon by default.
Inspect the Process model for a Slack Notification connector. Slack Notification connectors are denoted by an icon by default.
See the permissions or ask your Administrator for assistance.
. The Templates tab displays.
Click the ellipses icon next to the Template name and select the Delete Template option. A message displays asking for confirmation to delete a Process Template.
See the permissions or ask your Administrator for assistance.
. The Templates tab displays.
Click the ellipses icon next to the Process Template name and select the Configure Template option. The Configuration tab displays.
From the Category drop-down menu, select to which to assign the Process Template. To remove a Process Category that is currently selected, click the icon for that Process Category. This is a required setting.
If the is installed, the Template Documentation option is available to view documentation for your Process Templates. Entered documentation is for informational purposes only and does not affect Request workflow.
A description of the Process Template as entered when .
Names of all Process model elements and/or and their unique node IDs.
The documented description of each and/or . If no description has been entered for an element/connector, the following message displays: No Documentation Found.
The must installed to view documentation for a Process Template.
. The Templates tab displays.
Click the ellipses icon next to the Process Template name and select the Template Documentation option. Process Template documentation displays as a page within ProcessMaker Platform.
See the permissions or ask your Administrator for assistance.
. The Templates tab displays.
Click the ellipses icon next to the Process Template name and select the Export Template option. The Process Template exports as a .json
file to your local computer or network. The following message displays when the Process Template exports successfully: The template was exported.