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Create a new user account.
Click Yes to reactive the deleted account.
Usernames and passwords must adhere to the following protocol:
Aside from alphanumeric characters, ProcessMaker Platform allows only the following characters in usernames:
commercial at (@
)
hyphen (-
)
period (.
)
plus (+
)
underscore (_
)
Passwords must be at least eight (8) characters long, must contain at least one uppercase letter and a number or symbol. Password special characters are recommended.
Follow these steps to create a new user account:
View all user accounts. The Users tab displays.
Click the +User button. The Create User screen displays.
In the Username field, enter the username associated with the user account. Usernames may use alphanumeric characters, underscores (_
), and hyphens (-
). This is a required field.
In the First name field, enter the first name of the person associated with the user account. This is a required field.
In the Last name field, enter the last name of the person associated with the user account. This is a required field.
In the Job Title field, enter the person's organizational job title associated with the user account.
From the Status drop-down menu, select the status of the user account using one of the following options:
Active: An Active user account is one in which a person can use it to log on to ProcessMaker Platform.
Inactive: An Inactive user account is one in which a person cannot use it to log on to ProcessMaker Platform.
In the Email field, enter your business email address associated with the user account. This is a required field.
In the Password field, enter the password associated with the user account. Passwords must be at least eight (8) characters long, must contain at least one uppercase letter and a number or symbol. Password special characters are recommended. Password validation indicates how strong your password is and, at a minimum, it should meet the medium strength requirements described above.
In the Confirm Password field, confirm that the password matches that entered into the New Password field. Password validation indicates if the New Password and Confirm Password values do not match.
Click Save. The following message displays: The user was successfully created. Furthermore, the Information tab displays for the new user account to specify which groups and/or permissions to assign the new user account. See Edit a User Account.
Manage your ProcessMaker Platform users accounts as an Administrator.
In ProcessMaker Platform, a user is any person associated with a ProcessMaker Platform account that allows that individual to do the following:
Log on to ProcessMaker Platform using unique credentials
Adjust his or her user profile
Start, cancel, and/or participate in Requests
Do Tasks
Note that any person who interacts with a Request is not necessarily a user. For example, an anonymous person can participate in a Request via a Web Entry URL, but is not a user because an anonymous person does not have a ProcessMaker Platform account.
ProcessMaker Platform displays all user accounts in one table that Administrators throughout your organization have created. This makes it easy to manage user accounts.
Follow these steps to view all user accounts in your organization:
Log on to ProcessMaker Platform.
Click the Admin option from the top menu. The Users tab displays all user accounts that have not been deleted. For deleted user accounts, see View Deleted User Accounts.
The Users tab displays the following information in tabular format about user accounts that have not been deleted:
Username: The Username column displays the username associated with the user account.
Full Name: The Full Name column displays the full name associated with user account.
Avatar: The Avatar column displays the avatar image for the user account. If there is not an avatar image for the user account, that person's full name initials display. See Change Your User Avatar.
Status: The Status column displays one of the following statuses for the user account:
Active: An Active user account is one in which a person can use his or her user account to log on to ProcessMaker Platform.
Inactive: An Inactive user account is one in which a person cannot use his or her user account to log on to ProcessMaker Platform.
Out of Office: An Out of Office user account is one in which that user's Tasks automatically delegate to a specified user, such as when out-of-office user is on leave.
Scheduled: A Scheduled user account is one in which that user is scheduled to be available to work on assigned Tasks. If a Task is assigned a user not available, then that Task can be automatically delegated to a specified user.
Modified: The Modified column displays the date and time the user account 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 user account 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.
Last Login: The Last Login column displays the date and time the user last logged on to ProcessMaker. If the user account has not logged on, the following indicator displays: n/a. 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 function to filter all user accounts from the Users page based on your entered text.
Follow these steps to search for a user account:
View all user accounts. The Users tab displays.
Enter in the Search field the text to filter user accounts using any of the following criteria:
Username: Filter by the user account username that displays in the Username column.
First name: Filter by the first name for the user that displays in the Full Name column.
Last name: Filter by the last name for the user that displays in the Last Name column.
E-mail address: Search by the user's email address.
As you enter text into the Search field, user accounts display that match your entered text.
If there are no search results, the following message displays: No Results.
If no user accounts exist, the following message displays: No Data Available.
Control how tabular information displays, including how to sort columns or how many items display per page.
Edit a user account.
Follow these steps to edit a user account:
View all user accounts. The Users tab displays.
Edit settings for any of the following in the user account:
Follow these steps to edit the following information in the Information tab about the person associated with the user account as necessary:
Locate the Profile section.
In the General Information section, change the following information:
In the First Name setting, edit the person's first name. This is a required setting.
In the Last Name setting, edit the person's last name. This is a required setting.
In the Job Title setting, edit the person's organizational job title.
In the Contact Information section, change the following information:
In the Email setting, edit the person's business email address. This is a required setting.
In the Phone setting, edit the person's business telephone number.
In the Fax setting, edit the person's business fax number.
In the Cell setting, edit the person's cell phone number.
In the Address section, change the following information:
From the Country drop-down menu, select the country for the person's business address.
In the Address setting, edit the person's business address.
In the City setting, edit the city for the person's business address.
From the State or Region drop-down menu, select the state, region, or province for the person's business address.
In the Postal Code setting, edit the person's business postal code.
Click Save.
Follow these steps to edit the following information in the Information tab about the person associated with the user account as necessary:
Locate the Settings section.
From the Date Format drop-down menu, select the format for how dates are displayed for this person from the following options:
m/d/Y (12/31/2017)
m/d/Y h:i A (12/31/2017 11:30 pm)
m/d/Y H:i (12/31/2017 23:30)
d/m/Y (31/12/2017)
d/m/Y h:i A (31/12/2017 11:30 pm)
d/m/Y H:i (31/12/2017 23:30)
Y/m/d (2017/12/31)
Y/m/d H:i (2017/12/31 23:30)
d.m.Y H:i (31.12.2017 23:30)
Y-m-d H:i (2017-12-31 23:30)
Optionally, from the Time Zone drop-down menu, change the default time zone from which this user uses ProcessMaker Platform. The default Time Zone setting value sets from the Administrator's Web browser. Change to this user's time zone if different than that of the Administrator's.
From the Language drop-down menu, select in which language to display user interface labels in ProcessMaker Platform. Note that English-language is the default language and the only natural language provided without the Translations. You may also display the user interface labels and messages in German, Spanish, or French languages. Changing this profile setting only affects this user account.
Optionally, select one of the following non-English languages:
German: Select the de option.
Spanish: Select the es option.
French: Select the fr option.
From the Status drop-down menu, select the status of the user account from the following options:
Active: An Active user account is one in which a person can use it to log on to ProcessMaker Platform.
Inactive: An Inactive user account is one in which a person cannot use it to log on to ProcessMaker Platform.
Out of Office: An Out of Office user account is one in which that user's newly assigned Tasks automatically delegate to a specified user. Configure which user to delegate Tasks for this user from the Delegation setting below. Use this status for when this user is not generally available, such as when this user goes on leave. The Out of Office status becomes that user's status when viewing users in the organization.
Scheduled: A Scheduled user account is one in which that user is scheduled to be available to work on assigned Tasks. If a Task is assigned a user not available, then that Task can be automatically delegated to a specified user. Configure which user to delegate Tasks for this user from the Delegation setting below. The Scheduled status becomes that user's status when viewing users in the organization.
Follow these steps to set when this user is scheduled to do Tasks:
Select the Scheduled option. A table displays of the days of the week, beginning with Sunday. Beside each day of the week, hours from which this user is available and not available to do Tasks display. Days that appear with a gray-colored background are those that this user are scheduled to do Tasks.
Configure each day of the week this user is scheduled to do Tasks:
Schedule the user to work that day: Select the day until it appears in a gray-colored background.
Do not schedule the user to work that day: Select the day until it appears in a white-colored background.
Configure hours for each day using 24-hour format that this user is scheduled to do Tasks:
Begin work hours: From the left-side hour for each day, select from which hour this user is scheduled to begin working on Tasks that day.
End work hours: From the right-side hour for each day, select from which hour this user is no longer scheduled to work on Tasks that day.
From the Delegation drop-down menu, select the user to delegate Tasks if this user is not available because of status or schedule.
From the Manager drop-down menu, select the manager for this user. Tasks that this user are assigned can be configured to escalate to the manager specified from this setting. If no user is selected, Tasks are assigned by default to the Process Manager. As a best practice, Process designers should configure the Process Manager for each Process.
Click Save.
Follow these steps to edit the following information in the Information tab about the person associated with the user account as necessary:
Locate the Avatar section.
Do one of the following:
Remove the current avatar: Click the Clear button. The initials for that person's full name display. Continue to step 7.
From the Upload Avatar screen, click the Browse button to locate the image to be your avatar.
Click Save to save the profile.
Usernames and passwords must adhere to the following protocol:
Aside from alphanumeric characters, ProcessMaker Platform allows only the following characters in usernames:
commercial at (@
)
hyphen (-
)
period (.
)
plus (+
)
underscore (_
)
Passwords must be at least eight (8) characters long, must contain at least one uppercase letter and a number or symbol. Password special characters are recommended.
Follow these steps to edit the following information in the Information tab about the person associated with the user account as necessary:
In the Username setting, edit the username for the person's user account. Aside from alphanumeric characters, ProcessMaker Platform allows only the following characters in usernames:
commercial at (@
)
hyphen (-
)
period (.
)
plus (+
)
underscore (_
)
This is a required setting.
In the New Password setting, edit the password to log on with the user account. Leave the New Password setting blank to keep the current password. Passwords must be at least eight (8) characters long, must contain at least one uppercase letter and a number or symbol. Password special characters are recommended. Password validation indicates how strong your password is and, at a minimum, it should meet the medium strength requirements described above.
In the Confirm Password setting, confirm that the password matches that entered into the New Password setting if a new password was entered. If you entered a new password, password validation indicates if the New Password and Confirm Password values do not match.
Enable the User must change password at next login toggle key to require this user to change the password prior to next logging on to ProcessMaker Platform. When this toggle key is enabled, the following screen displays at that user's next log on:
After the user changes the password, the toggle key disables automatically.
Enable the Allow to set a Password toggle key to allow the user to log on with username and password credentials, which enhances the security with SSO enabled. If this option is disabled, then as a best practice block the option to set or change the password.
By email
By phone number
Authenticator App
Click Save.
Configure a custom home page, a menu, and/or home Analytics dashboard for a user when that user logs on to ProcessMaker Platform. A custom home page is either a dashboard that displays to the user or redirects that user to a specified URL. The redirected URL may be to an external site, such as to an organization's portal, or to a ProcessMaker Platform location such as a specified Collection or Saved Search to which that user has access.
The custom home page and menu are configured separately.
See the following home page configurations for the user account:
A dashboard displays important and relevant business management information (BMI) and key performance indicators (KPI) to specific business stakeholders when they need it. After the user logs on to ProcessMaker Platform, the dashboard displays instead of the default ProcessMaker Platform page.
The user does not experience the change until the next time that user logs on.
Follow these steps to select the dashboard for the user account's home page:
From the Dashboard drop-down menu, select the dashboard as the home page for the user account.
Click Save.
Configure a custom home page for a user that redirects to a specified URL when that user next logs on. The redirected URL may be to an external site, such as to your organization's portal, or to a ProcessMaker Platform location such as a specified Collection or Saved Search to which that user has access.
See the following sections for information to redirect to a Collection or Saved Search since both require unique conditions to configure properly:
Specify a URL that redirects a user to an external site such as to your organization's portal:
In the Redirect Url setting, enter the external site's URL to redirect to that location upon next log on.
Click Save.
Specify a URL that redirects a user to a Collection when that user next logs on.
Ensure that the user has the following:
Collection permissions, as configured from a user's account or a group
Access to at least view the records in that Collection, either as individual users or as group members
Otherwise, that user cannot access the Collection.
If a user cannot access a Collection, the following message displays instead of the Collection: Unauthorized.
Locate the Collection's URL prior to configuring this setting.
Follow these steps to configure the redirect URL to a Collection as the user account's home page:
In the Redirect Url setting, enter the Collection's URL to redirect to that Collection upon next log on.
Click Save.
Specify a URL that redirects a user to a Saved Search when that user next logs on.
Ensure that the user has been shared the Saved Search; otherwise, that user cannot access the Saved Search.
If a user cannot access a Saved Search, the following message displays instead of the Saved Search: Unauthorized.
Locate the Saved Search's URL prior to configuring this setting.
Follow these steps to configure the redirect URL to a Saved Search as the user account's home page:
In the Redirect Url setting, enter the Saved Search's URL to redirect to that Saved Search upon next log on.
Click Save.
A custom menu replaces the default top menu that displays in ProcessMaker Platform.
The user does not experience the change until the next time that user logs on.
Follow these steps to select the menu for the user account's home page:
From the Top Menu drop-down menu, select the custom menu for the user account to replace the default top menu.
Click Save.
Specify to which group(s) the user is a member. Permissions are additive for the user: any permission(s) assigned to the group that user is a member also apply to that user.
As a best practice, do not assign the same user to multiple groups that contain distinct sets of permissions. For example, do not assign a user to a group in which its members have Requests category permissions and to another group assigned with all permissions; otherwise, that user has all permissions.
Follow these steps to edit the following information in the Groups tab about which group(s) this user account is a member as necessary:
Click the Groups tab. The Groups tab displays all groups created in your ProcessMaker Platform instance. If no groups have been created, the following message displays: No Data Available. See Create a Group.
The Groups tab displays the following information:
Name: The Name column displays the name of the group.
Description: The Description column displays the description of the group.
A toggle key represents whether the user is a member of that group.
Follow these guidelines to select group memberships for the user:
Select the toggle key for each group to which you want the user to be a member. When the toggle key is enabled for a group, that user becomes a member of that group. When the toggle key is disabled for a group, that user is not a member of that group.
Enter in the Search setting the text to filter groups by their name.
Click Save.
Follow these steps to edit the following information in the Permissions tab about the person associated with the user account as necessary:
Click the Permissions tab. The Permissions tab displays permissions assigned to that user account.
In the Permissions tab, change which permissions from each permission category to assign that user account if necessary. Follow these guidelines to change permission assignments:
Super Admin: Assign the Make this user a Super Admin option to grant unrestricted access to the entire ProcessMaker Platform instance. For more detailed information, see Permission Descriptions for Users and Groups.
Select the Assign all permissions to this user checkbox to assign all permissions to the user account.
Click on a permission category to expand the view of individual permissions within that category. Click on an expanded permission category to collapse that category. If you don't intend to assign this user account with any group(s), then assign permissions to this user account. Note that if this user account is assigned to any group(s), the permissions set in the group(s) take apply to those assigned to the user account. See Permission Descriptions for Users and Groups.
Click Save.
Use an API token with a user account to successfully make calls to ProcessMaker Platform's REST API from an external third-party application or a Script. For security purposes, the API token must not be expired for that API token to work.
A user must have a valid API token to successfully make calls to our RESTful API from an external third-party application.
Follow these steps to manage API tokens for a user account:
Click the API Tokens tab.
Manage the API tokens for the user account as necessary:
An API token is required to successfully make calls to our REST API from an external third-party application or a Script. For security purposes, the API token must not be expired for that API token to work. An API token is valid for one calendar year from its creation date.
To share the generated API token with the person to whom uses the user account requires copying the API token and the time that the API token generates. If you neglect to copy and share the generated API token at the time ProcessMaker Platform generates it, there is no opportunity to view and copy it again; you must generate another API token.
Follow these steps to generate an API token that allows that user account:
Click the API Tokens tab.
The API Tokens tab displays the following information about each generated API token:
ID: The ID column displays the automatically-generated ID for the API token.
Created At: The Created At column displays the date the API token was generated.
Expires At: The Expires At column displays the date the API token expires.
Click the Copy Token to Clipboard button.
Share the API token with the person to whom uses this user account. Ensure not to close the New Token screen until you do so.
Click Close. The API token displays in the API Tokens tab. Make note of when the API token automatically expires.
Click Save.
Delete an API token from a user account when that API token expires or to restrict that user from making calls to the ProcessMaker Platform RESTful API from an external third-party application or a Script.
Deleting a valid API token revokes the user holding the token from using an external third-party application from successfully making calls to the ProcessMaker Platform RESTful API. Deleting an API token cannot be undone.
Follow these steps to delete an API token:
Click the API Tokens tab.
Click Confirm.
Click Save.
In the Security Logs tab within each user account, ProcessMaker Platform maintains a record of the datetime, and IP address for the following activities that user performs:
Log on: Each successful and unsuccessful log on attempt
Log off: Each log off from ProcessMaker Platform
User profile changes: Any changes to that user's profile, including:
profile information
group memberships
permissions
API tokens, including creation, update, and deletion
Collections: Reading, creating, updating, and deleting any Collection or Collection record
Settings: Changing settings, including:
Create or revise any email server or changes in their configuration options (including IMAP)
Enable new SSO options or change configuration options
Enable or change configuration options to other systems, such as DocuSign and IDP
Enable LDAP or SCIM or change their configuration options
Enable or disable User Signals
Update User Extended Properties or change their designated time zone
Customize UI: Changes within the Customize UI menu (inputs to change setting values, including deletions)
System messages: System alerts and errors (including within Requests)
Other user activities: Other user activities in the platform, including:
Create, update, publish, archive, or unarchive a Process
Create, update, or delete any Designer asset, including Process Templates, Screens, Scripts, Environment Variable, Data Connector, PM Blocks, Decision Tables, or Vocabularies
Create, update, or delete any non-Designer assets, including Saved Searches, Saved Search Charts, auth client, Script Executors, Dynamic UI dashboards or menus, or Translations
Perform global or local search queries
Access, reassignments, retries, rollbacks, and completion of Tasks, including parent Request ID
Start, cancel, and complete Requests
Access Queue Management/Laravel Horizon by section name
Create a user or group
See Security Log Events for a description of each user activity event.
In addition to the other user permissions required to edit a user account, the Security Logs permission is required to view security logs.
Follow these steps to view all activities in ProcessMaker Platform for a user:
Click on the Security Logs tab. That user's activity displays in a tabular format.
Each log entry contains the following information about that log event:
Event: The Event column displays the nature of the event.
IP Address: The IP Address column displays the IP address from which the event occurred.
Browser: The Browser column displays the name of the Web browser from which the event occurred.
Operating System: The Operating System column displays the name of the operating system from which the event occurred.
Occurred At: The Occurred At column displays the datetime at which the event occurred.
Follow these steps to view information about a user's security log:
Click on the Security Logs tab.
Login and Logout events do not contain additional information, so the icon for their events are disabled.
Download a user's activity logs in CSV or XML formats.
In addition to the other user permissions required to edit a user account, the Security Logs permission is required to view security logs.
Follow these steps to download a user's activity logs:
Do one of the following:
Click the CSV button to download this user's activity logs in CSV format.
Click the XML button to download this user's activity logs in XML format.
The security logs compile in the background. While doing so, the following message displays: The file is processing... Please wait for an alert with the download link..
ProcessMaker Platform compiles the security logs from your your AWS S3 bucket in the background. You may continue working as necessary in ProcessMaker Platform. The following message displays from the currently displaying page when the security logs are ready to download: Click on the link and download the file. This link is available for 24 hours.
Click the Download link.
For readability and ease of use, user activity logs are sorted to display the latest event first. This order is customizable and logs can be sorted based on any of the displayed columns.
In addition to the other user permissions required to edit a user account, the Security Logs permission is required to view security logs.
Follow these steps to sort a user's activity logs:
Use the Search function to filter the security logs based on a certain criteria. For example, use an IP address in the Search field to see log on or log off attempts from that IP address only.
In addition to the other user permissions required to edit a user account, the Security Logs permission is required to view security logs.
Follow these steps to search a user's security logs:
Enter in the Search setting the text to filter security logs using any of the following criteria:
Event: Filter by the name of the event that displays in the Event column.
IP address: Filter by the IP address from which the event occurred that displays in the IP Address column.
Web browser: Filter by the Web browser from which the event occurred that displays in the Browser column.
Operating system: Filter by the operating system from which the event occurred that displays in the Operating System column.
Datetime: Filter by the datetime that the event occurred that displays in the Datetime column.
Enter text into the Search setting, and then press Enter. Logs for that user display that match your entered text.
If there are no search results, the following message displays: No Results.
Download security logs for all users as a CSV file.
Download the security logs for all users in your ProcessMaker Platform instance. Security logs prepared for download remain available for 24 hours. Thereafter, the security logs must be compiled again.
ISO/IEC 27001 is an excellent standard for information security management systems (ISMS). An organization complying with ISO/IEC 27001 has put in place a system to better manage risks related to the security of data owned or handled by that organization. In compliance with ISO/IEC 27001, ProcessMaker Platform logs multiple aspects of each user's activity throughout the platform.
Log on: Each successful and unsuccessful log on attempt
Log off: Each log off from ProcessMaker Platform
User profile changes: Any changes to that user's profile, including:
profile information
group memberships
permissions
API tokens, including creation, update, and deletion
Collections: Reading, creating, updating, and deleting any Collection or Collection record
Settings: Changing settings, including:
Create or revise any email server or changes in their configuration options (including IMAP)
Enable new SSO options or change configuration options
Enable or change configuration options to other systems, such as DocuSign and IDP
Enable LDAP or SCIM or change their configuration options
Enable or disable User Signals
Update User Extended Properties or change their designated time zone
Customize UI: Changes within the Customize UI menu (inputs to change setting values, including deletions)
System messages: System alerts and errors (including within Requests)
Other user activities: Other user activities in the platform, including:
Create, update, publish, archive, or unarchive a Process
Create, update, or delete any Designer asset, including Process Templates, Screens, Scripts, Environment Variable, Data Connector, PM Blocks, Decision Tables, or Vocabularies
Create, update, or delete any non-Designer assets, including Saved Searches, Saved Search Charts, auth client, Script Executors, Dynamic UI dashboards or menus, or Translations
Perform global or local search queries
Access, reassignments, retries, rollbacks, and completion of Tasks, including parent Request ID
Start, cancel, and complete Requests
Access Queue Management/Laravel Horizon by section name
Create a user or group
Follow these steps to download security logs for all users:
Click the Logs button. ProcessMaker Platform compiles the security logs from your your AWS S3 bucket in the background. You may continue working as necessary in ProcessMaker Platform. The following message displays from the currently displaying page when the security logs are ready to download: Click on the link and download the file. This link is available for 24 hours.
Click the Download link. The security logs download in CSV format.
View these security log event labels when:
Before creating a new user account, verify that a user account by the same username does not already exist. If you attempt to create a new user account matching an identical username for a deleted user account, ProcessMaker Platform notifies you that a deleted user account already exists.
Click the Users icon from the left sidebar to view the Users tab when you are viewing other administrative-related pages.
Click the menu, and then select the Edit User option for the user account to edit.
Upload an avatar: If there is no avatar image, the initials for that person's full name display. Click the Upload Avatar button. The Browse button displays. Continue to step 4.
Change an avatar: Select the Change button to upload a new avatar image. Continue to step 4.
Locate and then select the image to be your avatar. The image fits into the Upload Avatar screen.
Adjust the size of the image using the image size indicatorto fit well inside the circle where the avatar displays, and then click Save. The avatar displays in the Avatar section.
Locate the Login Information section.
If the Two Factor Authentication is enabled, the Two Factor Authentication section will display all available authentication modes. All modes are enabled by default, however, users can enable or disable the following options depending on the configured two-factor authentication methods:
Locate the Dynamic UI section.
From the Home Page drop-down menu, select the My Dashboard option.
The Dashboard setting displays.
Locate the Dynamic UI section.
From the Home Page drop-down menu, select the URL Redirect option. The Redirect Url setting displays.
Locate the Dynamic UI section.
From the Home Page drop-down menu, select the URL Redirect option. The Redirect Url setting displays.
Locate the Dynamic UI section.
From the Home Page drop-down menu, select the URL Redirect option. The Redirect Url setting displays.
Locate the Dynamic UI section.
Click +Token. The New Token screen displays.
Click the Delete iconfor the API token to delete. A message displays to confirm deletion of the API token. The API token is referenced by its ID value.
Click on the icon to view more information about a user activity event.
Click on the sort iconsfor a column to sort data in that column in ascending or descending order. See Control How Tabular Information Displays.
, ProcessMaker Platform maintains a record of the datetime, and IP address for the following activities that user performs:
See for a description of each user activity event.
See the permissions and the permission, or ask your Administrator for assistance.
The Users tab displays.
Event Label | Event Description |
---|
Filter all groups in your organization to find that one you need. Delete a Group.
Use the Search function to filter all groups from the Groups page based on your entered text.
Follow these steps to search for a group:
View all groups. The Groups page displays.
Enter in the Search field the text to filter user accounts using any of the following criteria:
Name: Filter by the group name that displays in the Name column.
Description: Filter by the group description that displays in the Description column.
As you enter text into the Search field, groups display that match your entered text.
If there are no search results, the following message displays: No Results.
ActivityReassignment |
AnalyticReportCreated | Create an analytic report |
AnalyticReportDeleted | Delete an analytic report |
AnalyticReportUpdated | Configure an analytic report |
AuthClientCreated |
AuthClientDeleted |
AuthClientUpdated |
CategoryCreated |
CategoryDeleted |
CategoryUpdated |
CollectionAccessed | View all records in a Collection |
CollectionCreated | Create a Collection |
CollectionDeleted | Delete a Collection |
CollectionRecordAccessed | View a Collection record |
CollectionUpdated | Configure a Collection |
CustomizeUiUpdated |
DashboardCreated | Create a Dashboard |
DashboardDeleted | Delete a Dashboard |
DashboardUpdated | Edit a Dashboard |
DataConnectorCreated | Create a Data Connector |
DataConnectorDeleted | Delete a Data Connector |
DataConnectorResourceAction | Add, edit, or delete a resource from a Data Connector |
DataConnectorUpdated | Edit Configuration for a Data Connector's REST Data Source or Edit Configuration for a Data Connector's SOAP Data Source |
DecisionTableCategoryCreated | Create a Decision Table category |
DecisionTableCategoryDeleted | Delete a Decision Table category |
DecisionTableCategoryUpdated | Edit a Decision Table category |
DecisionTableCreated | Create a Decision Table |
DecisionTableDeleted | Delete a Decision Table |
DecisionTableUpdated | Edit a Decision Table |
EmailServerCreated | Create an Email Server Configuration |
EmailServerDeleted | Delete an Email Server Configuration |
EnvironmentVariablesCreated |
EnvironmentVariablesDeleted |
EnvironmentVariablesUpdated |
FilesAccessed |
FilesCreated |
FilesDownloaded |
FilesUpdated |
FolderAccessed |
FolderCreated |
FolderDownloaded |
FolderUpdated |
GroupCreated |
GroupDeleted |
GroupUpdated |
GroupUsersUpdated |
Login |
Logout |
MenuCreated | Create a Menu |
MenuDeleted | Delete a Menu |
MenuUpdated | Edit a Menu |
PermissionUpdated |
PmBlockArchived | Archive a PM Block |
PmBlockCreated | Create a New PM Block |
PmBlockUpdated |
ProcessArchived |
ProcessCreated |
ProcessUpdated |
QueueManagementAccessed |
RecordCreated | Create a Collection Record |
RecordDeleted | Delete a Collection Record |
RecordUpdated | Edit a Collection Record |
RequestAction | Create, Cancel, or Complete a Request |
RequestError | When a Request has errors |
SavedSearchChartCreated | Create a Saved Search Chart |
SavedSearchChartDeleted | Delete a Saved Search Chart |
SavedSearchChartUpdated | Edit a Saved Search Chart |
SavedSearchCreated | Create and Share a Saved Search |
SavedSearchDeleted | Delete a Saved Search |
SavedSearchRecounted | Manage Your Own Saved Searches |
SavedSearchUpdated | Configure a Saved Search |
ScreenCreated |
ScreenDeleted |
ScreenUpdated |
ScriptCreated |
ScriptDeleted |
ScriptExecutorCreated |
ScriptExecutorDeleted |
ScriptExecutorUpdated |
ScriptUpdated |
SettingsUpdated | Edit Settings. |
SignalCreated |
SignalDeleted |
SignalUpdated |
TemplateCreated |
TemplateDeleted |
TemplatePublished |
TemplateUpdated |
TokenCreated |
TokenDeleted |
TranslationReseted |
TranslationUpdated |
UnauthorizedAccessAttempt | URLs that are not allowed to access |
UserCreated |
UserDeleted |
UserGroupsUpdated |
UserRestored |
UserUpdated |
VocabularyCreated |
VocabularyDeleted |
VocabularyUpdated |
WebEntryAccessed | Start a Request through the Web Entry URL |
Delete ProcessMaker Platform user accounts and view those deleted user accounts.
A user account may be deleted regardless of its status. When a user account is deleted, the person assigned to that account can no longer log on to ProcessMaker Platform.
Deleting an account is not permanent. After a user account is deleted, that user account displays in the Deleted Users tab. Deleted accounts must be restored as active accounts to allow users to log on with them.
When a user account is deleted, the person assigned to that account can no longer log in to ProcessMaker Platform. That person's deleted accounts must be restored as an active account to allow that person to log on to ProcessMaker Platform again.
Follow these steps to delete a user account:
View all user accounts. The Users tab displays.
Click Confirm. The following message displays: The user was deleted. This user account moves from the Users tab to the Deleted Users tab where it may be restored.
After deleting a user account, that user account displays in the Deleted Users tab where that user account may be restored. A restored user account has the same status as when it was deleted. When a user account is restored, the person assigned to that user account may log on to ProcessMaker Platform if that user account is of Active status.
ProcessMaker Platform displays all user accounts in one table that Administrators throughout your organization have deleted. This makes it easy to manage deleted user accounts.
Follow these steps to view all deleted user accounts in your organization:
Log on to ProcessMaker Platform.
Click the Admin option from the top menu. The Users tab displays.
Click the Deleted Users tab.
The Deleted Users tab displays the following information in tabular format about deleted user accounts:‌
Username: The Username column displays the username associated with the deleted user account.
Full Name: The Full Name column displays the full name associated with deleted user account.
Avatar: The Avatar column displays the avatar image for the deleted user account. If there is not an avatar image for the deleted user account, that person's full name initials display. See Change Your User Avatar.
Status: The Status column displays one of the following statuses for the deleted user account:
Active: An Active user account is one in which a person can use his or her user account to log on to ProcessMaker Platform. Note that deleted user accounts cannot be used to log on.
Inactive: An Inactive user account is one in which a person cannot use his or her user account to log on to ProcessMaker Platform regardless of whether the account is deleted.
Out_of_office: An Out_of_office user account is one in which that user's Tasks automatically delegated to a specified user.
Scheduled: A Scheduled user account is one in which that user is scheduled to be available to work on assigned Tasks. If a Task is assigned a user not available, then that Task can be automatically delegated to a specified user.
Modified: The Modified column displays the date and time the deleted user account 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 deleted user account 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.
Last Login: The Last Login column displays the date and time the deleted user last logged on to ProcessMaker Platform. If the user account has not logged on, the following indicator displays: n/a. 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 field to filter deleted user accounts that display.
If no user accounts are deleted, the following message displays: No Data Available.
Control how tabular information displays, including how to sort columns or how many items display per page.
Follow these steps to restore a deleted user account:
View all user accounts. The Users tab displays.
Click the Deleted Users tab. All deleted user accounts display.
Click Confirm. The following message displays: The user was restored. This user account moves from the Deleted Users tab to the Users tab.
When a user account is restored, its status is automatically set to active, regardless of whether it was inactive prior to deletion.
Manage your groups as an Administrator.
In ProcessMaker Platform, a group is a set of users and/or other groups that have the following attributes:
All members of the same group are assigned the same set of permissions. Permissions are additive with those configured for individual users: if a group has permissions that group members do not have in their user accounts, those users are granted those group permissions. See Permission Descriptions for Users and Groups.
Optionally, one or more groups can be selected so that the group's members can start and/or cancel Requests associated with a Process. See Edit Process Configuration and Add and Configure Start Event Elements.
Use groups to flexibily manage multiple users and multiple groups to more easily organize roles, user types, or other categories within your organization.
Organize multiple groups within one group to more flexibly manage permission categories.
The following attributes apply to configuring multiple groups within another:
Notifications: When a member of one group triggers an event, such as starting a Request, all members in that group receive the notification. To more flexibly manage notifications across follow this best practice.
Task assignment to the Group Manager: When a Task is assigned to the group manager, that Task assigns to the group manager configured to the parent group. The group managers to the child groups within the parent group are ignored.
ProcessMaker Platform displays all groups in one table that Administrators throughout your organization have created. This makes it easy to manage groups.
Follow these steps to view all groups in your organization:
Log on to ProcessMaker Platform.
Click the Admin option from the top menu. The Users page displays.
The Groups page displays the following information in tabular format about groups:
Name: The Name column displays the name of the group.
Description: The Description column displays the description for the group.
Status: The Status column displays one of the following statuses for the group:
Active: An Active group is one to which user accounts can be assigned as members.
Inactive: An Inactive group is one to which user accounts cannot be assigned. When a group becomes inactive, user accounts that were members of that group are no longer members.
#Users: The # Users column displays how many users are members of the group.
Modified: The Modified column displays the date and time the group 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 group 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 groups exist, the following message displays: No Data Available.
Control how tabular information displays, including how to sort columns or how many items display per page.
Edit a group.
Follow these steps to edit a group:
Edit settings for any of the following in the group:
Follow these steps to edit the following information about the group as necessary:
In the Name setting, edit the name of the group. This is a required setting.
In the Description setting, edit the description of the group.
From the Status drop-down menu, select the status of the group from one of the following options:
Active: An Active group is one to which user accounts can be assigned as members.
Inactive: An Inactive group is one to which user accounts cannot be assigned. When a group becomes inactive, user accounts that were members of that group are no longer members.
Enable Allow to set a Password to allow members of this group to log on with username and password credentials, which enhances the security with SSO enabled. If this option is disabled, then as a best practice block the option to set or change the password.
Click Save.
The custom home page and menu are configured separately.
See the following home page configurations for the group:
A dashboard displays important and relevant business management information (BMI) and key performance indicators (KPI) to specific business stakeholders when they need it. After the group's user logs on to ProcessMaker Platform, the dashboard displays instead of the default ProcessMaker page.
Ensure that at least one dashboard exists in your ProcessMaker Platform instance.
The group's member does not experience the change until the next time that user logs on.
Follow these steps to select the dashboard for the group's members home page:
From the Dashboard drop-down menu, select the dashboard as the home page for the group.
Click Save.
See the following sections for information to redirect to a Collection or Saved Search since both require unique conditions to configure properly: